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ANDBOOK Handbooks Miami Dade County Public Schools

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ANDBOOK Handbooks Miami Dade County Public Schools Powered By Docstoc
					MAINTENANCE
EMPLOYEES’
 HANDBOOK
FACILITIES OPERATIONS, MAINTENANCE
           Mr. Carl Nicoleau
       Assistant Superintendent
        12525 NW 28th Avenue
         Miami, Florida 33167



      THE SCHOOL BOARD OF
MIAMI-DADE COUNTY PUBLIC SCHOOLS
   Ms. Perla Tabares Hantman,Chair
   Dr. Lawrence Feldman, Vice Chair
    Dr. Dorothy Bendross-Mindigal
           Mr. Carlos Curbelo
     Mr. Renier Diaz de la Portilla
       Dr. Wilbert “Tee” Holloway
            Dr. Martin Karp
            Dr. Marta Pérez
         Ms. Raquel Regalado



   SUPERINTENDENT OF SCHOOLS
         Mr. Alberto Carvalho
                                 NON-DISCRIMINATION POLICY

The School Board of Miami-Dade County, Florida adheres to a policy of
nondiscrimination in employment and educational programs/activities and strives
affirmatively to provide equal opportunity for all as required by:
Title VI of the Civil Rights Act of 1964 - prohibits discrimination on the basis of race,
color, religion, or national origin.
Title VII of the Civil Rights Act of 1964 as amended - prohibits discrimination in
employment on the basis of race, color, religion, gender, or national origin.
Title IX of the Education Amendments of 1972 - prohibits discrimination on the basis of
gender.
Age Discrimination in Employment Act of 1967 (ADEA) as amended - prohibits
discrimination on the basis of age with respect to individuals who are at least 40.
The Equal Pay Act of 1963 as amended - prohibits gender discrimination in payment of
wages to women and men performing substantially equal work in the same
establishment.
Section 504 of the Rehabilitation Act of 1973 - prohibits discrimination against the
disabled.
Americans with Disabilities Act of 1990 (ADA) - prohibits discrimination against
individuals with disabilities in employment, public service, public accommodations and
telecommunications.
The Family and Medical Leave Act of 1993 (FMLA) - requires covered employers to
provide up to 12 weeks of unpaid, job-protected leave to "eligible" employees for certain
family and medical reasons.
The Pregnancy Discrimination Act of 1978 - prohibits discrimination in employment on
the basis of pregnancy, childbirth, or related medical conditions.
Florida Educational Equity Act (FEEA) - prohibits discrimination on the basis of race,
gender, national origin, marital status, or handicap against a student or employee.
Florida Civil Rights Act of 1992 - secures for all individuals within the state freedom
from discrimination because of race, color, religion, sex, national origin, age, handicap,
or marital status.
Title II of the Genetic Information Nondiscrimination Act of 2008 (GINA) - Prohibits
discrimination against employees or applicants because of genetic information.

School Board Rules 6Gx13-4A-1.01, 6Gx13-4A-1.32, and 6Gx13-5D-1.10 - prohibit
harassment and/or discrimination against a student or employee on the basis of gender,
race, color, religion, ethnic or national origin, political beliefs, marital status, age, sexual
orientation, social and family background, linguistic preference, pregnancy, or disability.

Veterans are provided re-employment rights in accordance with P.L. 93-508 (Federal Law) and Section 205.07
(Florida Statutes), which stipulate categorical preferences for employment.
                                                                                                Rev. (01-11)
Assistant Superintendent
Carl Nicoleau

Director
Abby V. Walker, PHR

           Dear Staff Members:
           This handbook has been designed for you to ensure you are familiar with the policies,
           regulations, procedures, duties, and responsibilities that have been developed for Miami-Dade
           County Public Schools employees. The information herein reflects School Board policies and
           rules, as well as the rights and responsibilities as negotiated in the American Federation of
           State, County, and Municipal Employees (AFSCME) Contract; the Dade County School
           Maintenance Employee Committee (DCSMEC) Contract; the Dade Schools Administrators’
           Association (DCSAA) Contract; the United Teachers of Dade (UTD) Contract and the rights
           and responsibilities of Managerial Exempt Personnel (MEP) and Confidential Exempt (XO)
           personnel as it specifically relates to office employees; and the Facilities Operations,
           Maintenance Team.
           The various chapters of this handbook provide a clarification of what is expected of you as a
           member of the Facilities Operations, Maintenance staff and as an employee of Miami-Dade
           County Public Schools. Reading and adhering to the stated guidelines are critical
           responsibilities of every staff member.
           The Administrative team hopes that this handbook will become your first resource for solving
           problems that might occur in the day-to-day performance of your job responsibilities. Please
           understand that it is our profound belief that professional accountability is one of the most
           important elements of productivity.
           If you have any questions concerning any information within this handbook, please see your
           immediate administrative supervisor. Again, it is important that you understand and adhere to
           the policies contained in this handbook as provided at the time of printing as well as any
           updates to M-DCPS Board Rules, Facilities Operations, Maintenance policies or procedures
           and/or Labor Contract revisions executed post this publication. On behalf, of Miami-Dade
           County Public Schools, welcome to Facilities Operations, Maintenance. I wish you success in
           all your endeavors in the service of the students attending our schools.
           Sincerely,

           Carl Nicoleau
           Carl Nicoleau
           Assistant Superintendent



                   Facilities Operations, Maintenance. 12525 Northwest 28th Avenue Miami, Florida 33167
                               Office Telephone (305) 995-4010. Fax Telephone (305) 995-4060
Assistant Superintendent
Carl Nicoleau

Director
Abby V. Walker, PHR


    On behalf of the administrators and staff, this handbook is being provided to all Maintenance employees in
    order to assist you in your exceptional efforts in addressing the Maintenance needs of all Miami-Dade
    County Public Schools. To new employees, welcome to Miami-Dade-County Public Schools, Facilities
    Operations, Maintenance. We are excited that you have chosen to be a part of a team dedicated to
    excellence. You have joined an operation that is committed to ensuring that facilities used by the students
    and community of Miami-Dade County are maintained in the most professional manner possible, adhering
    to all health and safety guidelines.

    Please be assured that all employees are entitled to all of the rights and privileges outlined in the Miami-
    Dade County School Board Rules. To this end, this handbook has been created to provide information
    necessary to ensure your understanding of relevant policies and procedures, specifically as they relate to
    Facilities Operations, Maintenance. You are all encouraged to review and become familiar with this
    resource as well as with the school board policies and procedures found on the website located at
    www.dadeschools.net.

     In addition to the handbook, the Employee Resources Office is a resource for you as well. This office will
     assist you with your career development by providing for training and processing personnel actions
     relevant to promotions, transfers, evaluations, and the like. Our office is staffed with professionals who
     are available to assist you in making your tenure with us a most rewarding experience; please feel free to
     visit or call our office should you require assistance.

     Again, welcome to Miami-Dade County Public Schools and to Facilities Operations, Maintenance.



     Sincerely,

     Abby V. Walker
     Abby V. Walker
     Director




                  Facilities Operations, Maintenance. 12525 Northwest 28th Avenue Miami, Florida 33167
                              Office Telephone (305) 995-7766. Fax Telephone (305) 995-4938
        TABLE OF CONTENTS
INTRODUCTION
 Vision and Mission Statement, Core Values and Goals                                IN:3
 Senior Administration Contact Information                                          IN:8
 Direct Reports                                                                     IN:9
 Maintenance Service Centers                                                       IN:10
 Maintenance Project Operations/Sourcing Management                                IN:12
 Maintenance Project Operations: Capital Task Force,
 Regulatory Compliance and Roofing                                                 IN:13
 Maintenance Fire and Safety Deficiencies, Special Projects                       IN: 14
 Maintenance Employee Resources, Maintenance Finance
 and Maintenance Customer Service                                                  IN:15
 M-DCPS Annual School Calendar                                                     IN:16
 Payroll Period Calendar                                                           IN:17
 Key Web Sites                                                                     IN:18

OFFICE PROCEDURES
  Professionalism in the Workplace                                                 OP:3
  Telephone Procedures                                                             OP:3
  The Audix Voice Mail System                                                      OP:4
  Telephone Features, Access to                                                    OP:5
  Cellular Telephone Policy Statement                                              OP:6
  Cellular Telephones with GPS Tracking                                            OP:6
  Electronic Mail (E-Mail): Appropriate Use: Board Rule 6Gx13- 4C-1.064            OP:7
  Policy for Utilization of the E-Mail System: Board Rule 6Gx13- 4C-1.064          OP:9
  Use of Instructional Technology                                                 OP:13
  Internet Access - Acceptable Use Policy                                         OP:13


 Key:         CS =   Contracted Services        PER     =   Personnel
              IN =   Introduction               PUR     =   Purchasing & Property Control
              OP =   Office Procedures          SAF     =   Safety
                                TR = Trades Personnel


                                       1 of 14
  Compliance with Copyright Laws and "Fair Use" Guidelines: Board
    Rule 6Gx13-4C-1.063                                                             OP:15
  Quick Reference Guide for Use with the Board Rule: Compliance with
     Copyright Laws and "Fair Use" Guidelines                                       OP:16
  News Media Relations                                                              OP:18
  Reporting Procedures for Police-Related Incidents                                 OP:18
  The Petty Cash Fund                                                               OP:19
  Procedures for Processing Superintendent's Correspondence and
     Referrals                                                                      OP:22
  Use of M-DCPS School Mail                                                         OP:24
  Travel Reimbursement                                                              OP:24
  Petty Cash Reimbursement for Tolls                                                OP:28
  Receipt of a Traffic Ticket while Using a School Board Vehicle                    OP:28
 FORMS:
    A. Sample Memorandum Format for Superintendent’s Signature                      OP:31
    B. Sample Letter Format for Superintendent’s Signature                          OP:32
    C. Petty Cash Voucher                                                           OP:33
    D. Petty Cash Log                                                               OP:34

PERSONNEL
  Definitions                                                                       PER:5
  Unions                                                                            PER:7
  Facilities Operations Employee Resources                                          PER:8
  Attendance                                                                      PER:10
  Probationary Periods                                                            PER:10
  Promotional Opportunities                                                       PER:11
  Equal Opportunity and Assignments: Board Rule 6Gx13-4A-1.01                     PER:11
  Diversity in the Workplace                                                      PER:14
  Americans with Disabilities Act of 1990                                         PER:15
  Discrimination/ Harassment Charges                                              PER:15


 Key:           CS =   Contracted Services        PER     =   Personnel
                IN =   Introduction               PUR     =   Purchasing & Property Control
                OP =   Office Procedures          SAF     =   Safety
                                  TR = Trades Personnel


                                         2 of 14
 Discrimination/ Harassment: Complaint Procedures for Employees:
    Board Rule 6Gx13-4A-1.32                                                     PER:16
 Sexual Harassment: a Definition                                                 PER:19
 Leaves and the Family Medical Leave Act and the ADA                             PER:20
 Transfer Requests                                                               PER:21
 Grievance Procedure                                                             PER:22
 Employee Photo Identification Badges                                            PER:22
 Evaluation Procedures: MEP Personnel                                            PER:23
 Evaluation Procedures: DCSAA Personnel                                          PER:24
 Evaluation Procedures: UTD Office Personnel                                     PER:25
 Evaluation Procedures: Confidential Exempt (Clerical) Personnel                 PER:26
 Personnel Files                                                                 PER:27
 Professional Standards and Conduct of M-DCPS Personnel                          PER:29
 Conflict of Interest: Board Rule 6Gx13-4A-1.212                                 PER:30
 Code of Ethics: Board Rule 6Gx13-4A-1.213                                       PER:33
 Permanent Personnel: Responsibilities and Duties: Board Rule
    6Gx13-4A.1.21                                                                PER:38
 Employee-Student Relationships: Board Rule 6Gx13-4-1.09                         PER:40
 Common Sense Suggestions for Non-Instructional Personnel                        PER:41
 Assignment—Members of the Same Family: Board Rule
    6Gx13-4-1.10                                                                 PER:42
 Violence in the Workplace Prevention/ Intervention: Board Rule
    6Gx13-4-1.08                                                                 PER:43
 Weapons: Separation, Dismissal or Suspension (All Personnel):
   Board Rule 6Gx13-4A-1.302                                                     PER:46
 Tobacco-Free Workplace: Board Rule 6Gx13-4-1.06                                 PER:47
 Gifts to School Personnel                                                       PER:48
 Political Activity                                                              PER:48
 HIV/AIDS-Related Issues                                                         PER:49
 Employee Performance/ Fitness Concerns                                          PER:50


Key:          CS =    Contracted Services        PER     =   Personnel
              IN =    Introduction               PUR     =   Purchasing & Property Control
              OP =    Office Procedures          SAF     =   Safety
                                 TR = Trades Personnel


                                        3 of 14
 Employee Assistance Program and Board Rule 6Gx13-4D-1.11                       PER:51
 Substance Abuse – General Policy Statement                                     PER:54
 Drug-Free Workplace General Policy Statement Board Rule
    6Gx13-4-1.05                                                                PER:55
 Testing Procedures for Non-OTETA-Covered Applicants and
    Employees                                                                   PER:58
 Controlled Substance and Alcohol Testing Program: Employees
   Who Are Covered by OTETA                                                     PER:62
 Maintaining Safety while Dealing with Impairment                               PER:67
 Warning Signs of a Substance Abusing Employee                                  PER:69
 "Do's" and "Don'ts" for Supervisors                                            PER:70
 Failure to Execute Job Expectations/ Unprofessional Conduct:
    Documentation                                                               PER:71
 Investigative Fact Finding                                                     PER:72
 Due Process Procedures                                                         PER:74
 Conference-for-the-Record                                                      PER:75
 Site Dispositions                                                              PER:80
 Summary Dismissal                                                              PER:80
 Resignation Procedures                                                         PER:81
FORMS:
  A. Contracts Due Process Matrix                                               PER:85
   B. Oral Interview Ratings Form and Interview Committee Procedures
      Assessment                                                     PER:87
   C. Application for Promotion - Non-instructional DCSMEC Position             PER:89
   D. DCSMEC Transfer/ Location Preference Request Form                         PER:91
   E. Confidential DCSMEC Probationary/ Temporary Employee
      Evaluation Form                                                           PER:92
   F. Application for Promotion/ Transfer (Non-DCSMEC)                          PER:93
   G. Grievance Form                                                            PER:95
   H. Evaluation of Office Personnel Form and Interpretive Guide                PER:97




Key:         CS =    Contracted Services        PER     =   Personnel
             IN =    Introduction               PUR     =   Purchasing & Property Control
             OP =    Office Procedures          SAF     =   Safety
                                TR = Trades Personnel


                                       4 of 14
    I. Record of Observed Deficiencies/ Prescription for Performance
       Improvement (Office Personnel)                                            PER:99
    J. Exempt/ Confidential Personnel Evaluation                                PER:101
    K. Official Personnel File Log                                              PER:102
    L. Work Site Personnel File: Confidential Records Cover Sheet               PER:103
    M. Work Site Personnel File: Public Records Cover Sheet                     PER:104
    N. Reasonable Suspicion Form                                                PER:105
    O. Non-OTETA Drug Test Authorization Form (81/2” x 14”
       in original)                                                             PER:107
    P. Drug-Free Workplace Policy (Non-OTETA) Employee
       Acknowledgement Form                                                     PER:108
    Q. Drug-Free Workplace Policy Omnibus Transportation Employee
       Testing Act (OTETA) Employee Acknowledgement Form          PER:109
    R. Notice of Performance Expectation/ Requirement: Memorandum
       Format                                                     PER:110
    S. Employee Intention (because of Excessive Absences-Sample
       Form                                                                     PER:111
    T. Unauthorized Absence (1) from Worksite                                   PER:112
    U. Two (2) Unauthorized Absences from Worksite                              PER:113
    V. Absence from Worksite Directive                                          PER:114
    W. CFR Summary - Sample                                                     PER:115
    X. Forms and Templates Used in Disciplinary Actions (to be found
       in the Office of Professional Standards Handbook)                        PER:177
    Y. Letter of Resignation                                                    PER:119

TRADES
  Breaktime and Mealtime Policy for Employees                                       TR:3
  Qualifying Documents by Job Description                                           TR:5
  Procedures to be Taken When M/O Employees Fail to Maintain
     Qualifying Documents Required by Job Description                               TR:5
  Certificate of Competency                                                         TR:7
  Daily Status Form                                                                 TR:7


 Key:         CS =    Contracted Services        PER     =   Personnel
              IN =    Introduction               PUR     =   Purchasing & Property Control
              OP =    Office Procedures          SAF     =   Safety
                                 TR = Trades Personnel


                                        5 of 14
 Fuel Inventory Management, MMM Assumption of                                      TR:8
 Identification Badges                                                             TR:9
 Labor Chargeback Procedures                                                       TR:9
 Parking                                                                          TR:10
 Productivity Procedures and Work Schedule                                        TR:10
 Cellular Telephones with GPS Tracking                                            TR:11
 Radio Procedures                                                                 TR:11
 School Visits                                                                    TR:13
 Securing of Crime Scenes                                                         TR:13
 Actions Following a Hurricane or Other Natural Disaster                          TR:14
 Standby Duty                                                                     TR:14
 Tool Allowance                                                                   TR:17
 Tool Replacement                                                                 TR:17
 Uniforms                                                                         TR:17
 Union Stewards and/or Non-Employee Representatives Regarding
    Attending to Union Business During the Work Day and Workplace
    Access                                                                        TR:20
 Vehicles                                                                         TR:21
 Safe Driver Requirements for Employees Operating Board-Owned/
    Leased Vehicles                                                               TR:22
 Receipt of a Parking Ticket While Using a School Board Vehicle                   TR:22
 Cash Reimbursement of Tolls                                                      TR:23
 Vehicle Distribution                                                             TR:23
 Work Order Procedures                                                            TR:24
       Requests for Service Form Instructions                                     TR:24
       Maintenance Customer Service                                               TR:24
           Customer Service Center Operation                                      TR:25
           Work Order Scoping                                                     TR:25
           Duties and Responsibilities                                            TR:26
       Work Order Entry                                                           TR:28
       Problem Codes                                                              TR:29
       Emergency Criteria                                                         TR:32

Key:          CS =   Contracted Services        PER     =   Personnel
              IN =   Introduction               PUR     =   Purchasing & Property Control
              OP =   Office Procedures          SAF     =   Safety
                                TR = Trades Personnel


                                       6 of 14
        Non-Emergency Requests for Maintenance Service                             TR:33
        Emergency Requests for Maintenance Service                                 TR:34
 FORMS:
    A. Daily Status Form with Instructions                                         TR:37
    B. Daily Status Form - Foreperson                                              TR:39
    C. Service Request Form                                                        TR:40
    D. Weekly Mileage Log                                                          TR:43
    E. Individual Property/Tool Inventory Form                                     TR:44
    F. Request for Temporary DCSMEC Employees                                      TR:45
    G. Request to Participate in Standby Duty                                      TR:46
    H. Custodial Reimbursement Request Form                                        TR:47

PURCHASING AND PROPERTY CONTROL
 PURCHASING
  COMPASS                                                                         PUR:3
  M-DCPS Purchasing Policies                                                      PUR:4
  Purchase Requisitions for Materials and Services                                PUR:5
  M-DPCS Procurement Code of Business Ethics                                      PUR:5
  Financial Disclosure                                                            PUR:6
  Competitive Bidding: Board Rule 6Gx13-3C-1.111                                  PUR:7
  Emergency Purchase Requests: Board Rule 6Gx13-3C-1.16                           PUR:9
  Purchase Requisitions: Board Rule 6Gx13-3C-1.091                               PUR:10
  New Approval Chain Process                                                     PUR:10
  Maintenance Purchasing Credit Card Procedures                                  PUR:15
  Receipt of Goods Procedure                                                     PUR:17
  Stockroom: Procedures to Draw Stock Items                                      PUR:20
  Tools and Moveable Equipment: Policies and Procedures                          PUR:21
  Vendors' Manual Check Requests                                                 PUR:24
  Vendors: Sole Source/ No Substitute                                            PUR:24



 Key:          CS =   Contracted Services        PER     =   Personnel
               IN =   Introduction               PUR     =   Purchasing & Property Control
               OP =   Office Procedures          SAF     =   Safety
                                 TR = Trades Personnel


                                        7 of 14
 PROPERTY CONTROL
  Property Control Documentation Procedures                                       PUR:25
  M/O Inventory Control                                                           PUR:27
  Responsibility of the Accountable Officer/Audit Liaison                         PUR:28
  Preparatory Property Audit                                                      PUR:29
  Receipt of Property                                                             PUR:30
  Use of School Board Property                                                    PUR:30
  Outgoing Controlled Equipment                                                   PUR:31
  Property Losses from Theft, Fire, or Vandalism                                  PUR:33
  Vehicles with Lost/Stolen Tags or Registrations                                 PUR:37
  Donations and Gifts of Property: Board Rule 6Gx13-3B-1.111                      PUR:38
 FORMS:
    A. Outgoing Controlled Equipment Form                                         PUR:41
    B. Plant Security Report                                                      PUR:43
    C. New Property Control Tag Form                                              PUR:45
    D. Internal Property Transfer Form                                            PUR:46
    E. Repair - A/ V Equipment Tag                                                PUR:47
    F. MPC Purchase Request for Materials and Services                            PUR:48
    G. Purchasing Credit Card Program Purchase Authorization                      PUR:49
    H. Incoming Controlled Equipment Form                                        PUR: 51
    I. Vendor's Payment Special Handling Authorization                            PUR:53
    J. Proof of Loss Form                                                         PUR:54
    K. Approval of Off-Campus Use of School Board Property                        PUR:55

PAYROLL
  Definitions                                                                       PAY:3
  Hours of Operation                                                                PAY:5
  Arriving Late and Leaving Early                                                   PAY:5
  Absences and Leaves: Board Rule 6Gx13-4E-1.01                                     PAY:6


 Key:           CS =   Contracted Services        PER     =   Personnel
                IN =   Introduction               PUR     =   Purchasing & Property Control
                OP =   Office Procedures          SAF     =   Safety
                                  TR = Trades Personnel


                                         8 of 14
 Absentee Tape                                                                    PAY:8
 Attendance                                                                       PAY:9
 Time Clocks                                                                      PAY:9
 Time Cards and Time Sheet Reconciliation                                         PAY:9
 Leave Time                                                                     PAY:10
 Leave without Pay (ALWOP) - Authorized                                         PAY:10
 Leave without Pay (ULWOP) - Unauthorized                                       PAY:11
 Attendance Card Posting and Unauthorized LWOP Report                           PAY:11
 Jury Duty                                                                      PAY:12
 Military Leave                                                                 PAY:12
 Vacation and Holiday Leaves                                                    PAY:12
 Professional Leave: Board Rule 6Gx13-4E-1.09                                   PAY:14
 Elected Official Leave Procedures                                              PAY:16
 Overtime                                                                       PAY:16
 Compensatory Time                                                              PAY:17
 Probationary and Temporary Hours                                               PAY:18
 Supplemental Payment: Interim Forepersons                                      PAY:18
 Supplemental Payments: Temporary Forepersons                                   PAY:18
 Supplemental Payments: Standby Duty                                            PAY:19
 Supplemental Payments: Hazardous Duty                                          PAY:19
 Supplemental Payments: Double Time                                             PAY:19
 Payroll Documents                                                              PAY:19
 Payroll Check Distribution                                                     PAY:20
 Transfer (Reassignment of Employees from One Location to Another)              PAY:20
 Payroll Inquiries                                                              PAY:21
 Payroll Direct Deposit Authorization                                           PAY:22
 Credit Union                                                                   PAY:22
 Sick Leave Cash-In or Rollover                                                 PAY:23



Key:          CS =   Contracted Services        PER     =   Personnel
              IN =   Introduction               PUR     =   Purchasing & Property Control
              OP =   Office Procedures          SAF     =   Safety
                                TR = Trades Personnel


                                        9 of 14
  Purchase of US Savings Bonds Through the Payroll Savings Plan                  PAY:23
  Tuition Reimbursement                                                          PAY:24
  Employee Verification                                                          PAY:24
 FORMS:
    A. Know Your Pay Stub                                                        PAY:29
    B. Payroll Section Inquiry Form                                              PAY:30
    C. Salary Inquiry Form                                                       PAY:31
    D. Leave Form (Non -Scantron)                                                PAY:32
    E. M/O Satellite Release Request Form                                        PAY:33
    F. M/O Parent-Teacher Conference                                             PAY:34
    G. Vacation Leave Request                                                    PAY:35
    H. Request for Sick Leave Cash-In                                            PAY:36
    I. Request for Sick Leave Rollover into VISTA 401(k)                         PAY:37

CONTRACTED SERVICES
  Job Order Contracting (JOC)                                                       CS:3
  Special Projects Consultant Procedures (SPC)                                      CS:4
  Miscellaneous Contracted Services                                                 CS:5
  Term Bids                                                                         CS:5
  Procedures                                                                        CS:6
  Direct Outs Subject to Board Procurement Rules                                    CS:9
  General Authorization Purchases                                                  CS:10
  Reference Documents                                                              CS:10
  Pitfalls to Avoid When Using Term Bid Contracts                                  CS:11
  Forms to Use with Contract Services                                              CS:11
    Contracted Services Project Checklist
    Work Order Request for B.C.C. Services
    Department of Facilities Design and Quality Control Service Request Form
    Letter of Transmittal/Project Implementation Information




 Key:          CS =   Contracted Services        PER     =   Personnel
               IN =   Introduction               PUR     =   Purchasing & Property Control
               OP =   Office Procedures          SAF     =   Safety
                                 TR = Trades Personnel


                                       10 of 14
SAFETY
  Policy Statement                                                                 SAF:5
  Safety Manuals                                                                   SAF:5
  Safety and Health Training                                                       SAF:6
  First Aid Instructions                                                           SAF:8
  Facilities Operations, Maintenance Safety Committees                             SAF:9
  Safety                                                                         SAF:12
  General Safety Rules                                                           SAF:12
  Lifting                                                                        SAF:13
  Slips, Trips, and Falls                                                        SAF:14
  Receiving Area                                                                 SAF:15
  Vehicle Driver Safety                                                          SAF:15
  Heavy Equipment Safety                                                         SAF:15
    Mobile Cranes
    Bulldozers and Tractors
    Motor Graders
    Shovels, Clamshells, Loaders
  Storage Area                                                                   SAF:17
  Warehouse Safety                                                               SAF:17
    Personnel
    Forklifts
  Safety Rules Primarily for Maintenance and/or Repair Functions                 SAF:19
     Handling Materials
     Tools
     Gasoline Engine-Powered Tools                                               SAF:21
     Ladders/ Scaffolds                                                          SAF:22
     Machines                                                                    SAF:23
     Saws (Power)                                                                SAF:24
     Drills
     Grinders                                                                    SAF:25
     Electrical
     Handling Molten Metal                                                       SAF:26
     Batteries and Battery Rooks
     Storing Material

 Key:         CS =    Contracted Services        PER     =   Personnel
              IN =    Introduction               PUR     =   Purchasing & Property Control
              OP =    Office Procedures          SAF     =   Safety
                                 TR = Trades Personnel


                                       11 of 14
       Aerial Bucket Equipment                                                   SAF:27
       Radial Arm Saw                                                            SAF:28
       Chain Saws
       Sanders
       Pneumatic Tools
       Jacks, Hoist and Load Binders                                             SAF:29
       Storage of Scaffolds
       Rigging
       Ropes: Care of Manila Rope                                                SAF:30
       Inspection and Care of Rope
       Wire Rope and Cable                                                       SAF:31
       Chains
       Use of Solvents                                                           SAF:32
       Handling of Chlorine Cylinders
       Sandblasting Equipment
       Steam Cleaning Equipment                                                  SAF:33
       Electrical Craft
       Carpentry Craft                                                           SAF:34
       Air Conditioning Craft
       Plumbing Craft
       Steamfitting Craft                                                        SAF:35
       Painting and Glazing Craft
       Power Lawn Mowers
       Use of Pesticides or Toxic Materials                                      SAF:36
       Fertilizing                                                               SAF:37
       Welding Safety
 Mechanics -Garage and Repair Shop Safety                                        SAF:39
   Carbon Monoxide
   Jacks
   Electric Chain Hoist
   Pits
   Washing Parts
 Roofing                                                                         SAF:40
   General Safety Guidelines
   Catch Platforms
   Kettle and Tankers
   Chicken Ladders or Crawling Boards
 Custodial Safety                                                                SAF:41
   General Information
   Fire Extinguishers: Classes of Extinguishers
   Inspection of Extinguishers


Key:           CS =   Contracted Services        PER     =   Personnel
               IN =   Introduction               PUR     =   Purchasing & Property Control
               OP =   Office Procedures          SAF     =   Safety
                                 TR = Trades Personnel


                                       12 of 14
       Service of Extinguishers
 Office Safety                                                                   SAF:43
     General
     Office Machines
     Hazards of Desks, Tables, etc
     Hazards of Word Processing Units
     Hazards of Swivel Chairs
     Hazards of Fans
     Hazards of Waste Baskets
     Hazards of File Cabinets
 Personal Protective Equipment                                                   SAF:46
 Lockout/Tagout: OSHA Requirements                                               SAF:51
 Hazard Communication                                                            SAF:53
 Department of Asbestos Management Asbestos Safety Guidelines
   and Basic Facts                                                               SAF:56
 Bloodborne Pathogen/Hepatitis B Training and Inoculation Program                SAF:60
    Follow-up required on notice of violations issued by the Florida
 Department of Labor and Employment Security Division of Safety                  SAF:61
 Common Operational Fire Safety Violations                                       SAF:62
 Accident Reporting                                                              SAF:63
    Injuries
    Traffic Accident Procedures
    Region Maintenance Center Traffic Accident Procedures
 Workers’ Compensation Procedures for Maintenance Personnel                      SAF:66
FORMS:
  A. Notice of Injury (form used at M/O for direct input to Corvel)              SAF:75
   B. Workers' Compensation Medical Request                                      SAF:76
   C. Workers' Education & Rehabilitation Compensation Program
      (WERC) Evaluation Form                                                     SAF:77
   D. Memorandum: Use of Sick Time Following Injury                              SAF:78
   E. Maintenance Operations Vehicle Accident Report                             SAF:79
   F. Request for Asbestos Verification/ Abatement or Repair/
      Assistance                                                                 SAF:81
   G. Bloodborne Pathogens HBV Vaccination Request                               SAF:82


Key:           CS =   Contracted Services        PER     =   Personnel
               IN =   Introduction               PUR     =   Purchasing & Property Control
               OP =   Office Procedures          SAF     =   Safety
                                 TR = Trades Personnel


                                       13 of 14
Key:   CS =   Contracted Services        PER     =   Personnel
       IN =   Introduction               PUR     =   Purchasing & Property Control
       OP =   Office Procedures          SAF     =   Safety
                         TR = Trades Personnel


                               14 of 14
         INTRODUCTION                 AND


             GENERAL
           PROCEDURES
                                                              Page #
Vision and Mission Statement, Core Values and Goals             IN:3

Senior Administration Contact Information                       IN:8

Direct Reports                                                  IN:9


Maintenance Service Centers                                    IN:10


Maintenance Project Operations/Sourcing Management             IN:12

Maintenance Capital Task Force, Regulatory Compliance
and Roofing                                                    IN:13

Maintenance Fire and Safety Deficiencies, Special Projects,    IN:14

Maintenance Employee Resources, Maintenance Finance
and Maintenance Customer Service                               IN:15

M-DCPS Annual School Calendar                                  IN:16

Payroll Period Calendar                                        IN:17

Key Web Sites                                                  IN:18




                                      IN:1
IN:2
              MAINTENANCE OPERATIONS
                                                          VISION
             A customer-driven, Sterling Award winner that delivers cutting-edge facilities maintenance services.


      GOAL 1:                     GOAL 2:                            GOAL 3:                            GOAL 4:
     CUSTOMER               INTERNAL PROCESSES                FISCAL RESPONSIBILITY                  ORGANIZATION

1. Improve customer 1. Improve the work delivery         1. Use annual budget          1. Develop and implement
   satisfaction.       process to raise the                 effectively.                  organization design and
                       productivity of the Region                                         staffing.
                                                         2. Improve our stewardship of
2. Improve             Maintenance Centers.
                                                            the M-DCPS facilities by
   communication                                                                       2. Develop a comprehensive
                                                            maintaining and
   with our         2. Improve project execution.                                         training program that meets
                                                            addressing the Facilities
   customers.                                                                             the needs of the various
                    3. Develop a Capital Task Force         Condition Index Magellan      staff categories/bargaining
                       to increase departmental             data.                         units.
                       productivity.                     3. Procure services and
                                                            materials in a timely      3. Develop a communication
                    4. Streamline process for               manner.                       plan for our employees and
                       tracking and correcting fire/life                                  stakeholders.
                       safety and environmental          4. Improve methods to
                       deficiencies.                        measure employee
                                                            accountability.
                                                            MISSION
Provide professional, quality facilities maintenance in a timely and cost-effective manner for all Miami-Dade County Public
School properties, to ensure a safe and comfortable learning and working environment.

                                                      CORE VALUES
 •     Emphasize Safety                     •      Code- and Regulatory- Compliant           •      Critical Thinkers
 •     Problem Solvers                      •      Ethical and Professional                  •      Courteous
 •     Flexible and Agile                   •      Accountable                               •      Team Players



                                                             IN:3
     Goal 1: Become a Customer-Driven Enterprise
                                                                                                                        KEY
                                                                                                                   PERFORMANCE
     OBJECTIVES                                      STRATEGIES                                                     INDICATORS
1.   Improve customer   1-1.1     Reduce response times.                                             1-1.1a   Response time (#days) to emergency
     satisfaction.                                                                                            work
                                                                                                     1-1.1b   Response time (#days) to routine
                                                                                                              work requests
                        1-1.2     Reduce completion times.                                           1-1.2a   % of emergency work completed
                                                                                                              within 48 hours
                                                                                                     1-1.2b   % of routine work completed within 30
                                                                                                              days
                        1-1.3     Implement Grounds Initiative                                       1-1.3a   % of all grounds and high school
                                                                                                              athletic fields improved from “C/D”
                                                                                                              levels to “B”.
                        1-1.4      Survey customer satisfaction to understand the customers’         1-1.4    Survey results
                                needs. (Principal surveys distributed to all Regions twice a year,
                                after developing baseline data.)

2.   Improve                                                                                         1-2.1    # hits on the site.
                        1-2.1 Provide customer access to information regarding their work
     communication
                              requests. (IT place counter mechanism on online reporting.)
     with our
     customers.         1-2.2 Increase the number of Maintenance Center contacts with each           1-2.2a   # visits/communications by contact
                              District work location. (Feeder pattern restructuring assigns a                 person to sites.
                              Coordinator as the contact person for each feeder pattern.)

                        1-2.3 Determine minimal standards for communication meetings                 1-2.3    # of monthly reports to site
                              between Directors/Coordinators and site administrators per                      administrators.
                              quarter.
                        1-2.4 Survey Maintenance customers on the services delivered by the          1-2.4    Survey results.
                              Customer Service Call Center.
                        1-2.5 Educate customers on Facilities Maintenance by developing an           12.5a    # customers trained
                              FAQ for website, and participating in meetings/workshops.
                                                                                                     12.5b    # customers attending meetings




                                                                       IN:4
            Goal 2: Streamline internal processes to
           optimize the support of our front-line staff
                                                                                                             KEY
                                                                                                        PERFORMANCE
     OBJECTIVES                               STRATEGIES                                                 INDICATORS
1.   Improve the work       2-1.1 Complete the Maintenance plan.                  2-1.1a % of work completed each quarter.
     delivery process to
                                                                                  2-1.1b % of planned work delivered within cost projections
     raise the productivity
     of the Region
     Maintenance
                            2-1.2 Reduce the number of service work orders        2-1.2   % backlog reduced.
     Centers.
                                  that are older than 30 days by 25%.
                            2-1.3 Increase use of contracted services or          2-1.3a Monthly/quarterly rate of expenditure against allocated
                                  assignment of projects to the Capital Task             budget.
                                  Force.
                                                                                  2-1.3b Rate of expenditure per individual assigned to a function.
                            2-1.4 Improve the quality and management of data.     2-1.3   % error rate of COMPASS/ CMMS system work orders.

2.   Improve project        2-2.1    Ensure that capital program costs and        2-2.1a % projects delivered on time
     execution.                     schedules do not exceed independent
                                    estimates by more than 10%.                   2.2.1b % projects delivered within budget.
                            2-2.2 Reduce cost overruns by 25%.                    2-2.2   $ spent in cost overruns.

                            2-2.3 Execute 90% of the annual project budget        2-2.3   % budget executed.

3.   Develop a Capital      2-3.1 Identify Technical Support Specialists to       2.3.1   Hire 3+ specialists dedicated to the Task Force.
     Task Force to                assist with directing CTF workforce.
     increase               2-3.2 Develop and execute at least 90% of the         2-3.2a % planned work completed.
     departmental                 annual plan that executes $15-20 million of
     productivity.                work.                                           2-3.2b $ executed quarterly.

4.   Streamline process     2-4.1. Develop and implement an integrated process 2-4.1a # deficiencies and/or $ expended on deficiencies closed
     for tracking and              for tracking all regulatory deficiencies ( i.e.        by Maintenance.
     correcting fire/life          fire/life safety, environmental, etc.) from
                                                                                   2-4.1b # deficiencies and/or $ expended on deficiencies closed
     safety and                    identification through correction.
                                                                                          by Capital.
     environmental
                            2-4.2 Reduce % of facilities in non-compliance with
     deficiencies.                                                                 2-4.2 % of facilities in non-compliance.
                                   environmental regulations.

                                                                       IN:5
 Goal 3: Demonstrate strong fiscal responsibility

                                                                                                                       KEY
                                                                                                                  PERFORMANCE
           OBJECTIVES                                             STRATEGIES                                       INDICATORS
3-1. Use annual budget effectively.      3-1.1 Develop budget accountability processes that are used by   3-1.1   % of work executed within
                                               each work location and department.                                 budget
                                         3-1.2 Execute 90% of non-salary budgets.                         3-1.2   % of expenditures vs.
                                                                                                                  budgets
                                         3-1.3 Conduct detailed reviews of expenditures.                  3-1.3   Reduce # of audit findings
3-2. Improve our stewardship of the M-   3-2.1 Close out existing deficiencies.                           3-2.1   # and % deficiencies
      DCPS facilities by maintaining                                                                              closed per quarter
      and addressing the Facilities
      Condition Index Magellan data.     3-2.2 Collect and catalog new deficiencies.                      3-2.2   # deficiencies identified
                                                                                                                  per quarter
3-3. Procure services and materials in   3-3.1 Improve fiscal management by using efficient procurement   3-3.1a # days delay in obtaining
      a timely manner.                         processes; reopen RQ-01 for Zone Mechanics.                       material – exception report
                                                                                                          3-3.1b % dollars spent thru RQ-
                                                                                                                 01 vs. total dollars spent
                                         3-3.2 Implement credit card program.                             3-3.2   % dollars spent using
                                                                                                                  credit card vs. total dollars
                                                                                                                  spent
3-4. Improve methods to measure          3-4.1 Implement GPS tracking for tradespersons.                  3-4.1   Reduction of # employees
      employee accountability.                                                                                    not at designated
                                                                                                                  locations.
                                         3-4.2 Implement a Time and Attendance System.                    3-4.2   Accuracy in payroll data;
                                                                                                                  reduction in # of payroll
                                                                                                                  corrections.




                                                                       IN:6
                   Goal 4: Create a climate that fosters
                         innovation and growth
                                                                                                                           KEY
                                                                                                                      PERFORMANCE
         OBJECTIVES                                             STRATEGIES                                             INDICATORS
4-1.   Develop and implement          4-1.1 Forecast future staffing requirements, including replacement of   4-1.1   # new hires per quarter
       organization design and              DROP candidates (a minimum of 30-days prior to departure in               compared to # lost.
       staffing.                            key areas).
                                      4-1.2 Expand recruitment activities to include internet recruiting,     4-1.2   Survey results of how
                                            trade organizations, and signage.                                         people were referred to M-
                                                                                                                      DCPS.
                                      4-1.3 Revise job descriptions to reflect new technologies and           4-1.3   % of job descriptions
                                            responsibilities.                                                         revised.
                                      4-1.4 Hire people in a timely fashion.                                  4-1.4   % of new hires within 60
                                                                                                                      days of identified need.
4-2.   Develop a comprehensive        4-2.1 Identify key skills and competencies in all staffing areas        4-2.1a % employees trained
       training program that meets          through various means including District evaluation forms.        4-2.1b # hours training per
       the needs of the various                                                                                      employee
       staff categories/ bargaining
       units.                         4-2.2 Identify Trade Support Forepersons in major trades.               4-2.2   Hiring of support
                                                                                                                      forepersons.
                                      4-2.3 Develop program to address the AFSCME grounds initiative.         4-2.3a # grounds employees hired
                                                                                                              4-2.3b # grounds employees
                                                                                                                     trained.
4-3.   Develop a communication        4-3.1 Conduct scheduled staff meeting across the department to         4-3.1a # meetings held as
       plan for our employees and           discuss current action plans and status. Use staff meetings for         evidenced by meeting
       stakeholders.                        two-way communication throughout the organization:                      agendas and/or minutes
                                            information from senior staff must be passed down through        4-3.1b # blanket information emails
                                            work location/departmental administrators to front-line workers,        to staff – filed in agenda
                                            and back up to senior administration.                                   book.
                                      4-3.2 Use focus groups and committees to identify and communicate 4-3.2a # issues identified
                                            specific issues and initiatives.                            4-3.2b # initiatives addressed




                                                                       IN:7
                   FACILITIES OPERATIONS, MAINTENANCE
                           Administrative Office and Central Operations
                                 12525 Northwest 28th Avenue
                                       Miami, Florida 33167
                                          305-995-4000


             NAME                                       TITLE                          TELEPHONE
Mr. Carl Nicoleau                             Chief Maintenance Officer                305-995-4005/4010
                                                Administrative Director
Mr. Robert Brown                                                                         305-995-4011
                                               Maintenance Operations
Mr. Francis Hoar                                Administrative Director                  305-995-4038

                                       Director I, Maintenance Service Center #1
Mr. Alberto Benitez                                                                      305-995-4092
                                          12525 N.W. 28th Ave., Miami 33167
                                       Director I, Maintenance Service Center #2
Mr. Luis Martinez                                                                        305-995-7900
                                          12525 N.W. 28th Ave., Miami 33167
                                       Director I, Maintenance Service Center #3
Mr. Anthony Adams                                                                        305-835-1000
                                            2780 N.W. 87th St., Miami 33147
                                       Director I, Maintenance Service Center #4
Mr. Marvin Chapman                                                                       305-995-4303
                                            2925 N.W. 41st St, Miami 33142
                                       Director I, Maintenance Service Center #5
Mr. Ignacio (AI) Palacio                                                                 305-235-2329
                                          15301 S.W. 117th Ave., Miami 33157
                                       Director I, Maintenance Service Center #6
Mr. Edward Velez                                                                         305-248-2079
                                          24600 S.W. 159th Ave., Miami 33131
                                            Supervisor II, District Grounds
Mr. Dwayne Willis                                                                        305-995-7459
                                          12525 N.W. 28th Ave., Miami 33167

Ms. Abby Walker                   Director, Employee Resources & Operations Training     305-995-7766


                                                  Director, Region I
Mr. Mike Krtausch                                                                       (305) 995-4451
                                                Sourcing Management

                                                      Director I
Mr. Jorge Dorrbecker                                                                     305-995-7947
                                                    Central Trades

Mr. William Cael                                     Director I
                                                                                         305-995-4020
                                                  Service Contracts
                                               Senior Project Manager
Mr. Sam Ingram                                                                           305-995-7948
                                                 Capital Task Force
                                               Senior Project Manager
Mr. Ivan Gonzalez                                                                        305-995-4076
                                                 Division of Roofing
                                                        Director II
Dr. Claudius Carnegie                                                                    305-995-7993
                                                Regulatory Compliance
                                                        Director II
Ms. Cheryl Nasai                                                                         305-995-4021
                                                   Finance Facilities
                                                       Supervisor I
Ms. Terry Comesana-Alfau                                                                 305-995-7717
                                              Facilities Customer Service




                                                 IN:8
FACILITIES OPERATIONS, MAINTENANCE
      DIRECT REPORTS
             Rev. 08/15/09




                IN:9
IN:10
                             FACILITIES OPERATIONS, MAINTENANCE
                              MAINTENANCE SERVICE CENTERS 4,5,6



                                       Robert M. Brown
                                    Administrative Director
                                    Maintenance Operations
                                          24 (0730)




                                          Ignacio (Al) Palacio
      Marvin Chapman                            Director                       Edward Velez
          Director                   Maintenance Service Center # 5               Director
Maintenance Service Center #4              45 (0413) WL 9264           Maintenance Service Center #6
     45 (0413) WL 9281                                                       45 (0413) WL 9261



    William “Bill” Barroso
                                              Don DeRyke                       Luis Martinez
         Supervisor II
                                              Supervisor II                    Supervisor II
          44 (0872)
                                               44 (0872)                        44 (0872)




        Berny Blanco                         Dawn Brinklow                   James Crumpler
        Supervisor II                         Supervisor II                    Supervisor II
         44 (0872)                             44 (0872)                        44 (0872)



       Ronald Johnson                       Julio Hortsmann                  Timothy Jones
        Coordinator III                      Coordinator III                 Coordinator III
Miami Edison & Miami Jackson            South Miami & Southwest          Homestead & South Dade
          42 (0347)                             42 (0347)                      42 (0347)



       Jorge Bombino                       Michael Kanamine                   Amos Prospere
       Coordinator III                       Coordinator III                  Coordinator III
 Coral Gables & Miami High                Braddock & Ferguson                Miami Southridge
          42 (0347)                            42 (0347)                        42 (0347)



          Paul Diaz                         D. Bruce Phillips                Michael Thomas
       Coordinator III                       Coordinator III                  Coordinator III
Booker T. Washington & SBAB           Miami Palmetto & Miami Killian      Miami Sunset & Varella
          42 (0347)                            42 (0347)                        42 (0347)




                                             IN:11
IN:12
IN:13
                           FACILITIES OPERATIONS, MAINTENANCE
                            FIRE AND SAFETY DEFICIENCIES (FI/SI)
                                     SPECIAL PROJECTS
                                 LANDSCAPE MAINTENANCE


     Donna Rardin                         Robert M. Brown
   Resource Support                    Administrative Director
       Specialist                      Maintenance Operations
  41 (0556) WL 9241                           24 (0730)



                                            Luis Martinez
                                               Director
                                       Maintenance Operations
                                         45 (0413) WL 9251




    Roger Gajafsky              Robert Carter            Fermin Vazquez          Dwayne Willis
      Coordinator                Coordinator            Project Manager II        Supervisor II
FI/SI & Special Projects   FI/SI & Special Projects     43 (0801) WL 9241    Landscape Maintenance
  40 (0642) WL 9241          40 (0642) WL 9241                                 44 (0872) WL 9241



   Humberto Carvajal           James Munger                                       David Kandel
      Coordinator               Coordinator III                                    Coordinator
FI/SI & Special Projects   FI/SI & Special Projects                          Landscape Maintenance
  40 (0642) WL 9241          42 (0347) WL 9241                                 40 (0642) WL 9241



  Thomas Quigley, Jr.            Bryan Castro
     Coordinator III             Coordinator
FI/SI & Special Projects   FI/SI & Special Projects
  40 (0642) WL 9241          40 (0470) WL 9241

                               Robert Medlock
   Dwight Clodfelter
                                 Coordinator
      Cooordinator
                           FI/SI & Special Projects
FI/SI & Special Projects
                             40 (0470) WL 9241
  40 (0642) WL 9241




                                               IN:14
IN:15
                                           MIAMI-DADE COUNTY PUBLIC SCHOOLS
                                               2010-2011 SCHOOL CALENDAR
                                              ELEMENTARY AND SECONDARY
            July 2010                                        August 2010                             September 2010
M          T          W       T        F              M        T       W       T      F         M         T      W          T      F
                              1        2              2        3       4       5      6                             1       2      3
 5         6          7       8        9              9       10       11      12    13         6         7         8       9     10
12        13          14     15       16             16       17       18      19    20         13      14       15         16    17
19        20          21     22       23             23       24       25      26    27         20      21       22         23    24
26        27          28     29       30             30       31                                27      28       29         30

        October 2010                                      November 2010                              December 2010
M          T          W       T        F              M        T       W       T      F         M         T      W          T      F
                                       1              1        2 *     3       4      5                             1       2      3
 4         5          6       7        8              8        9       10      11    12         6         7         8       9     10
11        12          13     14       15             15       16       17      18    19         13      14       15         16    17
18        19          20     21       22             22       23       24      25    26         20      21       22         23    24
25        26          27     28       29             29       30                                27      28       29         30    31

        January 2011                                       February 2011                                  March 2011
M          T          W       T        F              M        T       W       T      F         M         T      W          T      F
 3         4          5       6        7                       1       2       3      4                   1         2       3      4
10        11          12     13       14              7        8       9       10    11         7         8         9       10    11
17        18          19     20       21             14       15       16      17    18 *       14      15       16         17    18
24        25          26     27       28             21       22       23      24    25         21      22       23         24    25
31                                                   28                                         28      29       30         31

            April 2011                                          May 2011                                  June 2011
M          T          W       T        F              M        T       W       T      F         M         T      W          T      F
                                       1              2        3       4       5      6                             1       2      3
 4         5          6       7        8              9       10       11      12    13         6         7         8       9     10
11        12          13     14       15             16       17       18      19    20         13      14       15         16    17
18        19          20     21       22             23       24       25      26    27         20      21       22         23    24
25        26          27     28       29             30       31                                27      28       29         30

               FLORIDA STATEWIDE ASSESSMENT PROGRAM 2010 – 2011 SCHEDULE
                     FLORIDA COMPREHENSIVE ASSESSMENT TEST® (FCAT)
                                                                                             New Teachers Report
 OCTOBER 11 – 15, 2010     GRADES 11 – ADULT        READING & MATHEMATICS
                                                                                                                                 Days in Grading Period
        OR                 (NEW STUDENTS/RETAKES)   SUNSHINE STATE STANDARDS
 OCTOBER 18 – 22, 2010                              RETAKE TESTS                             Teacher Planning Day
                                                                                                                                          1-48
MARCH 1 – 4, 2011          GRADES 4, 8, AND 10      WRITING
                                                    SUNSHINE STATE STANDARDS TEST           * Teacher Planning Day No Opt                 2-43
MARCH 30 – APRIL 6, 2011   GRADES 11 – ADULT        READING & MATHEMATICS
                           (NEW STUDENTS/RETAKES)   SUNSHINE STATE STANDARDS                 Legal Holiday                                3-43
                                                    RETAKE TESTS

APRIL 11 – 22, 2011        GRADES 3 – 10            READING & MATHEMATICS
                                                                                             Recess Day                                   4-46
                                                    SUNSHINE STATE STANDARDS TESTS
                                                                                             Beg/End of Grading Period
                           GRADES 5, 8, AND 11      SCIENCE
                                                    SUNSHINE STATE STANDARDS TEST
                                                                                             Secondary Early Release
                                   KEY WEB SITES

Many Board rules, State Statutes, and Federal Laws are cited in this handbook, and
Union Contract stipulations are included, as appropriate. To assist the reader in finding
the complete texts of many of the citations, the table below provides a listing of key Web
sites.

               4.1    MIAMI-DADE COUNTY PUBLIC SCHOOL SITES

Maintenance Operations              http://maintenance.dadeschools.net/

M-DCPS Home Page                    www.dadeschools.net/

School Board Rules                  www.dadeschools.net/board/rules/

Union Contracts                     www.dadeschools.net/employees/laborcontracts/

M-DCPS Employees                    www.dadeschools.net/employees/index.htm
                                    includes general information and toggles to further
                                    information regarding
                                        • Benefits Enrollment
                                        • Credit Union
                                        • E-handbooks
                                        • Emergency Management Procedures
                                        • Professional Development
                                        • School Profiles
                                        • State Department of Education
                                        • State Statutes
                                        • Statistical Highlights

Forms Search (@ Records and
                            http://forms.dade.k12.fl.us/srchforms.asp
Forms Management Website)

                                    State of Florida

Florida Statutes                    www.leg.state.fl.us/statutes/index.cfm?

State Board of Education            www.firn.edu/doe/rules/rules.htm
Administrative Rules

                                     United States
U. S. Code                          http:/www4.law.cornell.edu/uscode




                                          IN:18
IN:19
             OFFICE
           PROCEDURES
                                                                          Page #
Professionalism in the Workplace                                           OP:3
Telephone Procedures                                                       OP:3
The Audix Voice Mail System                                                OP:4
Telephone Features, Access to                                              OP:5
Cellular Telephone Policy Statement                                        OP:6
Cellular Telephones with GPS Tracking                                      OP:6
Electronic Mail (E-Mail): Appropriate Use: Board Rule 6Gx13- 4C-1.064      OP:6
Policy for Utilization of the E-Mail System: Board Rule 6Gx13- 4C-1.064    OP:9
Use of Instructional Technology                                           OP:13
Internet Access - Acceptable Use Policy                                   OP:13
Compliance with Copyright Laws and "Fair Use" Guidelines: Board Rule
   6Gx13-4C-1.063                                                         OP:15
Quick Reference Guide for Use with the Board Rule: Compliance with
    Copyright Laws and "Fair Use" Guidelines                              OP:16
News Media Relations                                                      OP:18
Reporting Procedures for Police-Related Incidents                         OP:18
The Petty Cash Fund                                                       OP:19
Procedures for Processing Superintendent's Correspondence and
    Referrals                                                             OP:22
Use of M-DCPS School Mail                                                 OP:24
Travel Reimbursement                                                      OP:24
Petty Cash Reimbursement for Tolls                                        OP:28
Receipt of a Traffic Ticket while Using a School Board Vehicle            OP:28




                                      OP:1
FORMS:
     A. Sample Memorandum Format for Superintendent’s Signature OP:31
     B. Sample Letter Format for Superintendent’s Signature    OP:32
     C. Petty Cash Voucher                                     OP:33
     D. Petty Cash Log                                         OP:34




                                 OP:2
                   PROFESSIONALISM IN THE WORK PLACE

In many cases, staff members may be the first representatives of the District that
visitors and the general public meet. Since first impressions are lasting ones, it is
extremely important that staff project a professional image through appropriate
dress, good grooming, job knowledge, and a friendly but business-like manner.
All staff members are to be considered as professionals and must convey this
professional attitude in all dealings. Staff members are expected to:
   a.      greet co-workers and visitors courteously;
   b.      respect the space of others;
   c.      maintain a clean, organized, uncluttered work area; (all displayed items
           should be attractive and in good taste and complement the decor of
           the office)
   d.      if momentarily away from their work area, announce when they are
           leaving and how soon they will return;
   e.      not play radios which may annoy others;
   f.      use the local buttons on their telephones to communicate interoffice as
           opposed to calling across the room to others;
   g.      keep working files, folders, and/or notebooks in bookcases or cabinets
           whenever possible-not on desks and countertops; and
   h.      take personal responsibility for the cleanliness and functionality of
           common areas such as a workroom, duplicating machines, and
           restrooms.


                           TELEPHONE PROCEDURES

Much of the business of Maintenance Operations is conducted over the
telephone. Hence, it is essential that the lines not be tied up with personal phone
calls. Also, telephone courtesy is very important, as the telephone is the
community's first and maybe only contact many will have with our operation.
Therefore, all employees must strictly adhere to the following telephone
procedures.
   •    Telephone calls should be replied to promptly, pleasantly, and with
        interest.
   •    Employees answering the telephone are to state the name of their
        department or supervisor, and then their own name.
   •    Every effort shall be made to answer all incoming calls within the first
        three (3) rings. This may require asking a caller to hold when another line
        is answered, and includes picking up the lines or calls of others who may
        be away from their desk or office. If it is necessary to put a call on hold, go



                                          OP:3
       back frequently to reassure the caller that s/he has not been abandoned. If
       there will be a delay, make arrangements to call back-and do so.
   •   Any number assigned to a given physical location must be answered by
       personnel occupying that space or anyone within reach to pick up the
       line(s).
   •   If staff members answering the telephone do not know where to refer the
       caller, they should take the name, number, and message, and tell the
       caller that someone will return the call. They should then determine to
       whom the call should be given. Departments receiving these messages
       should return the call on that day if possible.
   •   Messages shall be taken in a courteous, professional, and helpful manner.
   •   Messages should be given to the appropriate individual promptly as soon
       as that person returns.
   •   Ascertain whether the call was transferred from another department so
       that all the information the caller receives can be coordinated.
   •   Individuals expecting a call or wanting to receive incoming calls while
       away from their desk must tell the receptionist where the calls are to be
       sent, or forward their phone to an individual responsible to receive their
       calls in their absence. The receptionist should not have to search for any
       employee.
   •   Long distance calls are strictly forbidden except in extreme emergency
       situations, in which case, permission must be obtained from a responsible
       administrator. The call must be logged by the operator and billed to the
       caller's home telephone number.
   •   Keep a log of calls made and received. All offices should return calls as
       soon as possible, but at least within twenty-four (24) hours. Accurate,
       complete telephone messages should be taken when the administrator is
       unavailable, including the telephone number of the person calling.


                      THE AUDIX / VOICE MAIL SYSTEM

Many of the Maintenance Operations telephones are equipped with voice mail
access. To access the voice mail system, dial 2000 and follow the prompts given.

When first setting up voicemail access, the password default for everyone is “l”.

Go through the prompts and follow the directions on how to change the password
as well as add an individualized outgoing message.

Voice mail does not work automatically. That is, if the telephone does not get
answered, the answering machine does not automatically take the call. Rather, to
activate the system, it must be turned on by the individual leaving the desk or


                                      OP:4
office. The procedure is the same as transferring calls to another extension:
press star (*) and the numbers 22, and then dial 2000 (*22 + 2000). To
deactivate the system press the number sign (#) and the numbers 22 (#22) to
clear or turn off the system. When you transfer your calls to Audix, the voice mail
system, the phone will ring one time, and the Audix will pick up the call.

To access the saved messages, dial 2000, and follow the prompts that will ask
for the extension number and the caller’s password.

To change a password, dial 2000, enter extension, password and star-H for help.
Then listen and follow the prompt for password, which is item #5 in the list of
prompts.

To get messages when away from the office, dial 305-995-2000, follow the
prompts to enter the appropriate extension and password, and proceed as usual.


                    TELEPHONE FEATURES, ACCESS TO

To call SBAB or any other M-DCPS work location that uses the 995 prefix, dial
the four digit extension only.

The following are the access codes that are used with all telephone sets on the
995 prefix:

Abbreviated Dialing List 1            Access Code    *77
Abbreviated Dialing List 2            Access Code    *88
Abbreviated Dialing List 3            Access Code    *99
Automatic Callback                    Activate       *55      Deactivate #55
Call Forwarding                       Activate       *22      Deactivate #22
Call Pickup                           Access Code    #44
Remote Hold/ Ans. Hold-Unhold         Access Code    *44
Last Number Dialed                    Access Code    #11
Program                               Access Code    *00
Send All Calls                        Activate       *33      Deactivate #33
Call Park                             Access Code    *12




                                      OP:5
                CELLULAR TELEPHONE POLICY STATEMENT

Due to the nature of an employee’s job function, s/he may be authorized to use a
Miami-Dade County Public Schools cellular telephone. This phone is intended to
improve productivity by providing a means of communications from remote
locations.

Cellular telephone airtime is to be kept to a minimum. Calls should be as brief as
possible and restricted to essential district business or emergencies.
Furthermore, cellular telephones are not to be used in schools, offices or where
other means of communications are available.

Monthly bills are currently reviewed by the District Communications Management
Staff and forwarded to the user for verification. All personal calls shall be
reimbursed at eight cents (8¢) per minute – unless otherwise noted on the bill –
plus applicable roaming and long distance charges. Reimbursement must be
submitted by check, payable to Miami-Dade County Public Schools, and
delivered to District Communications Management at Mail Code 9999, Room
548.


               CELLULAR TELEPHONES WITH GPS TRACKING

•   For all employees carrying cellular telephones that have the Global
    Positioning System (GPS) tracking software system, the system MUST be
    turned on during employee work hours.
•   Participation is essential, and mandatory.
•   The GPS provider has been instructed to initiate tracking at 7:00 am and to
    cease tracking at 3:30 pm. weekdays.
•   The tracking will take effect once the user has logged off and logged in at
    least once.
•   Employees working overtime or on weekends must login, and the system will
    then begin tracking for the time they are logged in only. Once employees
    logout on those days, the GPS system will immediately stop tracking.
•   Employees assigned to alternate shifts have been identified, and tracking
    times for those individuals have been adjusted accordingly. The login/logout
    and exit procedures will apply to these shifts as well.

All employees issued cellular telephones that have the Global Positioning
System (GPS) tracking software system are to:
•   Keep the Cellular phone in their possession during working hours.
•   Keep the Cellular phone in the "on" position during working hours.
•   Respond to direct connect calls placed to them.


                                       OP:6
•   Log on to the GPS program every morning upon arriving at work.
•   Log off through the "Break" feature when beginning a break and/or lunch
    period.
•   Log back in after break and lunch.
•   Log off or exit the GPS program at the end of the work day.
•   Treat this device with care as they would any other tool or equipment
    provided to them by the District, following all of the proper operating and
    maintenance procedures provided with the device.



              ELECTRONIC MAIL (E-MAIL): APPROPRIATE USE

The electronic mail system is for the exclusive use of authorized school board
employees in the performance of their duties. It is not to be used for personal
messages or for communications beyond the scope of an authorized user's job
requirements.

The use of school board equipment and systems to endorse political agendas,
promote organizations, send funny stories to colleagues, advertise products or
services, or advance religious points of view is extremely inappropriate and
discouraged by M-DCPS.

M-DCPS e-mail policy allows for limited, incidental personal use of the
networking systems such as sending a brief e-mail to a friend or family member.
Using your M-DCPS e-mail address to transmit or forward items of a political
religious, humorous, promotional or other nature to e-mail users within or outside
the M-DCPS system is not considered "limited" or "incidental" and employees
who engage in this kind of activity may face disciplinary action.

Professional courtesy should guide your e-mail transactions. The M-DCPS e-mail
policy states that personal use of the e-mail system is a privilege, not a right. E-
mail allows for the exchange of data and information almost instantaneously. It
also allows for efficient workload management with less paper. It is a valuable
business medium, not a personal appliance.

The same applies to the use of the Internet. Web access is provided to
employees as a resource tool to enhance their professional duties and functions.
Unsanctioned use of both these systems and other M-DCPS equipment for
personal use or gain is considered inappropriate conduct that interferes with job
performance and may lead to disciplinary action.




                                         OP:7
                 RULES FOR USING E-MAIL ATTACHMENTS

With the growing use of the District E-Mail system, it is imperative that users
keep the size of all attachments to a reasonable and sensible amount. The e-mail
account mail boxes for the district have been set with a predetermined limit that
cannot be exceeded. If an e-mail is sent with a very large attachment, the mail
box will not allow the user to access the mail and thus not be able to read that or
any other e-mail message.

Therefore the following rules are recommended:

 1.   If the document created in Word or WordPerfect contains graphic color
      images or text and is greater than 999 kilobytes (KB), it should be
      converted to the method most widely used and accepted throughout the
      world, Adobe and the Portable Document Format or PDF. To verify the
      size of a document, after saving and while looking at the document to be
      sent, click on File then Properties; the size of that document is displayed.
      If the document size is represented in megabytes (MB) you must convert it
      to a PDF.
      The reasons for sending an attachment as a PDF are:
         • PDF files cannot be altered by the reader.
         • Anyone, anywhere can open a PDF file. The only requirement is that
            the recipient has the free Adobe Acrobat Reader software that can be
            downloaded from <http://www.adobe.com> .
         • PDF files always display exactly as created, regardless of fonts,
            software and operating systems.
         • PDF files always print correctly on any printing device.
         • PDF files are smaller than the document originally created so they
            display fast and they do not slow down the network.

      Converting documents to PDF format is an automatic process if the
      creator has the full version of Adobe 5.0 (or higher). If using a lower
      version of Adobe, the documents must be scanned using a peripheral
      scanner and saved as a PDF. If Adobe is not on your machine, the district
      currently has a license so that any office can purchase the program
      through the Instructional Technology department.

 2.   If the document is less than 1000 KB or just bytes (B), it should be typed
      directly into Outlook, and not sent as an attachment.

 3.   Be very cautious when sending graphic images, presentation files
      (PowerPoint) or spreadsheet files (Excel). Prior to sending this type of
      document to other readers, verify the size of the file.




                                      OP:8
                                                                   6Gx13- 4C-1.064
Activities

POLICY FOR UTILIZATION OF THE E-MAIL SYSTEM

Purpose of the Rule

   The purpose of this rule is to establish a policy for the use of Miami-Dade
   County Public Schools (M-DCPS) electronic email (e-mail) system. This
   policy applies to any and all electronic messages composed, sent or received
   by any authorized District user. Authorized users of e-mail, hereafter, referred
   to as users, are defined as employees, temporary or contract employees, and
   any other individuals or groups issued District e-mail accounts.

Purpose of District E-Mail

   E-mail is an official means of communication within Miami-Dade County
   Public Schools. The District encourages the use of e-mail as a convenient,
   timely, and cost-effective communications medium. The purpose of providing
   an e-mail system to District employees is to assist in the furtherance of the
   School Board=s business needs, mission, and goals. Employees who use the
   District e-mail services are expected to do so responsibly, that is, to comply
   with Florida and Federal Laws, with the policies and procedures of the
   District, and with established standards of professional conduct and personal
   courtesy.

   I. Acceptable Use of District E-mail Services
       Utilization of District e-mail by employees must be in support of and
       consistent with the objectives of the District. When utilizing District e-mail,
       all users must be aware of and understand the standards by which M-
       DCPS expects and requires users to conduct themselves. All users must
       understand that these established standards apply to the use of all District
       e-mail. These standards are delineated more fully in, among other things,
       the Code of Ethics for the Education Profession in the State of Florida,
       The Principles of Professional Conduct for the Education Profession in
       Florida, the M-DCPS Electronic-Handbook, School Board Rule 6Gx13-
       4A-1.21, Permanent Personnel Responsibilities and Duties, School Board
       Rule 6Gx13- 6A-1.112, Acceptable Use Policy for the Internet, and M-
       DCPS Network Security Policy. Accordingly, all users must familiarize
       themselves with all applicable standards. An employee’s failure to
       familiarize himself or herself with these guidelines will not constitute a
       viable defense to or be considered as a mitigating factor to a charge that
       said employee has violated this rule.

   II. Unacceptable Use of District E-mail Services
       Authorized users of the e-mail system may not utilize the District=s e-mail


                                        OP:9
system to perform any action or transmit any communication that they
would otherwise be prohibited from doing in any other medium of
communication.
Unacceptable and prohibited uses of District e-mail services include, but
are not limited to:
A. Using profanity, obscenity, or other language which may be offensive
   to another user or any matter deemed to be obscene.
    Obscene material is that material which: 1) the average person,
    applying contemporary community standards, would find, taken as a
    whole appeals to prurient interests; 2) depicts or describes in a
    patently offensive way, sexual conduct as defined by state law; 3) or
    taken as a whole lacks serious literary, artistic, political, or scientific
    value.
B. Transmitting any material that is in violation of Federal, State, and
   local laws, or of M-DCPS School Board rules, regulations, or
   guidelines. This includes, but is not limited to, material that contains
   statements that would tend to violate an individual=s civil or
   constitutional rights or constitute harassment or trade secrets or
   copyrighted material without the consent of the owner or copyright
   holder.
C. “Spoofing” where spoofing is defined as the act of disguising the
   sender of an e-mail by replacing the name in the “from” or header
   fields, sending e-mails while signed on as a different user, or
   otherwise intentionally misleading the recipient as to the identity of the
   actual sender.
D. Sending anonymous e-mail.
E. Engaging in any activity designed to view the e-mails of other
   individuals without authority or permission.
F. Using the District’s global distribution lists for purposes that are not
   work related.
G. Initiating or forwarding “chain-letters” or petitions.
H. Utilizing the e-mail system for political activities. School Board Rule
   6Gx13-1C-1.06, Politics—Participation of Staff, governs the use of e-
   mail for political activities. In addition to the prohibition against using
   the District’s e-mail system to provide publicity for any candidate for
   public office, users are forbidden from using the District’s private
   network for lobbying, campaigning, or soliciting on behalf of any
   candidate for public office or using e-mail to support or oppose a
   political position or to engage in political activity. Please refer to this
   Board rule for a more detailed explanation of these prohibitions.
I. “Spamming”, or the sending of unwanted, unsolicited and/or
    unnecessary messages to large numbers of people, usually with the


                                OP:10
        purpose of advertising a product, event, service, or lobbying for a
        specific political position or promoting an individual’s opinion. In many
        cases, the sender is unknown to the recipients.
   J.   Acting in a manner that violates School Board Rules, including, but
        not limited to, the Code of Ethics of the Education Profession of the
        State of Florida, The Principles of Professional Conduct for the
        Education Profession in Florida, School Board Rule 6Gx13-4A-1.21,
        Permanent Personnel Responsibilities and Duties are prohibited.

III. User Expectations and Consequences of Inappropriate Use
   The e-mail system is the property of Miami-Dade County Public Schools.
   The District reserves the right to monitor the e-mail system for
   unacceptable use according to federal, state, local and district laws,
   policies and rules. Any employee who violates this rule may be subject to
   appropriate disciplinary action, up to and including dismissal.
   A. Work-site supervisors and District administrators are authorized to
      determine whether an employee is in compliance with this rule and is
      using the District=s e-mail system in an appropriate and acceptable
      manner. This includes randomly accessing the employee=s e-mail for
      the purpose of determining compliance with this rule.
   B. In addition to checking for the above inappropriate uses, the District:
          1. Reserves the right to review e-mails stored in the network for
             the purpose of maintaining adequate and necessary file server
             space.
          2. Reserves the right to modify or delete e-mails or attachments
             that may contain computer viruses or any other computer code
             that could damage or destroy any portion of the network.
   C. Users of the M-DCPS e-mail system must not expect that e-mail
      generated or received via the District’s e-mail system will remain
      private. As a result, the users should be aware that:
          1. Sensitive and confidential data, including data considered
             exempt from public disclosure, may be viewed by persons other
             than the intended recipient. Information that is exempt or
             confidential under state and federal law may need to be
             encrypted, blocked out, or not transmitted by e-mail.
          2. E-mail is legally discoverable and may be used in court
             proceedings. Employees are hereby notified that there is no
             individual right to privacy in the use of the District’s e-mail
             system. Administration has an absolute right to monitor
             employees’ use of the e-mail system at its discretion. Users are
             warned that although e-mail often has the feel of a private
             conversation, it is in fact, not private. Further, e-mail generated
             during the regular course of School Board business is subject to


                                   OP:11
                 public disclosure, in accordance with Florida’s Public Records
                 Act, Chapter 119, Florida Statutes.

  IV. Personal Use
     The intended use of the M-DCPS e-mail system is for District-related
     purposes, not for personal use or other purposes. In limited instances,
     some personal use of the M-DCPS e-mail system may be permitted. This
     use is a privilege, not a right. Limited, incidental personal use of the M-
     DCPS e-mail system such as sending short, brief e-mails to a friend or
     relative is permissible so long as the user complies with the Utilization
     Policy outlined herein and with state and federal laws and Board Rules
     governing the use of e-mail. Any abuse of this privilege will be handled in
     the same manner as described in Section III above.
     Limited incidental personal use must not tie-up or otherwise obstruct
     system resources in any way, interfere with an individual’s job
     performance and/or duties, advertise or promote a product or service,
     publicize unsanctioned, non-M-DCPS activities without approval, promote
     political candidates or positions as outlined in Section II above, include
     attachments that use excessive storage (multiple pictures, video clips,
     etc.), and/or be used in any way that is detrimental to MDCPS. In addition,
     employees are prohibited from storing e-mail that is personal in nature in
     the District’s e-mail system.
     The above list is for illustrative purposes only and is not exhaustive.
     Employees must exercise good judgment in utilizing the e-mail system
     and not abuse the privilege.

  V. Retention
     The definition of a public record does not depend on the format of the
     record, regardless of the medium. Therefore, all federal, state, and local
     rules and regulations regarding retention of records, memos, and
     documents apply equally to documents and materials created by e-mail.
     Users of District e-mail are responsible for retaining e-mail that, by law,
     must be retained. E-mail that should be retained may be stored
     electronically or printed and saved as a hard-copy. In either case, such
     records must be available for public access, regardless of the medium in
     which it is maintained. The state and the courts do acknowledge; however,
     that much of what is put in e-mail does not qualify as a public record and
     may be deleted without permission once it no longer has value.

Specific authority: 1001.41(1)(2); 1001.42(22); 1001.43(10), F.S.
Law Implemented, Interpreted, or Made Specific: 815.04; 815.06; 1012.23;
1012.27(6), F.S.
History:            THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 8-18-04


                                    OP:12
                   USE OF INSTRUCTIONAL TECHNOLOGY

School Board policy pertaining to the use of instructional technology, and, in
particular, the Internet, requires that technology be used ONLY FOR
EDUCATIONAL PURPOSES. Use of School Board computers to, among other
activities, play games of any sort is specifically prohibited.



              INTERNET ACCESS - ACCEPTABLE USE POLICY

The use of the Internet in Miami-Dade County Public Schools (M-DCPS) grows
exponentially daily. While this access has facilitated many work-related duties for
employees, there is also a level of responsibility that must be upheld to ensure
this privilege is used appropriately.

All Internet access for employee use is governed by School Board Rule 6Gx13-
6A-1.112, Acceptable Use Policy for the Exploration and Utilization of the Internet
as a Tool for Learning, which stipulates that the use “of the Internet by …
employees must be in support of and consistent with the educational objectives
of the District.”

This policy emphasizes the fact that all district employees are expected to use
the available resources for activities that support the educational agenda of the
district. Therefore, users shall not play games or spend excessive amounts of
time "surfing" the Internet for personal reasons during work hours. All district
employees will be expected to observe the following standards and procedures:
   •   All Internet traffic must pass through the district filter. Alternate Internet
       service provider software that uses proprietary connections such as
       America On-line (AOL) or any other Internet processes/tools that by-pass
       the district filter (whether through the WAN or by dial-up) is prohibited.
   •   The district filter automatically blocks web pages that contain sexually
       explicit content, violence, hate speech, gambling, games, promotion of
       drugs/alcohol, and chat rooms. However, no technical solution is 100%
       effective. Staff should report inadvertent access to improper sites by
       sending an e-mail to: webmaster@dcps.dade.k12.fl.us or calling the
       Internet Services Department at (305) 995-3793. Requests to unblock
       sites that have been blocked unintentionally may also be sent to that e-
       mail address.
       a. Inappropriate use of Internet applications that use excessive bandwidth
           such as using Real Audio to play music in the background while
           working on the computer) will be restricted.
       b. All chat or instant-messaging activities are barred.




                                       OP:13
       c. Each location administrator is responsible for ensuring that these
          standards and procedures are understood by all staff and are in full
          compliance at the site.

Traffic on the network will be monitored. ANY USER VIOLATING THESE STANDARDS,
district policy, or applicable local, state, or federal law or regulation IS SUBJECT TO
LOSS OF NETWORK ACCESS PRIVILEGES AND ANY OTHER DISCIPLINARY ACTIONS, as
reflected in the Code of Ethics of the Education Profession in the State of Florida,
applicable collective bargaining agreements, and Board Rule 6Gxl3-4A-1.21.




                                        OP:14
                                                                    6Gx13-4C-1.063
Activities

COMPLIANCE WITH COPYRIGHT LAWS AND "FAIR USE" GUIDELINES

In accordance with the Copyright Laws of the United States as codified under
Title 17, U.S.C. § 101 et seq., The School Board of Miami-Dade County, Florida,
hereby advises its employees and students that they are expected to comply with
all pertinent copyright laws and "fair use" guidelines, whenever school district
employees and students are using copyrighted materials.

This rule applies to all types of materials or media that may be covered by the
Copyright Act, including, but not limited to, original works of authorship fixed in
any tangible medium of expression, now known or later developed, from which
they can be perceived, reproduced, or otherwise communicated. This rule also
applies to copyrighted computer software (17 U.S.C. § 117) and to materials that
are copied, recorded, or transmitted via electronic means, such as the Internet or
by e-mail.

When working with or using copyrighted materials, school district employees and
students are expected to adhere to the following guidelines:

   I.        Employees of Miami-Dade County Public Schools (M-DCPS) may
             reproduce and utilize copyrighted materials in accordance with the
             provisions of the Copyright Act, Title 17, U.S.C. § 101, et seq.
   II.       Any reproduction or use of copyrighted materials by school district
             employees and students will be done, either with the written
             permission of the copyright holder or in conformity with the "fair use"
             guidelines under Title 17, U.S.C. § 107. Employees that reproduce or
             use copyrighted materials and who fail to obtain prior written
             permission for said reproduction or use from the copyright holder or
             who fail to abide by the "fair use" guidelines, may be liable for
             copyright infringement.
   III.      The School Board, in recognizing the importance of complying with all
             of the provisions of the Copyright Act of the United States, hereby
             notifies all of its employees that a willful or intentional copyright
             infringement may result in disciplinary action pursuant to School Board
             Rules and applicable labor contracts.
   IV.       Students who disregard copyright laws or who willfully and intentionally
             violate the copyright laws, will be subject to discipline pursuant to the
             Elementary, Secondary, and Adult Code of Student Conduct.

Specific Authority: 230.22(2); 230.23(22)
Law Implemented, Interpreted, or Made Specific: 230.22(1); 230.23(5) and (6);
       230.23005 (6); 231.001 F.S.
History             THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 8-22-01



                                        OP:15
   QUICK REFERENCE GUIDE FOR FAIR USE WITH THE BOARD RULE:
          COPYRIGHT LAWS AND "FAIR USE" GUIDELINES

What Is Protected Under Copyright?
   • Literary works
   • Musical works; incl. any accompanying words
   • Dramatic works; incl. any accompanying music
   • Pantomimes and choreographic works
   • Pictorial, graphic, and sculptural works
   • Motion pictures & other audiovisual works (incl. computer software and
       other digital media)
   • Sound recordings
   • Architectural works; incl. drawings, blueprints and the final structure
(Note: Ideas are not protected.)
Liability
   • Fine of $500-$20,000 per infringement. If proven that the law was broken
        by willful intent, statutory penalty may be raised to $100,000.
   • Fine of $500-$250,000 per infringement and/or 1-5 years imprisonment if
        found guilty of willfully infringing the law for private or commercial gain.
Criteria for Fair Use: What you can duplicate depends upon:
    • Purpose and character of the use
    • Nature of the copyrighted work
    • Amount and substantiality
    • Potential market or value of the work
Photocopying: (Single Copies) Teacher/Classroom Use
   • A chapter of a book
   • An article from a periodical or newspaper
   • A short story, essay, or poem if less than 250 words
   • A chart, diagram, cartoon, or picture from a book, periodical, or newspaper
Photocopying: (Multiple Copies) Teacher/Classroom Use
  • A complete poem if less than 250 words
  • An excerpt from a poem, not to exceed 250 words
  • An article, story, or essay of less than 2,500 words
  • Excerpts from a larger article, story, or essay not to exceed 2,500 words
      or
  • 10% of the whole, whichever is less
  • One chart, graph, diagram, cartoon, or picture per book or periodical
  • Special works containing prose, poetry, and illustrations but limited to no
      more than 10% of the total

Limits to Preceding Photocopying
   • Copying is made for one course only
   • One work from a single author


                                      OP:16
   •   No more than 3 authors from a collective work
   •   No more than 9 instances of multiple copying a term
   •   Same item not be reproduced term to term
Making Copies of Computer Software
By law, the legitimate owner of a legitimate copy of the software may:
   • Make a copy or adaptation of the program in order to use the program with
      the machine
   • Make a copy for archival purposes (not be used as a working copy)

Copying CD-ROM’s: Information may be copied from CD-ROM periodicals,
encyclopedias, and other printed works, applying the photocopying guidelines.

Copying from the Internet: Assume that all materials on the Internet, including
websites, are copyrighted and that existing copyright guidelines apply. Notify
webmaster or owner of a website if you intend to "whack" (capture) a website
with statement of reason for need to whack.

Portion Limitations for Music, Lyrics, Music Video
   • May use up to 10% or 30 seconds of the music or lyrics from an individual
       musical work
   • Any alteration to a musical work shall not change the basic melody or the
       fundamental character of the work.

For more information, contact the Library of Congress Copyright Office:
http//lcweb.loc.gov.copyright/




                                     OP:17
                           NEWS MEDIA RELATIONS

The District's policy on contact with the news media expects administrators at all
work locations to use their judgment in these matters, and encourages them to
exercise it with confidence. Any time M/O administrators are contacted by or
contact the media, they are to notify Central of the event, and explain the
information involved. The District's policy also stipulates that administrators are
to:
   •   please feel free to contact the news media directly about news at your
       department;
   •   determine whether and how to respond when contacted by the media;
       administrators are encouraged, however, to provide public information
       (e.g., school demographics, test scores, meeting dates) that is readily
       available to them;
   •   remember that any response to requests for information about or access
       to the department must be consistent with School Board Rules and state
       laws meant to maintain a safe and stable learning environment, and to
       protect the privacy of employees;
   •   please refer inquiries about sensitive or potentially controversial issues
       with district-wide impact (such as budget cuts, lawsuits, collective
       bargaining, emergencies, or investigations) to the Office of the
       Superintendent of Schools. No administrator is to speak on the behalf of
       Individual School Board members or the Superintendent unless
       specifically authorized to do so.



       REPORTING PROCEDURES FOR POLICE-RELATED INCIDENTS

It is imperative that all incidents of homicide, sexual battery, robbery, aggravated
battery, kidnapping, etc. be promptly reported to the appropriate police agency by
the site official or other personnel who initially receives the information. Site
administrators must be made aware of the reported incidents. Employees who
fail to adhere to this procedure may be subjecting themselves to criminal
prosecution.

When information regarding a sexual battery is received, the following specific
procedures must be followed:
   1. The Division of School Police, or the appropriate police agency, must be
      contacted immediately.
   2. While awaiting the arrival of the police, the entire scene must be
      preserved. The victim must be isolated from staff and other inquisitive
      individuals. No one, except the police, is to interview or take statements
      from the victim or other individuals involved in the case.


                                      OP:18
   3. Provide immediate, total cooperation to the responding police agency;
      abide by the recommendations and procedures of the police on the scene.
   4. Administrators should not conduct their own investigations.

* The term "sexual battery" is defined as oral, anal, or vaginal penetration by or
union with, the sexual organ of another or the anal or vaginal penetration of
another by any other object; sexual battery does not include an act done for a
bona fide medical purpose.




                            THE PETTY CASH FUND

A petty cash fund may be established by an M/O location to provide
administrators with increased purchasing flexibility for goods and services of a
recurring nature for the smaller items in the operation and maintenance of the
District's facilities. To establish a uniform procedure for the management, control,
and reimbursement of petty cash funds, the following procedures shall be
adhered to by each location.


                  ESTABLISHMENT OF A PETTY CASH FUND
 1. Authorization shall be required from the Administrative Director to establish
    a petty cash fund at an M/O location. Upon receipt of the approval, a written
    request shall be submitted to the M/O Budget department to set up an
    appropriate accounting structure through the Office of Accounting.
 2. Upon setting up the accounting structure, an on-line General Authorization
    Requisition shall be initiated through the MSAF Budget, Finance and
    Purchasing Systems for the establishment of a petty cash fund for $300.00,
    the maximum amount permitted by School Board Rule.
 3. Procurement Management then forwards a Purchase Order to Accounts
    Payable where it is processed for payment. Prior to the processing of a
    check, the petty cash custodian shall acknowledge the receipt of goods for
    petty cash on the Accounts Payable copy of the Purchase Order and send it
    to Accounts Payable. A check is then sent to the requesting location.
 4. The petty cash custodian receives the petty cash check, cashes the check,
    and establishes the petty cash fund.




                                      OP:19
                     DISBURSEMENTS OF PETTY CASH
1. The Region Maintenance Satellite Director, or location administrator, shall
   appoint a petty cash custodian who will be responsible for the management
   and control of petty cash funds. A temporary custodian may be appointed by
   the administrator due to the absence of a regular custodian. At the time of
   appointment, the temporary custodian will sign for the fund.
2. A Petty Cash Fund Log shall be maintained by the custodian to record all
   disbursements made through the petty cash fund that covers the transaction
   date, name of payee, petty cash receipt number, amount reimbursed, and a
   brief description of the object of expenditure and the amount.
3. All employees are expected to submit their petty cash receipts within ONE
   WEEK for reimbursement of expenditures. The one exception to this one-
   week rule involves the submission of toll receipts. Personnel who have toll
   receipts incurred in the execution of their daily work assignment(s) and do
   not complete mileage forms but wish reimbursement, MUST submit the said
   receipts within ONE (1) MONTH of acquiring the receipt to the Satellite's Petty
   Cash Officer. Receipts held for longer periods of time will not be honored
   unless special circumstances deem otherwise.
4. Petty cash shall not be disbursed if the receipts are related to the prior fiscal
   year. All exceptions to these policies must be approved by the
   Administrative Director. Disbursements from the petty cash fund may be
   made by the custodian upon presentation of properly authorized and
   documented Expense Reports or receipts. Disbursements shall be logged
   immediately.
5. Petty cash disbursements shall be limited to $50.00 per transaction
   accompanied by administrative approval. Single transactions are not to be
   split into separate amounts to circumvent the maximum.
6. Petty cash expenditures shall be limited to consumables, postage, toll
   receipts, printing, and materials and supplies to complete a job, especially
   when the items are out of stock in the stock room. Prior to any expenditures,
   employees are expected to seek and obtain authorization. This rule applies
   to all expenditures except for highway tolls.
7. Sales tax is not reimbursable.
8. Petty cash expenditures shall not be reimbursed for travel, equipment,
   telephone, or capital expenditures.
9. All petty cash documents must be prepared in blue ink; there can be no
   alteration of the amount reimbursed.
10. A Petty Cash Voucher shall be signed by the payee for the amount
    reimbursed. It shall be completed with the date, amount of reimbursement,
    object of expenditure, and the invoice and/or receipt. Receipts shall be
    attached to the Petty Cash Voucher. Vouchers shall be numbered
    sequentially to account for all reimbursed expenditures properly.


                                     OP:20
11. Satellite Directors are expected to conduct quarterly petty cash audits,
    and/or whenever there is a change of custodian, and should forward their
    findings to the Central budget office. Also, Central budget staff shall conduct
    unannounced audits throughout the year. Any discrepancies found in the
    petty cash audit will be reflected in the performance evaluation of the petty
    cash custodian and the responsible administrator. All petty cash
    discrepancies shall be subject to the review of the Administrative Director
    for its appropriate disposition.
12. The petty cash custodian shall be responsible for the safety and security of
    the fund which shall be kept in a locked cash box and stored in a locked file
    cabinet to provide maximum protection.
13. The administrator shall make adequate provisions for safeguarding petty
    cash funds against loss by embezzlement, theft, or misapplication.
14. The petty cash fund shall be reconciled daily. All paid vouchers shall be
    totaled and subtracted from the established petty cash amount of $300.00,
    and should balance with the cash on hand.
15. The petty cash custodian shall notify the location administrator immediately
    of any cash shortage from the petty cash fund. The administrator shall take
    appropriate steps to resolve the problem.
16. All Petty Cash Vouchers shall be grouped by account numbers and sub-
    totaled. They shall be completed with the Fund, Object, Location, Program,
    and Function for replenishment of the petty cash fund.


                REPLENISHMENT OF THE PETTY CASH FUND

  1. The petty cash custodian shall prepare a Purchase Requisition for the
     exact amount of the petty cash expenditures.
  2. After Procurement Management has converted the Requisition to a
     Purchase Order and sent the copies to the requesting location, receipts
     from petty cash expenditures are to be attached to the Accounts Payable
     copy of the Purchase Order and sent to Accounts Payable.
  3. The Division of Finance shall send a check to the requesting location.
  4. The petty cash custodian will receive the petty cash replenishment check,
     cash the check, and maintain the petty cash fund at the designated level.




                                     OP:21
                      YEAR END CLOSINGS OF
       PETTY CASH FUNDS MAINTAINED BY ADMINISTRATIVE OFFICES

 Established procedures issued by the Division of Accounting require final
 accountability of all purchases before the fiscal year-end. Written procedures
 are furnished by Accounting to all custodians of petty cash funds prior to the
 closing of the fiscal year. All offices/ departments that have a petty cash fund
 must make sure that the receipts and documentation are sent to Accounts
 Payable no later than the last Friday in June in order to complete the year-end
 closing.

 A purchase requisition must be prepared for the total amount of the petty cash
 expenditures. When the purchase order is received, receipts must be attached
 to the Accounts Payable copy. Then the whole package must be forwarded to
 Accounts Payable. Cash is NOT to be enclosed in the package.



          PROCEDURES FOR PROCESSING SUPERINTENDENT'S
                CORRESPONDENCE AND REFERRALS

As of May 29, 2002, the following procedures for processing the Superintendent's
correspondence and referrals are provided for your information.

       CORRESPONDENCE FOR THE SUPERINTENDENT'S SIGNATURE

DOCUMENTS FOR THE SUPERINTENDENT'S SIGNATURE MUST BE CAREFULLY PROOFREAD
TO ENSURE CORRECT GRAMMAR, SYNTAX, SPELLING, ETC., AND SUBMITTED WITH AN
APPROVED ROUTING SLIP.

   •   Correspondence will be sent to each office for handling by way of a
       referral slip. The turnaround time for response will be ten (10) working
       days from the date of the referral, except for referrals from Board
       members. Board members’ referrals require a response within five (5)
       working days. A copy of the original referral should accompany the
       response. Responses communicated via e-mail should also follow the
       stated procedures.
   •   All correspondence must be submitted to the Chief Facilities Officer,
       Maintenance Operations, or designee, prior to being released from the
       worksite.
   •   Correspondence submitted for signature should be dated at least two (2)
       days in advance (some offices may require more time due to routing, use
       your judgment) to ensure the signed document, when mailed, will contain
       a current date.




                                    OP:22
   •   The format for letters will be modified block. All letters from the
       Superintendent should reflect the same format. A sample letter can be
       found in the appendix of this chapter, as is a sample memorandum format.
   •   When preparing this correspondence, include the initials of the
       Superintendent, the Executive Staff member who prepared the response,
       and the typist. For example, (MRS/PP:sr).
   •   All correspondence must have an assigned number that can be obtained
       by calling the Office of the Superintendent. The number is to be typed
       directly below the reference initials on both memoranda and letters.
       Please call to cancel the number if the correspondence is not sent. The
       referral number should be placed in parenthesis next to the memo/letter
       number. In the case of a response to a Board member's referral, the
       Board member's referral number should be placed after the
       Superintendent's referral number, separated by a slash.
   •   Correspondence prepared for a Board member's signature must be
       rerouted through the Superintendent's office for approval. It will be
       forwarded from the Superintendent's office to the Board member's office
       for signature. Board member’s stationery may be obtained from the
       individual Board member’s secretary/administrative assistant.
   •   After signature, the correspondence will be returned to you for distribution.
       At this time, return three (3) file copies to the office of the Superintendent.
       Two (2) of the file copies should include attachments. In the event there
       are multiple addressees to the same letter, it is not necessary to copy
       each letter. Make a copy of one letter and attach a list of other
       addressees.
   •   On letters, a paragraph should be included stating to whom inquiries
       should be directed and the telephone number of that person.
   •   Agenda-related memoranda submitted for the Superintendent's signature
       must be submitted to Room 911. The secretary will expedite handling of
       agenda materials.

                                  LETTERHEAD
When preparing letters for the Superintendent's signature, be sure to use the
Superintendent's letterhead. Arrangements should be made within the offices or
departments that report directly to the Superintendent to purchase sufficient
stationery for use by their office/department. This office does makes provision for
letterhead for other offices.




                                       OP:23
                                    REFERRALS
If a referral is misdirected to your office, the administrator should place a note on
the referral and return it to the Superintendent's office IMMEDIATELY so the referral
can be rerouted and the Superintendent’s records will be kept up to date. BOARD
MEMBERS’ REFERRALS REQUIRE A FIVE-DAY (5) TURNAROUND TIME. PLEASE ADHERE TO
THIS TIMELINE.




                         USE OF M-DCPS SCHOOL MAIL

All users of the School Board Administration Mail Room must indicate their four
(4)-digit location code in the return address of correspondence to ensure that all
undeliverable mail is returned to the originating department. When addressing
School Mail, be sure to use the following:
         TO:         Work Location Number, Work Location Name
                     Name of Addressee and Title
         FROM:       Work Location Name, Work Location Number
                     Name of Sender and Title

The Department of Stores and Mail Distribution (S&MD) is responsible for the
overall mail service. and its personnel, facilities and equipment are dedicated to
that purpose. School Board mail service is to be used for official business only;
unauthorized use shall not be allowed. Further, S&MD staff does not sign for
personal mail, or re-address or deliver any personal items delivered to them by
carriers such as Fed-Ex, UPS or others.



                           TRAVEL REIMBURSEMENT

There are three (3) types of travel reimbursement.
   (1)     A mileage allowance is granted to persons using their personally
           owned vehicles in the daily execution of their responsibilities within
           Miami-Dade County and adjoining counties (i.e. Broward, Palm Beach,
           and Monroe). These individuals must submit a voucher for
           reimbursement of in-county travel (FM- 0148) at the end of each month
           and/or when the travel amounts total over $50.00. A deviation to this
           rule is allowed at fiscal year-end, when reimbursement requests of ANY
           amount are due to be submitted during the EARLY part of June.
           Additionally, the Travel Procedures Manual states, “due to the fact that
           it is practically impossible for an administrator to certify that information
           which is several years old to be true and accurate, CLAIMS FOR
           EXPENSES OLDER THAN ONE (1) YEAR WILL NOT BE REIMBURSED.” Claim




                                        OP:24
           forms for a department shall be submitted with the Cover Sheet for In-
           /Out-of-County Travel Plus Uniform & Food Allowance (FM-2821) that
           is prepared for the total amount of the aggregate claims being
           processed. The recipients must be listed in employee number
           sequence on the Cover Sheet.
     (2)   Personnel using M-DCPS vehicles also submit monthly travel logs
           (FM-4817).
     (3)   Personnel on District business beyond Miami-Dade County or
           adjoining counties, or involving expenses other than mileage and tolls,
           must submit a travel expense reimbursement form (FM-1104) and
           airline purchase order before the trip if they expect the district to cover
           the expenses incurred in the course of the trip.
     All forms, can be accessed through the District’s Web page,
     http://www2.dadeschools.net/index.htm, and then clicking on “Employees”,
     and finding “Records and Forms” at the bottom of the “Employee Toolbox” list
     on the left hand side of the page, or going directly to:
     http://forms.dadeschools.net/search.asp


           PERSONAL VEHICLE USAGE: MILEAGE ALLOWANCE LOG

According to the Travel Policies and Procedures Manual, Reimbursement for
transportation expenses shall be based on the following procedures as
applicable:

A.    Official duties include, but are not limited to, travel to and from work (other
      than to official headquarters and above normal mileage), work-related
      meetings, workshops, teaching assignments, delivery of reports or
      documents, and required bank and post office trips.

B.    Reimbursement for transportation expenses shall be based on the following
      procedures, as applicable:

       i. Transportation expenses between home and the main, or normal place
          of work (base of operations) and back home, are considered personal
          commuting expenses, and therefore, are never reimbursable (including
          weekends and holidays).

      ii. Employees who depart from and return to their work location may claim
          the total miles driven while on official business.

      iii. Miles traveled by an employee who departs from home to a business
           location shall not be reimbursed if the mileage traveled to the first
           business location is less than the mileage from home to the employee’s



                                       OP:25
          regular work location. However, any excess mileage on the first trip and
          all mileage on subsequent trips is reimbursable. (See examples below.)

    iv. Mileage traveled by an employee who returns home from a business
        location is not reimbursable if the mileage from the employee’s last
        business location to home is less than the mileage from the employee’s
        regular work location to home. However, any excess mileage is
        reimbursable. (See examples below.)

                      MILEAGE CALCULATION EXAMPLES

In the following examples, assume the employee’s commuting mileage (home to
base, base to home) is 10 miles each way, and the employee works at the
Region Maintenance Center #5 (RMaC #5). An illustration of how the mileage
should be recorded is shown below. (PLEASE ALSO NOTE THAT WHEN VISITING A
NON-MDCPS SITE, THE STREET ADDRESS OF THAT LOCATION MUST BE LISTED ON THE
REIMBURSEMENT FORM.)

                                     Example 1

Date       Travel Performed                  Gross Miles    Less Commute Net Miles
9/22/05    Home – Cutler Ridge Ele                   9.0         10.0        0.0
           Cutler Ridge Ele – Naranja Ele            8.0                     8.0
           Naranja Ele – Home                       16.0         10.0        6.0
                      Total Reimbursable Miles                             14.0


                                     Example 2

Date       Travel Performed                  Gross Miles    Less Commute Net Miles
9/23/05    Home – Air Base Ele                      16.5         10.0        6.5
           Air Base Ele – Naranja Ele                2.0                     2.0
           Naranja Ele – Kendale Ele                17.0                   17.0
           Kendale Ele – Home                        1.0         10.0        0.0
                      Total Reimbursable Miles                             25.5


                                     Example 3

Date       Travel Performed                   Gross Miles   Less Commute Net Miles
9/26/05    RMaC#5 (base) – Univ. Fla. Horticulture 16.0                    16.0
           18710 SW 288th Street, Miami 33030
           Univ. Fla. Horticulture – RMaC#5 (base) 16.0                     16.0
                       Total Reimbursable Miles                             32.0




                                        OP:26
    M-DCPS VEHICLE USAGE: MONTHLY AUTOMOBILE TRAVEL LOGS

In accordance with Federal tax guidelines and state rules, all employees
assigned M-DCPS vehicles used in their daily work-related activities, as well as
commuting to and from their homes, are required to maintain a mileage log by
means of the Monthly Automobile Log. This information is then used in
determining the additional compensation for the commuting mileage portion of
the car(s) assigned to each employee applicable for each tax year; the
determination is made each November. The additional compensation amount will
also be included on the employee's W-2 form.

Therefore, all employees assigned a M-DCPS vehicle must submit, on a monthly
basis, their automobile logs to the Office of Finance, SBAB, Mail Code 9999,
Room 650, Attention: Vehicle Log Section. The reporting period begins in
November and ends in October of each calendar year.

Due to insurance coverage limitations, use of District-owned vehicles is limited to
business-related activities, including commuting to and from work.

In recording daily travel usage:
   (1)       At the first and last day of each month record the odometer reading.
   (2)       During the month record only those trips that are taken on School
             Board business.


              TRAVEL/TRANSPORTATION PURCHASE ORDERS

All Request-for-Travel forms must be routed through the Superintendent's office
before travel takes place. When traveling as the Superintendent's representative
and using the Superintendent's funding, the travel must be documented by a
confirming memorandum to the Superintendent. After travel has been completed,
the Superintendent's office must be provided with a copy of the travel
reimbursement form.

M-DCPS travel policies and procedures require a purchase order to be
generated by the requester to obtain an airline ticket. Each request requires a
separate purchase requisition be initiated and approved for the estimated cost of
the airfare, with the requisition number entered on the Request for Travel
Expense Form (FM-1104).

Rental cars, when necessary, must be paid directly by the traveler using his/her
personal Diners Credit Card or personal funds, then reimbursed after the trip is
completed.

Please refer to the on-line School Board Rules, specifically 6Gx13-4C-1.07, for
detailed information regarding travel policies and procedures, as well as the


                                      OP:27
Miami-Dade County Public Schools Travel Policies and Procedures Manual
published by the Office of Accounting-Payroll Department.



                PETTY CASH REIMBURSEMENT FOR TOLLS

Personnel driving School Board vehicles who have toll receipts incurred in the
execution of their daily work assignment(s) and do NOT complete mileage forms
but wish reimbursement, MUST submit the said receipts within ONE (1) MONTH of
acquiring the receipt to the RMaC’s Petty Cash Officer. Receipts held for longer
periods of time will NOT be honored unless special circumstances deem
otherwise. Personnel submitting mileage forms are to include the toll receipts
with the form submittals.



              RECEIPT OF A TRAFFIC TICKET WHILE USING A
                       SCHOOL BOARD VEHICLE

Personnel who receive a moving violation ticket or a parking ticket in the course
of the business day when driving a School Board vehicle, are PERSONALLY
responsible for clearing that ticket from their record. The use of a School Board
vehicle does not reduce the employee's responsibility regarding either his/her
driving habits or judgment when parking the vehicle. All School Board employees
are expected to drive responsibly as well as follow the laws of Miami-Dade
County in this regard.

Personnel involved in a traffic accident while driving a School Board vehicle are
to follow the procedures outlined in the Safety chapter of this handbook.




                                     OP:28
  OFFICE
PROCEDURES

         FORMS
          AND
         CHARTS
                 DUPLICATE AS NEEDED
                          OR
                       VISIT THE
M-DCPS RECORDS AND FORMS MANAGEMENT WEBSITE
       http://forms.dadeschools.net/search.asp
                      TO ACCESS
                INTERACTIVE VERSIONS
                    READY FOR USE




                    OP:29
OP:30
       SAMPLE MEMORANDUM FORMAT FOR                                    TOP LEFT:
                                                                       MEMORANDUM is in capital
         SUPERINTENDENT’S SIGNATURE                                    letters, boldface,
                                                                       and is widely spaced; Date is
                                                                       right-justified.
                                                                       ---------------------------
MEMORANDUM                                      September 1, 20__      Make four (4) returns from the
                                                                       Date to the TO line. List all
                                                                       memo receivers with a prefix
                                                                       (Mr./Ms./Dr.), and place them
                                                                       first in seniority order and
TO:           Ms. Yolanda Zill, Secretary                              then alpha order if more than
              Office                                                   one receiver has the same
                                                                       rank.
FROM:         Jesse B. Stryver, Superintendent of Schools               ---------------------------
                                                                       Make one (1) return between
                                                                       each of the TO, FROM and
SUBJECT: MEMORANDUM FORMAT                                             SUBJECT lines; the
                                                                       SUBJECT line is in bold type
                                                                       and all capital letters
Please follow this format when preparing memoranda from this           -----------------------------
                                                                       Make three (3) returns
office or for the superintendent’s signature. In other words, the      between the SUBJECT and
top of the memorandum should have the following headings only:         body of the letter.
TO:/FROM:/SUBJECT:. Do not abbreviate the word SUBJECT. Do             Be sure the final paragraph
not include a BY, THROUGH, or VIA line. If the memorandum is           includes the name, title, and
from this office, and it requires more than one approval at its end,   telephone number of the
                                                                       contact person.
it needs to come from the Maintenance Officer.
                                                                       ---------------------------
                                                                       Make four (4) returns before
Be sure to include the memorandum number and referral number,          typing the signature line.
if applicable. The initials and the telephone number of the            ---------------------------
administrator preparing the memorandum should also be included         Make two (2) returns after the
                                                                       signature line before typing
beneath the memo number.                                               the memo initiator’s
                                                                       initials/typist’s initials; next
If you have any questions concerning the above, please call Ms.        line includes the memo/ letter
Ada Bossman, Secretary to the Superintendent, Office of the            number; FOR THE
                                                                       SUPERIN-TENDENT’S
Superintendent, at 305-995-1414.
                                                                       CORRES-PONDENCE,
                                                                       include a line identifying the
                                                                       office initiating the
                                                                       correspondence and include
                                            _______________JBS         the telephone number of that
                                                                       office.
                                                                        ---------------------------
JBS/ab                                                                 Make two returns before
M0000 (L00000/000)                                                     typing the cc’s and/or
ABC 305-995-9999                                                       attachment information.
                                                                       For cc’s: each entry must
                                                                       include a prefix before the
Attachments                                                            person’s name (Mr./Ms./Dr.);
                                                                       if more than one person is
cc:   Senior Support Staff                                             cc’d the list must be in
                                                                       seniority order as the list in
                                                                       the “TO” line.




                                        OP:31
                   SAMPLE LETTER FORMAT FOR THE
                 SUPERINTENDENT’S CORRESPONDENCE

                                                                    TOP: BE SURE you are using
                      [Letterhead]                                  current letterhead and that all
                                                                    SCHOOL BOARD MEMBERS have
                                                                    their names spelled correctly,
                                                                    and the appropriate titles.
                                                                    ---------------------------
                             Date                                   Depending on the length of
                   (Date should be centered)                        the letter, skip t least two (2)
                                                                    lines down to the date, which
                                                                    should be centered on the
                                                                    page.
                                                                     ---------------------------
Ms. Yolanda Zill, Secretary                                         Address the letter on the left
School Board Administration Building                                margin.
1450 N. E. 2nd Avenue, Room 912                                     -----------------------------
                                                                    Skip one line to the
Miami, Florida 33132                                                salutation, and one line after
                                                                    the salutation before
Dear Ms. Zill:                                                      beginning the body of the
                                                                    letter.
                                                                    ---------------------------
Please follow the format demonstrated in this letter when           Complete the letter by
preparing correspondence from this office or for the                including the name, title,
Superintendent’s signature. It is requested that the date be        office, and telephone number
centered, with paragraphs blocked rather than indented. Be          of the person to be contacted
sure to include within the body of the letter, the name and         if the receiver of the letter has
                                                                    any questions.
telephone number of the appropriate office to whom inquiries        ---------------------------
should be directed.                                                 Skip one (1) line and type
                                                                    Sincerely five (5) spaces to
Your assistance in following these procedures will assure           the right of the center of the
                                                                    page.
expeditious handling of correspondence. If you have any             ---------------------------
questions concerning the above, please call Ms. Ada Bossman,        Skip four (4) lines, and type in
Secretary to the Superintendent, Office of the Superintendent, at   the sender’s name, and on
305-995-1414.                                                       the next line under the name,
                                                                    the sender’s title even though
                                                                    it may be on the letterhead.
                                                                    ---------------------------
                                    Sincerely,                      Make two (2) returns after the
                                                                    signature line before typing
                                                                    the memo initiator’s initials/
                                                                    typist’s initials; the next line
                                                                    includes the letter number.
                                    Jesse B. Stryver                ---------------------------
                                    Superintendent of Schools       Make two (2) returns before
                                                                    typing the cc’s and/or
                                    (5 spaces to right of center)   attachment information.
                                                                    ---------------------------
JBS/ab                                                              For cc’s: each entry must
L0000 (R0000/000)                                                   include a prefix before the
                                                                    person’s name(Mr./Ms./Dr.); if
cc: Senior Support Staff                                            more than one person is cc’d
                                                                    the list must be in seniority,
                                                                    then alpha, order.




                                       OP:32
Petty Cash Voucher                          Voucher Number
                                            Date



Name of Payee                             Work Order Number




     FUND              OBJECT    LOCATION       PROGRAM       FUNCTION



        QTY.              DESCRIPTION           UNIT PRICE     TOTAL




                                        TOTAL



Payee




Petty Cash Custodian




                                                                  FM-2935




                                  OP:33
                                                           PETTY CASH LOG
                                   SATELLITE                                         P.O. #
Miami-Dade County Public Schools
   giving our students the world
                                                                                  AMOUNT $

                EMPLOYEE           TRADE/                    TOTAL      TOTAL      ACCOUNT    VOUCHER
  DATE                                         SIGNATURE
                  NAME              DEPT.                    SPENT   REIMBURSED    BALANCE    NUMBER




                                                                                              FM-6079 (05-01)




                                               OP:34
                  PERSONNEL
                                                                        Page #
Definitions                                                             PER:5
Unions                                                                  PER:7
Facilities Operations Employee Resources                                PER:8
Attendance                                                              PER:10
Probationary Periods                                                    PER:10
Promotional Opportunities                                               PER:11
Equal Opportunity and Assignments: Board Rule 6Gx13-4A-1.01             PER:11
Diversity in the Workplace                                              PER:14
Americans with Disabilities Act of 1990                                 PER:15
Discrimination/ Harassment Charges                                      PER:15
Discrimination/ Harassment: Complaint Procedures for Employees: Board
     Rule 6Gx13-4A-1.32                                                 PER:16
Sexual Harassment: a Definition                                         PER:19
Leaves and the Family Medical Leave Act and the ADA                     PER:20
Transfer Requests                                                       PER:21
Grievance Procedure                                                     PER:22
Employee Photo Identification Badges                                    PER:22
Evaluation Procedures: MEP Personnel                                    PER:23
Evaluation Procedures: DCSAA Personnel                                  PER:24
Evaluation Procedures: UTD Office Personnel                             PER:25
Evaluation Procedures: Confidential Exempt (Clerical) Personnel         PER:26
Personnel Files                                                         PER:27
Professional Standards and Conduct of M-DCPS Personnel                  PER:29
Conflict of Interest: Board Rule 6Gx13-4A-1.212                         PER:30
Code of Ethics: Board Rule 6Gx13-4A-1.213                               PER:33
Permanent Personnel: Responsibilities and Duties: Board Rule 6Gx13-
    4A.1,21                                                             PER:38
Employee-Student Relationships: Board Rule 6Gx13-4-1.09                 PER:40
Common Sense Suggestions for Non-Instructional Personnel                PER:41
Assignment—Members of the Same Family: Board Rule 6Gx13-4-1.10          PER:42


                                    PERS: 1
Violence in the Workplace Prevention/ Intervention: Board Rule 6Gx13-4-1.08   PER:43
Weapons: Separation, Dismissal or Suspension (All Personnel): Board Rule
   6Gx13-4A-1.302                                                             PER:46
Tobacco-Free Workplace: Board Rule 6Gx13-4-1.06                               PER:47
Gifts to School Personnel                                                     PER:48
Political Activity                                                            PER:48
HIV/AIDS-Related Issues                                                       PER:49
Employee Performance/ Fitness Concerns                                        PER:50
Employee Assistance Program and Board Rule 6Gx13-4D-1.11                      PER:51
Substance Abuse – General Policy Statement                                    PER:54
    Drug-Free Workplace General Policy Statement Board Rule 6Gx13-4-
         1.05                                                                 PER:55
    Testing Procedures for Non-OTETA-Covered Applicants and Employees         PER:58
    Controlled Substance and Alcohol Testing Program: Employees Who Are
         Covered by OTETA                                                     PER:62
    Maintaining Safety while Dealing with Impairment                          PER:67
    Warning Signs of a Substance Abusing Employee                             PER:69
    "Do's" and "Don'ts" for Supervisors                                       PER:70
Failure to Execute Job Expectations/ Unprofessional Conduct: Documentation    PER:71
Investigative Fact Finding                                                    PER:72
Due Process Procedures                                                        PER:74
Conference-for-the-Record                                                     PER:75
Site Dispositions                                                             PER:80
Summary Dismissal                                                             PER:80
Resignation Procedures                                                        PER:81

FORMS:
  A.   Contracts Due Process Matrix                                           PER:85
   B.     Oral Interview Ratings Form and Interview Committee Procedures
          Assessment                                                          PER:87
   C.     Application for Promotion - Non-instructional DCSMEC Position       PER:89
   D.     DCSMEC Transfer/ Location Preference Request Form                   PER:91
   E.     Confidential DCSMEC Probationary/ Temporary Employee
          Evaluation Form                                                     PER:92
   F.     Application for Promotion/ Transfer (Non-DCSMEC)                    PER:93
   G.     Grievance Form                                                      PER:95
   H.     Evaluation of Office Personnel Form and Interpretive Guide          PER:97



                                    PERS: 2
I.   Record of Observed Deficiencies/ Prescription for Performance
     Improvement (Office Personnel)                                     PER:99
J.   Exempt/ Confidential Personnel Evaluation                          PER:101
K.   Official Personnel File Log                                        PER:102
L.   Work Site Personnel File: Confidential Records Cover Sheet         PER:103
M.   Work Site Personnel File: Public Records Cover Sheet               PER:104
N.   Reasonable Suspicion Form                                          PER:105
                                                 1
O.   Non-OTETA Drug Test Authorization Form (8 /2” x 14” in original)   PER:107
P.   Drug-Free Workplace Policy (Non-OTETA) Employee
     Acknowledgement Form                                               PER:108
Q.   Drug-Free Workplace Policy Omnibus Transportation Employee
     Testing Act (OTETA) Employee Acknowledgement Form                  PER:109
R.   Notice of Performance Expectation/ Requirement: Memorandum
     Format                                                             PER:110

S.   Employee Intention (because of Excessive Absences-Sample Form PER:111
T.   Unauthorized Absence (1) from Worksite                             PER:112
U.   Two (2) Unauthorized Absences from Worksite                        PER:113
V.   Absence from Worksite Directive                                    PER:114
W.   CFR Summary - Sample                                               PER:115
X.   Forms and Templates Used in Disciplinary Actions (to be found in
     the Office of Professional Standards Handbook)                     PER:177
Y.   Letter of Resignation                                              PER:119




                                   PERS: 3
PERS: 4
                                     DEFINITIONS

ASSESSMENTS (EVALUATIONS) - An ongoing process used to rate performance
usually in relation to a standard or criteria. Assessments are used to provide assistance
for professional growth discussions and provide a basis for determining an evaluation
decision. It is a formative activity because it promotes improvement in performance.

Includes evaluations (midyear for administrators) and annual (for secretaries,
confidential exempts, and administrators); as well as summaries of conferences-for the-
record, reprimands, and prescriptions (all employees).

CAUSE - The reason for fact-finding or for determining administrative action for
violations of School Board rule, statutes, or duty. Probable cause must exist when
embarking on the process to ascertain whether an employee at the worksite is under
the influence of a substance such as alcohol or drugs.

COMPLAINT - An accusation by an identified member of the public or a School Board
employee charging an employee with violation of School Board rules, misconduct,
and/or unacceptable performance. Complaints are addressed as procedurally stipulated
in employee contracts.

CONFIDENTIAL RECORDS - Information not available for public review. This would
include: medical records, payroll deductions, Social Security numbers, preliminary
investigations, active investigations, formal assessment documents, annual evaluations
prior to July 1, 1983, and assessment evaluation documents less than one year old.

CONFERENCE-FOR-THE-RECORD - A fact gathering process that may lead to further
investigation, disciplinary action, or charges filed.

CUSTODIAN OF RECORDS - Maintenance Operations Department of Employee
Resources, which is charged by law with the responsibility of maintaining and
supervising personnel files of Miami-Dade County Public School M/O employees.

DEROGATORY MATERIAL - Material that consists of two types:
   (a)   complaints, allegations, negative assessments, and charges related to work
         performance or such other matters that may be cause for discipline,
         suspension, or dismissal; and
   (b)   items that relate to an employee's conduct, service, character, or personality
         not related to work performance and which is not cause for discipline.

DESIGNEE - An employee designated by School Board members, the Superintendent,
or the Maintenance Officer, Maintenance Operations, to inspect all aspects of the
personnel file in the exercise of assigned duties, and persons designated in writing by
the employee.

EVALUATION - A required annual rating by a supervisor that reflects a summative
decision about performance. This decision is based on the results of ongoing
assessments and compliance with duties, policies, School Board rules, statutes, and

                                    PERS: 5
expectations that are delineated at the worksite. Evaluation documents are included in
an employee's personnel file.

INSPECTION OF RECORDS - The examination of non-confidential records by any
person desiring to do so, at reasonable times, under reasonable conditions and under
supervision by the custodian of the records or the custodian's designee.

LAWFUL CRIMINAL INVESTIGATION - Any investigation conducted by local, state,
and federal law enforcement agencies, including the Miami-Dade County Schools
Police, concerning criminal acts according to the laws of the state or community, as
enforced by the courts.

LAW ENFORCEMENT PERSONNEL - Any person employed by an authorized law
enforcement agency or by federal, state, county, municipal agencies, or school districts
to conduct an investigation concerning unlawful acts.

MEDICAL RECORDS - Medical, psychological and psychiatric evaluations, medical
releases, workers' compensation reports and other letters, documentation or reports
attendant to the employee's physical or mental condition. These records are
confidential.

OFFICIAL PERSONNEL FILE LOG - Record placed in each personnel file showing
date of each inspection, person inspecting the file, and custodian of records who
authorized the access.

PAYROLL DEDUCTIONS - Federal income tax and all payroll deductions including, but
not limited to: FICA deductions, deductions taken for insurance, union dues, retirement
contributions, tax sheltered annuities and other investment deductions, alimony and
court mandated deductions, charity deductions, and credit union deductions. These
records are confidential.

PERSONNEL FILE - All records, information, data or material maintained by the public
school system, in any form or retrieval system whatsoever, with respect to any of its
employees (or former employees), which is uniquely applicable to that employee,
whether maintained or stored in one or more locations.

PRELIMINARY INVESTIGATION - Investigative actions conducted to determine if there
is probable cause to proceed further with a complaint or alleged violation of School
Board Rules and/or statutory provisions.

RIGHT OF APPENDAGE - After a conference-for-the-record has been summarized and
documented, and a copy has been provided to the employee as well as filed in the
employee's personnel file, the employee has the right to affix a written response to the
matter(s) raised in the conference-for-the-record for inclusion in the employee's file.

RIGHT OF INQUIRY - The employee has the right to request that the Superintendent or
his/her designee make an informal inquiry regarding material in his/her personnel file
that the employee believes to be false.


                                    PERS: 6
                                        UNIONS

The rules governing the working conditions of M-DCPS employees are provided, where
not otherwise mandated by United States Constitution, Florida Statute, or the M-DCPS
School Board Rules, by the contracts negotiated with the various employee unions. It is
the responsibility of each employee to read and understand the contract by which s/he
is bound. If any employee would like to be represented and become a member of a unit,
please contact the appropriate office as listed below, or speak to the site representative.
To receive a copy of the appropriate contract, employees may contact their supervisor.

The unions that govern Maintenance Operations personnel include:

      AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES, LOCAL 1184
      - (AFSCME)
             99 Northwest 183rd Street, Suite 224, Miami, FL 33169 305-651-6617
      DADE COUNTY SCHOOLS ADMINISTRATORS' ASSOCIATION, LOCAL 77, AFSA, AFL-CIO
      (DCSAA)
            1844 North Nob Hill Road, #427, Plantation, FL 33321 305-477-7796
      DADE COUNTY SCHOOLS MAINTENANCE EMPLOYEES COMMITTEE - (DCSMEC)
            Miami Free Zone
            2315 NW 107 Avenue, Suite 1M36, Box 86              305-477-6002
            Doral, FL 33172
      UNITED TEACHER OF DADE - (UTD)
            2200 Biscayne Boulevard, Miami, FL 33137                        305-854-0220

A bulletin board is designated for the use of each union at each work location.

For more information about each union on the web, visit www.dadeschools.net, and toggle to
the appropriate website by clicking on “Employees” on the left side of the screen.




                                     PERS: 7
                    FACILITIES OPERATIONS EMPLOYEE RESOURCES

Facilities Operations, Employee Resources liaises with the Central Administration
departments housed at SBAB and the Annex buildings. Maintenance Employee
Resources has the responsibility to:
       •    Inform Non-Instructional staffing of AFSCME, DCSMEC, UTD and Confidential
            Exempt secretarial positions to be advertised and filled;
       •    Request the advertising of Administrative and Professional Technical positions
            the department wishes to advertise and fill;
       •    Liaise with the Workers’ Compensation department when employees are
            injured;
       •    Work with Compensation Administration on creating, revising and updating job
            descriptions, as needed;
       •    Liaise with Labor Relations regarding working conditions and/or issues that may
            arise within each bargaining unit;
       •    Work with the Office of Professional Standards when unacceptable employee
            conduct escalates to the level that internal procedures addressing the
            problem(s) has been exhausted;
       •    Work with the Civil Rights Compliance department when complaints have been
            filed that need to be investigated;
       •    Liaise with the Employee Assistance;
       •    Monitor that all employees maintain the appropriate certificates and licenses
            required of their job description.


This department also has the responsibility to create and deliver a viable training
program to its employees at all levels, and is constantly striving to expand these
services as needs are identified and training components are developed.


Some general information all employees need to know:
   •       When applying for a position, it is important that the applicant has the appropriate
           credentials for that position. To know if you meet the requirements of the
           position, please read the job requirements listed on the last page of the job
           description.
   •       When reviewing what positions are being advertised in the department, check the
           following:
           All NON-ADMINISTRATIVE POSITIONS are advertised in The Weekly Reader that can
           be found at: http://jobs.dadeschools.net/non-instruct/default2.asp. If you have
           trouble going directly to that site, begin at the District’s website:
           http://www2.dadeschools.net. Click on the left hand list at “Human Resources”
           and the sub-file “Employment Opportunities.” Then look for the green tab labeled


                                         PERS: 8
    “Non-Instructional” Click on the box for the Weekly Reader, and the Adobe file
    will open.
    All ADMINISTRATIVE POSITIONS can be accessed by going directly to the website at
    http://jobs.dadeschools.net/listings2.asp, and click on the job title in which you
    are interested. If you have trouble going directly to that site, begin at the District’s
    website: http://www2.dadeschools.net. Click on the left hand list at “Human
    Resources” and the sub-file “Employment Opportunities.” Then look for the blue
    tab labeled “Administrators.”
    To access the department’s Job Hot Line, call 305-995-HIRE (305-995-4473).
•   Should an employee wish to transfer from one work location within Facilities
    Operations to another, that employee must file a transfer request with Employee
    Resources, a request that will remain active for a six-month period. When a
    position is advertised, should an employee not have a transfer form on file, but
    would like to transfer, that advertisement is the signal to immediately file a
    transfer request with this office. All transfer requests are reviewed before a new
    employee is placed into a position, since seniority takes precedence when filling
    an open position.
•   If an employee who has applied for a position, and been interviewed for that
    position, but was not the chosen candidate to fill the position, that applicant is
    entitled to receive counseling for future interviews. This session will include a
    review of the interview evaluations. If the interview took place in Employee
    Resources, the applicant may call this office and make an appointment for such a
    review; if the interview took place in the Office of Professional/Technical Staffing,
    the applicant must make an appointment with that office for the review. Please
    note that each applicant may make notes regarding their interview, but cannot
    make copies of the evaluation forms.




                                   PERS: 9
                                     ATTENDANCE

All employees are to refer to their specific contract - AFSCME, DCSAA, DCSMEC or
UTD - for the language and rules governing working conditions, including, general
attendance; overtime/comp time, if applicable; vacation time; and working/break and
lunch hours.



                              PROBATIONARY PERIODS

New employees have a probationary period. The purpose of probation is to be sure that
the employee and the job/position are a "good fit". Below are the probationary periods
for new employees.

Unsatisfactory performance in a job code during the probationary period may be cause
for an immediate recommendation for termination from that job code. The probationary
period is determined by applicable collective bargaining unit, i.e., AFSCME, DCSAA,
DCSMEC and UTD.

      DCSAA employee                                Three (3) months
      DCSMEC employee                               Four (4) months
      AFSCME/UTD Clerical employees                 Three (3) months

During the probationary period, newly-hired AFSCME and DCSMEC employees shall
not be eligible for sick leave, vacation, holiday and other such fringe benefits. The
newly-hired probationary DCSMEC employee shall be on an hourly status and shall
receive only the group health, vision, dental, and life insurance benefits provided to
other employees. Upon successful completion of the probationary period, the effective
date for DCSMEC employees for accruing leave shall be the employee's hire date (first
day of service). A promoted probationary employee shall be treated as a permanent
employee for purposes of determining applicable contractual rights and benefits.

The first 90 days of an initial contract for a newly hired employee for a position within
the DCSAA bargaining unit is a probationary period. During this period, the employee
may be dismissed without recourse or may resign from the contractual position without
breach of contract. A dismissal during the probationary period shall be final and not
specific to a hearing. During the probationary period, the employee is not eligible to
apply for a transfer or promotion. An employee who is promoted shall serve a three-
month probationary period. An employee who fails to achieve or maintain a satisfactory
level of performance during that probationary period shall return to the position occupied
prior to the promotion or to a similar position.

See specific contracts for further details, which can be accessed on line from
http://www2.dadeschools.net/employees/labor_union/all_list.htm




                                    PERS: 10
                          PROMOTIONAL OPPORTUNITIES

Information about promotional opportunities can be found in various sources.
Administrators should look for the Professional Advancement Opportunity Bulletins.
Trades or clerical employees must watch for the Vacancy Announcements on the
bulletin boards and the Weekly Reader.



                    EQUAL OPPORTUNITY AND ASSIGNMENTS

The School Board of Miami-Dade County, Florida has stipulated in Board Rule 6Gx13-
4A-1.01 that it adheres to a policy of nondiscrimination in employment and strives
affirmatively to provide equal opportunity for all, as required by state and federal law.
The Board attempts to identify and overcome real or potential artificial barriers to
employment, training, or promotional opportunities for its staff and applicants. School
Board Rule 6Gx13-4A-1.01 outlines the procedures for compliance with federal, state,
and its own policies regarding nondiscrimination in employment opportunities. The steps
to be taken by a complainant in filing a complaint are delineated in School Board Rule
6Gxl3-4A1.32.



                                                                            6Gx13- 4A-1.01
Permanent Personnel

     EQUAL OPPORTUNITY EMPLOYMENT AND ASSIGNMENT

        The School Board of Miami-Dade County, Florida adheres to a policy of
        nondiscrimination in employment and strives affirmatively to provide equal
        opportunity for all as required by state and federal law. The Board attempts to
        identify and overcome real or potential artificial barriers to employment, training,
        or promotional opportunities for its staff and applicants.

        Employment:

           The School Board strives to ensure a highly qualified staff (in terms of
           educational background and experience) that reflects the overall diversity (in
           terms of factors such as race, ethnicity and gender) of the pool of qualified
           candidates. In recruiting applicants for School Board positions, the School
           Board also encourages men and women to enter non-traditional
           occupational areas where their gender is under-represented.

           The School Board continually develops and reviews job descriptions and
           entry qualifications in order to ensure that the tasks and duties required are
           reasonable and do not impose artificial barriers to qualified applicants. It is
           the policy of the School Board that no person will be denied access,
           employment, training, or promotion on the basis of gender, race, color,
           religion, ethnic or national origin, political beliefs, marital status, age, sexual
                                    PERS: 11
        orientation, social and family background, linguistic preference, pregnancy,
        or disability, and that merit principles will be followed.

        The School Board offers inservice training programs designed to assist
        employees in achieving new competencies and/or promotion.

        Personnel Management and Services will conduct job advertising and
        recruitment activities in a manner designed to apprise persons of diverse
        backgrounds relative to gender, race, color, religion, ethnic or national
        origin, political beliefs, marital status, age, sexual orientation, social and
        family background, linguistic preference, disability, or who may be pregnant
        or experiencing pregnancy-related medical conditions, of the job advertised.

     Equitable Faculty Composition:

        It is the School Board’s goal that every school have a diverse, high quality
        faculty (that is, instructional staff and counselors) that reasonably reflects
        the qualifications (in terms of advanced degrees, experience and teaching
        out-of-field), experience and diversity (in terms of race, ethnicity and
        gender) of the pool of teachers at that grade level configuration districtwide.

I.      Hiring:

        To promote this goal, Personnel Management and Services will recruit a
        highly qualified and diverse applicant pool (See School Board Rule 6Gx13-
        4C-1.19). Personnel shall provide all site administrators with information
        concerning the entire pool of qualified applicants. In addition, site
        administrators shall seek to interview a broad range of candidates for all
        available positions. All hiring decisions should be made by the site
        administrator based on the applicants’ qualifications and the needs of the
        school and not on the basis of race, ethnicity or gender. Site administrators
        should be provided with continual training opportunities on multicultural
        issues, interviewing techniques, effective recruitment and retention
        practices, and public policy and legal issues related to employment and
        equity in order to help them to make appropriate hiring decisions and to
        develop and maintain diverse faculties. In addition, the Board may provide
        financial or other incentives for highly-qualified teachers (such as those
        possessing advanced degrees, specialized training, or National Board
        certification or those demonstrating exceptional instructional abilities) who
        commit to teach for at least five years at a school having difficulty retaining
        an experienced and highly-qualified faculty or at schools with a relatively
        high percentage of low-income or low-performing students.

II.     Assignment and Transfer:

        To promote the goal of a diverse, highly-qualified faculty at each school, the
        overall diversity (in terms of factors such as educational background,
        experience, race, ethnicity and gender) of the school’s staff may be
        considered as one factor in assessing requests for transfer to or from the
                                PERS: 12
       school and in making assignments of teachers already hired by the MDCPS.
       In addition, the Board may provide financial or other incentives for highly-
       qualified teachers (such as those possessing advanced degrees,
       specialized training, or National Board certification or those demonstrating
       exceptional instructional abilities) who commit to teach for at least five years
       at a school having difficulty retaining an experienced and highly-qualified
       faculty or at schools with a relatively high percentage of low-income or low-
       performing students.

III.   Monitoring and Accountability:

       Each year, Personnel Management and Services, School Operations, and
       Equal Educational Employment Opportunity and Diversity Compliance
       6Gx13- 4A-1.01 (EEEODC), jointly will establish goals for the qualifications
       and diversity of school faculties by grade level configuration. The EEEODC
       will also monitor and annually report the qualifications (in terms of factors
       such as advanced degrees, experience and teaching out-of-field) and the
       diversity (in terms of factors such as race, ethnicity and gender) of each
       individual school’s faculty. Each site administrator shall be responsible for
       ensuring that these goals are met to the extent practicable on an annual
       basis. As noted above, staff development activities for site administrators
       should be provided to support them in meeting this responsibility. Where a
       school fails to meet the M-DCPS annual goals in terms of the qualifications
       (that is, falls below a specified minimum in terms of education or experience
       or exceeds a certain maximum in terms of out-of-field teachers) or diversity
       (that is, fails to reasonably reflect school level district-wide averages in
       terms of race, ethnicity or gender) of its faculty for two consecutive years,
       the authority to hire teachers for and approve transfers to and from that
       school may revert to the Superintendent of Schools or his or her designee.

  Employee Relations:

       The Board believes that democracy cannot be taught in the Miami-Dade
       County Public Schools without demonstrating its belief in democracy in the
       way the schools are operated.

       All employees are hereby notified that they are expected to teach or work
       with other employees, to teach students, and to supervise or be supervised
       in their work by other employees without regard for the gender, race, color,
       religion, ethnic or national origin, political beliefs, marital status, age, sexual
       orientation, social and family background, linguistic preference, pregnancy,
       or disability of the individual. This is a unitary school system and should be
       understood as such by all persons connected with it.

       It is understood that harassment or discrimination based on an employee's
       gender, race, color, religion, ethnic or national origin, political beliefs, marital
       status, age, sexual orientation, social and family background, linguistic
       preference, pregnancy, or disability is a violation of state and federal laws


                                 PERS: 13
            and a breach of the EEEODC policy, which shall be grounds for disciplinary
            action including but not limited to a discharge.

            Sexual harassment including same sex harassment, is a violation of Title VII
            of the Civil Rights Act of 1964 and Title IX of the Education Amendments of
            1972. It is defined as a pattern of behavior that includes unwelcome sexual
            advances, requests for sexual favors, and other verbal or physical conduct
            of a sexual nature when: (1) submission to such conduct is made, either
            explicitly or implicitly, a term or condition of an individual's employment; (2)
            submission to or rejection of such conduct by 6Gx13- 4A-1.01 an individual
            is used as the basis for employment decisions affecting such individual; or
            (3) 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. Such conduct needs to be severe or
            pervasive.

        Complaints:

            Complaints alleging employment harassment or discrimination on the basis
            of gender, race, color, religion, ethnic or national origin, political beliefs,
            marital status, age, sexual orientation, social and family background,
            linguistic preference, pregnancy, or disability should be referred to
            EEEODC.

Specific Authority: 230.22(2); 230.23(22) F.S.
Law Implemented, Interpreted, or Made Specific: 112.042; 112.043; 230.23(5);
230.23005(6)(11); 230.33(7)(a),(b),(c),(d); 231.02 F.S.; 6A-19.010 FAC; Title VI of the
Civil
Rights Act of 1964; Title VII of the Civil Rights Act of 1964, as amended; Title IX of the
Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973; Age
Discrimination in Employment Act of 1967, as amended; Equal Pay Act of 1963; Florida
Educational Equity Act, F.S. 228.2001; the Americans With Disabilities Act of 1990; the
Pregnancy Discrimination Act of 1978; the Florida Civil Rights Act of 1992; and the
Family and Medical Leave Act of 1993.

History: THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Repromulgated: 12-11-74
Amended: 8-19-81; 6-8-94; 8-25-99; 6-19-02



                           DIVERSITY IN THE WORKPLACE

The Miami-Dade County Public School policy, as cited in School Board Rule 6Gx13-
4A.132,

      has established procedures to assure nondiscrimination in employment,
      and the elimination of harassment, including sexual harassment. It is the
      policy of the School Board that all employees will be treated with respect.
                                     PERS: 14
       Hostile treatment or violence against an employee because of his/her
       gender, race, color, religion, ethnic or national origin, political beliefs,
       marital status, age, sexual orientation, social and family background,
       linguistic preference, or disability, will not be tolerated.

This policy of diversity is a moral and ethical imperative to create a more effective
working environment for all employees. It takes into account that either minorities,
females, or both comprise two-thirds (2/3) of the population of the United States, and
comprise fifty-seven percent (57%) of the working population. By the year 2005, women
and minority men will make up sixty-two percent (62%) of this country's workforce. At M-
DCPS, women and minority men make up the majority of the workforce, where it has
become evident that the words "minority" and "majority" are undergoing a
transformation.

The M-DCPS strategic objective of encouraging and supporting diversity in the working
environment is severely undermined by discrimination of any kind, will not be tolerated,
and may subject an employee to disciplinary action, up to and including termination of
employment.

Always remember, however, that requiring adequate performance and productivity of all
employees is NOT discrimination. Similarly, demanding attendance, respect for
instructions, competency in performance, and compliance with all of the M-DCPS
policies and procedures is also NOT discrimination.



                   AMERICANS WITH DISABILITIES ACT of 1990

The School Board of Miami-Dade County, Florida in its adherence to a policy of
nondiscrimination, provides services and reasonable accommodations to employees
with disabilities. Various departments monitor compliance with ADA requirements. They
include:
   •   the Employee Support Programs, which receives and processes requests for
       services/ accommodations from employees with disabilities;
   •   the Division of Educational Opportunity, which receives, processes and
       investigates complaints from employees alleging discrimination, harassment, or
       noncompliance with the rule; and
   •   the Division of Facilities ADA Compliance, which surveys the District's facilities
       and makes recommendations to bring all facilities into compliance with state and
       federal laws.



                    DISCRIMINATION/HARASSMENT CHARGES

The Division of Civil Rights and Diversity Compliance (CRDC) is responsible for the
establishment, coordination, and monitoring of the district's procedures regarding

                                    PERS: 15
complaints of harassment and discrimination brought by job applicants and employees.
This responsibility extends to charges filed with federal and state enforcement agencies
such as the U. S. Equal Employment Opportunity Commission; the U. S. Department of
Education, the Office for Civil Rights; the Florida Commission on Human Relations; and
the U. S. Department of Labor.

Miami-Dade County Public Schools personnel receiving written or telephone requests
for investigators, attorneys, or other personnel representing an enforcement agency or
the charging party should communicate immediately with the Division of Educational
Opportunity, who will then be responsible for handling the response to the agency's
communication to you and implementing the process to collect appropriate data for the
District's official response to the charges.


                                                                             6Gx13-4A-1.32
Permanent Personnel
DISCRIMINATION/HARASSMENT: COMPLAINT PROCEDURES FOR EMPLOYEES
     PROCEDURES FOR ASSURANCE OF COMPLIANCE WITH FEDERAL/STATE
               REGULATIONS/ SCHOOL BOARD POLICIES OF
            NONDISCRIMINATION/HARASSMENT IN EMPLOYMENT
1.   Purpose
      The School Board of Miami-Dade County, Florida, has established procedures to
      assure nondiscrimination in employment, and the elimination of harassment,
      including sexual harassment. It is the policy of the School Board that all employees
      will be treated with respect. Hostile treatment or violence against an employee
      because of his/her gender, race, color, religion, ethnic or national origin, political
      beliefs, marital status, age, sexual orientation, social and family background,
      linguistic preference, pregnancy or disability, will not be tolerated.
      It is recognized that discrimination or harassment complaints by employees may
      arise from actual or perceived situations and circumstances related to the
      prohibition of discrimination. It is the intent of these procedures to assure that
      discrimination or harassment complaints are resolved in an expeditious, orderly,
      and equitable manner that serves to fulfill the letter and intent of the law. All
      administrators and principals are required to make a conscientious effort to fully
      consider and understand the nature and basis of the discrimination or harassment
      complaint of an employee and resolve it, to the satisfaction of the complainant,
      without delay or refer it, without delay to the appropriate office for resolution. The
      initiation of a discrimination or harassment complaint by an employee will not be
      used as a basis for actions that adversely affect the complainant's standing in
      his/her work location. Additionally, participation in or assistance in the investigation
      of a complaint shall not to be used as the basis for any adverse employment action
      on an employee.
      Discrimination or harassment complaints made under the provisions of this rule will
      be handled using federal enforcement agencies' procedures and standards in the
      processing and investigation of discrimination/ harassment charges and without
      extraneous administrative barriers. No anonymous complaints shall be accepted or
                                      PERS: 16
       processed. The complaint must be signed attesting that it is true to the best of the
       complainant’s knowledge, information and belief. Any complainant who knowingly
       submits false information will be subject to disciplinary action. A record will be
       maintained of each discrimination or harassment complaint investigation to include
       the final disposition of each.

II.    Procedure for Filing Complaints
       A School Board employee who has a reasonable and good-faith belief that he/she
       has been the subject of discrimination or harassment because of his/her gender,
       race, color, religion, ethnic or national origin, political beliefs, marital status, age,
       sexual orientation, social and family background, linguistic preference, pregnancy,
       or disability, shall communicate in writing the allegation(s) to his/her principal or
       supervising administrator.
       If the employee does not feel comfortable discussing his/her complaint at the work
       site or next administrative level, the employee may file the complaint directly with
       the School Board’s Civil Rights and Diversity Compliance (CRDC) office.
       Due to the sensitive nature of sexual harassment complaints, employees may file
       such a complaint directly with the School Board’s (CRDC) office.
       If the complaint is submitted to the principal or administrator, the principal or
       administrator will be responsible for scheduling a meeting with the complainant to
       discuss the complaint. In the event the complaint involves the employee's principal
       or supervising administrator, the employee may go directly to the next level of
       administration, such as an Assistant/ Associate/Deputy Superintendent. If t he
       employee does not feel comfortable discussion his/her complaint at his/her work
       location, the employee may file the complaint with the nest administrative level.
       If the complaint is not resolved to the complainant’s satisfaction after discussion
       with the principal or supervising administrator, or cannot be resolved at that level,
       the employee may appeal at the next level of administration, i.e.,
       Assistant/Associate/Deputy Superintendent.
       If the complaint is not satisfactorily resolved at the second level of administration,
       as determined by the employee, he/she may file a complaint with the School
       Board's CRDC office. The employee will be requested to provide to the to the
       School Board's CRDC office signed, specific information regarding the
       discriminatory or harassing action(s) or inaction(s), the basis (e.g., age, race,
       disability, etc.) for the action(s) or inaction(s), and the alleged offender(s),
       witnesses, etc.

III.   Appeals
       If the employee does not agree with the final determination made by the School
       Board's CRDC office, he/she may appeal the determination to the
       Superintendent's designee to hear such appeals by submitting a letter of appeal
       within 15 workdays of the date of the final determination.




                                       PERS: 17
IV.   Special Provisions
      A. Failure on the part of the employee to initiate and/or follow-up on a complaint
         in a timely manner may result in the complaint being considered abandoned. A
         complaint must be filed within 300 days of the alleged discriminatory act(s).
      B. Failure by a principal or appropriate administrator to respond to a complaint,
         within ten (10) workdays will automatically allow the complainant to move the
         complaint to the next level of administration.
      C. In general, School Board employees are obligated to perform their duties, as
         directed, while complaints are pending resolution.
      D. Records of an ongoing investigation shall remain confidential and not subject
         to disclosure pursuant to Chapter 119, Florida Statutes, until a final
         determination is made on the case.
      E. Suspensions, dismissals, and reductions in pay grade are not subject to
         federal/state regulations in the absence of discrimination.
          This rule is intended to effect compliance with federal/state regulations, i.e.,
          Title VI of the Civil Rights Act of 1964; Title VII of the Civil Rights Act of 1964,
          as amended; Title IX of the Education Amendments of 1972; Section 504 of
          the Rehabilitation Act of 1973; Age Discrimination in Employment Act of 1967,
          as amended; Equal Pay Act of 1963; the Florida Educational Equity Act, F.S.
          1000.05; the Americans with Disabilities Act of 1990; the Pregnancy
          Discrimination Act of 1978; the Florida Civil Rights Act of 1992; and the Family
          and Medical Leave of Act of 1993.

Specific Authority: 1001.41(1)(2); 1001.42(22); 1001.43 F.S.
Law Implemented, Interpreted, or Made Specific. 1001.43(11) F.S.; 6A19.009 FAC; Title
V1 of the Civil Rights Act of 1964; Title VII of the Civil Rights Act of 1964, as amended;
Title IX of the Education Amendments of 1972; Section 504 of the Rehabilitation Act of
1973; Age Discrimination in Employment Act of 1967, as amended; Equal Pay Act of
1963; the Florida Educational Equity Act, F.S, 1000.05; the Americans with Disabilities
Act of 1990; the Pregnancy Discrimination Act of 1978; the Florida Civil Rights Act of
1992; and the Family and Medical Leave Act of 1993.

History:               THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 6-4-86
Amended- 9-17-86; 3-4-92; 6-8-94- 8-25-99; 10-22-03




                                      PERS: 18
                                SEXUAL HARASSMENT

School Board Rule 6Gx13-4A-1.01 provides that harassment of or discrimination
against any School Board employee based on gender shall be grounds for disciplinary
action including but not limited to discharge. In addition, School Board Rule 6Gx13-5D-
1.10 prohibits harassment of students. The law provides for personal liability on behalf
of an administrator who engages in sexual harassment or fails to take action to stop
sexual harassment of which he/she is aware. When these suits are filed, it is common
for the allegedly harassing employee to be sued as well as the school board. It is also
common for site administrators to be sued for failure to stop sexual harassment by co-
workers, managers or teachers who are alleged to have harassed students.

Sexual harassment is defined as sexual advances or other forms of oral, written or
physical conduct of a sexual nature when:
       (1) submission to such conduct is made either explicitly or implicitly a term or
           condition of an individual's employment or academic achievement (quid pro
           quo); or
       (2) such conduct has the effect of interfering unreasonably with an individual's
           performance or creating an intimidating, hostile or offensive work or
           educational environment (hostile environment).

The above definitions are fairly clear; however, some examples may be appropriate,
Quid pro quo sexual harassment may include offering favors such as reclassifications or
favorable duties in exchange for sexual favors. An employer is strictly liable for quid pro
quo harassment by a supervisor whether he/she knew of the harassment or not.

"Hostile work or educational environment sexual harassment" is not always as easy to
identify but is equally illegal. Claims of this type of harassment arise when:
       (1) supervisors, co-workers or educators continue to express sexual or romantic
           interest after having been informed that the interest is unwelcome; or
       (2) the general educational or work environment is permeated with unwanted
           sexual connotations, or worse. Examples of this include jokes of a sexual
           nature, language with a sexual connotation, and the displaying of sexually
           based photographs or pictures. The employee or student who is an active
           participant in these types of behaviors today may well be a very active
           plaintiff in a federal lawsuit against you or your staff members, personally,
           tomorrow. In addition to charging harassment under federal law, these
           individuals may also make claims of assault and battery and pursue criminal
           prosecution.

Accordingly, the need to eliminate any behaviors which may be construed to create a
sexually hostile work environment cannot be stressed strongly enough. Do not use
inappropriate language on the job or permit subordinates to use such language. Do not
date students or allow subordinates to date students. Do not engage in sexual banter of
any kind, no matter how welcome that banter may seem to the other participants at the
moment. Remember, today's participant in behavior which is considered harmless may
well be suing or accusing you of a criminal act next week.

                                    PERS: 19
There will be no reprisals for the filing of a sexual harassment complaint, these
complaints will be processed as discreetly as possible; e.g., complainants may go
directly to the Office of Educational and Employment Opportunity.



                                         LEAVES

Each contract defines and explains the various leaves available to employees which
include, but are not limited to the following: annual leave; dire emergency leave; sick
leave (with and without pay); hardship leave; illness or injury-in-line-of-duty leave; jury
duty; military leave; parental leave; personal leave (with and without pay); and sick
leave. Refer to the appropriate labor contract for complete information.

These contracts also cover workers' compensation claims. Both the contracts as well as
Maintenance Operations and District manuals should be referred to when applicable.



                     FAMILY MEDICAL LEAVE ACT AND THE ADA

The Family Medical Leave Act of 1993 (FMLA) requires employers to provide up to
twelve (12) weeks of unpaid, job-protected leave to "eligible" employees for certain
family and medical reasons. Employees are eligible if they have worked for a covered
employer for at least one (1) year, and for 1,250 hours over the previous twelve (12)
months.

Unpaid leave must be granted for any of the following reasons:
   •   to care for the employee's child after birth, or placement for adoption or foster
       care;
   •   to care for the employee's spouse, son or daughter, or parent, who has a serious
       health condition; or
   •   for a serious health condition that makes the employee unable to perform the
       employee's job.

The employer may require medical certification to support a request for leave because
of a serious health condition, and may require second or third opinions (at the
employer's expense) and fitness to work examination for the employee's return.

The United States Labor Department states that the FMLA is not intended to modify or
affect the ADA. Employees entitled to leave under both the FMLA and the ADA are
entitled to the benefits of whichever law provides the greater rights. If an employee is a
"qualified individual with a disability" within the definition of the ADA, the employer must
make a reasonable accommodation under that law, while at the same time granting
applicable FMLA rights.


                                     PERS: 20
                               TRANSFER REQUESTS

Any AFSCME, DCSMEC, UTD, or Confidential Exempt employee requesting a transfer
to a satellite that has an approved budgeted opening and where the position has been
advertised in the Weekly Reader must submit a transfer request for consideration if one
is not already on file with M/O Department of Employee Resources. Employees wishing
to transfer to a different location/department within M/O are to fill out an M-DCPS
Application for Promotion/Transfer (MIS-0334) or an M/O DCSMEC Transfer/Location
Preference Request Form (FM-6071), each of which can be found in the forms section
of this handbook. Transfers filed with the Department of Employee Resources are kept
on file for the time period stipulated in the various Bargaining Unit contracts: AFSCME:
one year; DCSMEC: six months; UTD: one year. The application deadline is Friday of
the week the position is advertised in the Weekly Reader. All non-administrative
Transfer/ Location Preference Request forms should be forwarded to the Department of
Employee Resources, Work Location 9241.

Before any application can be acted upon, the Maintenance Officer, M/O, must approve
the request, which is contingent upon district Maintenance needs.

Any administrator requesting consideration for a transfer to a satellite that has an
approved budgeted opening that has been advertised by the Office of Professional and
Technical Staffing must submit a written transfer request to that office on or before the
deadline cited in the advertisement for that position. This request must be accompanied
by the appropriate documents, as specified by Management Selection.

Anyone wishing to rescind a previous transfer request must do so in writing before
interviews occur for the applicable position.

Employees wishing to transfer from M/O to a position outside of M/O must have a
transfer request approved and on file with the Non-Instructional Staffing Office.

For those employees wishing to obtain a hardship transfer, a signed letter must be
submitted to the Satellite Director explaining the circumstances in question. The
Satellite Director will then forward the hardship transfer request to the Administrative
Director who will convene a committee to examine the request and make a
determination based on the individual situation and the needs of the district. The
committee is comprised of the Administrative Director, a representative from the
Department of Maintenance Employee Resources, and a union representative, if the
employee making the request is a Union member.




                                    PERS: 21
                             GRIEVANCE PROCEDURE

It is recognized that complaints and grievances may arise between the employer and
any one or more employees and/or the bargaining units concerning the application or
interpretation of the terms and conditions of employment as defined by the various labor
contracts. The employer and the bargaining agents desire that these grievances and
complaints be settled in an orderly, prompt, and equitable manner so that efficiency may
be maintained and the morale of employees not impaired. Every effort will be made by
the employer, employees, and the bargaining agents to settle the grievances at the
lowest level of supervision. The initiation or presentation of a grievance by any
employee will not adversely affect the employee's standing with the employer.

Each labor contract gives more information concerning the grievance procedure, and
should be referred to for complete information concerning the correct implementation
procedures. The form on which a grievance is filed is included in the appendix of this
chapter.

When grievances are received at any work location via fax, the following procedures
should be followed:

   1. Faxed grievances may be sent from the grievant or Union to the appropriate M/O
      administrator for each step of the grievance process. However, both the front and
      back of the grievance form must be faxed, along with any other documentation
      that will be submitted when the original grievance form is presented at the
      level/step hearing.

   2. When the M/O administrator receives the faxed grievance, he/she should call the
      Union to notify them that the grievance has been received. If all forms are not
      received, then the grievance is not considered to have been properly submitted.
      The “clock” on the grievance does not begin until ALL appropriate forms have
      been received by the appropriate M/O administrator.

   3. If the grievance is properly received, the M/O administrator will call Labor
      Relations to obtain a grievance number. The grievant must bring the original
      grievance form with him/her for each level/step hearing, and the original form will
      then replace the faxed copy. This procedure applies to all three (3) steps of the
      grievance process.



                  EMPLOYEE PHOTO IDENTIFICATION BADGES

Employee photo identification badges are issued by Maintenance Employee Resources
on Tuesday from 7:30 a.m. - 8:30 a.m., and on Thursday from 2:30 p.m. - 3:30 p.m. for
all M/O employees except those assigned to the Coral Reef Satellite that issues its own
badges. If an employee changes job title or last name, the employee must obtain a new
photo ID.



                                   PERS: 22
The identification badge must be surrendered, in addition to all other M-DCPS property,
to the employee's immediate supervisor, upon separation of the employment
relationship.



                  EVALUATION PROCEDURES - MEP PERSONNEL

At the beginning of each fiscal year, MEP appraisers and appraisees meet to plan the
year's job targets. Appraisees complete the Performance Planning and Appraisal
System Planning Form that is approved by the appraiser in September. In January the
Progress Form is completed, and by the beginning of June, the annual evaluation form
is completed and signed. A copy is then filed in the appraisee's personnel file, with the
original forwarded to Labor Relations and Personnel Management. (Copies of these
forms can be found in the appendix of this chapter.) For specific deadline dates, see the
annual Professional Standards Manual published by Labor Relations and Personnel
Management.

   FORMS AND TEMPLATES USED IN PREPARING MEP PLANNING AND
                     EVALUATION FORMS


The following forms may be found through the Records and Forms Management
Website, (http://forms.dadeschools.net/search.asp), and once accessed, can be typed
into directly. It is strongly recommended that all administrators and secretaries have
Adobe Write installed on their computer so that after typing directly into a District form,
the form can be saved – with the added text – on the computer of the individual doing
the inputting. If any administrator needs assistance with completing necessary
documentation, s/he should contact Maintenance Employee Resources.

BARGAINING                                                                   FORM
                                    FORM NAME
   UNIT                                                                     NUMBER
MEP FORMS       Performance Planning and Assessment Planning                FM-4192
                Form
                Performance Planning & Assessment System Non-               FM-4193
                School Site Administrator Progress Form
                Performance Planning and Assessment System                  FM-3155
                Professional Improvement Plan
                Performance Planning and Assessment System                  FM-4194
                Non-School Site Administrator Evaluation Form
                This form includes:
                   • The evaluation
                   • A chart of the non-school site administrators’
                       performance standards
                   • The 4-page checklist



                                    PERS: 23
                EVALUATION PROCEDURES - DCSAA PERSONNEL

At the beginning of each fiscal year, employees represented by DCSAA, with their
supervisor, develop a Performance Plan consisting of three (3) major components:

   •   Plans directly linked to overall job functions as related to the job duties and
       responsibilities, worksite target objectives, and/or major system objectives, as
       applicable.

   •   Improving job performance by reviewing past evaluations and setting
       expectations for improvement or enhancement.

   •   Developing personal potential through emphasis on standards required for
       success and professional growth in the present job, as well as preparation for
       future career goals.

The plan must be finalized no later than September 15th of a given year. In January the
Progress Form is completed, and by the beginning of June, the annual evaluation form
is completed and signed. Employees shall be evaluated by their immediate supervisor
(evaluator) and the evaluator's supervisor (reviewer) only, except that the reviewer shall
not be a member of the bargaining unit. A copy is then filed in the appraisee's personnel
file, with the original forwarded to Labor Relations and Personnel Management. (Copies
of these forms can be found in the appendix of this chapter.) For specific deadline
dates, see the annual Professional Standards Manual published by Labor Relations and
Personnel Management.

               FORMS AND TEMPLATES USED IN PREPARING
                DCSAA PLANNING AND EVALUATION FORMS

The following forms may be found through the Records and Forms Management
Website, (http://forms.dadeschools.net/search.asp), and once accessed, can be typed
into directly. It is strongly recommended that all administrators and secretaries have
Adobe Write installed on their computer so that after typing directly into a District form,
the form can be saved – with the added text – on the computer of the individual doing
the inputting. If any administrator needs assistance with completing necessary
documentation, s/he should contact Maintenance Employee Resources.

DCSAA      Professional and Technical Personnel Planning Form               FM-5944
FORMS
           Professional and Technical Personnel Progress Form               FM-5943
           Professional and Technical Personnel Professional                FM-5940
           Improvement Plan
           Professional and Technical Personnel Evaluation Form             FM-5942
           Professional and Technical Personnel Checklist                   FM-5941



                                    PERS: 24
             EVALUATION PROCEDURES - UTD OFFICE PERSONNEL

Article XVIII, Section 16, Subsection H of the current UTD contract that deals with Office
Employees' evaluations states that, "The current evaluation procedure shall continue in
force ... [and] are hereby incorporated and made a part of this contract"'. The evaluation
procedures are:

Section 1. General Provisions
   A.     All employees within the bargaining unit shall receive an annual evaluation
          each year by no later than June 1 of the current fiscal year. Interim evaluation
          shall be made when the employee's performance is unsatisfactory, in
          accordance with the provision of this Article. Probationary and promoted
          employees whose performance is unsatisfactory shall be evaluated as
          provided in Sections 3 and 4 of this evaluation procedure.
   B.     The professional judgment of the supervisor is the key element in determining
          an employee's job-related competencies and performance. The observations
          of the employee's acts - what is done, how it is done, time frame in which it is
          done - are the basis for the evaluation.
   C.     Employees shall be given a copy of the official evaluation form. The
          employee's signature means only that they have seen and received the
          document.
   D.     Unsatisfactory evaluation may be used as evidence to support termination or
          other action adverse to the employee.
   E.     Intercommunication systems, electronic or photographic devices may not be
          used as part of any evaluation unless by prior mutual agreement between the
          supervisor and the employee.
   F.     Regular and promoted employees may use grievance procedures in disputes
          over compliance with evaluation procedures.

Section 2. Regular Employees
   A. From the beginning of the year, administrators should make every reasonable
      effort to assist unit members to perform their duties successfully. In those
      instances where an employee's performance is unsatisfactory, the administrator
      shall NOTIFY the employee IN WRITING of the deficiencies and corrective action
      to be taken.
   B. By MID-DECEMBER, employees whose performance has continued to be
      unsatisfactory, shall be evaluated by their immediate supervisor. An interim
      evaluation which results in an unsatisfactory rating must be followed by a
      Conference-for the-Record with the employee to be held within FIVE (5) working
      days of receipt of the evaluation. At this conference, prescription(s) must be
      given for the deficient indicator(s). Such prescription(s) must be directly related to
      the deficiency(ies) and structured to include specific recommendations to be
      used in remediating the deficiency(ies). Timelines for the satisfactory completion
      of the prescription(s) must be appropriate to the nature of the prescription(s).

                                    PERS: 25
      Satisfactory completion of the prescription(s) shall be acknowledged in writing by
      the immediate supervisor.
   C. At least one additional interim evaluation shall be conducted subsequent to the
      December evaluation to address continued deficiencies or unsatisfactory
      performance. Additional evaluations may be made to continue monitoring the
      employee's performance.
   D. Subsequent to December, when an employee's performance is considered
      unsatisfactory, the provisions of paragraph B, Section 2 of this evaluation
      procedure shall apply.

Section 3. Probationary Employees

      Probationary employees whose performance is unsatisfactory shall be evaluated
      during the probationary period. This interim evaluation shall be conducted as
      soon as concerns exist about the probationary employee's performance. A final
      evaluation shall be made during the probationary period if concerns continue to
      exist about the probationary employee's performance. If the probationary
      employee's performance is determined to be unsatisfactory, the probationary
      employee may be terminated without recourse in accordance with Article XVIII,
      Section 9 of the UTD contract.

Section 4. Promoted Employees
   A. Promoted employees shall be evaluated during the probationary period as soon
      as concerns exist about the promoted employee's performance. In such
      instances, pursuant to Article XVIII, Section 5 (F) of the UTD contract, the
      employee shall be advised of the concern, given suggestions for improvement,
      and allowed a reasonable amount of time for improvement to occur: in no case,
      however, shall such amount of time extend beyond the contractual probationary
      period. A final evaluation shall be made at the end of such amount of time. If the
      promoted employee's performance is determined to be unacceptable during the
      probationary period, the provisions of Article XVIII, Section 5 (F) of this contract
      shall apply.
   B. When the promoted employee is returned to a position substantially equivalent to
      the one held prior to the promotion, the provisions of Section 2 of this evaluation
      procedure shall apply.



       EVALUATION PROCEDURES -EXEMPT CONFIDENTIAL (CLERICAL)
                           PERSONNEL

Exempt Confidential (Clerical) Personnel are evaluated annually on a form specifically
addressing this category of employees. A sample form can be found in the appendix of
this chapter.




                                    PERS: 26
                                   PERSONNEL FILES

School Board Rules 6Gx13-4-1.03 and 6Gxl3-3D-1.08 identify who may examine a
personnel file as well as the authorization for retention of records in accordance with the
Florida Statutes (see excerpts below), the State Division of Archives, Historical and
Records Management, and School Board Rule.

Florida Statutes: CHAPTER 231

231.291 Personnel files -- Public school system employee personnel files shall be
maintained according to the following provisions:
    (1) (a)    Except for materials pertaining to work performance or such other matters
               that may be cause for discipline, suspension or dismissal under laws of
               this state, no derogatory materials relating to an employee's conduct,
               service, character, or personality shall be placed in the personnel file of
               such employee.
         (b)   No anonymous letter[s] … shall be placed in the personnel file.
    (2) (a)    Materials relating to work performance, discipline, suspension or dismissal
               must be reduced to writing and signed by a person competent to know the
               facts or make the judgment.
         (b)   1.   No such materials may be placed in a personnel file unless they have
                    been reduced to writing within 45 days…of the school system
                    administration becoming aware of the facts reflected in the materials.
               2.   Additional information related to such written materials previously
                    placed in the file may be appended to such materials to clarify or
                    amplify them as needed.
         (c)   A copy of such materials to be added to an employee's personnel file shall
                   be provided to the employee…
         (d)   An employee has the right to answer in writing any such materials in a
               personnel file,…as well as any such materials filed thereafter, and the
               answer shall be attached to the file copy…
         (e)   Upon request, the employee, or any person designated in writing by the
               employee, shall be permitted to examine the personnel file…
         (f)   The custodian of the record shall maintain a record in the file of those
               persons reviewing the file each time it is reviewed.
   (3)   (a)   Public school system employee personnel files are subject to the
               provisions of Chapter 119 of the Florida Statutes, except as follows:
               1.   Any complaint and any material relating to the investigation of a
                    complaint against an employee shall be confidential until the
                    conclusion of the preliminary investigation, or until such time as the
                    preliminary investigation ceases to be active. If the preliminary
                    investigation is concluded with the finding that there is no probable
                    cause to proceed further and with no disciplinary action taken or
                    charges filed, a statement to that effect signed by the responsible

                                     PERS: 27
                     investigating official shall be attached to the complaint and the
                     complaint and all such materials shall be open thereafter to
                     inspection pursuant to Chapter 119. If the preliminary investigation is
                     concluded with the finding that there is probable cause to proceed
                     further or with disciplinary action taken or charges filed, the complaint
                     and all such materials shall be open thereafter to inspection pursuant
                     to Chapter 119. If the preliminary investigation ceases to be active,
                     the complaint and all such materials shall be open thereafter to
                     inspection pursuant to Chapter 119…
               2.    Employee evaluations prepared pursuant to s. 231.17(3), s. 231.29,
                     s. 231.36, or rules adopted by the State Board of Education or a local
                     school board under the authority of said sections, shall be
                     confidential until the end of the school year immediately following the
                     school year in which the evaluation was made. No evaluations
                     prepared prior to July 1, 1983, the effective date of this act, shall be
                     made public pursuant to this section.
               3.    No material derogatory to the employee shall be open to inspection
                     until ten (10) days after the employee has been notified pursuant to
                     paragraph (2)(c).
               4.    The payroll deduction records of the employee shall be confidential.
               5.    Employee medical records, including psychiatric and psychological
                     records, shall be confidential; however, at any hearing relative to an
                     employee's competency or performance, the hearing officer or panel
                     shall have access to such records.
        (b)    Notwithstanding other provisions of this subsection, all aspects of each
               employee's personnel file shall be open to inspection at all times…
        (c)    Notwithstanding other provisions of this subsection, all aspects of each
               employee's personnel file shall be made available to law enforcement
               personnel in the conduct of a lawful criminal investigation.


              PERSONNEL FILE - DUPLICATION PROCEDURES AND FEES

The reproduction of public records, including personnel files, stipulates a nominal
charge for all duplication, by School Board Rule 6Gxl3-3B-1.051, and a time frame for
response to duplication requests that takes into consideration the size of the file(s)
being requested, as well as the time involved to do the duplication.


                    PERSONNEL FILES, TRANSMITTAL OF WORK SITE

Upon transfer of an employee to another work location, within ten (10) work days the
custodian of the record (sending supervising administrator or site manager) shall:
   •   review the work site personnel file for statutory and contractual conformity;



                                      PERS: 28
   •    forward the entire work site personnel file to the new work location (supervising
        administrator, or site manager) in a sealed envelope marked "Confidential"'; and
   •    forward a copy of the transmittal form to the custodian of the record at the new
        work location (receiving supervising administrator or site manager.)

Within ten workdays of receipt of the prior work site personnel file, the new work
location administrator will sign and return a copy of the transmittal form to the sending
work location.



       PROFESSIONAL STANDARDS AND CONDUCT OF M-DCPS PERSONNEL

Maintenance Operations is responsible for ensuring that the over four hundred (400)
schools and ancillary sites receive the best possible care and attention to facilitate the
District's educational mission. As part of the Maintenance Operations team devoted
towards this goal, all Maintenance Operations employees are expected to maintain the
highest standards of conduct. School Board Rule 6Gx13-4A-1.21 specifically states that
"All persons employed by The School Board of Miami-Dade County, Florida are
representatives of the Miami-Dade County Public Schools. As such, they are expected
to conduct themselves in a manner that will reflect credit upon themselves and the
school system."

This rule is broad and far reaching, and is easily interpreted by all employees. Rule
6Gxl3-4C-1.171, states that "No employee of The School Board of Miami-Dade County,
Florida may use regular work hours to earn compensation from sources other than the
Board, except for services construed to be desirable public service approved by the
Superintendent of Schools." This rule clearly prohibits conducting non-School Board
business during regular work hours without the express permission of the
Superintendent of Schools.

Furthermore, as required, each employee is responsible for accounting for his/her
assigned work hours during each day s/he reports for work. Likewise, as required, all
employees are responsible for PERSONALLY punching in and out at the assigned time
clock. They are also expected to not shorten their workday by returning to the
compound early, without good reason. Smoking in M-DCPS buildings other than in
those areas designated as smoking areas is not allowed.

Conduct and personal appearance must be of the highest standards at all times, most
especially when employees are working at a school site. This expectation includes
being neatly shaven, as appropriate, and being clean. Unseemly conduct or the use of
abusive and/or profane language in the presence of students is expressly prohibited. If,
at any time, an employee is approached by a student or faculty member in a manner in
which the employee finds offensive or inappropriate, the employee is to refrain from any
exchange with the individual, and, instead, contact the school principal or the site
supervisor, and report the incident immediately. In no way is the employee to respond to
the individual, either verbally or physically.


                                    PERS: 29
It is also clear that the use of District personnel, resources and equipment including, but
not limited to, computers, copiers, fax machines, typewriters, vehicles, and tools for
non-Board related purposes, compensated, donated, or personal, is prohibited unless
authorized by the Superintendent of Schools.



                                                                            6Gx13-4A-1.212
Permanent Personnel

CONFLICT OF INTEREST

I.    Statutory Provisions and Policy

      School Board employees are governed by the statutory provisions contained in the
      “Code of Ethics for Public Officers and Employees,” Part III of Chapter 112, Florida
      Statutes, and by certain other statutes in the School Code. The following sections
      of this rule set forth the principles, in simplified form, in the statutory mandates.
      They cannot be used as definitive rules to apply to different sets of circumstances
      or factual situations. In any given situation, the full statutory language must be
      consulted for applicable definitions, and for exemptions, if any.

      School Board employees are required to comply with all provisions of the Code of
      Ethics, including those provisions outlined below. This requirement discourages
      the appearance of impropriety and the perception of undue influence upon the
      business functions of the school district.

      This Board rule applies specifically to conflicts of interest. Employees are reminded
      that other Board rules exist that may also address an employee’s particular issue
      or question. It is an employee=s responsibility to refer to and observe all School
      Board Rules that may be applicable to his or her individual situation.

II.   Provisions
      A.   Gifts
           1.      School Board employees are prohibited from soliciting or accepting
                   anything of value, such as a gift, loan, reward, promise of future
                   employment, favor, or service that is based on an understanding that
                   their official action or judgment would be influenced by such gift. Section
                   112.313(2), Florida Statute (2002).
           2.      No School Board employee or his or her spouse or minor child shall
                   accept any compensation, payment, or thing of value when he or she
                   knows, or with the exercise of reasonable care should know, that it was
                   given to influence an action in which the employee was expected to
                   participate in his or her official capacity. Section 112.313(4), Florida
                   Statute (2002).
      B.   Misuse of Public Position


                                        PERS: 30
     No School Board employee shall corruptly use or attempt to use his or her
     official position or perform his or her official duties to secure a special
     privilege, benefit, or exemption for himself, herself, or others. Section
     112.313(6), Florida Statute (2002).
C.   Doing Business with the School Board
     1.   No School Board employee acting in his or her official capacity shall
          directly or indirectly purchase, rent, or lease any goods or services for
          the School Board from any business entity of which the employee or his
          or her spouse or child is an officer, partner, director or proprietor, or in
          which such employee or his or her spouse or child, or any combination
          of them, has a material interest. Section 112.313(3), Florida Statute
          (2002).
     2.   Some case-specific exceptions to this provision may apply. School
          Board employees should review Section 112.313(12), Florida Statutes,
          for exemptions that may be applicable to their particular situations.
D.   Conflicting Employment or Contractual Relationship
     1.   In addition to the restrictions on outside employment that School Board
          Rule 6Gx13- 4C-1.17, Employment - Nonschool, places on employees,
          no School Board employee shall hold any employment or contract with
          any business entity or any agency that is doing business with the School
          Board. This provision does not apply to organizations and their officers
          who, acting in their official capacity, enter into or negotiate a collective
          bargaining contract with the School Board. Section 112.313(7), Florida
          Statute (2002).
     2.   In addition to the restrictions on outside employment that School Board
          Rule 6Gx13- 4C-1.17, Employment - Nonschool, places on employees,
          no School Board employee shall have or hold any employment or
          contractual relationship that will create a continuing or frequently
          recurring conflict between his or her private interests and the
          performance of his or her public duties, or that would impede the full and
          faithful discharge of his or her public duties. Section 112.313.(7)(a),
          Florida Statute (2002).
E.   Disclosure or Use of Certain Information
     No School Board employee shall disclose or use information not available to
     members of the general public and gained by reason of his or her official
     position for his or her personal gain or benefit or for the personal gain or
     benefit of any other person or business entity. Section 112.313(8), Florida
     Statutes (2002).
F.   Employment After Termination
     School Board employees are prohibited from personally representing another
     person or entity or acting as an agent or attorney for compensation in
     connection with any matter in which Miami-Dade County Public Schools is
     interested for two (2) years after the School Board employees’ service
     terminates. Section 112.313(9), Florida Statutes (2002).

                               PERS: 31
            1.     This restriction applies to all school senior level employees classified as
                   Managerial Exempt Personnel, Pay Grade 22 and above, Dade County
                   School Administrators Association, Pay Grade 47 and above, and other
                   equivalent positions.
            2.     Exception to this provision is provided by statute for the purpose of
                   collective bargaining, and may be granted to former school district
                   employees who are employees or agents of not-for-profit organizations,
                   other governmental agencies or those whose business relationship is
                   determined by the School Board to be in the best interest of the school
                   district.
            3.     Miami-Dade County Public Schools shall be prohibited from entering into
                   any business relations or continue an existing business relationship with
                   any person or entity determined to have engaged in a violation of the
                   restriction contained in this provision.
            4.     In addition to penalties outlined in Section IV below, penalties for
                   violation of this provision include a civil penalty equal to the
                   compensation that the employee received for the prohibited conduct.
III.   Self-Reporting Requirement
       All School Board employees, upon initial hire and annually thereafter, shall certify
       that they will abide by the requirements of this Board rule, and that they will self-
       report any relationship that may implicate a potential conflict of interest or other
       violations of this rule. The certification shall be according to a process determined
       by the Office of Human Resources, Miami-Dade County Public Schools.
IV.    Penalties
       Penalties for violation of this rule and/or violations of the Code of Ethics include
       dismissal from employment; suspension from employment for not more than ninety
       (90) days without pay; demotion; reduction in salary level; forfeiture of no more
       than one-third salary per month for no more than twelve (12) months; civil penalty
       not to exceed $10,000; restitution of any pecuniary benefits received because of
       the violation committed; and public censure and reprimand. Section 112.317,
       Florida Statutes (2002).

Specific Authority: 1001.41(1)(2); 1001.42(22); 1001.43(10) F.S.
Law Implemented, Interpreted, or Made Specific: 112.313; 112.317 F.S.
History:                  THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 8-21-02
Amended: 10-22-03




                                        PERS: 32
                                                                       6Gx13-4A-1.213
Permanent Personnel

CODE OF ETHICS

  I. INTRODUCTION

     All members of The School Board of Miami-Dade County, Florida, administrators,
     teachers and all other employees of Miami-Dade County Public Schools,
     regardless of their position, collective bargaining status or role, because of their
     dual roles as public servants and educators are to be bound by the following
     Code of Ethics. Adherence to the Code of Ethics will create an environment of
     honesty and integrity and will aid in achieving the common mission of providing a
     safe and high quality education to all Miami-Dade County Public Schools
     students.

     As stated in the Code of Ethics of the Education Profession in Florida (State
     Board of Education Rule 6B-1.001):
        1.   The educator values the worth and dignity of every person, the pursuit of
             truth, devotion to excellence, acquisition of knowledge, and the nurture
             of democratic citizenship. Essential to the achievement of these
             standards are the freedom to learn and to teach and the guarantee of
             equal opportunity for all.
        2.   The educator’s primary professional concern will always be for the
             student and for the development of the student’s potential. The educator
             will therefore strive for professional growth and will seek to exercise the
             best professional judgment and integrity.
        3.   Aware of the importance of maintaining the respect and confidence of
             one’s colleagues, students, parents, and other members of the
             community, the educator strives to achieve and sustain the highest
             degree of ethical conduct.
        Further, nonacademic and elected officials are bound to accept these
        principles since these groups reflect critical policy direction and support
        services for the essential academic purpose.

  II. APPLICATION

     This Code of Ethics applies to all members of The School Board of Miami-Dade
     County, Florida, administrators, teachers, and all other employees. The term
     “employee,” as used herein, applies to all these groups regardless of full or part
     time status. It further applies to all personnel who receive any direct economic
     benefit such as membership in School Board funded insurance programs
     regardless of whether the person is a direct employee of the School Board or an
     employee of a collective bargaining unit.

     Employees are subject to various other laws, rules, and regulations, including but
     not limited to “The Code of Ethics for the Education Profession in Florida and the

                                  PERS: 33
  Principles of Professional Conduct of the Education Profession in Florida,”
  Chapter 6B-1.001 and -1.006, F.A.C., the “Code of Ethics for Public Officers and
  Employees,” found in Chapter 112, Part III of the Florida Statutes, and School
  Board Rule 6Gx13- 4A-1.212, Conflict of Interest, which are incorporated herein
  by reference and this Code of Ethics should be viewed as additive to these laws,
  rules and regulations. To the extent not in conflict with any laws, School Board
  rules or governmental regulations, this Code of Ethics shall control with regard to
  conduct. In the event of any conflict, the law, regulation or School Board Rule
  shall control.

III. FUNDAMENTAL PRINCIPLES

  The fundamental principles upon which this Code of Ethics is predicated are as
  follows:
  • Citizenship – Helping to create a society based upon democratic values; e.g.,
      rule of law, equality of opportunity, due process, reasoned argument,
      representative government, checks and balances, rights and responsibilities,
      and democratic decision-making.
  • Cooperation – Working together toward goals as basic as human survival in
      an increasingly interdependent world.
  • Fairness – Treating people impartially, not playing favorites, being open-
      minded, and maintaining an objective attitude toward those whose actions and
      ideas are different from our own.
  • Honesty – Dealing truthfully with people, being sincere, not deceiving them nor
      stealing from them, not cheating nor lying.
  • Integrity – Standing up for your beliefs about what is right and what is wrong
      and resisting social pressure to do wrong.
  • Kindness       – Being sympathetic, helpful, compassionate, benevolent,
      agreeable, and gentle toward people and other living things.
  • Pursuit of Excellence – Doing your best with the talents you have, striving
      toward a goal, and not giving up.
  • Respect – Showing regard for the worth and dignity of someone or something,
      being courteous and polite, and judging all people on their merits. It takes
      three major forms: respect for oneself, respect for other people, and respect
      for all forms of life and the environment.
  • Responsibility – Thinking before you act and being accountable for your
      actions, paying attention to others and responding to their needs.
      Responsibility emphasizes our positive obligations to care for each other.

  Each employee agrees and pledges:
     1.   To abide by this Code of Ethics, making the well-being of the students
          and the honest performance of professional duties core guiding
          principles.
     2.   To obey local, state and national laws, codes and regulations.
     3.   To support the principles of due process to protect the civil and human
          rights of all individuals.
     4.   To treat all persons with respect and to strive to be fair in all matters.

                                PERS: 34
     5.   To take responsibility and be accountable for his or her actions.
     6.   To avoid conflicts of interest or any appearance of impropriety.
     7.   To cooperate with others to protect and advance the District and its
          students.
     8.   To be efficient and effective in the delivery of job duties.

IV. CONFLICTS OF INTEREST

  Employees shall employ independent objective judgment in performing their
  duties, deciding all matters on the merits, free of partiality or prejudice and
  unimpeded by conflicts of interest or other improper influences. No employee
  shall engage in conduct, which creates a conflict of interest. A conflict of interest
  shall be defined as a situation in which regard for a private interest tends to lead
  to disregard of a public duty or interest. A conflict of interest shall exist upon use
  by an employee of the authority of his/her office or the use of any confidential
  information received through his/her employment for the private pecuniary benefit
  of the employee, or the employee’s immediate family or a business with which
  the employee or a member of the employee’s immediate family has employment
  or ownership worth $5,000 or more, either directly or indirectly, without disclosure
  to the appropriate school district official.

  Some areas in which conflicts may arise are discussed below. Employees are
  responsible for avoiding all conflicts of interest, whether or not listed below.

  Financial Interest. An employee shall not engage, or have any interest, financial
  or otherwise, direct or indirect, in any business, transaction or professional entity,
  either as a director, officer, partner, trustee, employee, or manager in that entity,
  which conflicts with or impairs the proper discharge of official duties or which
  could bring disfavor or disrespect upon the employee or Miami-Dade Public
  Schools. This includes any related business owned in whole or in part by
  collective bargaining units.

  Contracting Decisions. An employee shall not recommend, vote or otherwise
  participate in the decision to make any contract between the school district and
  any business or entity in which the employee has a personal or financial conflict
  of interest. This includes contractual relationships with units of government as
  well as for profit and not for profit organizations such as charter schools.

  Employees shall be deemed to have a financial conflict of interest in a decision if
  it is reasonably foreseeable that the decision will have a material financial effect
  on:
  • The employee’s immediate family distinguishable from its effect on the public
      generally;
  • Any business entity in which the employee or a member of the employee’s
      immediately family has a direct or indirect investment worth $5,000 or more or
      in which the employee or a member of the employee’s family is a director,
      officer, partner, trustee, employee, or holds any position;

                                PERS: 35
•   Any real property in which the employee or a member of the employee’s
    immediate family has a direct or indirect worth of $5,000 or more;
•   Any source of income for the employee or the employee’s immediate family of
    $5,000 or more in any given 12-month period prior to the action being taken by
    the employee.

An employee who has a financial conflict of interest because of a relationship
with a business, governmental agency or not for profit institution must recuse him
or herself from any decision concerning that entity including any decision to
contract or not to contract with the entity and the administration of the contract.
The reason for such recusal must be stated in writing and filed with the
Superintendent and the School Board Attorney prior to or at the time of the action
requiring the recusal.

Honoraria. An employee will not solicit or accept an honorarium, which is
related, directly or indirectly, to the employee’s job duties. “Honorarium” shall be
defined consistent with §112.3149, F.S., as a payment of money or anything of
value paid to the employee or on his or her behalf as consideration for an oral
presentation or writing other than a book.

Personal Advertisements. An employee shall not advertise business or
professional activities on school property or use schoolwork hours, property or
services to perform or promote personal, not for profit, or commercial enterprises
or to campaign or raise money for any candidates for political office. This
includes any collective bargaining unit commercial activities.

Employee Publications. An employee shall not participate in the review and
approval of publications or materials for school district purchase by the office in
which the employee is employed if the employee or a member of the employee’s
immediate family is the author/editor of or has any financial interest in the sale of
such publications or materials.

Referrals. An employee shall not refer a parent or student to a service, service
provider or product in return for anything of value. This includes referrals routed
via collective bargaining units for which the bargaining unit or its employee and
their immediate families receive any financial benefit. Officers or employees
making referrals as part of their official duties shall make referrals to more than
one provider of the service or product. For example, school counselors shall refer
parents or students to more than one counselor or provider of medical services.
Additionally, an employee shall not refer a parent or student to any service,
service provider, or product in which that employee has a financial interest,
without first disclosing that interest to the parent or student.

Outside Income. Employees shall not accept any outside earned income in any
situation where a reasonable person in the community could conclude that the
receipt of the income would be inconsistent, incompatible or in conflict with the
employee’s official duties.

General Limitation on Solicitation. An employee shall not solicit, directly or
                              PERS: 36
  indirectly any payments or other benefits under circumstances that would create
  in the mind of a reasonable person in the community the belief that such
  payments or benefits were provided with the intent to improperly influence the
  employee’s actions.

  Gifts and Gratuities. The acceptance of gifts as per School Board rule,
  payments or other benefits from those with whom Miami-Dade County Public
  Schools does business, regardless of profit or not for profit status, can be
  improper. A gift is defined as anything of value that an employee receives, or that
  is paid or given to another on an employee’s behalf without any payment or
  consideration received in return. Examples of gifts are tickets to sporting or
  cultural events, items of food, meals which cannot be immediately consumed
  such as a holiday party, use of facilities, forgiveness of debts, interests in real
  property, investments, or merchandise, or a rebate or discount (unless the rebate
  or discount is normally given to any member of the public). Employees who are in
  the position to make or influence a decision to spend school funds shall not solicit
  or accept any personal gifts, favors or benefits of more than nominal value during
  a calendar year from any single person or organization that might benefit from
  the employee’s decision. This provision does not apply to: (a) Meals provided at
  an event at which the employee participates in a seminar or similar activity; or (b)
  Travel expenses and meals paid by a local, state, federal or foreign government
  agency.

V. CONDUCT REGARDING STUDENTS

  As set forth in the Principles of Professional Conduct for the Education
  Profession in Florida, each employee:
     1.   Shall make reasonable effort to protect the student from conditions
          harmful to learning and/or to the student’s mental and/or physical health
          and/or safety.
     2.   Shall not unreasonably restrain a student from independent action in
          pursuit of learning.
     3.   Shall not unreasonably deny a student access to diverse points of view.
     4.   Shall not intentionally suppress or distort subject matter relevant to a
          student’s academic program.
     5.   Shall not intentionally expose a student to unnecessary embarrassment
          or disparagement.
     6.   Shall not intentionally violate or deny a student’s legal rights.
     7.   Shall not harass or discriminate against any student on the basis of race,
          color, religion, sex, age, national or ethnic origin, political beliefs, marital
          status, handicapping condition, sexual orientation, or social and family
          background and shall make reasonable effort to assure that each
          student is protected from harassment or discrimination.
     8.   Shall not exploit a relationship with a student for personal gain or
          advantage.

                                PERS: 37
          9.   Shall keep in confidence personally identifiable information obtained in
               the course of professional service, unless disclosure serves professional
               purposes or is required by law.

     VI. PERSONNEL MATTERS

       Confidentiality. An educator shall comply with state, and federal laws and
       regulations, and local school board policies relating to the confidentiality of
       student records. Unethical conduct includes, but is not limited to, sharing of
       confidential information concerning student academic and disciplinary records,
       personal confidences, health or medical information, family status and/or
       income, and assessment/testing results.

       Enforcement. Enforcement will be pursuant to State law and to School Board
       rules, which may include penalties for violations of the Code of Ethics that will be
       imposed pursuant to the applicable State law or School Board Rule.

       Certification. Each employee will be required to sign a Certificate in substantially
       the form and substance attached as Exhibit "A", which is incorporated herein by
       reference, certifying that the employee: (i) has read, understands and agrees to
       abide by this Code of Ethics as well as the state laws and School Board rules
       and regulations cited in the Code; and (ii) has fully disclosed all known or
       suspected violation(s) of this Code of Ethics as well as any known or suspected
       violation(s) of the state laws or School Board rules and regulations referenced in
       the Code. A failure to sign the Certificate will not excuse a failure to comply with
       the Code of Ethics. The certification shall be according to a process determined
       by the Office of Human Resources. Infractions shall be reported to the Office of
       Human Resources and the Office of the Inspector General.

Specific Authority: F.S. 1001.41(1) (2); 1001.42(22); 1001.43(10) F.S.
Law Implemented, Interpreted, or Made Specific: Chapter 112, Part III, F.S.; 6B-1.001;
6B-1.006, F.A.C.
History: THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 10-20-04



                                                                           6Gx13-4A-1.21

Permanent Personnel

RESPONSIBILITIES AND DUTIES

I.     Employee Conduct
       All persons employed by The School Board of Miami-Dade County, Florida are
       representatives of the Miami-Dade County Public Schools. As such, they are
       expected to conduct themselves, both in their employment and in the community,
       in a manner that will reflect credit upon themselves and the school system.

                                    PERS: 38
       Unseemly conduct or the use of abusive and/or profane language in the
       workplace is expressly prohibited.

II.    Records and Reports
       All personnel shall maintain, prepare, and submit promptly all reports that may be
       required by State Law, State Department of Education Rules, School Board
       Rules, and administrative directives.

III.   Reporting Crime, Disruptive and Inappropriate Behavior, and Self Reporting of
       Arrest and Convictions/ Dispositions.
       It shall be the responsibility of the Superintendent of Schools to develop and
       distribute periodically, procedures relating to the reporting of criminal acts,
       disruptive and/or inappropriate behavior.
       All employees are under an affirmative duty to report any criminal act, and/or
       disruptive, and/or inappropriate behavior, including but not limited to those
       delineated in School Board Rules 6Gx13-4-1.09, Employee Student
       Relationships, and 6Gxl3-5D-1.07, Corporal Punishment Prohibited, to the
       administrator or designee to whom the employee is responsible. The responsible
       administrator has the obligation to conduct an immediate investigation of the
       allegation in a manner consistent with procedures established by the
       Superintendent of Schools.
       Instructional employees who hold Department of Education teacher certificates
       are required to self-report within 48 hours to appropriate authorities any arrest
       and final dispositions of such arrest other than minor traffic violations. (DUI is not
       considered a minor traffic violation.)

IV.    Failure to Report
       All violations of law and incidents of disruptive and/or inappropriate behavior are
       to be reported in accordance with administrative procedures established by the
       Superintendent of Schools.
       Personnel willfully failing to report such occurrences to the responsible
       administrator and/or appropriate police agency will be subject to disciplinary
       action.

V.     Instructional Personnel
       Members of the instructional staff, subject to the rules of the State and District
       Rules, shall teach efficiently and faithfully, using the books and materials
       required, following the prescribed courses of study, and employing approved
       methods of instruction as provided by law and by the rules of the State
       Department of Education.
       Members of the instructional staff shall keep abreast of development in their
       subject area through attendance at professional meetings, acquaintance with
       professional publications, and participation in in-services activities.


                                     PERS: 39
VI.   Non-Instructional Personnel
      Members of the non-instructional staff shall maintain all certifications, licenses
      and job requirements as a condition of employment. Failure to do so shall
      warrant disciplinary action up to and including dismissal from all employment.
      Any loss of certification, license, or other job requirement shall immediately be
      reported by the non-instructional staff member to his/her site supervisor. Failure
      to do so shall constitute a violation of this rule.

Specific Authority: 230.22(2); 230.23(5); 230.23 (17) F.S.
Law Implemented, Interpreted, or Made Specific: 230.23005 (11); 23.001; 231.045;
231,09; 231.3605(2)(b) F.S.
History                   THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Repromulgated: 12-11-74 Amended: 1-30-77; 2-18-98; 8-25-99




Permanent Personnel                                                         6Gx13-4-1.09

      EMPLOYEE-STUDENT RELATIONSHIPS

             Nothing is more important to Miami-Dade County Public Schools than
             protecting the physical and emotional well-being of its students. This
             policy is developed to ensure that all School Board employees will
             conform to the highest professional, moral, and ethical standards in
             dealing with students on or off school property.

             As such, all School Board personnel are strictly prohibited from engaging
             in unacceptable relationships and/or communications with students.
             Unacceptable relationships and/or communications with students include,
             but are not limited to the following: dating; any form of sexual touching or
             behavior; making sexual, indecent or illegal proposals, gestures or
             comments; exploiting an employee-student relationship for any reason;
             and/or demonstrating any other behavior which gives an appearance of
             impropriety.

             Any School Board employee who has knowledge of or has reasonable
             cause to suspect that another School Board employee is engaging in
             unacceptable relationships and/or communications with a student, as
             herein defined, shall immediately report such information to a site or
             region supervisor. Failure to do so shall constitute a violation of this Rule.

Specific Authority: 230.22 (2) F.S.
Law Implemented, Interpreted, or Made Specific: 231.001; 231.09; 231.3605 (2)(b) F.S.

History                  THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 2-18-98

                                    PERS: 40
      COMMON SENSE SUGGESTIONS FOR NON-INSTRUCTIONAL PERSONNEL

 1.     Do not discipline, counsel, or touch students. Notify an administrator if you
        believe a student is misbehaving or bothering you on the job.
 2.     Do not flirt with students, staff members, and/or co-workers. Treat all students
        with respect and dignity.
 3.     Do not discuss your personal life or personal matters with students, staff
        members, and/or co-workers.
 4.     Know and follow your worksite policy regarding reporting absences and tardies.
 5.     Request vacation days in writing and in advance for approval. Do not call in the
        morning and expect to be granted vacation leave for that day. Follow the
        procedures in your Maintenance Handbook.
 6.     Do not conduct personal business during work hours or use the telephones,
        computers, photocopiers, or facsimile machines for personal use.
 7.     Be present and on time every day.
 8.     Be a role model at work and in the community.
 9.     Dress professionally, appropriately, and modestly. Wear your uniform if your job
        requires it.
10.     Know School Board Rules, especially regarding Drug-Free Workplace, Violence
        in the Workplace, Weapons Possession, Corporal Punishment, Sexual
        Harassment, Responsibilities and Duties, and Employee/Student Relationships.
11.     Do not argue with co-workers; use of profanity is prohibited by Board Rule.
12.     Respect your supervisor/administrators and follow all instructions given, whether
        or not you agree with them.
13.     Submit an official written request for a leave of absence if you will be absent from
        the worksite more than 30 days. Appropriate forms may be obtained from the
        Leave Office. (You can also find the appropriate forms in the Payroll Chapter of
        this Handbook.)
14.     Do not assume your supervisor/administrator knows why you are absent for more
        than three (3) days. Notify him/her in writing of your intentions. It is better to
        resign than to be terminated from your job for abandonment.
15.     Remember, romance and work can be a dangerous combination. Do not risk
        your paycheck for what may be a temporary partner.




                                     PERS: 41
                                                                          6Gxl 3- 4A-1.18

Permanent Personnel

      ASSIGNMENT--MEMBERS OF SAME FAMILY

            Administrative supervisors may not employ or directly supervise relatives
            at the same work location. The administrative supervisor of any District
            entity or office shall disclose to the Superintendent of Schools or his/her
            designee any relative for whom the supervisor is responsible as to
            employment decisions, payroll authorization or job performance
            evaluations. All employees shall disclose to the Superintendent of Schools
            or his/her designee, the names of all relatives working at the same work
            location. Failure to immediately so advise shall be grounds for disciplinary
            action, up to and including dismissal.

            School Board personnel may not directly or indirectly recommend
            independent contracts between the School Board and any relative.

            Work location is defined to include payroll cost center or any
            administrative unit under the direct supervision of a permanent employee
            of the school system.

            "Relative" with respect to an administrative supervisor means an individual
            who is related to the supervisor as father, mother, son, daughter, brother,
            sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-
            law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-
            law, stepfather, stepmother, stepson, stepdaughter, stepbrother,
            stepsister, half-brother, half-sister, grandfather, grandmother, grandchild
            or any person who resides in the same residence as the supervisor.

            In the event of substantiated charges of favoritism or disruptive
            repercussions at a work site, based on family relationship, the appropriate
            area, bureau or district office will be responsible for effective resolution of
            the issue.

Specific Authority: 1001.41(l)(2); 1001.42(22); 1001.43(l 0) F.S. Law Implemented,
Interpreted, or Made Specific: 1001.42(22); 1001.43(l) F.S.

History: THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Repromulgated: 12-11-74
Amended: 2-22-84; 7-13-88; 1-14-04




                                   PERS: 42
             VIOLENCE IN THE WORKPLACE: A SET OF GUIDELINES

Actions that might be taken with a threatening individual may include, but are not limited
to: suspension and/or termination of employment, reassignment of job duties, and/or
criminal prosecution of the person or persons involved.

Threatening conduct takes many forms in the workplace, varies in terms of boldness,
and can be either verbal or non-verbal in expression. In order to be "ears and eyes" for
one another, employees need to pay attention to any behavior that creates fear in
others, scares, intimidates or coerces others, or causes emotional or physical injury to
others (whether intended or not).

It is understood that most often the person making threats is in need of help. It is far
better for that person to get help now before a homicide, suicide, jail sentence occurs,
and/or disciplinary action is taken. M-DCPS will consider all threats as serious. Whether
intended to be carried out or not, a threat creates psychological distress; is distracting,
and disrupts productivity.

If an employee observes or becomes aware of a threatening situation, s/he should
inform the supervisor of the work location if s/he hears, observes, or knows of a
situation that is potentially threatening. The supervisor MUST report to the appropriate
law enforcement agencies and to the district office of Miami-Dade County Public
Schools Police any criminal act occurring on School Board property or at any school
system-related function. Such acts include, but are not limited to: homicide and murder;
sexual battery; sex offenses; arson; kidnapping; possession and/or concealment of
weapons; assault and battery; robbery; theft; bomb threat; trespassing on school
property; possession, sale, or distribution of mood modifiers; possession, use, or sale of
firearms or destructive devices; breaking and entering; sabotaging equipment,
vandalism and/or destruction of property. There are other behaviors or situations that a
supervisor may handle routinely, resolve through regular disciplinary measures, and/or
refer to the Employee Assistance Program, Office of Professional Standards, the
appropriate police agency, or the Miami-Dade County Public Schools Police. These
behaviors include, but are not limited to: consistent arguing with co-workers, adamant
refusal to cooperate with others, belligerence toward coworkers or towards students,
fascination with or alluding to violent incidents, stating that he/she has been victimized
by others, indirect threats towards others, body language that is intimidating or
threatening, recurring physical fights, suicidal threats, and posting or sending violent
notes, newspaper articles, or sensational literature to co-workers or management.

Even though employees may not want to "snitch" on somebody, creating a safer
workplace is a shared responsibility and will not work if everyone does not get involved
and make a personal commitment to the policy. It is imperative to encourage early
reporting of a threat of violence, because the further along the situation, the more
difficult it will be to defuse.

Information shared with supervisors will be treated as confidentially as possible.
Discussions will be with people who have a genuine “need-to-know.” This includes
warning potential victims, who may be unaware of the threatening situation.


                                    PERS: 43
If confronted by an imminently hostile person, avoid heroics and avoid provoking an
agitated individual further. Known "triggers" of anger include encroaching on personal
space, behaving in a condescending manner with the person, an arrogant voice tone,
lack of eye contact, not listening, and obvious (or perceived) disinterest in what
someone is saying.

If possible, talk to him/her in a calm tone of voice. Ask the employee what he/she wants
or needs to have in order to get an issue resolved. Hear and understand the employee.
Try and build the person's self esteem. If the problem cannot be resolved on the spot,
the individual should be referred to someone who can resolve it. The important thing is
to defuse the immediate situation.

In any threatening event, it is important that what occurred is documented exactly,
including what was said, and when it happened. This information will help others who
may get involved in resolving these issues.

Other than the supervisor of the work location or the M-DCPS Police, others who might
intervene with a threatening individual depend on the situation. There are a number of
other appropriate resources that might get involved. The Employee Assistance Program
has provided and continues to provide support for individuals who need help in conflict
resolution.

The role of the Office of Professional Standards (OPS) in dealing with threatening or
intimidating employees occurs when an investigation of a threatening situation has been
substantiated and possible disciplinary action may be forthcoming for an employee. If
emergency assistance is needed, the actions of OPS will be consistent with policy,
guidelines, and practice in accordance with due process.




                                   PERS: 44
General Personnel Policy Statement                                         6Gx13-4-1.08

VIOLENCE IN THE WORKPLACE

Nothing is more important to Miami-Dade County Public Schools (M-DCPS) than
protecting the safety and security of its students and employees and promoting a
violence-free work environment. Threats, threatening behavior, or acts of violence
against students, employees, visitors, guests, or other individuals by anyone on M-
DCPS property will not be tolerated. Violations of this policy may lead to disciplinary
action which includes dismissal, arrest, and/or prosecution.

Any person who makes substantial threats, exhibits threatening behavior, or engages in
violent acts on M-DCPS property shall be removed from the premises as quickly as
safety permits, and shall remain off M-DCPS premises pending the outcome of an
investigation. M-DCPS will initiate an appropriate response. This response may include,
but it is not limited to, suspension and/or termination of any business relationship,
reassignment of job duties, suspension or termination of employment, and/or criminal
prosecution of the person or persons involved.

Miami-Dade County Public Schools employees have a right to work in a safe
environment. Violence or the threat of violence by or against students and employees
will not be tolerated.

Specific Authority: 230.22(2) F.S.
Law Implemented, Interpreted,        or   Made   Specific:   231.001;   231.06;   231.07;
231.085;231.09 F.S.

History                  THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 10-9-96




                                     PERS: 45
Permanent Personnel                                                      6Gx13-4A-1.302

SEPARATION--DISMISSAL OR SUSPENSION - ALL PERSONNEL

No person, unless as a part of one's law enforcement responsibilities or as allowed by
Section 790.115(2)(a)1., 2., F.S., shall bring upon any school property or have in his or
her possession, while on any school property any firearm, weapon or destructive
device, as defined in Section 790.001 Florida Statutes (F.S.). Pursuant to Section
790.115(2)(a)3, F.S., for the purpose of campus parking privileges, this prohibition shall
include any firearm or weapon securely encased in a vehicle or other private
conveyance. The school district will post notice of this prohibition at various entrances
and exits of school property parking lots, and make it part of all applicable handbooks.
Any employee in violation of this rule shall be subject to reprimand, suspension, and/or
dismissal.

The Superintendent of Schools shall cause each such violation to be investigated and
take appropriate action or make appropriate recommendations for Board action.

A "firearm" includes, but is not limited to the following: any weapon (including a starter
gun) which will or is designed to, or may readily be converted to, expel a projectile by
the action of any explosive; the frame or receiver of such weapon; any firearm muffler or
firearm silencer; any destructive device; or any machine gun.

A "weapon" includes, but is not limited to the following: any deadly weapon, knife
(including pocket-knives which are used to threaten or injure another individual), any
dirk, metallic knuckles, slingshot, billie, tear gas gun, chemical weapon or device,
containing more than one-half ounce of chemical, or any electric weapon or device,
which through the application or use of electrical current, is designed, redesigned, used,
or intended to be used for offensive or defensive purposes, the destruction of life, or
infliction of injury, or any other object which is used to threaten or injure another
individual.

A "destructive device" includes, but is not limited to the following: any explosive,
incendiary, or poison gas bomb, grenade, mine, rocket, missile, or similar device; and
includes any type of weapon which will, or is designed to or may readily be converted
to, expel a projectile by the action of any explosive and has a barrel with a bore of one-
half inch or more in diameter and ammunition for such destructive devices.

Specific Authority: 1001.41(1)(2); 1001.42(22); 1001.43(10) F.S.
Law Implemented, Interpreted, or Made Specific: 790.001; 790.115(2)(a)3 F.S.

History:               THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 11-28-79
Amended: 10-21-81; 12-15-04




                                    PERS: 46
General Personnel Policy Statement                                        6Gx13-4-1.06

TOBACCO FREE WORKPLACES

The School Board of Miami-Dade County seeks to foster the health and safety of all
Miami-Dade County Public School employees, students and visitors.

Tobacco products pose a significant risk to the health of the user. Additionally, in
sufficient concentrations, side-stream smoke can be hazardous to nonsmokers in the
work environment.

Use of tobacco products is prohibited in areas where students are located or where
there is sensitive or hazardous material, and in other places designated herein.

Use of tobacco products will be prohibited on School Board owned/leased properties
and vehicles. The District shall achieve this status by July 1, 1991.

All employees and applicants will be informed of the Miami-Dade County Public Schools
tobacco-free work place policy.

Each facility shall conduct a vote of all staff members by October 1 of each school year
to determine whether the facility shall be designated as tobacco-free.

Smoking cessation workshops will be made available to employees, free of charge.
Additional information on smoking cessation programs in the community will also be
provided to those employees who choose to seek outside assistance, as described in
the Miami-Dade County Public Schools Tobacco-Free Work Places Technical Guide,
which is incorporated by reference into this rule, and made a part thereof.

PHASE ONE: Prohibited Areas as of September 1, 1989. [Listed in full Board rule.]

PHASE TWO: Miami-Dade County Public Schools will achieve a totally tobacco-free
status by July 1, 1991. Visitors will be politely informed that Miami-Dade County Public
Schools is tobacco-free.

Specific Authority: 230.22(2) F.S.
Law Implemented, Interpreted, or Made Specific: 386.204 F.S.

History                  THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 8-23-89




                                   PERS: 47
                            GIFTS TO SCHOOL PERSONNEL

School Board Rule 6Gx13-1C-1.08 directs employees not to accept gifts and gratuities
from any vendor, potential vendor, or patron in excess of $25.00 in value. It is strongly
recommended that no employee accept any gifts, to avoid any appearance of
impropriety.



                                  POLITICAL ACTIVITY

School Board Rule, 6Gx13-1C-1.06 Politics - Participation of Staff states that "The
Board recognizes and encourages the rights of its employees, as citizens, to engage in
political activity, with the following restrictions:
   a. No employee shall, in the furtherance of any candidacy for nomination or election
      to public office in any election, provide campaign services to the candidate during
      working hours. (See §106.15(3), Fla. Stat.)
   b. No employee shall use his/her official authority or influence for the purpose of
      coercing or influencing another person's vote. (See §104.31(l)(a), Fla. Stat.)
   c. No employee shall directly or indirectly coerce or attempt to coerce or advise any
      other employee to contribute any money or anything else of value to any party,
      committee, organization, agency, or person for political purposes. However,
      nothing shall prohibit an employee from suggesting to another employee in a
      non-coercive manner that s/he may voluntarily contribute to a fund which is
      administered by a party, committee, organization, agency, person, labor union, or
      other employee organization for political purposes. (See §104.31(l) (b),Fla. Stat.)
   d. No employee shall make or solicit or knowingly accept any campaign contribution
      in a building owned by the school district. This does not apply when a school
      district-owned building is rented for the specific purpose of holding a campaign
      fundraiser. (See §106.15(4),Fla. Stat.)
   e. No employee, in the furtherance of his/her candidacy for nomination or election
      to public office shall use any school board-owned motor vehicle solely for the
      purpose of furthering his/her candidacy. (See §106.15(2),Fla. Stat.)."

Nothing in this rule shall be construed to limit an employee's right to engage in political
activity as set forth in §104.31, Fla. Statute.

There will be no political activities at any official function, such as Principal of the Year,
Teacher of the Year, AFSCME Employee of the Year, or any other function that carries
the official banner of the Miami-Dade County Public Schools. Should anyone, for
example, distribute campaign materials at such an event, this action would be construed
as conduct prohibited under School Board rule and state law. Should such activity take
place at an M-DCPS-sponsored event, the person in charge of the function is to state
succinctly the procedures and/or Florida statutes that apply.




                                      PERS: 48
It is important to note that state statute preserves the right to engage in political
activities off-duty, not on-duty. Political activities may not be conducted on-duty,
consistent with the notion that taxpayers' monies are used to compensate employees
for the performance of their prescribed official duties, not to engage in political activity
during working hours.

The prohibition against on-duty political activity should not be read so broadly as to
prohibit casual political discussions in the workplace. Voluntary, non-coercive speech of
a political nature, like other non-work related discussions on matters of public concern,
are protected by the First Amendment so long as the speech does not interfere with the
proper functioning of the workplace and the efficient provision of public services.



                              HIV/AIDS-RELATED ISSUES

Worksite supervisors should carefully and regularly review all information contained in
worksite AIDS information packets, and keep all staff informed.

Staff should regard reports about "someone having HIV infection or AIDS" as
inappropriate for discussion. Staff should not seek medical data or other confirmation or
reports regarding employees with HIV/AIDS.

In circumstances where an employee is suspect of having HIV/AIDS the employee
should seek District assistance in coping with HIV/AIDS identification. Immediate
notification should be given to the Office of Professional Standards.

CONFIDENTIALITY  OF DATA CONCERNING PERSONS ALLEGED TO HAVE HIV/ AIDS IS TO BE
STRICTLY MAINTAINED.

When need for specific District support of an HIV/AIDS employee is determined by the
Division of Full Service Schools, that office will implement procedures immediately.

Because the HIV/AIDS issue is so sensitive, it is expected that each worksite's staff will
continue to be provided updated, factual information as sent to worksites by the Office
of Professional Standards.

                     EXPLICATION OF PROGRAM COMPONENTS

The M-DCPS AIDS Education Program is funded by a continuation grant from the
Centers for Disease Control with additional support from the Florida Department of
Education Comprehensive Health Education Program. The program includes, but is not
limited to, the following components:
Employee Assistance Program: Counseling, community support services and resources
are provided directly to staff.
Non-Instructional Personnel Training Program: Training in HIV/AIDS education is
available, has been provided, and is continually made available to the District's non-
instructional staff.

                                     PERS: 49
Public Relations: Contact is maintained with District and community media to foster a
greater understanding and communicate information via appropriate channels.



               CONCERNS IMPACTING EMPLOYEE PERFORMANCE

If an administrator has cause to question an employee's fitness because of:
    • absenteeism                               • drowsiness
    • lateness                                  • use of prescriptive drugs
    • need to leave the worksite frequently     • other behaviors that might give rise
    • emotional outbursts or loss of temper        to fitness concerns,

the administrator should consider implementing one or more of the following:
 1.   MAINTAIN A LOG OF EMPLOYEE ACTIONS and administrator interaction.
 2.   NOTIFY THE EMPLOYEE of your concerns and/or discussed the problem with the
      employee. Provide a verbal warning when appropriate.
 3.   EXPRESS TO THE EMPLOYEE HOW THE CONCERNS ADVERSELY           AFFECT THE MORALE
      other employees, and/or effectiveness of worksite.
 4.   PROVIDE WRITTEN    DIRECTIVES OR WARNINGS      to the employee relative to site
      procedures.
 5.   RECEIVE THE EMPLOYEE'S SIGNATURE     ON WRITTEN COMMUNICATIONS    acknowledging
      receipt of the document(s).
 6.   REQUIRE MEDICAL NOTES UPON RETURN TO WORK that state an unconditional release
      to return to full duties OR, in the alternative, that the employee obtain
      accommodations from the American with Disabilities Act (ADA) District
      Consultative Committee. (Make referral to Employee Assistance Program at 305-
      995-7111.)
 7.   DIRECT THAT THE EMPLOYEE CALL     OR SPEAK DIRECTLY TO AN ADMINISTRATOR    about
      intended absence or lateness.
 8.   REFER THE EMPLOYEE TO THE EMPLOYEE ASSISTANCE PROGRAM (DISTRICT’S SUPPORT
      AGENCY).

When you have exhausted all site actions, contact OPS for purposes of consultation.

Questions regarding FMLA should be directed to the Office of Leave, Retirement, and
Unemployment Compensation.




                                   PERS: 50
                           EMPLOYEE ASSISTANCE PROGRAM

In order for the Employee Assistance Program (EAP) to be effective, confidentiality
must be maintained. Therefore, participants in the program should be confident that
EAP information will be kept in strict accordance with statutory and contractual
protection against unauthorized access.
 1.       All records of employee involvement in the Employee Assistance Program will be
          guarded in the strictest confidential manner permitted by law.
 2.       Records concerning alcoholism, drug abuse, mental health or medical problems,
          come under the jurisdiction of School Board Rules, state statutes, and federal
          law. All provisions of these acts will be met by the EAP regarding record
          compilation, release of information, and record retention.
 3.       Referral agencies used as resource or treatment centers for employees shall not
          release records without written authorization of the employee concerned. Such
          records will be handled in the same confidential manner as other medical and
          hospital records.
 4.       Confidentiality is maintained unless prohibited by law, e.g., a person is a danger
          to self or others, or involved in child abuse.

Referrals to the Employee Assistance Program are comprised of two types:
      •   Voluntary in which an employee elects to participate in the program;
      •   Supervisory in which a supervisor uses adopted guidelines to refer an employee
          to the program. (See the EAP Guidelines for specific procedures.)
These are the formal referral methods. In addition, referrals may be received from family
members or other district support offices. Peer referrals are not accepted.


                                    EAP SUGGESTIONS

1.        DO refer to School Board Rule 6Gx13-4D-1.11 and EAP guidelines for program
          philosophy and procedures.
2.        DO remain aware that EAP participation is both voluntary and on-going in nature.
3.        DO consult directly with EAP staff for specific referral and follow-up concerns.
4.        DO use the EPA Supervisory Referral Form (see forms section of this chapter).
5.        DO observe confidentiality in all verbal and written communication.
6.        DO differentiate between documentation for the public record and confidential
          material; i.e., in a CFR, refer to "the district's support agency rather than EAP.
7.        DO focus on job performance and proceed with necessary documentation and
          discipline in your role as a supervisor.
8.        DO refer fitness for duty concerns directly to OPS.




                                       PERS: 51
Compensation and Related Benefits                                         6Gx13-4D-1.11

EMPLOYEE ASSISTANCE PROGRAM

The School Board of Miami-Dade County, Florida, recognizes that a wide range of
problems not directly associated with an employee's job function can have an effect on
an employee's job performance. In most instances, the employee will overcome such
personal problems independently and the effect on job performance will be negligible. In
other instances, normal supervisory assistance will serve either as motivation or
guidance by which such problems can be resolved so the employee's job performance
will return to an acceptable level. In some cases, however, efforts of neither the
employee nor supervisor have the desired effect of resolving the employee's problems
and unsatisfactory job performance persists over a period of time, either constantly or
intermittently.

The Employee Assistance Program is intended to help employees and their families
who are suffering from such persistent problems as may tend to jeopardize an
employee's health and continued employment. The problems may include alcoholism
drug abuse, emotional or other concerns, such as health, family, financial, legal, or
vocational difficulties. Behavioral disorders and mental health problems are recognized
as illnesses that can be successfully treated. Employees who need help in those areas
of concern will be given the same considerations as those employees with other
illnesses. The program goal is to help individuals who develop such problems by
providing for consultation, and referral to treatment, and rehabilitation to prevent their
condition from progressing to a degree at which they cannot work effectively. The
program also promotes physical and mental health by providing activities to prevent
problems which may affect an individual's health and job performance.

I.    Program Objectives

      The Employee Assistance Program objectives are:
      A. To provide employees with the humanitarian viewpoint of behavioral/medical
         disorders and to encourage an enlightened attitude toward these health
         problems.
      B. To help those individuals who develop behavioral/medical problems by
         providing for consultation and referral to treatment and rehabilitation, and to
         prevent their condition from progressing to a degree at which they cannot
         work effectively.
      C. To provide supervisors with policy and procedural guidelines for the
         management of behavioral/ medical problems affecting job performance.
      D. To direct managers and supervisors toward prompt corrective action where
         deterioration in an individual's work performance is apparently related to
         behavioral/medical disorders.




                                    PERS: 52
      E. To identify, develop and implement the Wellness Program to promote
         physical and mental health for Miami-Dade County Public Schools'
         employees.

II. Program Services

      The Employee Assistance Program offers consultation to supervisors and
      employees through ongoing training programs and instructional materials,
      provides diagnostic evaluation services for treatment, and implements the
      Wellness Program to insure ongoing strides to prevent employees' behavioral/
      medical health problems.

      Appropriate measures will be taken to insure the confidentiality of records for any
      person admitted to the program, according to established personnel guidelines
      and federal regulations.

      The Procedures Manual entitled, Employee Assistance Program Guidelines, is
      incorporated by reference and is part of this Board Rule. Copies of this document
      are on file in the Board Office, the Citizen Information Center, and the Office of
      the School Board Clerk.

The Superintendent of Schools will report annually to the Board regarding the impact of
the Employee Assistance Program.

Specific Authority: 230.92 (2) F.S.
Law Implemented, Interpreted, or Made Specific: 230.23 (2); 230.22 (5); 230.23 (5) F.S.

History                THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 02-11-81
Amended: 01-09-85; 11-04-87; 5-7-97.




                                   PERS: 53
                SUBSTANCE ABUSE GENERAL POLICY STATEMENT

The School Board's general policy statement concerning a drug-free workplace, Rule
6Gx13-4.105 recognizes that substance abuse exacts staggering costs in both human
and economic terms because it produces impaired job performance, lost productivity,
absenteeism, accidents, wasted materials, lowered morale, rising health care costs, and
diminished interpersonal relationship skills. It states that M-DCPS and its employee
unions share a commitment to solve this problem and to create and maintain a drug-
free work place. It is the Board's intent as well as the legislature's intent that drug abuse
be discouraged, and that employees who choose to engage in drug abuse face the risk
of unemployment and the forfeiture of workers' compensation benefits.

There are general procedures and guidelines and testing procedures for applicants and
instructional and non-instructional employees, and A SEPARATE SET of procedures for
OTETA-COVERED EMPLOYEES.

OTETA-covered Maintenance employees must have Class A driver's license (also
known as a CDL - Commercial Driver's License) or a CDL – Class B ( ) as stipulated in
their job description. These employees include:

   •   Emergency Generator and Vehicle Repair Foreperson
   •   Fence Installers
   •   Fertilizer Equipment Operators/ Spreaders
   •   Grounds Forepersons
   •   Grounds Lead Persons
   •   Heavy Equipment Operators
   •   Maintenance Tree Workers
   •   Maintenance Workers
   •   Playground Equipment Mechanics/Installers
   •   Roofer Forepersons
   •   Roofer Journeypersons
   •   Tractor Mower Operators
   •   Tractor Trailer Operators
   •   Vehicle Mechanics




                                     PERS: 54
                                                                           6Gx13- 4-1.05
General Personnel Policy Statement

DRUG-FREE WORKPLACE GENERAL POLICY STATEMENT

The School Board of Miami-Dade County, Florida recognizes that substance abuse in
our nation and our community exacts staggering costs in both human and economic
terms. Substance abuse can be reasonably expected to produce impaired job
performance, lost productivity, absenteeism, accidents, wasted materials, lowered
morale, rising health care costs, and diminished interpersonal relationship skills. Miami-
Dade County Public Schools (M-DCPS) and its employee unions share a commitment
to solve this problem and to create and maintain a drug-free work environment.

Miami-Dade County Public Schools is responsible for the instruction and well-being of
the students entrusted to its care. A consistent message needs to be communicated to
Miami-Dade County Public Schools students; the use of illegal drugs, the abuse of
alcohol, and the misuse of prescription drugs is unacceptable and will not be tolerated.

Policy Objectives
   A. To promote a healthy, safe working and learning environment.
   B. To seek the rehabilitation of permanent employees with a self-admitted or
      detected substance abuse problem.
   C. To eliminate substance abuse problems in the workplace.
   D. To provide a consistent model of substance-free behavior for students.
   E. To provide a clear standard of conduct for Miami-Dade County Public Schools
      employees.
   F. To communicate that persons who violate the standards of conduct cited in this
      rule and who refuse or cannot be assisted by rehabilitation or who have
      negatively impacted students and/or staff shall be dismissed.
   G. To hire drug-free employees.

   I. Policy Statement - Illegal Drugs

      Drug abuse by employees interferes with the educational and work process, and
      compromises the safety and well-being of staff and students. Employees are
      expected to conduct themselves in a manner consistent with the following
      provisions:
      A. Employees on duty or on School Board property will not manufacture,
         distribute, dispense, possess or use illegal drugs, nor will they be under the
         influence of such drugs.
      B. Employees on or off duty will not influence students to use illegal or abuse
         legal drugs.



                                    PERS: 55
   C. An employee convicted, adjudicated guilty, or who has entered a plea of guilty
      for any criminal drug statute violation occurring in the workplace shall notify
      Miami-Dade County Public Schools within 48 hours after final judgment.
   One time only, prior to testing, the Miami-Dade County Public Schools shall give
   all job applicants and part-time employees going to full-time employment a
   written statement of its policy on a drug-free workplace.

II. Policy Statement - Alcohol and Prescription Drugs

   Alcohol, prescription and over-the-counter drugs are legal and readily available.
   Generally safe and acceptable, these drugs, when abused over time or used in
   combination with one another, can result in chemical dependency or poly-drug
   addiction. Employees are expected to conduct themselves in a manner
   consistent with the following provisions:
   A. Employees on duty or on School Board property shall not be under the
      influence of alcohol. Employees in safety sensitive positions, as defined in the
      Drug-Free Workplace Technical Guide, which is incorporated by reference
      into this rule, and made a part thereof, will be free of measurable alcohol
      concentrations. Further, employees will not manufacture or use alcoholic
      beverages while on School Board property or on duty.
   B. Employees on duty will not use or take prescription drugs above the level
      recommended by the prescribing physician, and will not use prescribed drugs
      for purposes other than what the prescribed drugs were intended. In addition,
      the employee will not distribute or dispense such drugs, except as provided in
      School Board Rule 6Gx13-5D-1.021, School Health Services Program.

III. Policy Statement - Employee Physical Examinations/Screening/Health Services

   In order to establish and support a clear standard of conduct for employees,
   Miami-Dade County Public Schools adheres to the following provisions:
   A. Drug screening will be included in all physical examinations; existing
      employees and contracted persons in covered positions will be screened
      under the Omnibus Transportation Employee Testing Act of 1991 (OTETA),
      and as required under existing labor contracts, statutes, State Board Rules,
      and Miami-Dade County Public Schools Board Rules.
   B. Circumstances under which testing may be considered include, but are not
      limited to, the following:
      • observed use of illegal drugs and/or abuse of alcohol during work hours;
      • apparent physical state of impairment of motor functions;
      • marked changes in personal behavior on the job not attributable to other
          factors;
      • employee involvement in serious or repetitive accidents on the job causing
          personal injury to self or others and/or significant property damage;



                                PERS: 56
     •   employee involvement in an accident requiring the vehicle to be towed or
         medical treatment away from the scene of the accident; and
     •   any vehicular fatality.
  C. Drug and/or alcohol screening shall be conducted by Board approved,
     independent, certified laboratories utilizing recognized techniques and
     procedures as described in the Miami-Dade County Public Schools Drug-Free
     Workplace Technical Guide. The Technical Guide shall be located in the
     Board Office, Citizen Information Center, and the Office of the School Board
     Clerk.
  D. Medical records and information relating directly thereto shall be maintained
     in strict confidentiality, with the highest regard for employee privacy consistent
     with Florida’s Public Records Act and the purpose of achieving and
     maintaining a drug-free workplace. Any laboratory contract shall provide that
     the contractor's records are to be kept confidential under provisions of Florida
     Laws. M-DCPS shall establish a system of maintaining records to include
     both the district’s and the contractor's record of applicant and employee
     urinalysis and blood alcohol results.
  E. Miami-Dade County Public Schools recognizes that chemical dependency is
     an illness that can be successfully treated. It is the policy of Miami-Dade
     County Public Schools, where possible, to seek rehabilitation of permanent
     employees with a self-admitted or detected drug problem.

IV. Policy Statement - Pre-employment Drug Screening
  A. Miami-Dade County Public Schools will require pre-employment drug
     screening of applicants in the manner set forth in the Drug-Free Workplace
     Technical Guide.
  B. Applicants will be referred to Board approved, independent, certified
     laboratories utilizing recognized techniques and procedures, as descr ibed in
     the Drug-Free Workplace Technical Guide.
  C. Specimens collected will not be used to conduct any other analysis or test
     unless otherwise authorized by law.
  D. The validity period for pre-employment drug screening is one year.
  E. Applicants will be informed in advance of the requirement of a negative drug
     screen as a condition of employment. Applicants testing positive will not be
     eligible for employment by Miami-Dade County Public Schools for three years
     from the date of the test. Applicants for designated positions will be informed
     of the requirement for a random drug screening test, without prior notification,
     after employment, under existing labor contracts, statutes, OTETA, and Board
     Rules, except as otherwise provided.




                                PERS: 57
   V. Disciplinary Sanctions

      Employees who violate the standards of conduct cited in this rule and who the
      Board determines will not be assisted by rehabilitation or who have negatively
      impacted students and/or staff shall be dismissed. A refusal to submit to a drug
      test or a second violation of the Drug-Free Workplace Policy shall constitute an
      inability to be assisted by rehabilitation. Nothing will preclude the Board from
      seeking criminal prosecution for violation of this policy where the Board deems
      appropriate.

Specific Authority: 230.22(2); 230.23 (17) F.S.
Law Implemented, Interpreted, or Made Specific: 234.091 F.S.; 34 CFR § 86.201; 49
CFR parts 40 and 382, et al; 41 USC 701-706
History:                  THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 10-4-89
Amended: 9-26-90; 1-6-93; 12-14-94; 8-25-99




               TESTING PROCEDURES FOR NON-OTETA-COVERED
                        APPLICANTS AND EMPLOYEES

General drug screening is conducted on all full-time applicants for positions in the
Miami-Dade County Public Schools. Specimens collected for drug screening shall not
be used to conduct any other analysis or test unless otherwise authorized by law.
Applicants are notified by an Office of Human Resources staffing officer through the
receipt and explanation of the General Drug Testing Authorization form. This
authorization form has a drug test number, provided by the computer, and a time
limitation of two workdays. The applicant has two work days to provide an acceptable
specimen at an authorized collection site. If the applicant does not comply, or if the
applicant tests positive for controlled substances, then a three-year penalty of non-
consideration for employment is enforced.

Existing employees are notified of drug testing by their immediate supervisor through
the receipt and explanation of the General Drug Testing Authorization form. Existing
employees have a time period of two workdays to comply. VIOLATION OF THIS LIMITATION
WILL BE CONSIDERED AS A POSITIVE DRUG TEST and, if a second continued non-compliance
is exhibited, disciplinary action shall result in dismissal from all employment with The
School Board of Miami-Dade County, Florida. If the existing employee tests positive for
controlled substance(s), he/she shall be referred to the Office of Professional Standards
for review and a determination of follow-up action to be taken.




                                    PERS: 58
                  TYPES OF TESTING FOR NON-OTETA-COVERED
                         APPLICANTS AND EMPLOYEES

The following types of drug tests shall be conducted:
   A.      Applicants for Full-Time Positions - Individuals who have never worked for
           Miami-Dade County Public Schools or those part-time employees who are
           recommended for a full-time assignment are required to submit to a drug test.
           A refusal to submit to a drug test or a positive confirmed drug test shall be a
           basis for the school system's refusal to hire a job applicant, or to continue the
           employment of a part-time employee who is recommended for a full-time
           assignment.
   B.      Reasonable Suspicion Drug Testing - Miami-Dade County Public Schools
           shall require an employee to submit to an alcohol or drug test when there is
           reasonable suspicion to believe that an employee has violated the district's
           alcohol and drug prohibitions.
   C.      Routine Fitness For Duty Drug Testing - Miami-Dade County Public Schools
           shall require an employee to submit to a drug test if the test is conducted as
           part of a routinely scheduled employee fitness for duty medical examination
           that is part of the school system's established policy for all members of the
           employment classification or group, e.g., police officers.
   D.      Follow-up Drug Testing - If a permanent employee, in the course of
           employment, enters the Employee Assistance Program for drug-related
           problems, or a drug rehabilitation program, Miami-Dade County Public
           Schools shall require the employee to submit to a drug test as a follow-up to
           such program, unless the employee voluntarily entered the program. In those
           cases, M-DCPS has the option to not require follow-up testing. If follow-up
           testing is required, it shall be conducted at least once a year for a two-year
           period after completion of the program. Advance notice of a follow-up testing
           date shall NOT be given to the employee to be tested.

        HANDLING DRUG OR ALCOHOL VIOLATIONS IN THE WORKPLACE FOR
                     NON-OTETA-COVERED EMPLOYEES

Sometimes an administrator may have a concern about an employee's fitness for duty
as demonstrated by his/her appearance and/or behavior. The following procedures are
provided to assist the work site administrator in handling employees who may be under
the influence of drugs or alcohol in the workplace. The procedures provide a clear
standard of conduct for Miami-Dade County Public Schools employees, and describe
the consequences if these standards are not maintained. These procedures pertain to
all employees with the exception of those covered by the Omnibus Transportation
Employee Testing Act (OTETA).

REASONABLE SUSPICION: Reasonable suspicion must be based upon specific,
contemporaneous documented objective facts and circumstances which are consistent
with the long- and short-term effects of alcohol or substance abuse, including, but not


                                     PERS: 59
limited to, physical signs and symptoms, appearance, behavior, speech and/or body
odor. Reasonable suspicion drug testing is based upon a belief that an employee is
using or has used drugs in violation of the School Board's policy. This belief is drawn
from specific objective and articulable facts and reasonable inferences in light of
experience. Among other things, such facts and inferences may be based upon:
   A. Observable phenomena while at work, such as direct observation of drug use or
      of the physical symptoms or manifestations of being under the influence of a
      drug.
   B. Abnormal conduct or erratic behavior while at work, or a significant deterioration
      in work performance.
   C. A report of drug use provided by a reliable and credible source.
   D. Evidence that an individual has tampered with a drug test during his/her
      employment with the school system.
   E. Information that an employee has caused, contributed to, or been involved in an
      accident while at work.
   F. Evidence that an employee has used, possessed, sold, solicited, or transferred
      drugs while working, while on the school system's premises, or while operating
      the school system's vehicles, machinery, or equipment.
   G. Information that an employee has caused, contributed to, or been involved in an
      injury to self, property, or equipment.

PROCEDURES: The procedures outlined below shall be followed when there is
reasonable suspicion that an employee is under the influence of drugs or alcohol.
   A. The satellite director shall notify the Office of Professional Standards (OPS) that
      an employee is suspected of being under the influence of drugs or alcohol. If the
      behavior is observed during non-office hours (after 5:00 p.m.), the supervisor
      shall notify OPS the following morning.
   B. The satellite director shall confront the employee regarding the suspicion of
      impairment in the presence of a second administrator, if available.
   C. The satellite director shall delineate behavioral indicators of impairment to the
      employee by stating what was observed, e.g., blurry eyes, slurred speech, an
      odor of alcoholic beverage. The supervisor should NOT diagnose, interpret, or
      imply what he/she believes is the SOURCE of the impairment.
   D. The satellite director shall apprise the employee of his/her burden to disprove the
      suspicion of chemical impairment by submitting to an immediate chemical
      analysis test to be performed by a designated laboratory (open 24 hours). THE
      EMPLOYEE MUST BE ADVISED THAT A REFUSAL WILL BE INTERPRETED
      AS A POSITIVE TEST RESULT.
   E. If the employee consents to undergo an immediate test, the satellite director shall
      complete the General Drug Test Authorization form. If a test authorization




                                   PERS: 60
      number cannot be obtained, any five-digit number, followed by the letter "W" can
      be used. Test results shall be provided to OPS by the designated test site.
      If the consenting employee has personal or sick leave available, he/she may
      elect to use it to cover the time necessary while waiting for the test results. If
      personal or sick leave is not available, the absences will be considered as leave
      without pay, unauthorized.
   F. If the employee refuses immediate testing, the satellite director shall advise the
      employee to refrain from returning to work because this refusal is considered as
      a positive test result. Further, the supervisor shall advise the employee that any
      resulting absences will be recorded as unauthorized leave without pay, which
      eventually will be detrimental to his/her employment status. The supervisor shall
      notify OPS of the situation immediately, and OPS will control the employee's
      return to work.
   G. The supervisor shall direct the employee to refrain from driving; however, no
      attempt should be made to physically restrain the employee who refuses to
      comply with the directive. The employee's emergency contact person should be
      notified of the need to transport the employee. As a last resort, if the emergency
      contact person or any person identified by the employee is unavailable, an
      alternate form of transportation (taxi, etc.) to the testing facility and/or home
      should be identified, accompanied by thre supervisor or another employee if
      necessary.. If the employee insists upon driving, report the possible driving under
      the influence (DUI) to the local police agency as a means to ensure the
      employee's safety and the safety of others. An impaired employee shall not be
      allowed to drive.
   H. If the employee is belligerent or disruptive, the satellite director shall call the
      Division of School Police or the local police agency.
   I. The satellite director shall notify his/her superior, the Administrative Director,
      Maintenance Operations, of the facts, including the behavioral indicators of
      impairment. The source of the impairment should NOT be diagnosed,
      interpreted, or implied.
   J. The satellite director shall contact OPS for guidance regarding follow-up actions,
      i.e., a site or district conference for the record, supervisory referral to the
      Employee Assistance Program (EAP), implementation of leave of absence status
      to allow time for recovery, and the issuance of stipulations as conditions of
      employment.
   K. A second positive test result or a refusal to be tested on the second reasonable
      suspicion of impairment shall warrant dismissal.

REFERRALS TO THE EMPLOYEE ASSISTANCE PROGRAM: The Employee
Assistance Program (EAP) is designed to provide confidential help to Miami-Dade
County Public Schools employees whose personal problems are affecting their work
performance or private life. Employees come to the EAP voluntarily or are referred by
their supervisors. Regardless of the person who initiates the referral to the EAP,



                                   PERS: 61
participation is voluntary. EAP is frequently used by administrators as a monitoring tool
for employees with problems, especially if fitness for duty is in question. The procedures
for a supervisory referral are as follows:
   A. A supervisory referral is made by the site administrator or the OPS.
   B. The employee is contacted by the EAP for an assessment.
   C. If the employee consents to participate, support services and counseling are
      provided. In the EAP assessment, the problem as well as the employee's
      insurance plan, geographical area, and special needs are considered. The EAP
      will monitor the employee's participation and the delivery of services.
   D. If the employee declines EAP services, monitoring will be assumed by the OPS.



        CONTROLLED SUBSTANCE AND ALCOHOL TESTING PROGRAM
                       EMPLOYEES WHO ARE COVRED BY THE
        OMNIBUS TRANSPORTATION EMPLOYEE TESTING ACT (OTETA)
        for further information, see OTETA: Omnibus Transportation Employee
                       Testing Act Handbook published by M-DCPS

Employers of persons performing safety-sensitive functions and holding commercial
driver's licenses are required to implement a controlled substance and alcohol testing
program pursuant to the Omnibus Transportation Employee Testing Act (OTETA), and
Federal Highway Administration regulations. (See PER p. 50 for list of M/O covered
employees.)

It is the intent of The School Board of Miami-Dade County, Florida, to deter the use of
controlled substances and alcohol in the workplace through its policy and standard
procedures for controlled substance and alcohol testing of all employees required to
hold a commercial driver's license and perform a safety sensitive function. The policy
applies to all School Board employees who are required to hold a commercial driver's
license as a condition of employment and who perform safety-sensitive functions. The
policy also applies to persons employed by contractors, for which the contractors are
required to provide verification of their controlled substance testing program.

AUTHORIZATION: All administrators should have access to EDTP - Electronic Drug
Testing Appointment for the purpose of generating a drug authorization number. If the
computers are down and an authorization number is needed, administrators should use
any five digit number with the letter M at the end, such as 0 0 0 0 0 M.

PROCEDURES FOR BREATH ALCOHOL TESTING: The employee’s specimen
collection will be conducted under procedure mandated by the Department of
Transportation. The DOT regulations provide for an individual’s privacy unless there is
reason to believe s/he may have altered or substituted the specimen.




                                    PERS: 62
PROHIBITED CONDUCT: No employee shall report for duty or remain on duty that
requires the performance of safety-sensitive functions when the employee is using any
controlled substance, except when the use is pursuant to the instructions of a physician
who has advised the employee that the substance does not adversely affect the
employee's ability to safely operate a vehicle.

No employee shall report for duty or remain on duty that requires the performance of
safety-sensitive functions while the employee has a measurable alcohol concentration.
No employee shall use alcohol while performing safety sensitive functions or perform
safety-sensitive functions within four hours after using alcohol.

An employee's refusal to complete and sign the drug/breath alcohol testing form, to
provide urine and/or breath, to provide an adequate amount of urine and/or breath, or to
cooperate with the testing process in a way that prevents the completion of the test WILL
CAUSE THE TEST TO BE TREATED AS A POSITIVE TEST RESULT. If an employee fails to report
to the laboratory in a timely manner or reports after the drug authorization date has
expired, his/her test result will be reported as a refusal to test, WHICH WILL BE
CONSIDERED AS A POSITIVE DRUG TEST RESULT.

NOTIFICATIONS REGARDING POSITIVE DRUG TEST RESULTS: The OTETA drug
testing program administrator for M-DCPS shall notify a driver of the results of a pre-
employment controlled substance test conducted under this section, if the driver
requests such results within 60 calendar days of being notified of the disposition of the
employment application. The OTETA drug testing program administrator shall notify a
driver of the results of random, reasonable suspicion, and post-accident tests for
controlled substances conducted under this section if the test results are verified as
positive. The OTETA drug testing program administrator shall also inform the driver
which controlled substance or substances were verified as positive.

If the Medical Review Officer (MRO) is unable to contact a driver, the OTETA drug
testing program administrator shall make reasonable efforts to contact and request each
driver who submitted a specimen under the OTETA drug testing program, regardless of
the driver's employment status, to contact and discuss the results of the controlled
substances test with the MRO.

The OTETA drug testing program administrator shall immediately notify the MRO that
the driver has been directed to contact the MRO within 24-hours.

PRE-EMPLOYMENT TESTING: All applicants for employment in positions requiring a
commercial driver's license and the performance of safety-sensitive functions shall
undergo testing prior to employment except as otherwise specified pursuant to 49 CFR
Part 382.301 (b) and (c). Written documentation to substantiate the exception shall be
obtained and retained by the employer. Tests shall be conducted before the first time an
employee performs any safety sensitive function for the district. The tests shall be
required of an applicant only after he/she has been offered the position.




                                    PERS: 63
POST-ACCIDENT TESTING: Alcohol and controlled substance tests shall be
conducted on an employee as soon as practicable after an accident:
   •   if the accident involved loss of human life; and the employee was performing
       safety-sensitive functions with respect to the vehicle; or
   •   the employee received a citation under state or local law for a moving traffic
       violation arising from the accident and either someone sustains bodily injury and
       is removed from the scene for medical attention, or
   •   at least one vehicle is towed due to disabling damage.

Employees shall make themselves readily available for testing, absent the need for
immediate medical attention. A supervisor from the employee's location will meet the
employee at the accident scene to ensure that a controlled substance and alcohol
collection is obtained.

If an alcohol test is not administered within two hours following the accident, the OTETA
drug testing program administrator shall prepare and maintain on file a record stating
the reason(s) the test was not promptly administered. If a test required by this section is
not administered within eight hours following the accident, the OTETA drug testing
program administrator shall cease attempts to administer an alcohol test and shall
prepare and maintain the same record. Records shall be submitted to the Federal
Highway Administration (FHWA) upon request of the Associate Administrator.

If a controlled substance test is not administered within 32 hours following the accident,
the OTETA drug testing program administrator shall cease attempts to administer a
controlled substances test, and prepare and maintain on file a record stating the
reasons the test was not promptly administered. Records shall be submitted to the
FHWA upon request of the Associate Administrator.

Tests conducted by authorized federal, state, or local officials having independent
authority will fulfill post-accident testing requirements provided they conform to
applicable legal requirements and the test results are obtained by the district. Breath
tests will validate only the alcohol test and cannot be used to fulfill controlled substance
testing obligations.

RANDOM TESTING: All covered employees shall be subject to random, unannounced
controlled substance and alcohol testing conducted at unannounced times throughout
the year. Employees shall be selected by a scientifically valid random process, and
each employee shall have an equal chance of being tested each time selections are
made. Such tests shall be conducted promptly following notification to the employee.

Tests for alcohol shall be conducted just before, during, or just after the performance of
safety-sensitive functions. The number of random alcohol tests must equal 10%of the
covered employees.




                                     PERS: 64
REASONABLE SUSPICION TESTING: A supervisor trained in accordance with the
requirements of 49 CFR 382.603 shall require an employee to submit to an alcohol or
controlled substance test when the supervisor has reasonable suspicion to believe that
an employee has violated the district's alcohol or drug prohibitions.

Reasonable suspicion must be based on specific, contemporaneous documented
objective and articulable observations and circumstances which are consistent with the
long- and short-term effects of alcohol or substance abuse; including, but not limited to,
physical signs and symptoms, appearance, behavior, speech, and/or body odor.

The required observations for alcohol and/or controlled substance reasonable suspicion
testing shall be made by a supervisor trained on alcohol misuse and controlled
substance use. The observations may include indications of the chronic and withdrawal
effects of the controlled substances.

Alcohol tests are authorized for reasonable suspicion only if the required observations
are made during, just before, or just after the period of the work day when the employee
must comply with alcohol prohibitions. An alcohol test may not be conducted by the
person who determines that reasonable suspicion exists to conduct such a test.

If an alcohol test is not administered within two hours of a determination of reasonable
suspicion, the OTETA drug testing program administrator shall prepare and maintain on
file a record stating the reason(s) that the test was not promptly administered. If an
alcohol test required by this section is not administered within eight hours of a
determination of reasonable suspicion, the OTETA drug testing program administrator
shall cease attempts to administer an alcohol test and shall prepare and maintain the
same record. Records shall be submitted to the Federal Highway Administration
(FHWA) upon request of the Associate Administrator.

A supervisor or district official, who makes observations leading to a controlled
substance reasonable suspicion test, shall make a written record of his/her observations
within 24 hours of the observed behavior or before the results of the drug-test are
released, whichever is earlier.

RETURN-TO-DUTY TESTING: Employees who were removed from performing safety-
sensitive functions after testing positive for alcohol and/or controlled substances must
meet the following prerequisites and conditions of continued employment before and
after returning to duty in a position requiring the performance of safety-sensitive
functions:
   A.     Before returning to duty, the employee shall undergo a return-to-duty alcohol
          test with a result indicating an alcohol concentration of less than 0.02 and/or a
          controlled substances test with verified negative results. In addition, if the
          initial evaluation by the Substance Abuse Professional (SAP) indicated a
          need for continued assistance in resolving problems associated with the use
          of controlled substances or alcohol misuse, the employee shall be re-



                                    PERS: 65
          evaluated by the SAP to ensure that the employee has properly followed the
          rehabilitation program prescribed by the SAP.
   B.     If the SAP determines that, in accordance with 49 CFR Part 382.605(c)(2)(ii),
          return-to-duty testing and follow-up testing for both alcohol and controlled
          substances are necessary for that particular employee, the employee will be
          compelled to comply.
   C.     An employee who has not followed the rehabilitation program prescribed by
          the SAP and completed all rehabilitation requirements determined by the SAP
          shall not be eligible to return to duty in a position requiring the performance of
          safety-sensitive functions.
   D.     Employees shall be required to meet with the SAP, as necessary, and follow
          all recommendations from the SAP, which may include education and/or
          treatment, as conditions of continued employment.
   E.     Employees shall remain subject to all other types of testing required to be
          performed in accordance with OTETA regulations (49 CFR Parts 40 and 382);
          Florida Statutes, Chapter 440.102, Workers' Compensation; School Board
          Rule 6Gx13-
   F.     , Drug-Free Workplace; and program requirements, i.e., random, reasonable
          suspicion, pre-duty, post-accident, follow-up, return to duty, and annual.
   G.     Subsequent to the employee's return to duty, a second violation of the Drug
          Free Workplace Policy, or a refusal to submit to a drug test, and/or
          noncompliance with rehabilitation and other requirements shall result in
          dismissal from all employment with M-DCPS.
   H.     The employee shall sign the Employee Acknowledgment Form that states the
          rules and conditions that must be followed before and after the employee's
          return to work in a safety-sensitive function.
   I.     Employees, who are on an approved leave of absence or otherwise not
          performing safety-sensitive duties for 30 calendar days or more, must take a
          return-to-duty drug/alcohol test prior to returning to safety-sensitive duties. If
          the return-to-duty test occurs two weeks prior to the employee's date for
          annual drug testing, the return-to-duty test will satisfy the annual drug test
          agreement. Supervisors are to make a note on the bottom of the OTETA Drug
          Authorization Form, as follows: Return-to-duty test satisfies annual drug test
          agreement.

FOLLOW-UP TESTING: Follow-up alcohol testing shall be conducted only when the
driver is performing safety sensitive functions, just before the driver is to perform safety-
sensitive functions, or just after the driver has ceased performing safety-sensitive
functions.

Following a determination that a driver is in need of assistance in resolving problems
associated with alcohol misuse and/or the use of controlled substances, the school
system shall ensure that the driver is subject to unannounced follow-up alcohol and/or


                                     PERS: 66
controlled substances testing, as directed by a Substance Abuse Professional in
accordance with the provisions of §382.605(c)(2)(ii).

Once the employee has returned to active duty status as a driver in readiness to
perform safety-sensitive functions, the employee shall be subject to a minimum of six
unannounced controlled substances and/or alcohol follow-up tests during the 12 months
following the employee's return to duty in a safety-sensitive function. If the SAP
determines that continued testing is necessary, the unannounced follow-up testing may
continue for up to 60 months from the date of the employee's return to duty.

ANNUAL TESTING: Before their commercial driver's license expires, annual controlled
substance testing is required of all employees who perform a safety-sensitive function.



           MAINTAINING SAFETY WHILE DEALING WITH IMPAIRMENT

Supervisors are responsible for overseeing the productivity and safety of their work
areas. When an employee appears to be impaired due to the influence of alcohol or
drugs, the supervisor should:

 1.   Be alert to the safety of everyone when dealing with employees who appear to
      be intoxicated. Try to maintain control over the situation.
 2.   Never let an employee with safety sensitive duties stay on the job.
 3.   Do not yell, reprimand, or threaten his/her job. Never argue with someone who is
      under the influence.
 4.   Do not try to restrain the movement of suspected employees.
 5.   Do not cover up or protect subordinates suspected of drug or alcohol abuse.
 6.   Do not attempt a confrontation in a public place. Bring the employee into a
      private office to discuss the situation. Never use physical force to restrain
      employees and do not confine them or hold them against their will.
 7.   Get a second supervisor who has received training to corroborate your
      observations.
 8.   Seek the early participation of a union representative.
 9.   There are many medical problems that may cause an individual to stumble or
      have confused and slurred speech. Therefore, never accuse anyone of alcohol or
      drug abuse. However, do make inquiries about observed behaviors. DO NOT
      DIAGNOSE!
10.   Use the following scripts as possible guides for your confrontation:

      "We have been observing you and based upon what we see and the recent
      incident (whatever it may be - near miss with forklift, etc.), it looks like you have
      been using or are under the influence of alcohol or drugs. You will be required to


                                    PERS: 67
      submit to drug and/or alcohol testing to determine your medical condition and
      fitness for duty."
      "If you refuse to take the test, or cooperate with the testing procedures, you will
      be in violation of the Department of Transportation Regulations and M-DCPS
      policies and procedures and subject to disciplinary action which will include a ban
      on performing your safety sensitive position until you take and pass such testing.
      If you refuse to take the test, your refusal WILL BE INTERPRETED AS A POSITIVE TEST
      RESULT. Your refusal may also subject you to termination. Do you understand?
      Will you take the test?"

      NOTE:         if the employee refuses to take the test this should be documented.
                    Include the names of witnesses in your report.
11.   Explain to the employee the consequences of refusal to cooperate with the drug
      and/or alcohol screening. (See script in #10 above)/
12.   A written report shall be made every time a person is suspected of drug use by
      actions, appearance, or conduct while on duty.
      •   Write down EXACTLY the behaviors observed and the impact of those
          behaviors. There is no risk in recording objective observations.
      •   Be factual; DO NOT DIAGNOSE! Even when there is overwhelming evidence
          of drug or alcohol use, don’t take an unnecessary legal risk to make the
          statement that an employee is an alcoholic, drug user, or addict. There is no
          risk, however, in asking an employee what is wrong, or asking whether s/he is
          feeling all right. In fact, there is an obligation to make an inquiry.
      •   Keep a detailed record of the incident including what was said. Write the
          report as soon as possible.
      •   Physical evidence (such as drugs, paraphernalia, empty or full containers of
          alcohol, etc.) should be confiscated and turned over to management, security,
          or the legal department.
13.   M-DCPS has an obligation to protect the general public against an impaired
      employee, even if the employee has been terminated, or turned away from the
      facility. If there is reason to believe that an employee is impaired, from any
      source including prescription medication or serious illness, transportation must
      be arranged to transport the employee from the company property to a medical
      facility or the employee's home. This can be accomplished by escort, taxi, or
      arranging for a family member to pick up the employee. An impaired employee
      cannot be physically restrained and if an employee refuses to wait for
      transportation and leaves the facility, s/he should be advised that local law
      enforcement will be contacted.




                                   PERS: 68
            WARNING SIGNS OF A SUBSTANCE ABUSING EMPLOYEE
       (Refer to these indicators when completing a Reasonable Suspicion Form)

                                     WORK ATTENDANCE

•   Excessive sick leave; repeated absences                •    Taking unauthorized leave
•   Leaving work before and/or after lunch                 •    Absent from work station
•   Frequent call-ins, especially Monday and Friday        •    Lateness to work or leaving early

                                    WORK PERFORMANCE

•   Needs constant reminders to complete tasks             •    Does not follow procedures
•   Inconsistent work pace; disorganized                   •    Drop in productivity
•   Demonstrates poor listening skills                     •    Lateness to work or leaving early
•   Decreased ability to think and solve problems          •    Inconsistent daily work
•   Overwhelmed by realistic workload                      •    Takes many breaks, wastes time
•   Volatile, easily upset, inflexible, mistrusting        •    Unavailable for extra work
•   Makes mistakes; work often has to be redone            •    Does not complete tasks
•   Rarely follows through or checks results               •    Shortened attention span
•   Cannot handle complex assignments                      •    Needs close supervision
•   Ignores problems or delegates inappropriately          •    Blames others
                                                           •    Cannot communicate

                               GENERAL BEHAVIOR CHANGES

•   Inappropriate giggling/ laughter                       •    Obscene language and gestures
•   Inappropriate verbal responses                         •    Withdrawn behavior; Depression
•   Time and place disorientation                          •    Fights with co-workers
•   Defensiveness about alcohol/ drug use                  •    Temper outbursts; tactlessness
•   Bizarre and uncontrollable actions                     •    Increased irritability; insensitive
•   Comes to work dressed inappropriately                  •    Hypersensitivity
•   Does not appear healthy or physically capable          •    Talk about suicide
•   Does not use common sense                              •    Extreme apathy
•   Will not reverse decisions in face of mistakes         •    Hyperactivity
•   Inattentive to safety procedures                       •    Illogical reasons for behaviors
•   Makes decisions without regard to available            •    Violates confidentiality
    information                                            •    Does not see whole picture
•   Appears unclean/unwashed at beginning of work day      •    Suicide attempt

                                     BEHAVIORS AT HOME

•   Increased time spent alone in room                     • Possession of drug paraphernalia
•   Missing money or objects that could be easily converted into cash
•   House supply of prescription drugs dwindling for no apparent reason

                                      SOCIAL PROBLEMS

•   Frequent absence from home                              •   Changing group of friends
•   Deterioration in family relationships and communication



                                        PERS: 69
                   PROBLEMS CAUSED BY A DRUG ABUSING EMPLOYEE

•    Safety                                                   •   Workload shift
•    Endangering future business                              •   Increase cost of benefits
•    Health dangers                                           •   Slows work of others




                        "DO's" and "DON’T’s" FOR SUPERVISORS

DO         refer to School Board Rule 6Gx13-4D-1.11 and Employee Assistance Program
           Guidelines for program philosophy and procedures.
DO         remain aware that EAP participation is both voluntary and ongoing.
DO         consult directly with EAP staff for specific referral and follow-up concerns (see the
           EAP Program Guidelines handbook).
DO         use the EAP Supervisor Referral Form FM-4167. (A sample form can be found in the
           appendix of this chapter.)
DO         observe confidentiality in all verbal and written communication. Do make it clear to
           any employee that personal behavior/medical problems come under the medical
           confidentiality protocols. Therefore, the medical records and any other records of
           employees with personal behavioral, emotional, or medical problems/conditions will
           be preserved in the same confidential manner as all other medical records.
DO         differentiate between documentation for the public record and confidential material,
           i.e. in a Conference-for-the-Record, reference is to the "district's referral support
           agency" rather than to EAP.
DO         focus on job performance, and proceed with necessary documentation and discipline
           in your role as a supervisor.
DO         remember that personal problems, behavioral disorders, and emotional disturbances
           are progressive though treatable, particularly when intervention and treatment begin
           early.
DO         remember the "troubled employee" will be thoroughly motivated only when s/he
           recognizes that the consequences of not accepting treatment will create an alternative
           more intolerable to the employee than his/her treatment or the results of exposure.
DO         refer "fitness for duty" concerns directly to the Office of Professional Standards.




DON’T      try to diagnose the problem.
DON'T      be misled by "cons," stories, or sympathy-evoking tactics at which problem
           employees and emotionally disturbed persons often excel.
DON'T      cover-up" for a good acquaintance or a "friend." Remember that behavioral and/or
           emotional disorders are progressive illnesses that may be fatal if left untreated.




                                             PERS: 70
         FAILURE TO EXECUTE JOB EXPECTATIONS/ UNPROFESSIONAL
                       CONDUCT: DOCUMENTATION

In any immediate or potential disciplinary case, the only sufficient evidence is “the
record.” It ultimately must stand alone. Equally important, it must withstand the careful
review and meticulous scrutiny of three categories of third parties:

   (2)    Adversary Third-party: An employee's union representative(s), supportive
          colleagues, or even external contacts generally are prepared to attack the
          information, procedures, and judgments exercised by the supervising
          administrator.
   (3)    Advocacy Third-party: Also known as The Supportive Third-party, this
          category consists of the M-DCPS officials who must concur that sound
          judgment and proper documentation warrant the recommended action.
   (4)    Neutral Third-party: This party, which may be a hearing examiner, arbitrator
          or judge, has no vested interest in which of the disputing parties prevail; s/he
          will review the degree to which due process has protected the charged
          employee from arbitrary or capricious treatment.

Where disciplinary action is taken by management, the District must prove its case.
Hence, the District's credibility is under scrutiny; more precisely, the credibility and
assessment skill of the supervising administrator is likely to be perceived as “on trial.”

The larger the amount of evidence, especially in the form of written material prepared
and assembled by the supervising administrator, the heavier the burden. For this
reason, examination of the documentation is always an assessment of its potential
impact on the neutral third-party.

Functions of Documentation

Well-administered evaluation systems provide both recognition and reward. If they do
not, the skill of the evaluator to distinguish between good performance, marginal, or bad
will be questioned. For this reason, well-developed and documented favorable
assessments give greater credibility to unfavorable ones.

Materials that reveal specific directions given to the employee, that record efforts to
provide assistance, or that remind the employee of an event or requirement, prevent or
discourage denial at a later time.

As a result of the diverse variety, number, and scope of demands placed on supervising
administrators, good documentation minimizes the need to rely on memory.

Written materials avoid misunderstandings often resulting from verbal messages, since
the writer exercises greater care to say what is meant and the receiver of the message
may raise questions.



                                       PERS: 71
Written documentation is accountable, difficult to retract, and, therefore, a commitment
or formal record of a perception, judgment, or opinion. The accountability is
commensurate with the potential impact and consequences.

Documentation provides emphasis, both by its very significance as a written record, and
by its arrangement and sequence.

Written materials, especially in sequence, may reveal patterns of behavior which in
isolation did not appear significant.

Documentation covers the absence of the evaluator, especially at future points where
the presence of the evaluator may have been altered by transfer, promotion, or
retirement.

It is no secret that documentation reveals the nature of the evaluator. It provides a clear
and formal indication of his/her tact, skills, understanding, compassion, organizational
ability, clarity of thought, and extent of recognition. Clarity, focus, sufficiency, and
completeness are less likely to generate personal attacks from adversary third-parties
and more likely to engender support from advocacy and neutral third-parties.


                             INVESTIGATIVE FACT-FINDING

When a serious incident occurs at the worksite which involves an employee who may
have violated the law, District policy, or site directives, a fact-finding investigative action
must be implemented in a timely manner. The incident is reported to Miami-Dade
County Public Schools (M-DCPS) police and is forwarded by them to the Office of
Professional Standards (OPS). OPS reviews the allegation(s) pertaining to each
incident report and determines whether formal investigative fact-finding is required. If
so, OPS will authorize either an Administrative Review or a Preliminary Personnel
Investigation. Reports of arrests received by OPS will be authorized for a Records
Check.


                                ADMINISTRATIVE REVIEW

When the site supervisor is contacted by OPS to conduct an ADMINISTRATIVE REVIEW,
the fact-finding is the responsibility of the designated site supervisor. The following
steps need to be observed by the administrator during this INVESTIGATIVE phase of an
Administrative Review:

   •   OBTAIN written, signed statements individually from the alleged victim and all
       witnesses. These statements should include who, what, where, when, why, and
       how (Sample forms are in the appendix of this chapter).

   •   REVIEW the statements and develop a chronology.



                                          PERS: 72
   •   SCHEDULE an INTERVIEW with the employee/ suspect. This is not a Conference-
       for-the-Record, and the employee/ suspect should be so informed. Even at this
       interview, the employee has a right to union representation.

   •   REVIEW with the employee the written, signed statements that have been
       gathered and ASK the employee to provide a written or verbal statement (see
       sample form in the appendix of this chapter). If the employee refuses both,
       explain that the determination as to the substance of the allegation will be based
       upon the data collected.

   •   REVIEW all the written statements and make a determination as to whether the
       allegation is SUBSTANTIATED (the allegation has been verified and proven),
       UNSUBSTANTIATED (there is some discrepancy or doubt in the allegation), or
       UNFOUNDED (there is no basis for the allegation).


   •   If unable to make a decision, CONTACT the administrative director, the M/O
       Employee Resources director, and/or OPS director for advice.

Once all the facts have been gathered and a conclusion is reached, the site
administrator implements administrative measures with the employee(s) or brings
closure to the case. An ADMINISTRATIVE REVIEW INVESTIGATIVE REPORT (see Forms section
of this chapter), with all supporting documentation, is submitted to the District Office and
the Office of Professional Standards, as directed and within the time limits indicated, for
final District review and disposition.


                     PRELIMINARY PERSONNEL INVESTIGATION

If a PRELIMINARY PERSONNEL INVESTIGATION is authorized by OPS, the fact-finding is
conducted by an M-DCPS Police investigator, not the site administrator. The M-DCPS
police investigator completes a Personnel Investigation (PPI) Report and forwards it to
OPS for review with the District staff. The site administrator is then informed by the
District of the findings. If the allegation is SUBSTANTIATED in the PPI and may rise to a
level of District disciplinary action, OPS will schedule a District-level Conference-for-the-
Record to include the employee, the site supervisor and the District Personnel Director.
In other instances, the site administrator will be requested to do the following:

   •   EFFECT CLOSURE to the case by reviewing the report with the employee.

   •   IMPLEMENT STIPULATED      DISPOSITION    ACTIONS   of the Preliminary Personnel
       Investigation.

   •   Where required, SCHEDULE A         CONFERENCE-FOR-THE RECORD         and implement
       disciplinary actions necessary.

   •   COMPOSE AND FORWARD A FINAL SITE DISPOSITION of the case to the District Office
       and OPS within the stipulated time frame.

                                         PERS: 73
NOTE: Any proposed disciplinary action resulting from an ADMINISTRATIVE REVIEW or a
      PRELIMINARY PERSONNEL INVESTIGATION must be reviewed with the District
      Director designated for personnel issues.


                                   RECORDS CHECK

When an employee is involved in an arrest OUTSIDE the worksite, a RECORDS CHECK Is
authorized by OPS. Arrests come to the attention of the District in two (2) ways:
        a. Police agencies are required to notify M-DCPS (i.e. School Police) of any .
           employees who are arrested.
        b. Information of arrests is provided to OPS by site supervisors or the
           employees themselves. (See requirements of School Board Rule6Gx13-4A-
           1.21: Permanent Personnel Responsibilities and Duties, that specifically deals
           with self reporting of arrest and convictions/dispositions.)

When such information is received, OPS takes the following actions:
    •   NOTIFIES the site supervisor of the arrest, unless the supervisor was reporting the
        individual.
    •   REVIEWS the charges for consideration of removal of the employee from the
        worksite with the District office and site supervisor.
    •   IMPLEMENTS staffing and budgetary procedures for employees placed on
        alternate administrative assignment.
    •   COOPERATES with School Police to be informed of the final court disposition of the
        case, and notifies the site of the dispositions.
    •   TAKES additional action as may be necessary.



                             DUE PROCESS PROCEDURES

In any action that requires formal termination of employment, the action may only occur
after compliance with due process procedures.

N   —   notification of expectations, job functions, and related requirements;
E   —   explanation of how job expectations are to be achieved;
A   —   assistance in the form of resources appropriate to get the job done;
T   —   reasonable period of time over which performance is to be assessed.

The N - E - A - T acronym actually sets forth management's obligations and
requirements regarding all subordinate staff performance, not just performance (or lack
of) that warrants termination.

It is necessary to insure that the N - E - A - T steps have been taken properly prior to
any further termination action. While these steps are particularly structured for
                                        PERS: 74
instructional employees by contractual assessment and discipline provisions, they are
no less required for non-instructional employees.


                         CONFERENCE-FOR-THE-RECORD

When an administrator determines that a Conference-for-the-Record is appropriate, it is
most important that, prior to the conference, appropriate LABOR CONTRACT PROVISIONS be
thoroughly reviewed with regard to proceedings and applicable DUE PROCESS.

Before the Conference
Acknowledge written notification must be provided to the employee at least two (2)
WORKING DAYS in advance of the conference. The notice should direct the employee to
attend the conference, indicate the date, time, and place; stipulate the subject(s) to be
addressed, and cite the employee's right to representation. By employee signature, or
that of a witness, proof of receipt should be obtained. Reminder: A Conference-for-the-
Record is FACT FINDING IN NATURE, not disciplinary in itself.
The conference must be carefully planned, anticipating possible reactions on the part of
the employee and/or the union representative. This planning should also include
duplication of any documents and/or materials to be discussed in the conference.

During the Conference
In all conferences, the administrator should have ANOTHER MEMBER OF THE
ADMINISTRATIVE STAFF PRESENT or request assignment of one for the conference. This
administrative staff member's role should be carefully explained to him/her well in
advance of the conference. In addition to being a witness to the proceedings, the
administrative staff member can help with note keeping and participate in the
conference when deemed appropriate by the administrator. No member of another
bargaining unit or of the same bargaining unit (e.g. except union representatives) may
be present. It is vital that notes be kept on the proceedings of the conference. The
administrator must control the pace of the conference so that every point made is
understood by all present and fully recorded in his/her notes.
During the conference, the administrator must carefully and systematically review the
notification procedures, reason(s) for the conference, right to union representation
(especially if none is present), and the investigative findings. Review of prior informal
communications will serve to put the formal stage of communications into context; also,
it will permit these to be included in the summary as OFFICIAL ACTIONS OF RECORD. While
the conference is a good-faith effort for mutual communications, the administrator must
at all times maintain control of the proceedings. THE ADMINISTRATOR MUST ADDRESS
PREVIOUS COUNSELING PROVIDED TO THE EMPLOYEE AND DELINEATE FURTHER ASSISTANCE TO
IMPROVE THE EMPLOYEE PERFORMANCE, if appropriate.

If during the conference there is a need for a DIRECTIVE, it is vital that there be no
question as to the directive's intent or meaning. Make sure that the language is clearly
understood by all. Tell the employee at this time that an immediate follow-up
memorandum to him/her will record the proceedings of the conference, any related
                                       PERS: 75
directives, and established time frames. ADMINISTRATIVE     DIRECTIVES MUST STIPULATE
WHAT NOT TO DO AS WELL AS WHAT TO DO.

After the Conference
It is important that the follow-up CONFERENCE SUMMARY accurately reflects the
proceedings of the conference, including resources assigned and those requested by
the employee and/or union representatives present. Again, make sure that the
directives are explicit and easily understood in the memorandum. The memorandum
should be signed and dated by the employee to acknowledge receipt and then should
be placed in the work-site personnel file. If the employee refuses to sign the
memorandum, the administrative witness should attest to that fact on the memorandum.
If the conference results in a need for the issuance of a reprimand, all of the
aforementioned factors should be carefully considered and implemented. Pursuant to a
good-faith regard to the employee's statements, the reprimand and/or prescription
should be submitted to the employee after the time of the conference. The signature of
the employee is required. If the employee refuses to sign, receipt of the document by
the employee must be witnessed and dated by an administrator other than the person
who conducted the conference.
A copy of the reprimand should be placed in the worksite personnel file, and, if related
directly to a formal investigative report, a copy must be submitted to the Office of
Professional Standards for inclusion with the PRELIMINARY PERSONAL INVESTIGATION
REPORT OR ADMINISTRATIVE REVIEW.




           FACTORS TO CONSIDER IN PLANNING THE CONTENT OF A
                     CONFERENCE-FOR-THE-RECORD

Orient to Data
 1.   Involve the employee in a cooperative examination of the information cited in the
      conference for the record memorandum; identify effective and ineffective
      performances or omissions of performance.
 2.   Focus on the extent to which performance objectives have been achieved.
 3.   Relate the performance objectives to assessment criteria and procedures.
 4.   Correct any misinformation or misunderstanding about assessment data.
 5.   Place in a temporal context the significance of the events.

Limit the Focus
 1.   Focus on a discussion topic for an extended period, long enough to explore it in
      some depth.
 2.   Invite the employee to express his or her understanding of the performance/
      situation.
 3.   Relate the employee's progress and levels of achievement to his/her overall
      professional development plan and/or job description; emphasize required
      behaviors.

                                       PERS: 76
Communicate the Data
 1.   Make statements and/or ask questions that provide constructive suggestions for
      changes in either comprehension or performance of a task/ assignment.
 2.   Make statements and/or ask questions that stimulate the employee to join in
      suggesting ways to improve performance.
 3.   Draw attention to the expressive character of events, not simply to their incidence
      or literal meaning; interpret the meaning of events.

Agree on Content
 1.   Invite the employee to express his/her understanding of events.
 2.   State your interpretation, or restate what the employee said in order to establish
      agreement.
 3.   Test (mutual) agreement, and invite and encourage the employee to proffer
      recommendations for prescriptive remedies for the improvement of performance.
 4.   Focus feedback on sharing information rather than on giving advice.
 5.   Direct the discussion at the job or problem to be solved, not at the employee.

Summarize Content
 1.   Induce the employee to summarize the results of the analysis/ discussion.
 2.   Establish agreement regarding the performance to be targeted for change or
      developed outright.
 3.   Focus feedback on alternatives rather than the "best plan."
 4.   Induce the employee to summarize plans.
 5.   Check the feedback by asking the employee to summarize the points for both of
      you.

Document the Conference
 1.   Establish a written record of the conference.
 2.   Provide a record to the employee; place a copy in the employee's personnel file.
 3.   Notify the employee of his/her right to affix a written response for inclusion in
      his/her personnel file.




                                      PERS: 77
             CONIFERENCE-FOR-THE-RECORD PROCEDURES CHECKLIST

Notice
 1.      Employee must receive written notice of the conference 2 days in advance of a
         conference unless an emergency exits.
 2.      State the reason(s) for the conference.
 3.      Indicate the right to have union representation; include date, time, and location.

Conference Procedures
 1.      Confirm awareness of union representation and note where representation is not
         chosen.
 2.      Re-state the reason(s) for the conference, as specified on the notice.
 3.      Review all documentation pertaining to the subject of the conference.
 4.      Listen to responses and record them.
 5.      Respond to objections without debate.
 6.      Keep on task.
 7.      Be positive.
 8.      Note mutual agreements.
 9.      Record efforts by the employee, as well as counseling and assistance by the
         supervisor.
10.      Explain options and requirements.
11.      Note effects and impact of the employee's actions.
12.      Verbally summarize conference.
13.      State actions to be taken and timeframes, as applicable; issue directives as
         applicable, and be sure the directives are clearly listed in the summary .

Post-Conference Procedures
 1.      Prepare written summary of the Conference-for-the-Record.
 2.      Obtain the employee's signature and date on the written summary; if employee
         refuses to sign, have the administrating witness so note on the employee’s
         signature line, “Employee refused to sign.” Be sure the witnessing administrator
         signs and dates his participation on the designated lines below the spaces where
         the employee was to sign/date acknowledgement/receipt of the document.
 3.      Give one copy to the employee.
 4.      Place signed copy in the official worksite personnel file.
 5.      CALENDAR TIMEFRAMES AND DEADLINES FOR FOLLOW-UP ACTIONS.



                                           PERS: 78
 PROCEDURES FOR WRITTEN SUMMARY OF CONFERENCE-FOR-THE-RECORD

Time and of Summary
 1.   Deliver, summary within reasonable timeframe.
 2. State the place, date, and time of the conference.
 3.   List the participants, titles, and affiliation(s), as applicable.
 4. Cite the subject(s), as noted on the notice of the conference.
 5.   Note notification of right of union representation and decision of conferee not to
      have representation, if applicable.
 6.   Note contract status and service history of conferee.
 7. Stipulate all written documentation given to, and reviewed with, the conferee.
 8. Delineate counseling and/or informal discussion, as well as assistance offered to
      improve performance.
 9. Note awareness of governing rules, regulations, and procedures, including
      receipt of documents.
10. Note any relationship(s) of the conferee's behavior/ actions to prior warning(s)
      and/or discipline.
11. Note any relationship(s) of the conferee's behavior/ actions to employment
      decisions (reappointment, suspension, dismissal).
12. Note objections, alternate opinions, direct challenges, and sources.
13.   Stipulate clearly and precisely any warning, admonition, directive, or reprimand (if
      applicable).
14. Stipulate the implications and consequences of any recurring unlawful actions or
      unprofessional behavior.
15.   Note any pending determinations of further disciplinary action(s).
16. Note that conferee's signature acknowledges only receipt, not agreement.
17.   See sample summary in the appendix of this chapter.

Delivery of Summary
 1.    Obtain the conferee's signature and date on the summary.*
 2.    Give original copy of the signed summary to the conferee.
 3. File a Xeroxed signed copy in the official worksite personnel file.
 4. File a copy, as support documentation, with any disciplinary recommendation.

NOTE:     If employee refuses to sign for receipt of document, make a note of the refusal on the
          document, obtain the signature of the administrative witness, and date the document.




                                         PERS: 79
                                  SITE DISPOSITIONS

A Site Disposition is a memorandum from the satellite director to the Office of
Professional Standards. This critical documentation brings closure to the files of
employees who have been the subject of an Administrative Review or a Personnel
Investigation. (Samples of the various memoranda used in this last stage of the process
are in the Office of Professional Standards handbook.)



                                SUMMARY DISMISSAL

Implementation of immediate dismissal based on the authority of the supervising
administrator is known as summary dismissal. This is a common practice in the private
sector, but is virtually proscribed in the public sector, especially the M-DCPS.

Authority for all personnel actions is statutorily vested only in the School Board through
nominations by the Superintendent of Schools. The Superintendent's nominations are
the aggregate of recommendations for personnel actions received from work location
supervisors. Until the School Board acts upon these recommendations, they are not
final; therefore, there are no summary dismissals.

Action to discontinue employment immediately, aside from emergency disciplinary
actions and abandonment situations, requires certain procedures on the part of the
supervising administrator, regardless of part-time/hourly, probationary employee status.
The individual must be formally apprised of the action to discontinue employment, the
effective date and time, and the reasons.

Part-Time/Hourly Employee

Employees in these categories have appellate rights, and may not be summarily
dismissed.

Supervisors are well-advised to clearly establish (beyond applicable contract provisions)
the terms and conditions for all non full-time employment to prevent misunderstandings
about the commitment for work. Further, a clear indication of the probationary nature of
this type employment will serve the mutual best interests of employer and employee.

Probationary Employee

A probationary employee may be new to the school system and/or to the position
(promotional probation). Those new to the school system have contractually-
designated probationary periods in which to demonstrate proficiency or termination of
employment may occur without recourse (appeal). Adherence to the N - E - A - T steps
will prevent confusion or last-minute notification of termination. Employees on
promotional probationary status are entitled to return to their previous position or pay
grade level if their employment at the promotional level is not to be continued.


                                       PERS: 80
                             RESIGNATION PROCEDURES

Any employee who resigns for any reason must complete the appropriate form labeled
Letter of Resignation found in the forms section of this chapter. Upon receipt of a
completed letter of resignation from the employee, the site must do the following:
   • Place a copy of this Letter in the personnel file.
   • Send a copy of the Letter to:
                    Executive Director
                    Operations and Records
                    Mail Code 9319 -Room 141
   •   Update the District’s computer records by indicating the termination of
       employment as allowed by password using the specific code from the BAS
       header that best responds to the reason described in the resignation letter.

In addition, if the resignation follows or occurs during a personnel investigation/
performance issue, a copy of the Letter must be forwarded to:
                     Assistant Superintendent
                     Office of Professional Standards
                     Mail Code 9320 –Room 222

The District offices listed above will effect the changes in the District’s computer records
only for employees with performance or investigative issues.




                                        PERS: 81
PERS: 82
     PERSONNEL
      SECTION

          FORMS
           AND
          CHARTS
            DUPLICATE AS NEEDED
                     OR
                  VISIT THE
M-DCPS RECORDS AND FORMS MANAGEMENT WEBSITE

                  PERS: 83
http://forms.dadeschools.net/search.asp
               TO ACCESS
         INTERACTIVE VERSIONS
             READY FOR USE




               PERS: 84
                        CONTRACTS DUE PROCESS MATRIX

                                                                      UTD
                        AFSCME                 DCSMEC                 OFFICE             DCSAA
                                                                      EMPLOYEES
Probationary Period:
                                                                      90-Workdays        90 Workdays
 - Upon Initial         3-Calendar Months      4-Calendar Months
                                                                      Article XVIH,      Article X1, Sec. 8
   Employment           Article IX, Sect. 4A   Article IX, Sect. 7
                                                                      Sect. 9
                                                                      -60-Workdays
 - Upon Promotion       3-Calendar Months      4-Calendar Months                         3-Calendar Months
                                                                      Article XVIH,
                        Article IX, Sect. 4B   Article IX, Sect. 7                       Article X1, Sec. 8
                                                                      Sect. 5F
                                                                      3-Consecutive      3-Consecutive Days
Abandonment of          3-Consecutive          3-Consecutive
                                                                      Days of            of Unauthorized
Position Clause         Days of                Days of
                                                                      Unauthorized       Absences
                        Unauthorized           Unauthorized
                                                                      Absences
                        Absences               Absences                                  Article VII, Sect.
                                                                      Article XVM,
                        Article XI, Sect. 4B   Article XI, Sect. 2A
                                                                      Sect. 19A,B        2B
                        Article X1, Section    Article X1, Section    Article XXI,       Article VH
Due Process Provision   1,2,4D                 1,2,3                  Sect. I            Sections 1-9
                                                                      10-Workdays of
Excessive Absences      10-Workdays of         5-Workdays of                             10-Workdays of
                                                                      Unauthorized
Clause                  Unauthorized           Unauthorized                              Unauthorized
                                                                      Absences within
                        Absences within        Absences within                           Absences within
                                                                      Last 12-Month
                        Last 12-Month          Last 12-Month                             Last 12-Month
                                                                      Period
                        Period                 Period                                    Period
                                                                      Article XVUL
                        Article XI, Sect. 4B   Article XI, Sect. 2A                      Article VIl,
                                                                      Section 19B
                        Fla. Statutes          Fla. Statutes                             Section 2B
                                                                      Fla. Statutes
                        231.44                 231.44
                                                                      231.44
                                                                      Article XVHI,      Article VII
Right to Appeal         Article X1, Sect. 2    Article X1, Sect. 3
                                                                      Section 18         Section 3
                        Yes                    Yes                    Yes                Yes
 - Dismissal Action     (20 calendar days)     (20 calendar days)     (20 work days)     (20 calendar days)
                        Yes                    Yes                    Yes                Yes
 - Suspension           (20 calendar days)     (20 calendar days)     (20 work days)     (20 calendar days)
                                                                      Yes
 - Nonreappointment     No                     No
                                                                      (20 work days)
                                                                                         No

                        Yes                    Yes                    Yes                Yes
 - Demotion             (20 calendar days)     (20 calendar days)     (20 work days)     (20 calendar days)

 - Grievance            3-Step Procedure       3-Step Procedure       3-Step Procedure   3-Step Procedure
   Procedures           Article VII            Article VII            Appendix A         Article XVIII

                        Article IX,            Article IX,            Article XXI,       Article XIX,
Fitness Determination   Section 14             Section 17             Section 2F         Section 2

Performance                                                                              Yes
                        N/A                    N/A                    Yes
Evaluation                                                                               Article VIII




                                               PERS: 85
PERS: 86
                                                            Maintenance Operations
                                                               Oral Interview Ratings Form

Candidate:                                                                  Position:

Date of Interview:                                                          Interviewer:
Assessment Areas                                                   Assessments
Quality and Pertinence of Experience                               Outstanding ( ) Good ( ) Fair ( )
The candidate's experience should be considered, not only in       Support Statement:
terms of time, but of broad exposure to all major areas of the
work, and of pertinence to the duties and responsibilities to be
performed. Evidence of potential as reflected in previous
activities and of job or professional growth must also be
evaluated.

Job Knowledge and Professional Awareness                           Outstanding ( ) Good ( ) Fair ( )
The candidate should evidence a command of the technical           Support Statement:
aspects of the work, familiarity with the latest concepts in the
field, and an understanding of approved methods and
procedures essential to the successful performance in the
position.

Reasoning and Decision Making Skills                               Outstanding ( ) Good ( ) Fair ( )
The candidate should show ability to recognize the                 Support Statement:
ramifications and implications of questions and problems that
might arise on the job and should demonstrate
resourcefulness and imagination in dealing with them. The
candidate must be able to comprehend problems, to elicit and
evaluate pertinent facts, to develop or recognize possible
alternative solutions, and to arrive at sound conclusions.

Ability to Present Ideas Clearly                                   Outstanding ( ) Good ( ) Fair ( )
The candidate must be able to present ideas in a clear, direct,    Support Statement:
and logical manner, with conviction and persuasiveness. Oral
presentation should show ability to select pertinent facts
without dwelling on unimportant details, get to the heart of the
matter, and provide a relevant response. The candidate
should, in addition, demonstrate qualities of voice, diction,
grammar, and vocabulary appropriate to the position.
Ability to Interrelate with Others                                 Outstanding ( ) Good ( ) Fair ( )
                                                                   Support Statement:
The candidate should demonstrate ability to take direction
and work as a team member. Responses should reflect the
fact that the candidate will be working with individuals of
varied backgrounds, and understand his/her role regarding
supervisors, peers, and subordinates.

Overall Assessment:                        Outstanding ( )                      Good ( )               Fair ( )
Support Statement:


                Total number of years
                experience pertinent to this
                position                                 Signature:
                                                                                                  FM-5382 Rev. (06-01)




                                                              PERS: 87
                       Interview Committee Procedures Assessment
Each candidate is to be assessed in each of the five (5) areas of the interview process. The candidate's performance
is to be assessed using the following ratings:

Assign a rating of outstanding if the applicant is considered to have the quality, diversity
of experiences, and strengths identified in the areas assessed.
Assign a rating of good if the applicant is considered to have above average knowledge and strengths, and partially
fulfill certain requirements. The candidate is rated good if s/he is short of mastering each of the areas assessed
where additional training and/or experience is needed.

Assign a rating of fair if the applicant is considered to have less than average knowledge or ability as related to each
of the areas assessed. Substantial, intense training and/or additional experience is needed.

Each committee member is required to give a support statement in at least three (3) of the five (5) areas. Any area
rated fair must include a support statement.
1.   Quality and Pertinence of Experience: The committee member should consider the experience of the
     candidate along with the oral responses given to assess the candidate in this category.
2.   Job Knowledge and Professional Awareness: The committee member should make judgment on oral
     responses to those questions that are job related. The candidate should have a good understanding of the duties
     and the technical knowledge required in the performance of that position.
3.   Reasoning and Decision Making Skills: The committee member must judge the ability of the candidate to use
     logical reasoning when attempting to answer hypothetical job related questions. The solutions given by the
     candidate must also stay within School Board rules and regulations.
4.   Ability to Present Ideas Clearly: The committee member must judge the ability of the candidate to
     communicate orally. The candidate should demonstrate the ability to communicate effectively, and must possess
     a vocabulary appropriate to function in the position.
5.   Ability to Interrelate with Others: The committee member must judge the candidate's awareness of his/her
     place in the hierarchy of the organization, understanding that s/he must make decisions within the scope of the
     job description. However, the candidate must also know when to defer to supervisors; furthermore, s1he must
     demonstrate a sensitivity to diverse groups, and appear to be sensitive to the needs of people who would be
     answering to the individual who attains this position.


                                                                                                   FM-5382 Rev. (01-07)




                                                     PERS: 88
       EMPLOYEE #                                                                                        DATE

                                              Miami-Dade County Public Schools
                                                 giving our students the world
    SOCIAL SECURITY #                      MAINTENANCE OPERATIONS                                    HOME PHONE #

                                          APPLICATION FOR PROMOTION
    POSITION DESIRED                  NON-INSTRUCTIONAL DCSMEC POSITION                              WORK PHONE #


NAME (LAST)                       (FIRST)                                   (MIDDLE)                  CELLULAR #


ADDRESS   (NO.)            (STREET)                      (CITY)             (STATE)         (ZIP)   WORK LOCATION #


E-MAIL ADDRESS




Do you have a current Florida’s Driver’s License?    YES                         NO

Commercial Driver’s License?                         YES                         NO

If Yes, indicate what class:           A                      B                        C

Non-Commercial Class D?                YES                    NO

License Number:                                            Expiration Date:

Do you have a Certificate of Competency?                      YES                      NO

If Yes, indicate what trade:                               Expiration Date:

County of Issuance:

       LIST ALL POSITIONS HELD IN THE SCHOOL SYSTEM AND OUTSIDE OF THE SYSTEM
       BEGINNING WITH PRESENT POSITION. (IF EXPERIENCE IS OUTSIDE OF THE SYSTEM,
       ATTACH LETTERS ATTESTING TO SPECIFIC YEARS AND POSITION HELD).

                                                                                       EMPLOYMENT DATES
                        SCHOOL/DEPARTMENT                                              FROM         TO
JOB TITLE               FIRM/ORGANIZATION           ADDRESS                            MO/YR      MO/YR




LIST MACHINES AND EQUIPMENT WHICH YOU HAVE OPERATED, REPAIRED OR MAINTAINED




                                                    (OVER)                                             FM-6068 (05-01)




                                                    PERS:89
EDUCATION / TRAINING (ATTACH COPIES OF DIPLOMAS AND / OR CERTIFICATES)

    NAME OF SCHOOL AND LOCATION                     DATES ATTENDED         LAST GRADE        MAJOR SUBJECTS
                                                    FROM      TO




OATH AND DECLARATION

I agree that any omissions or false statements anywhere in the application will constitute reason for dismissal. I
also understand that unless this application is completed in detail with supporting documentation, it will not be
considered.

I have read a copy of Board Rule 6Gx13-4A-1.01 - Equal Opportunity Employment and Assignment.



                                                    _______________________________      __________________
                                                        SIGNATURE OF APPLICANT                    DATE

Administrative Supervisor Statement:

I have supervised                                                    for the last            months.

In that time period he/she has had:


                          Days - Unauthorized LWOP’s


I hereby attest that this information is correct:


Supervising Administrator:




        NAME/TITLE                                       SIGNATURE                                DATE


                                               RETURN APPLICATION TO:
                                              MAINTENANCE OPERATIONS
                                         EMPLOYMENT RESOURCE DEPARTMENT
                                            12525 NORTHWEST 28TH AVENUE
                                                 MIAMI, FLORIDA 33167

                    THIS FORM IS USED FOR POSITIONS IN MAINTENANCE OPERATIONS ONLY.




                                                        PERS:90
                                       MAINTENANCE OPERATIONS
 Miami-Dade County Public        DCSMEC TRANSFER/LOCATION PREFERENCE
           Schools
giving our students the world               REQUEST FORM

                                                                           Date

  TO:                  Employee Resources Department
                       Maintenance Operations

  FROM:
                                     (Employee Name)                              (Employee Number)

  SUBJECT:             DCSMEC TRANSFER/LOCATION PREFERENCE REQUEST

  This correspondence is to request that I be considered for a location transfer within
  Maintenance Operations.

  Job Title:                                                          Job Code:

  My location preference is:                                                            (See Below)

                                      LOCATION PREFERENCE LIST
                                       Region Maintenance Center #1
                                       Region Maintenance Center #2
                                       Region Maintenance Center #3
                                       Region Maintenance Center #4
                                       Region Maintenance Center #5
                                       Region Maintenance Center #6
                                      Other: ______________________

       THIS FORM IS VALID FOR SIX (6) MONTHS FROM DATE RECEIVED BY THE DEPARTMENT OF
  MAINTENANCE EMPLOYEE RESOURCES. WHEN INITIATING THIS REQUEST AS A RESULT OF A WEEKLY
  READER ADVERTISEMENT, THE REQUEST MUST BE SUBMITTED ON OR BEFORE THE CLOSING DATE OF
                                    THE ADVERTISED POSITION.

                         ___________________________________________________
                                             (Employee Signature)

                                     FOR EMPLOYEE RESOURCES USE ONLY

  FROM WORK LOCATION                                      TO WORK LOCATION

  FROM PAC                                                TO PAC

  EMPLOYEE'S SENIORITY DATE

  APPROVED/DISAPPROVED
                                  (SIGNATURE of ADMINISTRATIVE DIRECTOR)                  (DATE)
  IF DISAPPROVED, REASON FOR DISAPPROVAL

                                                                                        FM-6071 (rev. 03-05)




                                                 PERS:91
                                                          CONFIDENTIAL DCSMEC
MIAMI-DADE COUNTY PUBLIC SCHOOLS
     giving our students the world          PROBATIONARY/TEMPORARY EMPLOYEE EVALUATION FORM

 NAME                                                   EMPLOYEE #                     JOB TITLE

 APPOINTMENT DATE           /    /      PROBATION ENDS             /    /        JOB CODE                WORK LOCATION
 FIRST EVALUATION                         SECOND EVALUATION

                                                             RATING DEFINITIONS
 S - SATISFACTORY - MEETS PERFORMANCE EXPECTATION (For Attendance, no unauthorized absence)
 U - UNSATISFACTORY - UNACCEPTABLE PERFORMANCE EXPECTATION (For Attendance, one or more unauthorized absence)
                                                  EVALUATION FACTORS
 NOTE: In the following sections, circle the rating that best describes the employee.

      A.     TECHNICAL/CRAFT SKILLS                                                                             R A T I N G
 1.        EXHIBITS NECESSARY JOB KNOWLEDGE AND JOB SKILLS                                                      S         U
 2.        QUALITY OF WORKMANSHIP                                                                               S         U
                                                   B.        WORKSITE PERFORMANCE
 1.        FOLLOWS INSTRUCTIONS                                                                                 S         U
 2.        EXHIBITS SAFE WORK HABITS                                                                            S         U
 3.        COMPLETES ASSIGNMENTS WITHIN A PRESCRIBED PERIOD OF TIME                                             S         U
 4.        MAINTAINS REQUIRED HAND TOOLS OF THE TRADE                                                           S         U
 5.        ATTENDANCE (FROM APPOINTMENT DATE)                                                                   S         U
                                                 C.       PERSONAL CHARACTERISTICS
 1.        DISPLAYS A POSITIVE ATTITUDE                                                                         S         U
 2.        PRESENTS APPROPRIATE PERSONAL APPEARANCE AND ATTIRE                                                  S         U
 OVERALL EVALUATION
 An overall evaluation of Satisfactory requires that all evaluation factors be rated at least Satisfactory; none may be
 Unsatisfactory. An overall evaluation of Unsatisfactory shall be given if any one evaluation factor is rated Unsatisfactory.

                                            OVERALL RATING                                                      S         U

 EVALUATION NOTIFICATION
 1.   WERE DEFICIENCIES REQUIRING CORRECTION OBSERVED DURING THIS EVALUATION PERIOD?                   YES                NO
      •  IF YES, HAVE THEY BEEN DISCUSSED WITH THE EMPLOYEE?

      YES               NO                     DATE(s) __________________________________             ORAL          WRITTEN

 2.   IS THE EMPLOYEE MAKING GOOD PROGRESS TOWARDS CORRECTING DEFICIENCIES?                            YES                NO

 IDENTIFY DEFICIENCIES DISCUSSED:

 I HAVE RECEIVED A COPY OF THIS EVALUATION AND UNDERSTAND THAT (1) IT WILL BECOME PART OF MY PERMANENT PERSONNEL RECORD, AND (2) I
 HAVE THE RIGHT TO RESPOND IN WRITING TO ANY PART OF THIS EVALUATION.

 EMPLOYEE                                                                                            DATE
 IMMEDIATE SUPERVISOR
 PREPARING EVALUATION                                                                                DATE
 REVIEWED BY:                                                                               DATE OF REVIEW
                                              Satellite Director

 REVIEWED BY:                                                                               DATE OF REVIEW
                                              District Director
 COPY:      Employee's Personnel File (Original)
            District Director
            Employee                                                                                                FM-3770 Rev. (04-01)




                                                                       PERS:92
                                                                          NON-INSTRUCTIONAL STAFFING

Miami-Dade County Public Schools
   giving our students the world   APPLICATION FOR PROMOTION/TRANSFER

NAME                                                    DATE                EMPLOYEE NO.

HOME ADDRESS                                                          HOME TELEPHONE
                      NUMBER             CITY           STATE ZIP

PRESENT LOCATION                                                    TELEPHONE AT WORK
                         NAME                           NUMBER

PRESENT JOB TITLE                                           PAY GRADE            JOB CODE

WHICH ARE YOU REQUESTING?                   PROMOTION          TRANSFER

TO WHAT POSITION? (JOB TITLE)                                                    (JOB CODE)

WHAT LOCATIONS?                                                         LOCATION NUMBER

DESCRIBE YOUR QUALIFICATIONS FOR THE REQUESTED PROMOTION:




SIGNATURE                                                                 DATE


TO BE COMPLETED BY WORK LOCATION ADMINISTRATOR
EVALUATIVE STATEMENT ABOUT JOB PERFORMANCE OF EMPLOYEE:




SIGNATURE                                                   TITLE                        DATE
                      WORK LOCATION ADMINISTRATOR

                          DIVISION OF NON-INSTRUCTIONAL PERSONNEL USE
DATE RECEIVED                               SIGNATURE
REFERRALS:
      SITE                   DATE/TIME                      OUTCOME                           SIGNATURE
                                                   PLACED              NOT PLACED




                                                                                 MIS-0334 Rev. (01-00)




                                                 PERS:93
PERS:94
                                                                                 GRIEVANCE FORM

     Miami-Dade County Public Schools                                     MIAMI-DADE COUNTY PUBLIC SCHOOLS
        giving our students the world                                        1450 N.E. Second Avenue, Suite 562
                                                                                    Miami, Florida 33132

DISTRIBUTION FOR LEVELS/STEPS I, II, III                                                       GRIEVANCE # __________________
Original to:        Office of Labor Relations

Copies to:          Supervising Administrator
                    Grievant
                    Bargaining Agent
                    Immediate Superintendent                                                          Call Legislative and Labor Relations
                    Associate Superintendent                                                          For Grievance Number (995-2373)
                    Chief Officer/Deputy Superintendent


NAME OF GRIEVANT                                                                               DATE FILED
HOME ADDRESS                                                                                   HOME TELEPHONE
WORK LOCATION (Number)                                                                         EMPLOYEE NUMBER
(Name)                                                                                         DATE GRIEVANCE OCCURRED
SUPERVISING ADMINISTRATOR (Name)
                                                                                               UTD       AFSCME          DCSAA           DCSMEC       FOP
(Title)
LEVEL/STEP I
Statement of Grievance (Including reference to specific contract article and section(s) related to grievance):


Relief Sought:                                                                                                                     Decision: (Use Back)



Signature of Grievant                                              Date


Signature of Bargaining Agent Representative                       Date

LEVEL/STEP II

Date Appeal Filed                                                                 UTD         - Region Superintendent/Work Location Supervising Administrator
                                                                                  AFSCME      - Region Superintendent/Work Location Supervising Administrator
Signature of Grievant                                              Date           DCSAA       - Work Location Supervising Administrator
                                                                                  DCSMEC - MDCPS Administrator in Charge of Facilities Operation
Signature of Bargaining Agent Representative                       Date           FOP         - Assistant Chief, Division of School Police


LEVEL/STEP III

Date Appeal Filed                                                                 UTD         - Associate Superintendent, School Operations
                                                                                  AFSCME      - Administrative Director, School Operations
Signature of Grievant                                              Date           DCSAA       - Chief Officer or Designee
                                                                                  DCSMEC - Chief Business Officer, or Designee
Signature of Bargaining Agent Representative                       Date           FOP         - Chief, Division of School Police


                                      ALL DOCUMENTS RELATED TO THIS GRIEVANCE MUST BE ATTACHED

                                                                                                                                        FM-2729 REV. (12-02)




                                                                     PERS:95
LEVEL/STEP I         Date Meeting Held __________________             GRIEVANCE # _______________________

Decision:




                       (PLEASE ATTACH STATEMENT IF ADDITIONAL SPACE IS NECESSARY)

___________________________                                   ___________________________________________
       Date                                                          Signature of Supervising Administrator


LEVEL/STEP II        Date Meeting Held __________________

Decision:




                       (PLEASE ATTACH STATEMENT IF ADDITIONAL SPACE IS NECESSARY)

___________________________                                   ___________________________________________
       Date                                                          Signature of Level/Step II Administrator


LEVEL/STEP III       Date Meeting Held __________________

Decision:




                       (PLEASE ATTACH STATEMENT IF ADDITIONAL SPACE IS NECESSARY)

___________________________                                   ___________________________________________
       Date                                                          Signature of Level/Step III Administrator


ARBITRATION          Date Meeting Held __________________                     Upheld          Denied

Decision:




                       (PLEASE ATTACH STATEMENT IF ADDITIONAL SPACE IS NECESSARY)

___________________________                                   ___________________________________________
       Date                                                          Signature of Level/Step II Administrator

                                                                                            FM-2729 Rev. (12-02)




                                                  PERS:96
                                         EVALUATION OF OFFICE PERSONNEL                                                                     20__-20__
                                                                                                                                                   SCHOOL YEAR
   Miami-Dade County Public Schools
      giving our student the world

 NAME (LAST)                (FIRST)              (M.I.)                                 WORK LOCATION & NUMBER


 EMPLOYEE NUMBER                                          JOB TITLE                                                      JOB CODE


EMPLOYEE STATUS:                      Regular             Probationary                       EVALUATION:                 Interim    Annual/Final
DATE OF EVALUATION:                                                                     EVALUATOR:

 ALL CATEGORIES MUST REFLECT A RATING. UNSATISFACTORY RATING REQUIRES AN EXPLANATION.
                                              Satisfactory Unsatisfactory Explanation (Use separate sheet if necessary.)
 A.    KNOWLEDGE
       1.   Skillful use of equipment necessary to do
            assigned job
       2.   Ability to communicate effectively.
       3.   Knowledge of office procedures.
       4.   Knowledge of technical/secretarial/clerical skill
 B.    QUALITY OF WORK
       1.   Accuracy of completed task.
       2.   Use of appropriate format(s) for task(s)
 C.    EFFICIENCY
       1.   Timely completion of assignments.
       2.   Effective use of time.
       3.   Acceptable quantity of work produced.
       4.   Ability to adapt to volume fluctuation/
            priorities.

 D.    INTERPERSONAL SKILLS
       1.   Positive relationship with public.
       2.   Harmonious relationship with staff.
 E.    DEPENDABILITY AND JUDGEMENT
       1.   Follow-through on assignments.
       2.   Ability to work independently.
       3.   Ability to make sound decisions.

 F.    ATTENDANCE AND PUNCTUALITY
       1.   Regular attendance.
       2.   Adherence to work schedule.
 G.    ADHERENCE TO RULES AND PROCEDURES
       1.   Adherence to School Board rules.
       2.   Adherence to office procedures.

 OVERALL PERFORMANCE RATING:                                                      Interim             
                                                                                                       Annual/Final

                  Satisfactory                  (Comments):

                  Unsatisfactory                (Required actions toward remediation of deficiency):



 Employee's                                                                          Evaluator's
 Signature                                                                           Signature
                                                                     (Date)                                                                             (Date)
878-2423                                   (Signature means only that the employee has seen and received the document)                              FM-3882 (06-00)




                                                                              PERS:97
                 INTERPRETIVE GUIDE: EVALUATION OF OFFICE PERSONNEL (UTD)
                   Indicators                                                        Commentary
 CATEGORY A - KNOWLEDGE
 1. Skillful use of equipment to do assigned    1. An employee is expected to be able to operate standard office equipment, e.g.,
    job.                                           computers, typewriters, adding machines, duplicating machines, etc. This
                                                   indicator refers to the mechanical skills needed to operate equipment.
 2. Ability to communicate effectively.       2. An employee is expected to communicate in verbal or written form in an accurate
                                                   and precise manner. Accuracy here refers to correctness of information
                                                   disseminated and the use of accepted grammatical form.
 3. Knowledge of office procedures.           3. This indicator measures the employee's knowledge of standard procedures, the
                                                   relaying of messages, processing, and distribution of forms.
 4. Knowledge of technical/secretarial skills 4. Does the employee use correct format for assigned tasks? Are messages taken
    required for positions.                        correctly? If a skill is required for the position (i.e., shorthand), does the
                                                   employee possess that skill?
 DECISION RULE: Check "A" Satisfactory if both indicators are marked satisfactory.
 CATEGORY B – QUALITY OF WORK
 1. Accuracy of completed task.               1. Are completed tasks and assignments essentially error-free?
 2. Use of appropriate format(s) for tasks.   2. Are the tasks and assignments presented in an appropriate format?
 DECISION RULE: Check "B" Satisfactory if both indicators are marked satisfactory.
 CATEGORY C - KNOWLEDGE
 1. Timely completion of assignments.         1. Are assignments completed in a reasonable period of time? Are deadlines met?
 2. Effective use of time.                    2. Does the employee use his/her work time productively towards completion of
                                                   tasks?
 3. Acceptable quantity of work produced.     3. Does the employee accomplish most of what has been planned or assigned each
                                                   day?
 4. Ability to adapt to volume                4. This indicator measures the employee's ability to accommodate and adjust to
    fluctuation/priorities.                        changes in priorities and volume fluctuations due to emergencies, seasonal
                                                   demands, and district requirements.
 DECISION RULE: Check "C" Satisfactory if both indicators are marked satisfactory.
 CATEGORY D – INTERPERSONAL SKILLS
 1. Positive relationship with public.        1. Because office personnel are often the first contact the public has with a school,
                                                   it is important that a positive image be reflected in terms of courtesy and
                                                   promptness in responding to them.
 2. Harmonious relationship with staff.       2. Does the employee relate in a positive manner with co-workers, administration
                                                   and other employees?
 DECISION RULE: Check "D" Satisfactory if both indicators are marked satisfactory.
 CATEGORY E – DEPENDABILITY AND JUDGMENT
 1. Follow through on assignments.            1. Does the employee take the necessary steps in carrying out assigned duties and
                                                   responsibilities and see to it that each task is completed?
 2. Ability to work independently.            2. Can the employee work with minimal supervision?
 3. Ability to make sound decisions.          3. This indicator measures the employee's ability to recognize priorities, use
                                                   common sense, recognize emergencies, and take appropriate action.
 DECISION RULE: Check "E" Satisfactory if both indicators are marked satisfactory.
 CATEGORY F – ATTENDANCE AND PUNCTUALITY
 1. Regular attendance.                       1. The employee's attendance is regular except when on authorized leave.
 2. Adherence to work schedule                2. The employee is punctual, adheres to lunch/break time, and follows schedule of
    (punctuality).                                 assigned duties, if any.
 DECISION RULE: Check "F" Satisfactory if both indicators are marked satisfactory.
 CATEGORY G - ADHERENCE TO RULES AND PROCEDURES
 1. Adherence to School Board Rules.
 2. Adherence to office procedures.
 DECISION RULE: Check "G" Satisfactory if both indicators are marked satisfactory.
OVERALL PERFORMANCE RATING
DECISION RULE: Check overall performance rating Satisfactory if all categories are marked
   Satisfactory. Check overall performance rating Unsatisfactory if one or more categories are
   marked Unsatisfactory.
ANNUAL EVALUATION
DECISION RULE: Check each category Satisfactory, if there are no current deficiencies and if prescription given during the year, if
any, have been satisfactorily completed.
COMMENT SECTION: Comments which adversely or negatively impact on the employee must be based on documentation
processed in accordance with contractual provisions.



                                                            PERS:98
                                                    OFFICE PERSONNEL

                                  RECORD OF OBSERVED DEFICIENCIES/PRESCRIPTION

                                            FOR PERFORMANCE IMPROVEMENT



Employee

* Signature                                                                      Date

Date of Evaluation(s)

Evaluator

Signature                                                                        Date

School/Department

Job Title

Employee Status


* Employee’s signature means the employee has seen and received the document.

                                                                                        FM-4312 Rev. (01-03)


                                                          PERS:99
 RECORD OF OBSERVED DEFICIENCIES/PRESCRIPTION FOR PERFORMANCE IMPROVEMENT (OFFICE PERSONNEL)
CATEGORY/
                DEFICIENCY        EMPLOYEE EXOLANATION FOR   PRESCRIPTION PLAN
INDICATOR                                                                        RESOURCES       TIMELINE
            SUMMARY DESCRIPTION        DEFICIENCY(IES)           ACTIVITIES
DEFICIENT




                                                                                             FM-4312 Rev. (01-03)




                                                  PERS:100
                                                                                                                        OFFICE OF PERSONNEL MANAGEMENT
                                                                                                                                   AND SERVICES
                                                EXEMPT/CONFIDENTIAL PERSONNEL EVALUATION
     MIAMI-DADE COUNTY PUBLIC
             SCHOOLS
       giving our students the world                         20__               —       20__

NAME                                                                                                            EMPLOYEE NUMBER

WORK LOCATION NAME                                                                                              WORK LOCATION NO.

                                                                 1. QUALITY OF WORK
           (Includes accuracy of completed tasks, achievement of objectives, effectiveness, responsibility and neatness of work product.)
          EXEMPLARY                      ABOVE EXPECTATIONS                       MEETS EXPECTATIONS                  BELOW EXPECTATIONS
                                                                     2. WORK HABITS
                   (Includes satisfactory attendance, observance of work hours, adherence to School Board policies and guidelines.)
          EXEMPLARY                      ABOVE EXPECTATIONS                       MEETS EXPECTATIONS                  BELOW EXPECTATIONS
                                                              3. INTERPERSONAL SKILLS
(Includes participation and motivation of others, contribution to office/department morale, maintenance of positive relations with the public and office
staff.)
          EXEMPLARY                      ABOVE EXPECTATIONS                       MEETS EXPECTATIONS                  BELOW EXPECTATIONS
                                                       4. DECISION MAKING AND JUDGMENT
(Includes ability to make sound decisions, analyze/understand job complexities, respond in a timely and effective manner. Ability to work with
minimal supervision.)
          EXEMPLARY                      ABOVE EXPECTATIONS                       MEETS EXPECTATIONS                  BELOW EXPECTATIONS
                                                          5. PLANNING AND ORGANIZATION
(Includes ability to plan and organize activities for effective utilization of personnel, equipment and material resources; clearly defines assignments
and adheres to time-lines. Demonstrates initiative and resourcefulness in the discharge of responsibility.
          EXEMPLARY                      ABOVE EXPECTATIONS                       MEETS EXPECTATIONS                  BELOW EXPECTATIONS
                                                                  6. COMMUNICATION
(Includes ability to communicate effectively to various levels of administration, departments, public and private agencies, and parent and community
groups. Ability to present ideas clearly.)
        EXEMPLARY                        ABOVE EXPECTATIONS                       MEETS EXPECTATIONS                  BELOW EXPECTATIONS
                                                                         COMMENTS




                                                           GUIDELINES FOR RATINGS
    EXEMPLARY:        Performance which consistently exceeds the job requirements and expectations of the position. Use of this rating requires
                      documentation and examples describing exceptional performance. At least five categories must be rated Exemplary and none
                      Below Expectations in order to receive an overall evaluation of Exemplary.
       ABOVE          Performance which is better than what is normally expected. The majority (4) of the categories must be rated as Above
EXPECTATIONS:         Expectations or Exemplary and none rated Below Expectations.
       MEETS          Performance is as required in an entirely satisfactory manner. All categories will be rated at least Meets Expectations and
EXPECTATIONS:         none rated Below Expectations.
       BELOW   Overall performance or specific aspects of performance is unacceptable. The rating Below Expectations must be preceded by
                                                                                                                             st
EXPECTATIONS:  a formal conference for the record between the supervisor and the employee on or before December 31 . A written
               recommendation for remediation must be attached to the evaluation and given to the employee.
OVERALL EVALUATION RATING
       EXEMPLARY               ABOVE EXPECTATIONS                   MEETS EXPECTATIONS                   BELOW EXPECTATIONS

EVALUATOR’S SIGNATURE                                                                                                                                         (Date)


EMPLOYEE’S SIGNATURE                                                                                                                                          (Date)
                                         (Signature means only that the employee has seen and received the document.)                  FM-3090 Rev. (06-99)




                                                                           PERS:101
                                                OFFICIAL PERSONNEL FILE LOG
 Miami-Dade County Public Schools
    giving our students the world



EMPLOYEE NAME                                                                   EMPLOYEE #

                                                          STATUS/AFFILIATION                               NAME AND
                                                              Check √ one                               SIGNATURE OF
                                                                                                        CUSTODIAN OF
                                                                                                            RECORD
                    NAME AND SIGNATURE OF                           EMPLOYEE                             (SUPERVISING     DATE
   DATE              INDIVIDUAL REQUESTING              M-DCPS       REPRE-                  WORK     ADMINISTRATOR OR     OF      DUPLICATION
REQUESTED                    ACCESS          EMPLOYEE   OFFICIAL    SENTATIVE    CITIZEN   LOCATION     SITE MANAGER)    REVIEW            FEE




                                                                                                                                  MIS-3152 (02-01)




                                                                   PERS:102
                      MIAMI-DADE COUNTY PUBLIC SCHOOLS

                            WORK SITE PERSONNEL FILE


                                     CONFIDENTIAL

                                       RECORDS


CONTENTS

        Confidential records include the following items:

        •     assessments (records of classroom observations, annual evaluations,
              summaries of conferences for the record, reprimands, prescriptions) prior
              to July 1, 1983, and subsequent assessments until the end of the year after
              the year of record;
        •     medical records (medical, psychological, and psychiatric evaluations,
              medical releases, workers' compensation reports, other letters, documents,
              or reports attendant to the employee's medical condition);
        •     payroll deductions;
        •     preliminary investigations;
        •     active investigations.

ACCESS

        The Superintendent of Schools and the School Board authorize only the following
persons access to confidential personnel records, providing the inquiry is job-related and
the inquiry is made in the course of performing assigned functions:

        •     exempt managerial personnel required to work with personnel records;
        •     exempt confidential (clerical) personnel and personnel assigned to work
              with personnel records;
        •     school board attorneys and attorneys under contract to the school board;
        •     security investigators;
        •     school board administrative assistants as designees of individual school
              board members;
        •     persons designated in writing by the employee;
        •     employee.

All aspects of each employee's personnel file shall be made available to law enforcement
personnel in the conduct of a lawful criminal investigation, to other appropriate federal,
state, and local governmental authorities, and pursuant to subpoena and lawful court
order.

       Material is filed in accordance with contracts, School Board Rule 6Gx13-4-1.03,
and Florida Statutes 119.07 and 231.291. The retention and disposition of this file are
governed by Florida Statutes and the State Division of Archives, History, and Records
Management, and School Board Rule 6Gx13-3D-1.08.

                                                                        FORM NO. 878-1211




                                       PERS:103
               MIANII-DADE COUNTY PUBLIC SCHOOLS

                   WORK SITE PERSONNEL FILE


                                PUBLIC

                              RECORDS



CONTENTS

       Public (non-confidential) records include the following items:

           •    employment applications and supporting data;
           •    employment history;
           •    assessments subsequent to July 1, 1983, at the end of
                the year following the year of record;
           •    any other material not classified as confidential (see
                Confidential Records sheet).


ACCESS

           Non-confidential records may be inspected and examined by
           any person desiring to do so, at reasonable times, under
           reasonable conditions, and under supervision by the
           Custodian of Records.

           Both employee and the bargaining agent, when designated
           in writing by the employee, shall be permitted conveniently to
           reproduce any materials in the file at no cost.

           Other persons designated in writing by the employee shall
           be permitted conveniently to reproduce any materials in the
           file at a cost of 5 cents per page.

It is the responsibili1y of work site supervising administrators and
custodians of personnel records to insure compliance with Florida
Statutes, contractual provisions, Board Rules, and Administrative
Directives.

Material is filed in accordance with contracts, School Board rule 6Gx13-
4-1.03, and Florida Statutes 119.07 and 231.291. The retention and
disposition of this file are governed by Florida Statutes and the State
Division of Archives History, and Records Management, and School
Board Rule 6Gx13-3D-1.08.


                                                                FORM NO. 878-2202




                             PERS:104
                                                              MIAMI-DADE COUNTY PUBLIC SCHOOLS

     MIAMI-DADE COUNTY PUBLIC SCHOOLS                           REASONABLE SUSPICION FORM
          giving our students the world

Directions: This form is to be completed by the Supervisor as a guideline for the determination" to order a drug and/or
alcohol screen for an employee who is unfit for duty and/or probable cause exists to test, or an employee who has
been involved in an accident/incident subject to drug/alcohol testing.

Name of Employee:                                                           Employee No:
Job Classification:                                                   Time of Evaluation:
Location:
Supervisory Personnel at Scene:


Other:

1. Circumstances Occurring at Time of Evaluation

       PLEASE CHECK (√) WHERE APPLICABLE:

             Employee is reporting for duty.
             Location/time:
             Employee is on duty. Location
             Location/time:

       EMPLOYEE HAS BEEN INVOLVED IN THE FOLLOWING:

             Fatal accident.
             Vehicle accident causing personal injury to the employee, passengers, or third person requidng medical
             attention.
             Accident causing significant or unusual property damage.
             Incident involving violation of company rules which is a safety threat to employees, passengers, or third
             persons.

        Please give a brief description of the incident:




I.     Observations of Employee's Physical Condition

       PLEASE CHECK (√) WHERE APPLICABLE:

             Slurred Speech
             Confusion/disorientation
             Odor of alcohol on breath or person
             Odor of marijuana on breath or person
             Unsteady gait or lack of balance
             Glassy eyes
             Drowsiness
             Inattentiveness
             Apparent intoxicated behavior (without odor of alcohol or marijuana)
             Physical injury. Location on body _________________________
             Tremors or bodily shaking
             Poor coordination

                                                           PERS:105
            Runny nose or sores around nostrils
            Very large or small pupils
            Slow or inappropriate reactions
            Additional comments or observations:




II.   Observations of Employee's Behavior

      PLEASE CHECK (√) BELOW ALL APPLICABLE BEHAVIORS AND DESCRIBE BRIEFLY IN THE SPACE ON
      THE RIGHT SIDE OF THE PAGE.
           Inability to respond to questions or to respond correctly
            Complaints of racing or irregular heart beat
            Marked irritability
            Aggressiveness (attempts at physical contact)
            Inappropriate laughter, crying, etc.
            Fainting or repeated loss of consciousness
            Improper job performance and/or violation of authority or rules
            Additional comments or observations:



III. FM-5878 Rev. (05-99)

      PLEASE CHECK (√) BELOW ALL THAT APPLY
           Employee was relieved from duty
           Employee was asked/ordered to remain at the scene
           Employee requested union representation
           Union official arrived at scene and talked with employee
           Employee was taken for medical treatment to:




IV. Determination of Reasonable Suspicion

      Based on the above, I have determined that:

      A.    There is probable cause for sending
            for a drug/alcohol screen.                                        (Name of Employee)

      B.    The accident/incident requires sending
            for a drug/alcohol screen.                                        (Name of Employee)

      Such screen was ordered by
                                                                              (Name of Supervisor)



               Supervisor's Signature:

               Date:                                                  Time:

               Employee's Signature:



                                                                                          FM-5878 Rev. (05-99)
                                                     PERS:106
This form requires a Federal Chain of Custody Form.                                               NON-OTETA (8-1/2” x 14” form)
                                                                                       CHIEF OF STAFF   AUTHORIZATION
                                                                                                                        NO.
                                    NON-OTETA DRUG TEST AUTHORIZATION
                                                                                                             AUTHORIZATION
                                                 OMNIBUS TRANSPORTATION                                           TIME
                                                  EMPLOYEE TESTING ACT
   MIAMI-DADE COUNTY                                                                                         AUTHORIZATION
    PUBLIC SCHOOLS
                                                                                                                  DATE
 giving our students the world
                                                                                                            ______/______/___
                                                                                                            ___
                                                                                                             MO. DAY YR.
                                                                                                            ______/______/___
NAME OF                                                                                  TESTING DATE       ___
APPLICANT/EMPLOYEE                                                                                          MO.      DAY      YR.
SOCIAL SECURITY NO.                                                                      EMPLOYEE NO.
WORK LOCATION NO.                                         WORK LOCATION NAME
AUTHORIZING ADMINISTRATOR’S NAME                                                         (Signature)

                                                APPLICANT / EMPLOYEE INSTRUCTIONS
1 . You must report to the collection site checked below immediately. At that time, you must present photo identification (i.e., driver's
    license, passport, MDCPS identification badge, etc.). Failure to comply with this reporting and testing requirement will result In
    disqualification of employment eligibility or further employment consideration. as cited in the School Board Rule 6Gx13- 4-1,05.
    Drug-Free Work Place.
2. Applicants may NOT report to work until the work location administrator receives notification of a negative test result.
    "NOTIFICATION" IS PROVIDED THROUGH THE ADMINISTRATOR'S ELECTRONIC SUMMARY SCREEN.
3. Current employees should return to the work location after the test unless otherwise notified.
4. Applicants and employees testing POSITIVE will be notified by the Medical Review Officer and the OTETA Administrator.
    Confirmation of POSITIVE results will render employee ineligible for active duty and the applicant ineligible for employment. (School
    Board Rule 6GX 13- 4- 1.051.
5. This drug authorization form is valid ONLY upon issuance for the date and Time cited.
6. Specimens collected will not be used to conduct any other analysis or test unless otherwise authorized by law.
                                                            TYPE OF TEST
Pro-Employment _____             Random ______ Follow-Up ______       Reasonable Suspicion_____                  Alcohol-Breath ______
Post-Accident ______             Return-to-Duty _____  Annual (MDCPS School Board Policy ______            Controlled Substances _____
                                                  APPROVED COLLECTION SITES
                   Health Care Center of Miami                                              Quest Diagnostics
              7911 N. W. 72 Avenue, Suite 111                                      333 41st Street, Suite #502
              Miami, FL. 33166                                                     Miami Beach. FL. 33140
              Hours: M - F 7:30 am – 7:00 pm                                       Hours: M -F 8:00 am - 4:30 pm
              (305) 888-6959                                                       (305) 672-2366 Fax (305) 531-4081
                ALCOHOL & DRUG COLLECTION                                              DRUG COLLECTION ONLY
         Phlebotomy Lab Services                Workers' Compensation Med Centers             Workers' Compensation Med Centers
1301 West 68th Street, Suite E-2             17601 N. W. 2nd Avenue, Suite 3               6504 N. W. 771h Court
Hialeah, FL. 33014                           Miami, FL. 33169                              Miami, FL. 33166
HOURS: M - F 7:30 am –4:-30 pm               HOURS: M - F 8:00 am - Midnight               HOURS: M.- F 7:00 am - Midnight
(305) 826-6741                               SAT: 8:00 am -4:00 pm                         SAT & SUN: 8:00 am - 4:00 prn
       DRUG COLLECTION ONLY                  (306) 770-4500                                (305) 593-2174
                                                 ALCOHOL & DRUG COLLECTION                     ALCOHOL & DRUG COLLECTION
   Professional Paramedic Service, Inc                     Quest Diagnostics                            Quest Diagnostics
8181 N. W. 36th Street, Suite #1             6840 S. W. 40th Street, Suite #202b           9200 S. Dadeland Blvd., Suite 100
Miami, FL. 33166                             Miami, FL. 33155                              Miami. FL. 33156
HOURS: M - F 8:00 am - 6:00 pm               HOURS: M - F 8:00 SM. 5:00 pm                 HOURS: M - F 8.00 am - 4:00 pm
(306) 693-1900                               (305) 862-8780 Fax (305) 662-8786             (305) 670-0632 Fax (305) 670-3461
    ALCOHOL & DRUG COLLECTION                        DRUG COLLECTION ONLY                         DRUG COLLECTION ONLY
         Phlebotomy Lab Services                      Physician Office of Fl. City                      POST ACCIDENT
17013 South Dixie Highway                    646 W. Palm Drive                                AFTER HOURS EMERGENCY ONLY
Miami, FL 33157                              Florida City, FL 33104                        1-800-437-766-          RN Expertise
HOURS: M - F 8:30 am –4:30 pm                HOURS: M - F 9:00 am –12:00 pm                Wendell D. Witten       Christine Steele
(305) 265-3110                                              & 2:00 pm – 5:00 pm            Homestead Hospital
       DRUG COLLECTION ONLY                  (305) 242-0883
                                                             PERS:107
                                        ALCOHOL & DRUG COLLECTION              160 N.W. 13th Street, Homestead 33030
                                                                               (305)248-3232
I have read and understand all the conditions stated above. ________________________________________________
                                                        Signature of Applicant/Employee                Date
                                                                                                     FM5332 Rev. (05-02)




                                                PERS:108
                        MIAMI-DADE COUNTY PUBLIC SCHOOLS
                           DRUG-FREE WORKPLACE POLICY
                  (Non-OTETA) EMPLOYEE ACKNOWLEDGMENT FORM

I, _____________________ do hereby read and understand that, in accordance with School Board Rule
6Gxl3-4-1.05 Drug-Free Workplace General Policy Statement, and in order to be eligible for continued
employment, I must meet the following prerequisites and conditions of employment:

1. I am apprised of a supervisory referral being made for me to the district's support agency for a
   determination of what assistance, if any, I need in resolving problems associated with the use of
   controlled substances or alcohol. If the initial evaluation by the district's support agency indicates a
   need for continued assistance in resolving problems associated with the use of controlled substances
   or alcohol, I must be re-evaluated by the district's Support agency to ensure that I have properly
   followed any rehabilitation program prescribed by the district's support agency.

2. If the district's support agency determines that return-to-duty testing and follow-up testing for both
   alcohol and controlled substances are necessary, the agency will advise the Office of Professional
   Standards.

3. Before returning to duty, I must undergo a return-to-duty alcohol test and/or controlled substances
   test with verified negative results.

4. I will not be eligible to return to duty unless I have followed the rehabilitation program prescribed by
   the district's support agency and completed all rehabilitation requirements determined by the district's
   support agency.

5. Both prior to and after my return-to-duty, I shall continue to meet with the district's support agency, as
   necessary, and follow all recommendations from the district's support agency, which may include
   education and/or treatment. It is understood that I will be responsible for all treatment expenses
   incurred and that every effort will be made to match treatments with my Fringe Benefits Package.

6. Once I have returned to active duty status, I will be subject to a minimum of six unannounced
   controlled substances and/or alcohol follow-up tests during the first 12 months following my return-to-
   duty. If the district's support agency determines that continued testing is necessary, the unannounced
   follow-up testing may continue for up to 60 months from the date of my return-to-duty.

7. I further understand and acknowledge that, any additional violation of the Drug-Free Workplace
   General Policy Statement, including a refusal to submit to a drug test and/or non-compliance with
   rehabilitation and other requirements, shall result in my dismissal from all employment with The
   School Board of Miami-Dade County, Florida.

I have read and I fully understand all guidelines and stipulations. I acknowledge receipt of this document.



EMPLOYEE SIGNATURE                                                                      DATE


SOCIAL SECURITY NUMBER                         EMPLOYEE NO.


WITNESS SIGNATURE                                                                       DATE




                                               PERS:109
                     MIAMI-DADE COUNTY PUBLIC SCHOOLS
                        DRUG-FREE WORKPLACE POLICY
            OMNIBUS TRANSPORTATION EMPLOYEE TESTING ACT (OTETA)
         EMPLOYEE ACKNOWLEDGMENT FORM

I, ________________, do hereby read and understand that, in accordance with Federal Regulations (49 CFR Parts
40 and 382) and School Board Rule 6Gx13-4-1.05, Drug-Free Workplace, and in order to be eligible for continued
employment, I must meet the following prerequisites and conditions before and after returning to duty in a position
requiring the performance of safety-sensitive functions:

1-    I must be evaluated by the Substance Abuse Professional (hereinafter SAP) who shall determine what
      assistance, if any, I need in resolving problems associated with controlled substances use or alcohol misuse. If
      the initial evaluation by the SAP indicates a need for continued assistance in resolving problems associated
      with controlled substances use or alcohol misuse, I must be reevaluated by the SAP to ensure that I have
      properly followed any rehabilitation program prescribed by the SAP.

2-    If the SAP determines that return-to-duty testing and follow-up testing for both alcohol and controlled
      substances are necessary, I will comply with the SAP's determination and undergo the appropriate test(s).

3-    Before returning to duty, I must undergo a return-to-duty alcohol test with a result indicating an alcohol
      concentration of less than 0.02 and/or a controlled substance test with verified negative results.

4-    I will not be eligible to return to duty in a position requiring the performance of safety-sensitive functions unless
      I have followed the rehabilitation program prescribed by the SAP and completed all rehabilitation requirements
      determined by the SAP.

5-    Both prior to and after my return to duty in a safety-sensitive function, I shall continue to meet with the SAP, as
      necessary, and follow all recommendations from the SAP, which may include education and/or treatment. It is
      understood that I will be responsible for all treatment expenses incurred and that every effort will be made to
      match treatments with my Fringe Benefit Package.

6-    Once I have returned to active duty status as a driver, in readiness to perform safety-sensitive functions, I will
      be subject to a minimum of six (6) unannounced controlled substances and/or alcohol follow-up tests during
      the first twelve (12) months following my return to duty in a safety-sensitive function. If the SAP determines
      that continued testing is necessary, the unannounced follow-up testing may continue for up to 60 months from
      the date of my return to duty as a driver.

7-    I will remain subject to all other types of testing as required and authorized by OTETA regulations (49 CFR
      Parts 40 and 382) and School Board Rule 6Gx13-4-1.05, Drug-Free Workplace (i.e. random, reasonable
      suspicion, pre-duty, post-accident, and annual for bus drivers).

8-    I further understand and acknowledge that, subsequent to my return to duty, any additional violation of the
      Drug-Free Work Place Policy and/or non-compliance with rehabilitation and other requirements shall subject
      me to disciplinary action, up to and including dismissal from all employment with the School Board of Miami-
      Dade County, Florida.

I have read and I fully understand all guidelines and stipulations. I acknowledge receipt of this document.



EMPLOYEE SIGNATURE                                                                                  DATE


SOCIAL SECURITY NUMBER                               EMPLOYEE NO.


WITNESS SIGNATURE                                                                                   DATE




                                                     PERS:110
                                                 NOTICE OF JOB EXPECTATIONSIREQUIREMENTS
                                                               MEMORANDUM FORMAT – SAMPLE
                                             NOTE: Do not use as is. Write a pertinent memorandum
                                               using the appropriate (•) to complete your sentences.

MEMORANDUM                                                                        Date_______________


TO:                 _____________________ (Employee, Title, Employee Number)
                    _____________________ (Work Location)

FROM:               _____________________ (Supervisor)
                    _____________________ (Work Location)

SUBJECT:            NOTICE OF PERFORMANCE EXPECTATION/REQUIREMENT


Please consider this a reminder of the importance of this performance expectation/requirement in the
following area(s) in insuring the effective operation of this department:
_____ Attendance        _____ Punctuality                Other _________________________

This notice is issued to reiterate a performance expectation/requirement for which you were previously
notified.

Should you need additional information regarding your responsibilities in the area detailed above, please
notify an administrator for assistance or refer to the following:
        • School Board Rule #6Gx13-______
        • AFSCME Negotiated Contract Provisions, Article ______
        • DCSMEC Negotiated Contract Provisions, Article______
        • DCSAA Negotiated Contract Provisions, Article______

These provisions serve to insure the required job performance, and prevent an unnecessary impact upon
other staff members. They also further contribute to the effective operation of this worksite.

This notice is not a disciplinary action. However, it does serve as official documentation of your need to
address this performance expectation/requirement in a timely manner.

Please be assured that every effort will be provided to assist you in meeting this performance
expectation/requirement. Please contact me at once should you have any need for further assistance, or
wish to discuss your awareness and understanding of this requirement.

I AM IN RECEIPT OF THIS MEMORANDUM.

_____________________________________                                    ________________________
Employee Signature                                                       Date

_____________________________________                                    ________________________
Witness Signature                                                        Date

cc:     AFSCME/DCSMEC/DCSAA (as appropriate)
        Personnel File




                                              PERS:111
                                                                              SAMPLE FORM
                                            EXCESSIVE ABSENCES: EMPLOYMENT INTENTION
                                        Note: Please transfer to memorandum/paragraph format.

MEMORANDUM                                                 Date________________________



TO:           ______________________ (Employee Name, Title, and #)
              ______________________ (Work Location) or
              ______________________ (Address)

FROM:         ______________________ (Site Administrator, Title)
              ______________________ (Work Location)

SUBJECT:      EMPLOYMENT INTENTION


Please be advised that you have been absent from the worksite on the following days:
______________.

Because these absences have caused the effective operation of the worksite to be impeded, I
am requesting your immediate review and implementation of any of the following options:

1.      NOTIFY the worksite of your intended date of return;
2.      EFFECT leave procedures (request for leave-without-pay form #2763 attached);
3.      IMPLEMENT resignation from Miami-Dade County Public Schools (resignation letter
             attached);
4.      IMPLEMENT retirement process (if applicable).

You are directed to notify the worksite within three (3) days of the date of this memorandum as
to your employment intention. Your absences will be considered unauthorized until you
communicate directly with this administrator.



                          ________________________(Signature/Initials of Site Administrator)

Attachments

cc:     _____________ , Assistant Superintendent (OPS)
        _____________ , Administrative Director
        Employee Resources


CERTIFIED RETURN RECEIPT REQUESTED AND US MAIL




                                         PERS:112
MEMORANDUM                                                                          SAMPLE FORM
                                                                   EXCESSIVE ABSENCES DIRECTIVE
                                             Note: Please transfer to memorandum/paragraph format.)

TO:             Employee Name, Employee Number
                Job Title

FROM:           ______________________, Director
                Region Maintenance Center #___

SUBJECT:        UNAUTHROIZED ABSENCE (1) FROM WORKSITE


It has come to my attention that on (Day), (Date), you accumulated an unauthorized leave without pay
day. If you have any documentation that can verify that this absence should be deemed authorized, you
have 24 hours in which to provide it to this office.

Attendance and punctuality are essential functions of your job position. When you are not in attendance,
your absence adversely impacts the work environment of this satellite, particularly in the support services
we provide to students, and the effective operation of this worksite.

You are apprised of the following procedures concerning future absences:
   • Be in regular attendance on a daily basis.
   • Intent to be absent must be communicated to this office by your call to the call-in tape before the
       beginning of the workday; please follow the procedure in your Maintenance handbook regarding
       the information you supply when you call the tape.
   • If any problems are impacting your attendance, it is recommended that you avail yourself of the
       services provided by the District’s support agency and seek their assistance in solving them.

Should you accrue any more unauthorized leave days, it will be incumbent upon you to provide
immediate information demonstrating that there were extenuating circumstances (e.g., hospitalization or
other unanticipated emergency) involved in taking the day to avoid possible disciplinary action.



                                                               ___________________(Site Administrator)

M###

I AM IN RECEIPT OF THIS MEMORANDUM.


Employee Signature                                      Date
Signature denotes receipt of document only


Witness Signature                                       Date

cc:     Mr. Christopher M. Moran                         Appropriate Union
        Mr. Robert M. Brown                              Employee File
        Dr. Judith Margulies-Simonpietri

CERTIFIED RETURN RECEIPT REQUESTED AND US MAIL




                                               PERS:113
MEMORANDUM                                                                 Date:______________



TO:             Employee Name, Employee Number
                Job Title

FROM:           _______________, Director
                Region Maintenance Center #_____

       SUBJECT:                            TWO UNAUTHORIZED ABSENCES FROM WORKSITE


It has come to my attention that as of (Day), (Date), you have accumulated two (2) unauthorized leave
without pay days: _____ and ________. If you have any documentation that can verify that these
absences should be deemed authorized, you have 24 hours in which to provide it to this office.

Attendance and punctuality are essential functions of your job position. When you are not in attendance,
your absence adversely impacts the work environment of this satellite, particularly in the support services
we provide to students, and the effective operation of this worksite.

You are apprised of the following procedures concerning future absences:
   • Be in regular attendance on a daily basis. Please note that your contract identifies working hours
       as those “when employees are expected to be present and performing assigned duties.”
   • Intent to be absent must be communicated to this office by your call to the call-in tape before the
       beginning of the workday; please follow the procedure in your Maintenance handbook regarding
       the information you supply when you call the tape. Please understand you may request sick or
       personal time provided you have the time available; you cannot request vacation time by calling
       the call-in tape.
   • If any problems are impacting your attendance, it is recommended that you avail yourself of the
       services provided by the District’s support agency and seek their assistance in solving them.

These directives are in effect upon receipt of this notice and are necessary to maintain effective worksite
operations.

Please be assured that assistance may continue to be provided to facilitate your regular attendance, as
appropriate. Non-compliance with the directives will be considered a violation of professional
responsibilities or insubordination.


                                                               ___________________(Site Administrator)

M###

I AM IN RECEIPT OF THIS MEMORANDUM.


Employee Signature                                      Date
Signature denotes receipt of document only


Witness Signature                                       Date

cc:     Mr. Christopher M. Moran                         Appropriate Union
        Mr. Robert M. Brown                              Employee File
        Dr. Judith Margulies-Simonpietri


                                               PERS:114
MEMORANDUM                                                                                     Date:______________


TO:               Employee Name, Employee Number
                  Job Title

FROM:             _______________, Director
                  Region Maintenance Center #_____

                            SUBJECT:          ABSENCE FROM WORKSITE DIRECTIVE

A review of your attendance record for the previous 12-month period identifies the following issues:
    •    Mo/Day/YR:        A memorandum from (Site Administrator, Position, Work Location), after noting you
         accrued an unauthorized leave without pay (ULWOP) to you to remind you of your contractual obligations
         and professional responsibilities to report to work on time on a daily basis, and not accrue any ULWOP’s.
    •    Mo/Day/YR:        A memorandum from (Site Administrator, Position, Work Location), to you documenting
         your second ULWOP day, and informing you that if you do not follow the directives issued to you, you would
         be deemed insubordinate.

You have now accumulated a third ULWOP day, reflecting insubordination. Because your absence from duties
adversely impacts the work environment, particularly in the effective operation of this worksite, you are apprised of
the following procedures concerning future absences:
     •    Be in regular attendance and on time.
     •    Intent to be absent or tardy must be communicated directly to (specific Coordinator) or his designee.
     •    Adhere to all site procedures and directives as described in Maintenance Operations Employee Handbook.
     •    Absences for illness must be documented by your treating physician and a written medical note presented to
          the designated administrator upon your return to the site. Your future absences will be reported as ULWOP
          (unauthorized) until you provide the required documentation.
     •    Should future absences exceed the number of days accrued, the absences will be considered ULWOP.
     •    Conduct yourself, both in your employment and in the community, in a manner that will reflect credit upon
          yourself and M-DCPS.
     •    Adhere to all M-DCPS rules and regulations at all times, specifically School Board Rule 6Gx13- 4A-1.21,
          Responsibilities and Duties.

These directives are in effect upon receipt of this notice and are necessary to maintain effective worksite operations.
Should you not follow them, you will be deemed grossly insubordinate.

Please be assured that assistance will continue to be provided to facilitate your regular attendance. Noncompliance
with the directives will be considered a violation of professional responsibilities., and lead to further disciplinary
actions.


                                                                           ___________________(Site Administrator)

Attachments

I AM IN RECEIPT OF THIS MEMORANDUM.


Employee Signature                                                                  Date
Signature denotes receipt of document only


Witness Signature                                                                   Date

cc:      Mr. Christopher Moran                                           Appropriate Union
         Office of Professional Standards                                Personnel File
         Dr. Judith Margulies-Simonpietri




                                                    PERS:115
MEMORANDUM                                                                                Date_________________


TO:              Mr. _____________, (Employee, Title, Employee Number)
                 Region Maintenance Center #____

FROM:            ______________________, Director
                 Region Maintenance Center #____

SUBJECT:         SUMMARY CONFERNCE FOR THE RECORD

On (Day), (Date), a conference-for-the-record (CFR) was held with you at (time) at the Maintenance Operations
Region Maintenance Center (RMaC) #_. Present at this conference were _____________, Coordinator I, Region
Maintenance Center #__; ________, your union representative; you; and this administrator. The purpose of this
conference was to discuss your attendance-to-date, insubordination, job performance, and your future employment
status with Miami-Dade County Public Schools (M-DCPS).

Service History
A review of your record indicates that you initially employed by M-DCPS s a ____ on (Date), and you were assigned
to WL 92__. You were promoted to _________ on (Date). and transferred to WL 92__. You were later transferred to
the WL 92__ on (Date), where you remained until the five satellites became six Region Centers (RMaC's) and were
then assigned to RMaC #_. This administrator then verified your home address as ____________. You said that the
information was/was not correct. (If not correct, note corrections made to the record.)

Conference Data Review
A packet of documents was provided to you and your bargaining agent representative for review in its entirety. A
review of the record included reference to the following issues:
   • list pertinent documents here that might include, for example,
   • time cards,
   • memoranda citing unauthorized absences,
   • previous CFR summaries that include directives that have been violated that now reach the standard of
      insubordination or gross insubordination. If previous directives are included, so note them in the summary as
      follows:

      A review of the record identified the following infraction(s), at which time you were issued the following
      directives:

            Date #1             • Be in regular attendance on a daily basis. Please note that your contact identifies
            Written memo          working hours as those “”when employees are expected to be present and
            (only if CFR          performing assigned duties.”
            deals with          • Intent to be absent must be communicated to this office by your call to the call-in
            attendance            tape before the beginning of the workday; please follow the procedure in your
            issues – if the       Maintenance handbook regarding the information you supply when you call the
            problem is not        tape. Please understand you may request sick or personal time provided you have
            attendance, this      the time available; you cannot request vacation time by calling the call-in tape.
            must be CFR         • If there are any problems are impacting your attendance, it is recommended that
            #1).                  you avail yourself of the services provided by the District’s support agency and
                                  seek their assistance in solving them.

            Date #2             • Be in regular attendance on a daily basis.
            (To reach the       • Intent to be absent must be communicated to this office by your call to the call-in
            level of              tape before the beginning of the workday, please follow the procedure in your
            insubordination       Maintenance handbook regarding the information you supply when you call the
            for an issue          tape.
            other than          • If any problems are impacting your attendance, it is recommended that you avail
            attendance,           yourself of the services provided by the District’s support agency and seek their
            infraction is         assistance in solving them.
            documented in       • Failure to follow the directives given you will be deemed insubordination. (See
            CFR #2                Payroll chapter of your Employee Handbook); see also Article __ - Working
                                  conditions, Section __ - Work Scheduling in your ____ Contract;




                                                   PERS:116
              Date #3                         (See directives listed in Date #2 CFR) – The Reprimand follows the CFR
              Repro,and (A reprimand          citing insubordination, and should include the same directives.)
              follows CFR #1)

This administrator explained to you that your failure to comply with the directives given you in the memoradum dated
____ (use date #2 above) is considered insubordination, and that your attendance has adversely affected the
productivity of the Region Maintenance Center.

You were then asked whether you have any explanation or supporting documentation that might be used to explain
your insubordination that resulted in the additional day(s) of unauthorized leave (or other infraction being cited). Your
representative responded by stating the following: (insert response).

Action Taken
In consideration of the conference data, this administrator felt it appropriate to give you a Supervisory referral to the
District's support agency. You indicated that you were willing/not willing to avail yourself of the agency's assistance.

The following directives were also delineated and were issued to you during the confererence
  •     Adhere to all M-DCPS rules and regulations, specifically School Board Rule, 6G 13-4A-1.21, Responsibilities
        and Duties. (During the conference, you were provided a copy of this rule, and you were advised of the high
        esteem in which all employees are held and of the District’s concern of any behavior which adversely affects
        this level of professionalism.)
  •     Be at work on time daily, and follow the procedures in your employee handbook should you need to be absent.
  •     Do not leave the worksite without specifically informing your Foreperson or Coordinator because you are not to
        leave the worksite without permission of your superiors.
  •     When you arrive late to work, you must see an administrator and inform him/her of your arrival. If you know
        you will be late to work, you are to call the RMaC’s absentee tape to inform the work location prior to your
        arrival of your situation.
  •     Conduct yourself in your employment and in the community in a manner that will reflect credit upon yourself
        and M-DCPS.

These directives are in effect and will be implement immediately to prevent adverse impact to the operations of the
work unit.

Failure to follow the above directives will result in further disciplinary action, and will be considered gross
insubordination. This administrator again reminded you of the services offered by the District’s Support Agency, and
that you re strongly advised to take advantage of the assistance they can provide you.

In closing, this administrator informed you of the fact that you have the right to append, in writing, any material or
comments pertaining to this CFR. A summary of this conference will be forwarded to ______, Administrative Director,
Facilities Operations, Maintenance for review and subsequent action, as well as the Office of Professional Standards.

                                                                                   ___________________________xxx

_______________________________________________________-                   ___________________________________
(Signature acknowledges receipt of memorandum only)

_______________________________________________________-                   ___________________________________
Witness                                                                    Date

XX:xx
M#

Attachments

cc:       Maintenance Officer                                    Mainenance Employee Resources
          Administrative Director                                RMaC Coordinator
          OOPS District/Executive Director                       Union
                                                                 Personnel File



                                                     PERS:117
             FORMS AND TEMPLATES USED IN DISCIPLINARY ACTIONS

The following forms may be found in the Office of Professional Standards (OPS)
Handbook, and through the Records and Forms Management Website if a form number
is identified. Please do not use the forms as they appear in the OPS Handbook. All
material is to be turned in to memorandum format. If any administrator needs assistance
with completing necessary documentation, s/he should contact Maintenance Employee
Resources and/or the appropriate OPS administrator assigned to Maintenance.

When using these forms, PLEASE take the time to read the narrative section preceding
them in the OPS manual. The information is valuable, and will explain the procedure in
a very clear manner.

Form Name                                                                  Form #   OPS Manual
Notice for Conference-for-the-Record Sample Form                                        V-6
Conference-for-the-Record Sample                                                        V-13
   Note 1: A CFR shall be held as the first step when there is a
   violation of federal statutes, state statutes, defiance of the
   administrator’s authority, or a substantiated investigation to
   determine if formal disciplinary actions should be taken, i.e. letter
   of reprimand, suspension, demotion, or dismissal. A CFR in and of
   itself shall not be considered disciplinary.
   Note 2: A CFR must be conducted PRIOR to the issuance of a
   REPRIMAND.

   Note 2: If the employee is absent for a prolonged time period,
   send the summary by both U.S. First Class and Certified Mail.
   Indicate that you have done so on the summary. When it is
   returned to you, retain the green receipt of certified mail for your
   records, or obtain confirmation of delivery from the Postal Service
   website (www.usps.com).
Conference-for-the-Record Sample for Employee on                                        V-23
Leave or Absent
Sample Reprimand                                                                        V-17
Administrative Review Site Disposition from OPS to                                      II-4
Worksite – the memorandum that initiates the site
investigation.
Administrative Review Student Statement Form                                            II-9
Administrative Review Employee Statement Form                                           II-10
Administrative Review Investigative Report – completed                                  II-6
after speaking with all parties involved
Administrative Review Site Disposition Template –                                       II-11
memorandum completed at close of the investigation that


                                               PERS:118
includes the Report and all Statement Forms as
attachments
Preliminary Personnel Investigation Site Disposition from             III-5
OPS to Worksite – the memorandum that initiates the site
investigation.
Preliminary Personnel Investigation Site Disposition –                XI-6
memorandum completed after actions taken that document
work site’s actions to close the case
Supervisory Referral to the District’s Support Agency/      FM-4167   XI-6
Employee Assistance Program (EAP)
Records Check Site Disposition from OPS to Worksite –                 IV-5
the memorandum that initiates the site investigation.
Records Check Site Disposition – memorandum                           XI-6
completed after actions taken that document work site’s
actions to close the case
Reappointment Recommendation                                          X-6




                                       PERS:119
                                  MIAMI-DADE COUNTY PUBLIC SCHOOLS
                                     OFFICE OF HUMAN RESOURCES
                                     1500 BISCAYNE BLVD., SUITE 241
                                             Miami, FL 33132


                                    LETTER OF RESIGNATION
                                     _____________________
                                              Date
The School Board of Miami-Dade County, Florida
1450 N. E. 2ND Avenue
Miami, Florida 33132

Dear Board Members:

Please accept my resignation from the Miami-Dade County Public Schools for the
following reason(s):




I am requesting that this resignation become effective ________________ which will be
my last day of employment.

Respectfully,

___________________________________________________
Signature                                  (Emp. No.)

___________________________________________________
Current Position                      (Work Location)
___________________________________________________
___________________________________________________
Home Address

Check One:
      I recommend that this resignation be accepted.
      I recommend that this resignation not be accepted.

___________________________________________________
Signature of Principal/Department Head

cc:      Administrator, Personnel Records, WL 9324, Annex Room 141-L
         NOTE: Work sites must enter the correct termination code in the PERS system
         and forward the original letter of resignation to Personnel Records. Please        maintain a copy
of the letter in the employee’s work site folder. The employee’s work site folder must be kept at the
location for one year. After one year, forward       file to WL 9324, Annex Room 141-L for imaging.


                                                                                             FM-6020 (01-08)

                                              PERS: 119
PERS:122
                        TRADES
                                                                    Page #
Breaktime and Mealtime Policy for Employees                          TR:3
Qualifying Documents by Job Description                              TR:5
Procedures to be Taken When M/O Employees Fail To Maintain
    Qualifying Documents Required by Job Description                 TR:5
Certificate of Competency                                            TR:7
Daily Status Form                                                    TR:7
Fuel Inventory Management, MMM Assumption of                         TR:8
Identification Badges                                                TR:9
Labor Chargeback Procedures                                          TR:9
Parking                                                             TR:10
Productivity Procedures and Work Schedule                           TR:10
Cellular Telephones with GPS Tracking                               TR:11
Radio Procedures                                                    TR:11
School Visits                                                       TR:13
Securing of Crime Scenes                                            TR:13
Actions Following a Hurricane or Other Natural Disaster             TR:14
Standby Duty                                                        TR:14
Tool Allowance                                                      TR:17
Tool Replacement                                                    TR:17
Uniforms                                                            TR:17
Union Stewards and/or Non-Employee Representatives Regarding
    Attending to Union Business During the Work Day and Workplace
    Access                                                          TR:20
Vehicles                                                            TR:21
Safe Driver Requirements for Employees Operating Board-
     Owned/Leased Vehicles                                          TR:22
Receipt of a Parking Ticket While Using a School Board Vehicle      TR:22
Cash Reimbursement of Tolls                                         TR:23
Vehicle Distribution                                                TR:23



                                     TR: 1
Work Order Procedures                                TR:24
    Requests for Service Form Instructions           TR:24
    Maintenance Customer Service                     TR:24
        Customer Service Center Operation            TR:25
        Work Order Scoping                           TR:25
        Duties and Responsibilities                  TR:26
    Work Order Entry                                 TR:28
    Problem Codes                                    TR:29
    Emergency Criteria                               TR:32
    Non-Emergency Requests for Maintenance Service   TR:33
    Emergency Requests for Maintenance Service       TR:34

FORMS:
  A. Daily Status Form with Instructions             TR:37
  B. Daily Status Form - Foreperson                  TR:39
  C. Service Request Form                            TR:40
  D. Weekly Mileage Log                              TR:43
  E. Individual Property/Tool Inventory Form         TR:44
  F. Request for Temporary DCSMEC Employees          TR:45
  G. Request to Participate in Standby Duty          TR:46
  H. Custodial Reimbursement Request Form            TR:47




                                    TR: 2
          BREAKTIME AND MEALTIME POLICY FOR EMPLOYEES

                                BACKGROUND

Employees shall not deviate from their assigned schedules without first acquiring
permission from their supervising administrators who are to be informed of the
reasons for leaving, the destination, and the estimated return time to
assignments. If employees cannot locate their supervising administrator(s), a
detailed message is to be left with another administrator or clerical personnel
from the administrator's office. Additionally, employees using vehicles equipped
with radio communication shall report all departures and arrivals at all locations
via radio communication.

To insure that all employees are informed of when the break time shall be taken,
the following information is published.

In accordance with Bargaining Unit agreements and established Maintenance
Operations practices, employees shall be permitted two (2) fifteen-minute breaks,
and a half-hour meal period during an eight-hour work day. The scheduled times
for work breaks and meals shall be:

            FIRST SHIFT                                      SECOND SHIFT

           7:00 - 9:15 a.m.               Work               2:30 - 4:45 p.m.
           9:15 - 9:30 a.m.         Break (Approx.)          4:45 - 5:00 p.m.
          9:30 - 11:30 a.m.               Work               5:00 - 7:00 p.m.
         11:30 - 12:00 noon       Meal Time (Approx.)        7:00 - 7:30 p.m.
          12:00 - 1:45 p.m.               Work               7:30 - 9:15 p.m.
           1:45 - 2:00 p.m.         Break (Approx.)          9:15 - 9:30 p.m.
           2:00 - 3:30 p.m.               Work               9:30 - 11:00 p.m.

Note: The break time is listed as an approximated time that is contingent upon
the work being completed. The break time can be adjusted, within reason, to
accommodate avoiding an interruption in the flow of work.

Modified schedules, created on an as-need basis, will also include the
appropriate breaks and lunch period.

The following standards are published to guide employees in the use of this
benefit:

                                  BREAKTIME
   a.     Breaks shall be taken at the scheduled times, and AT THE WORK
          LOCATION SITE. Employees are not to leave the worksite during break


                                      TR: 3
     time with the exception that, if several employees are assigned to a
     worksite, one employee may leave the site during break time to obtain
     refreshments for the others. Under such circumstances the employee
     shall not travel more than one city block (or 1/10th mile) from the
     worksite and the travel must be accomplished within the scheduled
     break time (not in advance). Board owned vehicles may NOT be used
     for this purpose.
b.   Employees taking their breaks at a school must comply with all of the
     school's requirements, including personal appearance, for the use of
     the cafeteria or other similar spaces, and for payment of refreshments.
c.   If an employee reaches a scheduled break time while traveling from
     one work location to another, s/he SHALL NOT stop enroute, but shall
     wait until arrival at the destination to take a break.
d.   The use of Board-owned vehicles to travel to restaurants for breaks, or
     to pick up refreshments to bring back to the work location is considered
     to be personal business, and is expressly FORBIDDEN.

                              MEALTME
a.   Occasionally, employees may find that working circumstances make it
     impractical to take their scheduled mealtime. Under such
     circumstances employees may, with an administrator's permission,
     shift their mealtime if such a shift does not advance or retard the
     mealtime by more than one hour from the scheduled mealtime.
b.   Employees reaching the scheduled mealtime while traveling from one
     work location to another may stop at a restaurant (but not a private
     residence) that is on the route of travel, providing the supervisory
     administrator, or administrator's clerical staff, is notified in advance.
c.   Employees who are located at an assigned worksite during scheduled
     mealtime may use a Board vehicle for traveling to get a meal at the
     closest and most reasonable restaurant (but not a private residence),
     providing advance permission is obtained from the supervisory
     administrator. Such travel and time for eating must be accomplished
     during the one-half hour period allotted for the mealtime.
d.   The use of Board-owned vehicles is restricted to the transportation of
     M-DCPS employees, equipment, and supplies to and from authorized
     work locations, limited travel to a meal as described above, and, if
     necessary due to emergencies, for transportation of individuals to
     doctors' offices or hospitals. BOARD VEHICLES WILL NOT BE USED FOR
     PERSONAL BUSINESS such as to a bank, home, store, doctor, or any
     other point to conduct personal business.
e.   Violations of these standards will lead to appropriate disciplinary
     action, which may include termination.



                                 TR: 4
        QUALIFYING DOCUMENTS REQUIRED BY JOB DESCRIPTION

Designated trade employees are required to maintain qualifying documents
specified in Miami-Dade County Public School's (M-DCPS) job descriptions.
Examples of these documents include:
   •    Certificates of competency for designated journeypersons
   •    Driver's licenses in particular categories
   •    Certification/ licensure by regulatory agencies.

Such documents are necessary and mandatory for the performance of required
duties, and maintaining these documents is determined to be a condition of
employment. Therefore, supervisory staff will assist all employees in the
performance of their duties by alerting each on a regular basis to the suspension
or revocation of a required license/ certificate.



        PROCEDURES TO BE TAKEN WHEN FACILITIES OPERATIONS,
         MAINTENANCE EMPLOYEES FAIL TO MAINTAIN QUALIFYING
              DOCUMENTS REQUIRED BY JOB DESCRIPTION

Facilities Operations, Maintenance trades employees are required to possess
and maintain certain qualifying documents required by M-DCPS job descriptions.
Examples of types of required qualifying documents are journeyperson
Certificates of Competency, particular categories of Driver's License, and
certification/licensure by regulatory agencies. Such documents are fully
necessary and mandatory for performance of required duties. It is recognized
that agencies issuing the qualifying documents may revoke or suspend such
documents. In this event, an employee is no longer qualified to perform the
requirements of his/her position with the District.

The following actions will be implemented should it be determined that a
Facilities Operations, Maintenance employee may no longer possess a required
qualifying document:
   a.      The appropriate Facilities Operations,           Maintenance Region
           Maintenance Center (RMaC) Director shall        issue a memo to the
           employee concerning whether the employee        possesses the required
           document and instructing the employee to         report for an informal
           discussion at a specified time and date.
   b.      At the informal discussion, the employee shall be given opportunity to
           comment upon, and provide information related to, the issue of the
           employee possessing the required qualifying document. Subsequent to
           concluding the informal discussion, if the RMaC Director believes that
           the employee lacks the required document, the RMaC Director shall


                                        TR: 5
     notify the employee, pursuant to the applicable bargaining unit
     contract, to report for a Conference for the Record (CFR). The CFR
     shall be held by the appropriate Facilities Operations, Maintenance
     Director at a designated time and place on the second working day
     following notification to the employee. The Region Maintenance Center
     Director shall also inform the employee that he/she is being placed on
     alternate assignment at the worksite location, effective immediately.
c.   At a Facilities Operations, Maintenance CFR, fact finding will occur
     concerning the loss of the qualifying document. If the employee is
     unable to produce documentation at the CFR that he/she does
     possess the required qualifying document, the employee will be given
     notification, in compliance with the applicable bargaining unit contract,
     that a District CFR will be held by the Office of Professional Standards
     (OPS). The employee shall also be notified that he/she will continue on
     alternate assignment at the worksite location pending the District CFR.
     Notification to the employee regarding the time and place of the District
     CFR shall be issued by OPS. Prior to the District CFR, should the
     employee be able to demonstrate to Facilities Operations,
     Maintenance that he/she has obtained restoration of the qualifying
     document, Facilities Operations, Maintenance shall request that OPS
     cancel the District CFR, and Facilities Operations, Maintenance shall
     instruct the employee to return to the normal duty assignment.
d.   At the District CFR, fact finding will occur concerning the loss of the
     qualifying document. If it is determined that the employee does not
     possess the valid qualifying document, OPS will inform the employee
     that suspension pending termination will be recommended as the
     employee does not meet the minimum job qualifications. The
     employee shall be instructed that he/she will continue on alternate
     assignment at the worksite location pending Board action on the OPS
     recommendation. Every effort will be made by OPS to ensure that the
     recommendation is taken to the next regularly scheduled Board
     meeting.
e.   The employee will be further informed that he/she is to immediately
     notify OPS should restoration of the qualifying document be obtained
     prior to Board action on the OPS recommendation. Upon such
     notification by the employee, OPS will instruct the employee to attend
     an additional CFR held by OPS, at which time the employee's
     qualifications shall be reviewed and continued employment stipulations
     will be determined.




                                 TR: 6
                       CERTIFICATE OF COMPETENCY

Journeypersons employed will possess and MAINTAIN A VALID AND CURRENT
Certificate of Competency if such certificate is customarily available for that
trade.


           CERTIFICATE OF COMPETENCY RENEWAL PATTERNS

 Metro-Dade County – 2 year          Building Trades (odd years)
                   renewal           Electrical Trade (odd years)
                                     Mechanical/ Plumbing Trades (even years)
     Broward County - 2 year         A-K (even years)
                    renewal          L-Z (odd years)
      Monroe County - 2 year         A-Z (odd years)
                    renewal
  Palm Beach County - 2 year         Masters A-Z (odd years)
                    renewal          Journeypersons A-Z (even years)
                Collier County       A-Z Annual renewals



                             DAILY STATUS FORM

                                  DEFINITION

The Daily Status Form is used to document and record actual travel and labor
hours for every tradesperson. This form must be completed entirely and
accurately in order to properly document not only the tradespersons daily
activities but to RECORD those activities and their corresponding labor costs to
the specific project where the work took place. Once properly completed and
endorsed by the tradesperson, the daily status form becomes an official
document thus creating an auditable representation of the tradespersons
activities.(A sample form, along with instructions for completing it, is in the
appendix of this chapter.)


                                      NOTE

It is MANDATORY that Daily Status Forms are properly completed and turned in on
the same day the work is performed. Failure to follow this note, any of the steps
outlined in this procedure, or providing false information on the DSF may result in
disciplinary action.




                                      TR: 7
                                PROCEDURES

General Conditions:
1.    All Daily Status Forms (DSF's) must be dated and then signed by all
      tradespersons reporting time on the DSF.
2.    Arrival and departure times, at the school site or other work location, must
      be completed before obtaining the principal's signature. These signatures
      should not be completed at the same time: that is, the arrival signature
      should be documented AT THE TIME THE EMPLOYEE ARRIVES AT THE SITE; the
      departure signature should be obtained AT THE TIME THE EMPLOYEE LEAVES
      THE SITE.

3.    In cases when the principal is not available, the principal may specifically
      authorize a representative to sign on his/her behalf. However, under no
      circumstances can this representative be the Custodian or Zone
      Mechanic.
4.    Upon arrival at the school site, the trades person will time stamp the back
      of the DSF in the upper left hand corner.
5.    Upon departure from the school site, the trades person will time stamp the
      back of the DSF in the upper right hand corner.
6.    When reporting Delay Time, the following information must be provided on
      the DSF in the BRIEF DESCRIPTION OF WORK PERFORMED THIS WORK DAY field:
      a.    Your base work location (e.g.: 9241, 9271)
      b.    Delay time activity or cause of the delay (e.g.: Safety Meeting, Truck
            Breakdown)
      c.    Work Order number and description of original job assignment.



           FUEL INVENTORY MANAGEMENT, MMM ASSUMPTION OF

All Facilities Operations, Maintenance fuel will now be charged to an asset
account and managed by Maintenance Materials Management (MMM). Facilities
Operations, Maintenance, therefore, will no longer be required to initiate
requisitions for fuel.

When night fueling is available, vehicles with hub odometers will be fueled
automatically. All other vehicles to be fueled must display the odometer reading
in the front windshield.




                                      TR: 8
                           IDENTIFICATION BADGES

All DCSMEC and AFSCME personnel are required to wear identification badges.
1.   Requirement to Wear Identification Badge
     a.   The School Board requires that employees of the two aforementioned
          bargaining units wear the identification badge during all work
          assignments of the school system.
     b.   The identification badge shall be worn clipped or hanging exposed
          outside the left shirt pocket, or clipped on or hanging exposed over or
          near the right trouser belt loop -approximately 6 to 8 inches to the right
          of the belt buckle.
2.   Providing the Identification Badges
     The School Board shall provide the identification badge. Each employee
     shall upon issue be equipped with two (2) badges. One will be issued to the
     employee and the second, as a spare, shall be retained in Maintenance
     Employee Resources. If employees lose the first badge they shall receive a
     verbal warning and be issued the second badge. If the employee loses the
     second badge, he will be issued a temporary badge and scheduled for a
     photograph session for an additional issue of a badge. He/she shall also be
     issued a letter of reprimand for the lack of the assumption of responsibility
     for the security of the identification badge. Since these identification badges
     may be used for various reasons, they must remain with the employee at all
     times and not be handled in a careless manner. All employees that retire,
     resign, are laid off, or are terminated shall return the identification badge to
     Employee Resources.



                    LABOR CHARGEBACK PROCEDURES

Facilities Operations, Maintenance personnel shall adhere to the following
procedures for labor chargebacks to the District's organizational units for
rendering of services.
1.   A Service Request shall be received by Facilities Operations, Maintenance
     and/or its Region Maintenance Centers from either a department and/or a
     school requesting services to be provided.
2.   The requester shall initiate a request, identifying the services as well as the
     fund structure to defray the cost of these services. If the request is a verbal
     request, it must be followed with a written memorandum confirming the
     services requested.
3.   Upon receipt of a service request, a work order shall be generated through
     the COMPASS system, and the project shall be scheduled by the Region



                                       TR: 9
4.    Region Maintenance Centers shall be required to maintain copies of Daily
      Status Reports for any work done by them for Capital Improvement
      Projects, as well as work done for any other work location. This requirement
      is applicable to both regular and overtime activities. These Daily Status
      Reports are to be accumulated, batched, sorted, and totaled by regular time
      and overtime.
5.    Work order Headers and Work order Cost Summary Reports from the
      COMPASS system for the Labor Chargeback projects, and a copy of the
      service request memo shall be attached to the Daily Status Reports and
      forwarded to the Budget Director, Faciltiies Operations, Maintenance, each
      Monday. Accuracy of all data is important since it will be used as support
      documentation for labor chargebacks.
6.    The Finance section of Facilities Operations, Maintenance shall review the
      Daily Status Reports and the cost reports for appropriateness, and then
      prepare an Expenditure Transfer, along with support documentation, and
      forward this information to General Accounting.
7.    General Accounting shall effect the transfer of labor chargebacks to the
      appropriate cost center.



                                    PARKING

Each Region Maintenance Center's parking lot is divided into two sections: one
for PERSONAL VEHICLES, which include vehicles with county tags, and one for
FLEET VEHICLES. School Board vehicles are not permitted in the employee parking
areas, nor are personal vehicles permitted in the fleet parking area. Available
parking spaces are limited and some may be assigned to specific employees;
these spaces are marked “RESERVED”. Employees are expected to check with
their immediate supervisor to see where they should park their cars.



            PRODUCTIVITY PROCEDURES AND WORK SCHEDULE
•    Except where otherwise stipulated by contract or otherwise approved by
     administration, the normal workday for all Facilities Operations, Maintenance
     employees consists of 8 hours of work.
•    This 8 hour workday includes two 15 minute scheduled break periods, one in
     the morning and one in the afternoon.
•    A 5-minute wash-up period will be allowed, when necessary, before quitting
     time each day.


                                      TR: 10
•   Every employee is expected to start work promptly at his/her regularly
    scheduled starting time (this includes getting out tools, equipment, supplies,
    materials, orders, etc.) and continue actively working until the beginning of the
    wash-up period.
•   Employees taking unauthorized breaks or engaging in other unproductive and
    unauthorized activities, including shortening their workday by returning to the
    compound early, without good reason, will be disciplined appropriately.
•   Any employees completing their scheduled work prior to the end of the
    workday or period are required to continue working at other productive job
    related activities, i.e. completing paperwork, organizing materials for the next
    job, cleaning work station/ shop, and assisting other jobsite employees in the
    completion of job-related activities. When these options are exhausted, the
    supervisor should be notified with a request for additional work.

These procedures are to be strictly adhered to by all Maintenance employees
and strictly enforced by administration, applying progressive discipline, when
necessary.



               CELLULAR TELEPHONES WITH GPS TRACKING

•   For all employees carrying cellular telephones that have the Global
    Positioning System (GPS) tracking software system, the system MUST be
    turned on during employee work hours.
•   Participation is essential, and mandatory.
•   The GPS provider has been instructed to initiate tracking at 7:00 am and to
    cease tracking at 3:30 pm. weekdays.
•   The tracking will take effect once the user has logged off and logged in at
    least once.
•   Employees working overtime or on weekends must login, and the system will
    then begin tracking for the time they are logged in only. Once employees
    logout on those days, the GPS system will immediately stop tracking.
•   Employees assigned to alternate shifts have been identified, and tracking
    times for those individuals have been adjusted accordingly. The login/logout
    and exit procedures will apply to these shifts as well.



                              RADIO PROCEDURES

Facilities Operations, Maintenance uses the Two-Way Radio Communications
System to provide improved service to users of office services by:


                                       TR: 11
   •   Providing faster response in emergency situations that are endangering
       life and/or property.
   •   Providing a communication link in the event of telephone failure.
   •   Providing access to key personnel.
   •   Logging the location and/or destination of various units.


                    PROPER USE OF THE RADIO SYSTEM
   •   The band should be clear prior to keying the microphone.
   •   Employees should allow fifteen (15) to twenty (20) seconds between calls
       so that the dispatcher can log information.
   •   Official Signal Codes should be used.


                                 SIGNAL CODES

       01    Call Office                       09    In Service
       02    Call ...                          10    Out of Service
       03    To the Radio Shop                 11    Out of Service (Personal)
       04    To the Garage                     12    Eat
       05    To Base                           13    Special Information
       06    Transfer                          15    Meet
       07    Cancel                            17    Traffic Accident
       QSL   Do you receive me O.K.?           QTH Give location
       QTR   The time                          QSK Proceed with transmission
       QRU   Nothing for you here              QRX Stand by
       QSM   Repeat message

       Truck call numbers will be by unit number.
       For example: SB-499, OR SB-53.

       Sample Messages: SB-499 (09) to Miami Senior,          OR     SB-53 (12).


                                 TALK GROUPS

       SB (100 units) Central                SB (400 units) - South Central
       SB (200 units) North                  SB (500 units) -Coral Reef
       SB (300 units) North Central          SB (600 units) -South
                              SB (7) - SBA Base

The journeyperson is responsible for radio operation, and will properly signal the
base station when departing for a location and signal the Base Station upon


                                      TR: 12
arrival at the destination. Even though employees are provided pagers, proper
notification via radio transmission is required when arriving at or departing from
work assignments.



                                SCHOOL VISITS

Upon arrival at a school, all employees are to report to the main office and get
their Daily Status Form SIGNED and the time written in by school office personnel,
thus alerting school employees of their presence and informing them of the
reason for the visit. Before leaving the site, employees are again to go to the
main Office, get their Daily Status Form SIGNED and the time leaving written in. At
the same time, they are to inform office personnel of the status of work that was
performed.

This procedure is necessary for the proper processing of Daily Status Forms and
work orders, and will ensure maximum exposure for the presence of
Maintenance personnel. Many times school office personnel are unaware
Facilities Operations, Maintenance has responded to their needs.

Employee cooperation in reporting to the office will enable Facilities Operations,
Maintenance to keep school personnel aware of Maintenance activity within their
site, thus creating a positive perception.



                        SECURING OF CRIME SCENES

The Miami-Dade Schools Police Department (M-DSPD) requests assistance in
addressing a situation involving the occasional crime scene in District schools.
On occasion, burglary scenes have been contaminated by custodial and/or
maintenance personnel in their effort to clean the affected area. It is imperative
that school personnel protect the integrity of every crime scene so that all
identifiable evidence may be gathered in order to facilitate identification of the
offender as well as recovery of stolen property. The high dollar value of some of
the property throughout the District mandates such procedural vigilance.

Therefore, all custodial and maintenance personnel, specifically zone mechanics,
must secure, rather than clean, crime scenes such as burglaries and excessive
vandalism. A MDSPD detective or crime scene unit will respond and process the
scene, taking photographs and prints. Upon completion, these individuals will
clear the scene to be cleaned.




                                      TR: 13
  ACTIONS FOLLOWING A HURRICANE OR OTHER NATURAL DISASTER

In the aftermath of a hurricane or other natural disaster, it becomes the charge of
this department to assess the damage to each of the District’s facilities, and then
begin repair and clean-up activity so that the schools can be returned to a safe
and usable condition as soon as possible. All efforts must be documented, as all
work done by Maintenance is documented, but there are times – especially after
a hurricane – that the cleanup must be documented on an alternate set of forms
in order for the Federal Emergency Management Administration to reimburse the
District for monies spent. In such cases, the following forms must be accessed
on line from Forms Management, and completed per the instructions that come
with them. These forms from The Office of Risk and Benefits include:
 FM-6444: Management Emergency Daily Activity Record
 FM-6250: Damage Survey Form
 FM-6249: Furniture, Fixtures and Equipment Form



                                STANDBY DUTY

The category of duty designated as "standby" for journeyperson employees
represented by the DCSMEC Bargaining Unit has been established to create a
pool of employees available to respond to emergency service requirements
during off-hours. The Chief Facilities Officer, M/O, may implement the standby
category for any trade classification within the unit, following notification of
DCSMEC. The right to initiate, use, and/or discontinue assignments in the
standby category is expressly reserved by Management; the adoption of this
category for any employee shall not be considered an alteration of work
scheduling to avoid overtime payment.

                     PARTICIPATION AND ASSIGNMENT

Participation in the standby pool shall be voluntary and limited to the
journeyperson classifications of the identified standby trade(s). Any
journeyperson's desire to participate shall be registered with the administrator
responsible for the roster by completing the Standby Request for Duty form.
Withdrawal from the pool shall be at the employee's option, with a condition that
written notice be given at least two (2) weeks prior to the employee's scheduled
standby duty rotation. The written notice shall be given to the administrator
responsible for the roster; a three (3) month waiting period shall be observed
before re-entry into the pool is permitted.

Assignments to standby duty shall be for a period of seven (7) consecutive days,
and shall be rotated uniformly among those who have elected to participate.
However, the administrator responsible for the roster may make an emergency
appointment should such an appointment be needed to provide continued


                                      TR: 14
coverage. A separate rotation roster shall be maintained by the administrator
responsible for the roster for each trade and service area to ensure systematic
division of assignments among the participants. Employees added to the pool will
be placed at the bottom of the roster. One copy of the roster will be sent to each
participant in the standby pool, affected shop, and M/O Region Maintenance
Center.

Employees designated for standby duty will be required to maintain full
availability according to the following schedule:

Monday - Thursday     Beginning one-half (1/2) hour after the end of that day's
                      regular shift, until 7:00 a.m. the following day
Friday - Weekends     Beginning one-half (1/2) hour after the end of that day's
                      regular shift, until 7:00 a.m. the following work day
Holidays              Beginning one-half (1/2) hour after the end of the work
                      day's regular shift before the holiday, until 7:00 a.m. the
                      following work day

During these periods, the standby employee will be required to supply a
telephone number where s/he will be personally available to receive messages
and instructions. The use of an answering service or an answering machine will
NOT constitute "personally available"; however, call forwarding service or similar
referral system is acceptable. The standby employee will be assigned a beeper
and/or walkie-talkie radio for use during the standby duty rotation. The beeper
and walkie-talkie radio will be kept "on" at all times and used as needed. The
standby employee will be required to make every effort to respond and
communicate with the M/O administrator requiring assistance, including
contacting Energy Communications (305-995-1550). The standby employee will,
at the completion of the standby duty rotation, forward the standby beeper and/or
walkie-talkie radio to the next employee on the standby duty rotation. Employees
designated for standby duty will comply with all requirements regarding the use
of School Board property as set forth on the Approval of Off-Campus Use of
School Board Property form (See the Forms section of Chapter 5).

Employees designated for standby duty may not change the roster rotation
without prior written approval of the administrator responsible for the roster.
Requests to change the roster will be made IN WRITING to the administrator
responsible for the roster not less than four (4) working days prior to the start of
the effected rotation. Employees designated for standby duty may not schedule
leave during their rotation nor the working day before and/or after their rotation.

Board rules prohibiting the use of alcohol and other mood modifiers while on duty
will apply to employees performing standby duty. Also, the standby employee will
not be eligible to perform "scheduled" overtime during his/her standby duty
period, however, s/he will not be charged as having refused available overtime. If
the designated standby employee is unable to perform any portion of a standby



                                      TR: 15
assignment because of illness or other unforeseen emergency, s/he will so notify
the administrator responsible for the roster immediately, who will either make an
emergency appointment, or, using his/her discretion, permit the duty to be
unassigned.

                      TIME RECORDING AND PAYMENT

The periods spent in standby status shall be recorded separately from the
employee's regular working hours, and shall not be a factor in any overtime
calculation. That is, standby duty hours are recorded separately from the
overtime lists maintained by the designated work location steward, and not
subject to DCSMEC Contract Article IX, Section 2: Scheduled Overtime
Distribution.

Payment for standby time will be made as a supplement, on the “F” payroll, and
will be based upon one (1) hour for each weekday (Monday - Friday) and two (2)
hours for each Saturday, Sunday, or holiday, at the employee's regular straight
time rate of pay. Any designated standby employee who is unable or does not
perform any portion of a standby assignment will forfeit his/her standby pay for
that time.

                    EMERGENCY WORK PERFORMANCE

Assignment to perform emergency overtime repairs is not guaranteed to the
standby employee. For example, if carpenters are already present and available
in the area of an emergency, an emergency board-up requirement would be
assigned to them. Those assignments referred to the standby employee will be
limited to those emergency service requests customary to his/her regular trade.
The administrator assigning the work will make the determination whether
additional supporting trades or helpers are required. Vehicles, equipment, and
materials will be available from the standby employee's assigned Region
Maintenance Center, as needed.

If an employee is called in from standby status for an emergency work
assignment, overtime entitlement shall begin WHEN THE BASE OR WORK LOCATION IS
REACHED. If a standby obligation remains following the completion of the
emergency response, the employee shall resume standby status until the
standby period is completed.

If an employee misses a regular turn for a standby duty assignment because of
any form of approved leave, s/he will be charged as though the assignment had
been worked, and will be required to wait until his/her name comes up again in
the regular rotation.

Failure of an employee to accept or complete a standby assignment without good
cause may result in removal from the standby eligibility list for up to three (3)



                                     TR: 16
months. The decision for removal shall be made by the Chief Facilities Officer,
M/O, upon the recommendation of the administrator responsible for the roster.

                ADMINISTRATOR OVERSIGHT OF PROGRAM

Each Region Maintenance Center will designate the Coordinator I who oversees
either the carpentry or audio visual trade as the Region Maintenance Center
standby liaison for both standby trades (carpenters and audio visual). The
Region Maintenance Center standby liaison will act as the Region Maintenance
Center representative with regard to standby duty issues. S/he will facilitate the
continual enhancement of the standby duty program. Specifically, the Region
Maintenance Center standby liaison will:
   •   Ensure compliance with the standby SOP.
   •   Ensure that the APPROVAL OF OFF-CAMPUS USE OF SCHOOL
       BOARD PROPERTY form is filled out properly and kept on file for audit
       review.
   •   Ensure that all standby duty participants receive the duty roster as well as
       other pertinent information.
   •   Interact with the administrator responsible for the roster on standby
       issues.



                              TOOL ALLOWANCE

Employees may be eligible for a tool allowance if their job classification requires
them to provide and maintain their own tools. Employees should check with their
supervisor to see if they are eligible for a tool allowance.



                             TOOL REPLACEMENT

Stolen tools are not reimbursed with money. Instead, after it is confirmed that the
tools in question are part of the approved tool list, and upon review of an official
Police or M-DCPS School Police Report, the stolen tools will be replaced with
comparable tools, in accordance with each applicable bargaining unit contract.



                                   UNIFORMS

In an effort to improve the image and enhance the professional appearance of
the Facilities Operations, Maintenance work force, all permanent AFSCME and



                                      TR: 17
DCSMEC employees are encouraged to wear uniforms. Employees choosing to
receive a uniform allowance must wear a uniform for one (1) full year and adhere
to the standard stated below.

All employees must wear their identification badges, regardless of their choice to
wear a uniform. Identification badges assist school staff in their efforts to improve
security at their facilities and permit M/0 personnel to service these facilities with
minimum disruption. There are NO EXCEPTIONS to this part of the procedure.


                      UNIFORM ALLOWANCE STANDARD

All tradespersons must wear light blue shirt with collar and dark blue trousers,
with the exception of masons and painters who are to wear white shirts and white
trousers. Forepersons are to wear a white shirt with a collar and dark blue
trousers.
   •   Uniforms must be clean and neat.
   •   No pullovers or tee shirts, with or without pictures and/or writing will be
       allowed.
   •   Industry standard safety/work shoes or boots, preferably with steel toes,
       should be worn. Canvas type shoes are not acceptable.
   •   Maintenance employees, except for Glaziers, Roofers, Sheet Metal
       Workers and Welders, and Fence Installers are permitted to wear shorts
       during the summer season (from the first day AFTER the regular school
       term ends through the day BEFORE the regular Fall session begins).

       Shorts must conform to the following criteria:
          1. Color shall be denim blue or dark blue, except for painters and
             masons who may wear white.
          2. Fabric shall be denim or twill (no spandex).
          3. Shorts shall be maintained in order to convey a neat and
             professional appearance; they are to be free of tears, not frayed,
             faded, or otherwise deteriorated.
          4. Shorts are to be hemmed, and be of a length not below the knee
             nor more than 2 inches above.

When the uniform allowance procedure is violated, a written warning will be
issued. If an employee receives three (3) written warnings during the specified
year, the employee's name will be removed from the uniform allowance list for
that year.

Employees hired after July 1 and before January 1 will be eligible for a uniform
allowance for that year, providing that they formally acknowledge their intent


                                       TR: 18
upon employment. Employees hired after January 1 must wait until July 1 of the
following year to enroll.

                      ALTERNATE UNIFORM STANDARD

Alternate work clothes must be clean and neat.

Pullovers or tee shirts with offensive pictures and/or writing will not be allowed as
alternate work clothes.

Industry standard safety/work shoes or boots, preferably with steel toes, should
be worn. Canvas type shoes are not acceptable.

Maintenance employees, except for Glaziers, Roofers, Sheet Metal Workers and
Welders, and Fence Installers are permitted to wear shorts during the summer
season (from the first day After the regular school term ends through the day
BEFORE the regular Fall session begins). Shorts must conform to the following
criteria:
   1. Color shall be denim blue or dark blue, except for painters and masons
      who may wear white.
   2. Fabric shall be denim or twill (no spandex).
   3. Shorts shall be maintained in order to convey a neat and professional
      appearance; they are to be free of tears, not frayed, faded, or otherwise
      deteriorated.
   4. Shorts are to be hemmed, and be of a length not below the knee nor more
      than 2 inches above.

Those employees who choose not to wear a uniform are not entitled to a uniform
allowance and must wait until July of the following year to have the opportunity to
select this option again.

Region Maintenance Center Directors are authorized to send employees home if
they report to work in a uniform or in alternate work clothes that are in a
deteriorated, worn out, dirty and/or offensive condition that would seriously
detract from the professional appearance of Facilities Operations, Maintenance.
These employees shall be disciplined in accordance with current contract
language.




                                      TR: 19
   UNION STEWARDS AND/OR NON-EMPLOYEE REPRESENTATIVES
 REGARDING ATTENDING TO UNION BUSINESS DURING THE WORK DAY
                  AND WORKPLACE ACCESS

Site administrators continue to raise questions regarding excusing Union
Stewards during the workday to process grievances and attend to School Board
business on behalf of the union(s). Additionally, questions have been raised
regarding the contractual rights of non-employee representatives pertaining to
workplace access.

The following are some key provisions regarding the rights of both parties.

•   Union Stewards may, without loss of pay, process grievances, but PRIOR
    APPROVAL OF THEIR SUPERVISOR is required. (This means Stewards have to
    request permission IN ADVANCE in order to allow the supervisor time
                                                                  to make
    necessary adjustments.)

•   While the supervisor's approval cannot be unreasonably withheld, the parties
    have agreed and understand that Stewards must- process grievances in such
    a manner as not to disrupt normal School Board activities and services. (This
    means, among other things, that Stewards cannot come to an administrator at
    the last minute to seek permission or leave the site without his/her services
    during a critical time.)

•   Any time a Steward spends away from the workplace during work hours
    processing grievances or representing Union during School Board business
    hours, including Conferences-for-the-Record, SHALL BE RECORDED BY OUT AND
    IN TIME-CARD ENTRIES AND INITIALED BY THE STEWARD'S IMMEDIATE SUPERVISOR.
    (Thus, the site either uses a mechanical device that records times in and out,
    or has a sign-in/sign-out log in place.)

•   School Board vehicles cannot be used by Stewards to process grievances or
    participate in School Board business on a union’s behalf. Any travel-related
    expenses associated with such activities are at the expense of the Steward
    arid/or union.

•   Non-employee Union representatives cannot contact employees, including
    Stewards, during working hours without THE PRIOR APPROVAL OF THE
    APPLICABLE SUPERVISING ADMINISTRATOR.        Such approval cannot be
    unreasonably withheld. (This means that if the employee is supposed to be
    engaged in the performance of his/her job duties, the non-employee Union
    representative cannot meet with the employee. The only exception is when
    the supervising administrator gives the non-employee Union representative
    PRIOR approval.)




                                     TR: 20
•   Non-employee Union representatives must be permitted access to M-DCPS
    work sites for the purpose of conferring with the supervising administrator.
    However, they can only conduct Union business with employees in non-
    working areas during employees’ duty-free time.


The site administrator is permitted and must do the following

•   Ask the Steward for the location and time of the grievance s/he will be
    processing, and VERIFY THE ACCURACY of the information.

•   Make certain that ACTIVITIES and services at the work site ARE NOT DISRUPTED
    when a Steward is processing a grievance or when Union representatives,
    employees arid non-employees are visiting the work site to conduct business.

•   Inform Stewards that if they leave their assigned work location WITHOUT PRIOR
    APPROVAL from an appropriate        supervisor they will be placed in an
    UNAUTHORIZED LEAVE STATUS.

•   Require Stewards, union representatives, off-duty employees and other
    visitors to abide by School Board Rule 6Gx13-1B-1.061, which requires
    visitors to report to the site administrator's office, identify themselves, and
    state the purpose of the visit.



                                     VEHICLES

The use of authorized vehicles is restricted to the transportation of Miami-Dade
County Public Schools personnel, equipment, and supplies to and from
authorized work locations. Vehicles WILL NOT be used for personal business, i.e.,
going home for lunch, to the bank, to visit a doctor, to travel to a job interview, or
to any point to conduct personal business of any kind.

On occasion, school lawns have been damaged by School Board vehicles driving
and parking on them. While at times it is necessary to traverse school grounds to
accomplish a particular job, this as well as parking and driving on sidewalks
should be avoided whenever possible and only done for an emergency and/or
when no other access is available (i.e.. some relocatable sites). Not only will this
preserve our grounds but it will serve to set an example for our co-workers, and
the students, faculty and community - showing that we care for and respect our
schools' property.

A valid Florida Driver's or Commercial Driver's License (CDL), as noted and
required in applicable job description, IS REQUIRED FOR CONTINUED
EMPLOYMENT.


                                       TR: 21
  SAFE DRIVER REQUIREMENTS FOR EMPLOYEES OPERATING BOARD
                   OWNED/LEASED VEHICLES

All employees who operate a School Board-owned/ leased vehicle at any time in
the performance of their duties shall:
   1.     Maintain a current, appropriate State of Florida driver's license in order
          to operate a Miami-Dade County School Board vehicle.
   2.     Report suspensions and revocations of their driving privileges
          immediately to their supervisor, in writing, within twenty-four (24) hours
          of revocation.
   3.     Not drive School Board-owned or leased vehicles while under a driving
          suspension or revocation.
   4.     Except for school bus drivers, have their state transcript of driver
          record, which is on file at the Division of Driver Licenses, checked once
          annually as administered by the Director, Department of Safety,
          Environment, & Hazards Management.

Receipt of any traffic citation while driving a Board-owned vehicle should be
immediately reported to the employee's supervisor. The circumstances of each
violation will be reviewed by the Vehicle Accident Review Board. When
employees are involved in accidents while driving Board-owned or leased
vehicles, they are not only personally responsible for clearing that ticket from
their record, they may also be required to attend a safe driver training course by
their supervisor or by recommendation of the Vehicle Accident Review Board.
(Members of the Accident Review Board include a representative from each of
the following: M/0, School Police, Department of Safety, Gallagher Bassett,
Stores and Distributions, and the unions.) All School Board employees are
expected to drive responsibly as well as follow the laws of Miami-Dade County.

When engaged in Board business and while riding in Board-owned, leased, or
private vehicles, all employees shall wear proper safety restraints. Should an
employee be cited for not wearing a restraint and be injured as a result, then
workers' compensation benefits may be reduced.



                     RECEIPT OF A PARKING TICKET
                 WHILE USING A SCHOOL BOARD VEHICLE

Personnel who receive a parking ticket in the course of the business day when
driving a School Board vehicle, are personally responsible for clearing that ticket
from their record. The use of a School Board vehicle does not reduce the
employee's responsibility regarding either his/her driving habits or judgment
when parking the vehicle.



                                      TR: 22
                PETTY CASH REIMBURSEMENT FOR TOLLS

Personnel who have toll receipts incurred in the execution of their daily work
assignment(s) and do not complete mileage forms but wish reimbursement, MUST
submit the said receipts within ONE (1) MONTH of acquiring the receipt to the
Region Maintenance Center's Petty Cash Officer. Receipts held for longer
periods of time will not be honored unless special circumstances deem
otherwise.



                           VEHICLE DISTRIBUTION

Facilities Operations, Maintenance site location Directors will be responsible for
the continual assessment of their assigned vehicles' capabilities as well as
matching these capabilities with their trade employees' tasks and needs in order
to achieve optimal effectiveness. Vehicles may be assigned to a trade group or a
pool of employees for general use and may subsequently be assigned to an
individual.

The general guidelines for either introducing a new vehicle into the fleet or
reassigning a vehicle from one trade group to another is as follows:
 1.       The identified vehicle will be offered to the receiving trade group's most
          senior employee whose vehicle is greater than three (3) years of age.
          The senior employee may decline the offer and keep their currently
          assigned vehicle. This employee will not be eligible to change vehicles
          again until another vehicle is introduced into the specific trade group.
 2.       The Director will then reassign the available vehicle pursuant to the
          following general guidelines.
          a.     Assign the vehicle to the pool for general use, or
          b.     Assign to the trade group with the greatest need and for which
                 the vehicle's functions are appropriate, and may subsequently
                 be assigned to the most senior employee who doesn't have a
                 vehicle, or
          c.     Assign to the trade group with the greatest need and for which
                 the vehicle's functions are appropriate, and may subsequently
                 be assigned to the most senior employee who's vehicle is the
                 next one scheduled to be removed from the fleet.

The reassignment shall be accomplished in order to minimize the number of
employees changing vehicles and to achieve optimum job performance and
effectiveness of all employees.




                                      TR: 23
                         WORK ORDER PROCEDURES

              REQUESTS FOR SERVICE FORM INSTRUCTIONS

Instructions for completing the Request for Service Form follow the form in the
forms section of this handbook. Please read them carefully so that the request
can be expedited as quickly as possible. There are circumstances, however,
when such work requests should not be executed. The following are examples of
valid reasons for returning a request for service:
   •   Identical request previously submitted
   •   Requested work will be completed by work scheduled through Capital
       Construction
   •   Request not appropriate for a Request for Service Form
   •   Request is not the financial responsibility of Facilities Operations,
       Maintenance
   Note: valid reasons are not limited to the above examples

Upon review of a work order, the backlog administrator assigned to the work
order may decide that the request is not valid and should be returned. The
backlog administrator should then confer with the Region Maintenance Center
and obtain approval to return the request.

The backlog administrator should place a telephone call to the customer (facility
requesting service) explaining the reason for the return. (In the case where the
work order is returned due to the request not being the financial responsibility of
Maintenance, the customer may provide the funding for the request. In that case,
the work order may proceed.)

Requests for service that are returned will be redirected to the requesting site
and to the attention of the principal or designee requesting the service, as well as
the zone mechanic assigned to that facility.


                     MAINTENANCE CUSTOMER SERVICE

The Facilities Operations, Maintenance Customer Service Specialist is
responsible for answering incoming calls to the Service Center and processing
requests for maintenance repairs, requests and inquiries from school-site and
non-school site personnel (our customers). School-site personnel include, but are
not limited to the following: zone mechanics, principals or site administrators,
secretaries, custodians, and cafeteria/food service managers. Non-school site
personnel include, but are not limited to: Access Center Superintendents,
Directors, SBAB and Jefferson personnel, transportation personnel and Region
Maintenance Center personnel.


                                      TR: 24
The goal of this department is to process maintenance requests for service in a
prompt, professional and courteous manner that ensures customer satisfaction.


                      Customer Service Center Operation

Customer Service Specialists are to take calls between 7:00am – 3:30pm, but
are available from 6:30 am – 4:00 pm, Monday through Friday.
      Customer Service Main Line:                 305-995-7777
      Customer Service Fax:                       305-995-7720
      AFE Disapprovals/General Inquiries:         305-995-4096 / 305-995-7706

To follow-up on work order requests and AFE approvals, contact your assigned
Customer Service Specialist.
      RMaC 1                  Kathy Murphy-Randall       Nextel 159*5215*110
      RMaC 2                  Bridget Nichols,           Nextel 159*9508*163
      RMaC 3                  Yolanda Nixon,             Nextel 159*128*1825
      RMaC 4                  Renee Williams,            Nextel 159*76129*290
      RMaC 5                  Carolyn Coleman            Nextel 159*76129*313
      RMaC 6 & Central        Sherrill Johnson           Nextel 159*76129*439


                              Work Order Scoping

A standard of 8 hours and a limit of $400 will be applied to all work orders that
the Customer Service Specialist “scopes”. The estimated completion date is
based on the work order priority assigned.

             Emergency work orders          =     48 hours
             Urgent work orders             =     7 days
             Routine requests               =     30 days

Note: The work order cost limit and the estimated completion date can be
modified by the administrator as needed.

 a. Emergency Service Calls

     The Customer Service Specialist WILL scope all emergency work orders.
     They will use the Emergency Criteria list to determine if an “E” number
     should be assigned and someone needs to be contacted. A list of Problem
     Codes is also available to help them identify the proper trade.

     Backlog/Sub-backlog codes are based on whether the school is part of the
     Feeder Pattern model. Emergency service call requests for feeder pattern



                                     TR: 25
    schools will be assigned to the feeder pattern administrator (backlog) and
    the AGF (sub-backlog).

b. Non-Emergency (Urgent and Routine) Service Calls

    The Customer Service Specialist will only scope and schedule NON-
    EMERGENCY  requests if they pertain to the five core trades (A/C, CPT, ELE,
    PLU, PTR). All others requests for service will remain in a Status 01 and will
    be scoped by the designated administrator.

c. Project Work Orders

    The Customer Service Specialist will NOT scope project work orders. They
    will create work orders based on a Maintenance Request form that has
    been properly completed by an administrator.


                          Duties and Responsibilities

Customer Support Specialists are responsible for:

a. Customer Specific Functions
    •   Receive, categorize and code customer requests from voice (phone) and
        data sources (fax, email, web, databases)
    •   Communicate emergencies to appropriate parties
    •   Track emergencies through completion and communicate status
    •   Escalate emergencies to Directors when service levels are approaching
        violation
    •   Follow-up on customer request (e.g. When can I expect someone out on
        WO?)
    •   Randomly survey customers on completed work orders
    •   Attend Service Level Review meetings to discuss performance – call
        trends, response and completion times, and outstanding backlog.

b. Support Functions
    •   AFE generation
    •   AFE Increase/Disapprovals
    •   Record Retention
    •   Table Maintenance and Personnel Updates (AC01/AC08)
    •   PM Work Order Updates
    •   Exception Reports
    •   Liaise with MPC, Help Desk and Energy Management
    •   Generating Central Operation work orders


                                    TR: 26
Customer Service Forepersons are responsible for:
     •   Monitoring Region Maintenance Center staff for timely completion of tasks
         and adherence to procedures
    •    Generating Operation work orders for their Region Maintenance Centers
    •    ZM WO scheduling
    •    Auditing/Reconciling work orders
    •    Producing required COMPASS reports
    •    Liaise with the Customer Service Center
    •    Performing Customer Service Specialist duties as needed

Work Order Clerks are responsible for:
     •   Entering Daily Status forms
    •    Filing appropriate documents
    •    Vehicle log entry
    •    Liaise with the Customer Service Center
    •    Creating/Adding WO events as needed




                                      TR: 27
                                 Work Order Entry

Service requests will be entered into the Compass Work Order System as the
request is received. A Work Order Number will be assigned and given to the
caller for follow up at a later date. COMPASS will be utilized to provide a
backlog of work assigned to an Area General Foreperson (AGF) for a Feeder
Pattern group of facilities. The following should be followed when entering a
service request.

 Service
                                          Description
Category
           Major Projects Request with estimated hours greater than 200
    A
           Minor Projects Request with estimated hours greater than 20, but less than
    B
           200
           Recurring Maintenance Recurring / Scheduled Maintenance Requests (PM,
    R
           Preventive, Planned, etc.
           Service Calls Requests with a maximum of 20 estimated hours (Generally
    S
           single Trade work orders
           Vehicle Service Requests for repairs on Maintenance Owned Vehicles or Off-
    V
           road Equip ment

Priority
                                          Description
 Code
           Administrative Priority Administrative Priority, this Work Order Priority is
    A
           assigned by the Region Maintenance Center Director or above
           Emergency* Call Request requiring immediate attention to prevent injury or
    E
           the loss of life or property
           Routine Request requiring routine service
   M
           Urgent Work Order Request requiring immediate attention. (Not an
    U
           emergency)
*EMERGENCY is defined as: A condition or incident that occurs at a facility, which
endangers the life or well being of the Students and/or Faculty. Should this
condition or incident, whether or not it effects life safety, cause loss or damage to
personal property, prevent the educational process or result in property damage,
it will be considered an Emergency.


                                Customer Inquiries

Customer inquiries on work orders will be answered by the Customer Service
Specialist. If the customer has a Work Order number, the Specialist can give the
customer information pertaining to the status of the work order, the estimated
completion time, and any special notes or circumstances stated in the comment
section. The AGF or Coordinator can be contacted for additional information.




                                       TR: 28
                                     Problem Codes
                    PROBLEM                                       TRADE
AC Down - Bard                                      AC
AC Down - Central                                   AC
AC Down - Window                                    AC
Access cover missing                                Grounds
Acoustical/Ceiling tile falling/broken              Carpentry
Acoustical/Ceiling tile missing                     Carpentry
Acoustical/Ceiling tile stained                     Carpentry
Add or replace circuit breakers or disconnects      Electrical
Add Receptacle                                      Electrical
Boiler not working                                  Steamfitter
Broken Fence                                        Grounds
Broken Gate                                         Grounds
Broken Pipe                                         Plumbing
Broken Sprinkler                                    Grounds
Broken threshold                                    Carpentry
Broken vent (door/attic)                            Carpentry
Broken window                                       Carpentry
Building exit unsecured                             Carpentry
Cafeteria Equipment down                            AC / Equipment Service
Cameras broken                                      A/V
Cannot Secure Building                              Carpentry
Card access system not working                      CAS
Cash register stopped working                       CMP
Ceiling plaster falling                             Carpentry
Cement wall crumbling                               Masonry
Charge fire extinguisher                            Fire Equipment
Clocks broken                                       A/V
Crack in walls                                      Carpentry
Dishwasher leaking or not routing water             Equipment Service
Dishwasher won't turn on                            Equipment Service
Door closer slips or is not working properly        LKS
Door Handle/Lock is Broken                          LKS
Door is broken                                      Carpentry
Door is stuck (open/close)                          LKS
Door off-hinge                                      Carpentry
Door Won't (Un)lock                                 LKS
E/G Down                                            Electrical
Elevator Door Is Not Opening/Closing                Contract Service - Call Sam Ingram
Exposed wires                                       Electrical
Fallen Trees                                        Grounds
Field needs to be mowed                             Grounds
Fire Alarm won't reset                              F/A
Fire extinguisher case broken                       GLA




                                           TR: 29
                        PROBLEM                                         TRADE
Fire extinguisher missing                               Fire Prevention
Fire sprinkler system broken                            Fire Alarm
Fixture/Ballast Broken/Falling                          Electrical
Fixtures (electrical) in poor condition                 Electrical
Floor drain stopped up/broken                           Plumbing
Gas smell/leak                                          Gas fitting
Graffiti on walls                                       Painting
Handrail broken/loose                                   Welding
Hole in the door                                        Carpentry
Hole in the floor                                       Carpentry
Horns/strobes going off                                 A/V
Ice Machine is leaking                                  AC
Ice machine is not producing ice                        AC
Intrusion Alarm Going Off                               I/S
Jagged metal or sign post                               Welding
Leaking Faucet                                          Plumbing
Leaking Toilet                                          Plumbing
Leaking Water                                           AC / PLU / RFF
Leaking window                                          Painters
Light flickering/out                                    Electrical
Making Noises (Air conditioner)                         AC
Marker board                                            Carpentry
Missing/loose baseboard                                 Carpentry
No hot water to gas boiler                              GAS
No hot water to electric boiler                         E/S
No hot water to oil boiler                              S/F
No Power                                                Electrical
No power at outlet                                      Electrical
No power in classroom                                   Electrical
Oven (electric) does not hold the set temperature       Equipment Service
Oven (gas) does not hold the set temperature            GAS
Oven door doesn't open-close properly (electric oven)   Equipment Service
Oven door doesn't open-close properly (gas oven)        GAS
PA System broken                                        P/A
Paint Chipping/Peeling/Discolored                       Painting
Panic bar broken                                        LKS
Radio broken                                            RAD
Receptacle not Working                                  Electrical
Refrigerator/Freezer not working                        RFG
Repair sprinkler timer                                  SPK
Roof is leaking                                         Roofing
Roof/Wall Leaking                                       Roofing/Mas
Roof is missing piece/section                           Roofing
Room flooded                                            Plumbing



                                           TR: 30
                    PROBLEM                                 TRADE
Shower broken                                  Plumbing
Sidewalk cracked                               Masonry
Sink backing up/clogged                        Plumbing
Tile is lifting                                Floor tile
Toilet backing up/clogged                      Plumbing
Too Cold                                       AC
Too Hot                                        AC
Torn Carpet                                    Carpentry
Trees need to be trimmed                       TTR
Water fountain broken                          Plumbing
Water heater burst                             Plumbing
Water won't stop running                       Plumbing
Weather-stripping in poor condition            Carpentry
Window stuck                                   GLA or W/R




                                      TR: 31
                           EMERGENCY CRITERIA (revised 10/14/04)
 ACR      Entire building / handicap classroom / Special Ed Centers / and walk-ins are emergencies.
          Note: No milk boxes, ice machines Refrigerators / freezers or A/C in one portable or
          classroom. These are “URGENT”.
  A/T     No emergency. Fallen ceiling tile are “URGENT”.
  A/V     Alarm System down entire school, Card Access System, and P/A down.
          Note: Clocks are an emergency only during FCAT, SAT testing.
  CPT     Unable to secure exterior door or window.
  E/G     Fuel leaks or schools without power and generator not starting. Dead batteries are
          “URGENT”.
          Note: Garage will check and determine if problem is electrical or mechanical. Electrical
          problems will be referred to the appropriate Region Maintenance Center. Garage will handle
          mechanical.
  ELE     Emergency generator down; exposed wiring; no light in entire wing / building.
          Note: Classroom, security lights and parking lot lights out are “URGENT”.
 FNC      Fence or gate damaged only if unable to secure school.
 F/A      Fire alarm system is not working / no power or cannot silence horns.
          Note: Alarm in trouble is “URGENT”.
  F/T     Sudden change in floor causing severe trip hazard or hole in wood flooring.
  E/G     Fuel leaks or schools without power and generator not starting. Dead batteries are
          “URGENT”.
          Note: Garage will check and determine if problem is electrical or mechanical. For electrical,
          he will refer to the appropriate Region Maintenance Center. Garage will handle mechanical.
 GAR      Off-road equipment that breaks down and requires towing.

 GAS      Gas leaks; water heater leaking.

 GLA      Broken glass only to secure building. Mirror display case custodian or zone mechanic
          should remove broken glass.
GRO/AGR   Sink hole, ditch, large pot holes
  LKS     Administrative determination.

 MAS      Falling ceiling; broken glass block; broken concrete only if effects securing building or
          immediate danger.

  PTR     Graffiti only if gang related / obscene language are “URGENT”

  PLU     Broken water and sewer lines; fire sprinkler system; broken handicap repairs; sewer /
          mainline stoppage.

 RAD      Note: Radio repeater nonfunctional and facility has lost necessary radio communications
          are “URGENT”. Except when the hand-held radios are required due to fire watch or other
          emergencies.
  RFF     Roof leaks are “URGENT”.
  S/E     Pump out septic tank or grease trap over flowing. Note: Flag poles are “URGENT”.
  S/F     Note: Oil / water leaks; fuel line breaks are emergencies. Note: Boiler down is “URGENT”.
  TTR     Fallen trees/large limbs or branches only if they block egress or have caused other damage
          to the facility.
 WEL      Jagged metal missing manhole or catch basin covers.
          Note: Sign posts missing are “URGENT”.



                                              TR: 32
             NON-EMERGENCY REQUESTS FOR MAINTENANCE SERVICE

1.    School Site or Zone Mechanic calls Maintenance Customer Service at 305-995-
      7777 with request for service. Customer Service Specialists take calls between
      7:00 am and 3:30 pm. Caller must provide:
        a. Their name and phone number
        b. School or Site name
        c. Location Number
        d. Complete description of service required

      Non-emergency repairs may also be requested by faxing a Request for Service
      form (FM-0400) to 305-995-7720.

2a.   The Customer Service Specialist enters the request into COMPASS. The work
      order is scheduled (05 Status) if the requested service is for Air Conditioning,
      Carpentry, Electrical, Painting or Plumbing (the five Core trades). All other requests
      will remain unplanned (01 Status) until scoped by the designated administrator.

2b.   The Customer Service Specialist will print a hard copy of the work order directly to
      the appropriate Region Maintenance Center (RMaC). If the request is URGENT in
      nature, the proper RMaC Coordinator will be contacted.

3.    RMaC Coordinator reviews 01 Status requests and provides details on the
      following:
       a.   Estimated Completion Date                  h.   Sub-backlog Codes
       b.   Authorized Cost                            i.   Number of Mechanics needed
       c.   Priority                                   j.   Estimated hours
       d.   Service Category                           k.   Event (Task) Description
       e.   Expense Class                              l.   Loc/Equip/Function Number
       f.   Any change in description                  m.   Funding (AFE) if required
       g.   Event Trade Code

4.    Work Order Control enters information provided and returns a scheduled Work
      Order (05 Status) to the RMaC Coordinator.

5.    RMaC Coordinator assigns work order to tradesperson as required.

6a.   Tradesperson responds to the request and submits any material requirements
      (Request for Material forms and/or Material Issuance Tickets [MIT’s]).

6b.   Tradesperson performs work and records labor hours on a Daily Status form (FM-
      0405) and submits it to their administrator. Any invoices are also submitted at this
      time.

7.    RMaC Coordinator reviews invoices and Daily Status forms.

8a.   RMaC Coordinator submits Daily Status forms to Work Order Control and closes
      work order when complete.

8b.   RMaC Coordinator submits any invoices to Materials Planning and Control (MPC).


                                          TR: 33
9a.   Work Order Control processes Daily Status forms and closes work order

9b.   MPC performs on-line receipt of goods and sends invoice to Accounts Payable for
      payment.




                EMERGENCY REQUESTS FOR MAINTENANCE SERVICE

1.    School Site or Zone Mechanic calls Maintenance Customer Service at 305-995-
      7777 with request for service. Customer Service Specialists take calls between
      7:00 am and 3:30 pm. Caller must provide:
       a.   Their name
       b.   School or Site name
       c.   Location Number
       d.   Complete description of service required

2a.   The Customer Service Specialist enters the request into COMPASS. The work
      order is scheduled (05 Status) with an estimated completion date of 48 hours from
      the date of the request.

2b.   The Customer Service Specialist contacts the appropriate Region Maintenance
      Center (RMaC) Coordinator and prints a hard copy of the work order directly to the
      RMaC.

3.    RMaC Coordinator assigns work order to tradesperson as required.

4a.   Tradesperson responds to emergency and submits any material requirements
      (Request for Material forms and/or Material Issuance Tickets [MIT’s]).

4b.   Tradesperson performs work and records labor hours on a Daily Status form (FM-
      0405) and submits it to their supervisor. Any invoices are also submitted at this
      time.

5.    RMaC Coordinator reviews invoices and Daily Status forms.

6a.   RMaC Coordinator submits Daily Status forms to their local Work Order Control
      office and closes work order when complete.

6b.   RMaC Coordinator submits any invoices to Materials Planning and Control (MPC).

7.    Work Order Control processes Daily Status forms and closes work order

8.    MPC performs on-line receipt of goods and sends invoice to Accounts Payable for
      payment.




                                         TR: 34
        TRADES
        SECTION

         FORMS
          AND
         CHARTS
                 DUPLICATE AS NEEDED
                          OR
                       VISIT THE
M-DCPS RECORDS AND FORMS MANAGEMENT WEBSITE
       http://forms.dadeschools.net/search.asp
                      TO ACCESS
                INTERACTIVE VERSIONS
                    READY FOR USE




                    TR: 35
TR: 36
 Miami-Dade County Public Schools                                                          Maintenance Operations
    giving our students the world


                                                                      THIS SECTION TO BE COMPLETED BY THE ADMINISTRATOR

                                                                    PROJECT IS COMPLETE, CLOSE WORK ORDER
                                        REPAIRS DUE TO VANDALISM      Header? Note: All events must be closed.
                                                                                  Yes               No

WORK ORDER NUMBER                     EVENT        WORK DATE         SHOULD EVENT BE CLOSED?                     OVERTIME
                                                                           Yes           No

                                                            REG. TIME     REGULAR       OVERTIME      OVERTIME          TOTAL
EMPLOYEE NUMBER                       EMPLOYEE NAME          TRAVEL          TIME        TRAVEL                          TIME
                                                            Hrs. Tenths   Hrs. Tenths   Hrs. Tenths   Hrs.   Tenths   Hrs. Tenths




SIGNATURE



SIGNATURE



SIGNATURE



SIGNATURE



SIGNATURE

                                        ARRIVAL AND DEPARTURE AT WORK SITE

     SCHOOL NAME:

      ARRIVAL TIME:                      SCHOOL SIGNATURE:                                            DATE:
DEPARTURE TIME:                          SCHOOL SIGNATURE:                                            DATE:

           MUST BE SIGNED BY THE PRINCIPAL OR THEIR SPECIFICALLY AUTHORIZED REPRESENTATIVE

                          BRIEF DESCRIPTION OF WORK PERFORMED THIS DAY




                                                                                                         FM-0405 REV. (05-01)

The following fields require entry:


                                                         TR: 37
WORK ORDER NUMBER             Enter the seven-digit alpha numeric number from the upper left hand portion of the work order.

EVENT                         Enter the six-digit alpha numeric number that identifies the specific trade code from the work order.

WORK DATE                     Enter the date the work that is being reported was worked on. Date format must follow the MM/DD/YY format.

EMPLOYEE NUMBER               Enter the six-digit numeric M-DCPS employee number of each individual reporting time.

EMPLOYEE NAME                 Print the full name of each individual reporting time. The name format must follow the last name, first name,
                              middle initial format.

REGULAR TIME                  Enter the regular time hours worked on the work order indicated in the WORK ORDER NUMBER field. Time
                              must be reported in full hours and tenths of an hour.
                              Example: One hour and twenty minutes would be indicated as (1.3) hours.
                              Note: You must round five-minute intervals up or down to the nearest tenth of an hour.

TOTAL TIME                    Enter the total number of hours from the REGULAR TIME TRAVEL, OVERTIME TRAVEL, REGULAR TIME,
                              and OVERTIME fields. Time must be reported in hours and tenths of an hour.

SIGNATURE                     Every person reporting time on a DSF must sign the DSF below their printed name using their legal payroll
                              signature. Those individual/s whose name, employee number and signature appear on the DSF have
                              attested to the hours worked on that particular job. Other signatures that are required on the DSF do not
                              remove the responsibility of those whose name, employee number and signature appear on the DSF for the
                              accuracy of the amount of time reported on the DSF.

                              Upon completion of an event, this signature attests that the job was completed as required. If you are closing
                              events and are not completing work as requested, the reason must be stated in description section.

SCHOOL NAME                   Enter the name of the school or work location at which the work being reported on the DSF is being
                              performed.

ARRIVAL TIME                  Enter the time you arrived at the school or work location in this field. The time entered should match the time
                              stamp in the upper left hand portion on the back of the DSF. The arrival time must be entered before
                              obtaining the SCHOOL (principals) SIGNATURE.

SCHOOL SIGNATURES             This space must be signed and dated by the principal or his/her specifically authorized representative. This
                              signature is an acknowledgment of the arrival and departure time only. In cases when the work or particular
                              project is performed in the shop or does not require travel to or from a school or administrative site, the
                              foreperson of those tradespersons reporting time must sign in these fields.
DEPARTURE TIME                Enter the time you departed from the school or work location in this field. The time entered in this field should
                              match the time stamp in the upper right hand portion on the back of the DSF. The departure time must be
                              entered before obtaining the SCHOOL (principals) SIGNATURES.

BRIEF DESCRIPTION             Regardless of the WORK ORDER description of work, a brief, conclusive description of the activities
                              performed during the day must be provided in this field.
                              Example of Improper Documentation is: Repaired Truck
                              Example of Proper Documentation is: Replaced an and alternator belts and performed safety check

The following fields are conditional fields that may require entry based upon certain circumstances:

SHOULD EVENT BE               This box must be checked if the work described in the event description (that is being reported on the DSF)
CLOSED                        has been completed and the event need no longer remain open. If the work is not complete, do not check this
                              box.

OVERTIME                      This box must be checked if any overtime hours are reported in the OVERTIME field on the DSF.

REG.TIME TRAVEL               Enter the time spent traveling to and from the shop and school site or other facility where the work reported
                              has been performed. This field is for reporting travel time during regular working hours. Time must be
                              reported in full hours and tenths of an hour.

OVERTIME TRAVEL               Enter the time spent traveling to and from the shop and school site or other facility where the work reported
                              has been performed. This field is for reporting travel time during overtime working hours. Time must be
                              reported in full hours and tenths of an hour.

OVERTIME                      Enter the overtime hours worked in conjunction with the work order and event indicated in the WORK
                              ORDER and EVENT fields of the DSF. Time must be reported in full hours and tenths of an hour.




                                                                 TR: 38
                                                                MAINTENANCE OPERATIONS
Miami-Dade County Public Schools
 giving our students the world




WORK ORDER NUMBER                      EVENT        WORK DATE         EMPLOYEE SIGNATURE


WORK ORDER NUMBER                                  EMPLOYEE NAME (printed)


       SCHOOL/                                              REG. TIME                           TOTAL
                                   DESCRIPTION OF WORK                       REGULAR
       PROJECT                                               TRAVEL                              TIME
                                                             Hrs.   Tenths   Hrs.    Tenths   Hrs.    Tenths




                                                TOTALS
            TITLE                      SUPERVISOR’S SIGNATURE                           DATE

                                                                                    FM-5036 REV. (05-01)




                                                TR: 39
TR: 40
                             REQUESTS FOR SERVICE FORM INSTRUCTIONS
To procure maintenance services, a Request For Services Form [FM-10400/rev. (07-14-99)] must be completed properly,
Information provided on this form will be used to create a COMPASS Work Order. Work order data is vital for Maintenance
Operations reporting purposes and for providing important information to the customer about the request.
Whenever possible, Zone Mechanics should review requests before they are submitted to Maintenance. This review will help
to insure that all necessary (technical) information is included to help expedite service. The contact person should be
someone who is familiar with the request.
Requests made to repair situations which may endanger the life or well being of the students/ faculty, prevent or hinder the
educational process, or result in property damage/loss are considered emergencies and are to be called in to the
Maintenance Region Maintenance Center's Work Order Control section. When calling in an emergency, the caller must be
sure to obtain the work order number that is assigned to the emergency. Zone Mechanics should reference this number
under the DESCRIPTION portion of their Daily Status Form.
Each section of the Request for Service (RFS) form is identified below with an explanation of the information required in
each field.

Section 1
MAINT. OPER. WORK ORDER # (For M/O use only): A COMPASS-generated work order number will be established for the
services requested for control, tracking, and reporting purposes. This work order number consists of the work order prefix
and the sequentially auto-generated number associated with that prefix. A Work Order prefix is a one or two alpha character
code that has been established to identify major categories or types of projects. Work Order prefixes are loaded on Table 38
in COMPASS.

Section 2
USER REQUEST 4 (Optional) (Requestor's control number): Requestor may establish a numbering system for the purpose
of tracking their requests. This number may be in any format the facility desires.
FACILITY /DEPARTMENT NAME: Provide school, department or facility name. If a department is requesting service for a
facility, enter the name of the facility where the service is needed.
MAIL CODE: This is a 4-digit number that identifies the school/ facility where the service is requested.

Section 3
DESCRIPTION OF REQUESTED SERVICES: Proper use of these lines will avoid delays in processing requests. The
requestor should provide a complete but concise description of the services required. For example: "repair water cooler"
does not give the same information as "handle of water cooler is broken outside of room 12". Be sure to include the location
within the building where the service is required. If the location is not numbered, use an easily identified reference location
such as "next to office".
CONTACT NAME: Provide the name of either the requestor or designee who has the most knowledge of the services
requested.
CONTACT'S PHONE NUMBER: The contact person's phone number is required in order to expedite any questions M/O
may have regarding the request as well arranging for site visits.
REQUESTOR'S SIGNATURE/DATE: The requestor should sign and date the RFS to indicate knowledge of the request
being initiated.
FUNDING INFORMATION FOR NON-MAINTENANCE OR CAPITAL REQUESTS: Identify the appropriate fund structure for
the non-maintenance or capital request.
FUND, OBJECT, LOCATION, PROGRAM, FUNCTION: The fund, object, location, program, and function is comprised of
five (5) four-digit numbers that identify a particular funding source. This group of numbers is known as a "fund structure". A
fund is a self-balancing group of accounts in which transactions relate to a particular purpose, or a funding source that may
be segregated for improved accountability.
APPROVAL ROUTING CHAIN (For capital or non-maintenance requests): Identify the various levels of approval required to
use a particular funding structure or to facilitate the work order.

Section 4:   NOTE: THIS ENTIRE SECTION IS TO BE COMPLETED BY M/O (IE., THE PROJECT ADMINISTRATOR/COORDINATOR OR DESIGNEE)

BACKLOG: A three or four-character code is used to identify the project administrator responsible for overseeing and
completing the work requested. Backlog codes are located on COMPASS Table 5 1.
INITIAL: The initials of the administrator evaluating or scoping the request, usually the same administrator identified by the
backlog code.
EXPENSE CLASS: The one character code that identifies the type of funds to be used for the request. Expense class codes
are as follows: "M"= Maintenance       "N" = Non-maintenance        "C" = Capital

                                                              TR: 41
         "P"=     (This code will default in COMPASS for reimbursable work orders in an unapproved status or planning
         stage, and must be changed once the project is ready to be scheduled.)
WORK ORDER PRIORITY: Mark the one character code that establishes the urgency of the request. The priority code is the
first consideration when organizing projects/work orders for assignment. Priority codes are located on COMPASS Table 42.
EST. COMP. DATE: The date when the project administrator or designee expects to have the project complete, and is a
date pre-established by the priority and work order class. Dates may change due to unforseen circumstances.
SERVICE CATEGORY: Mark the one character code that identifies the size of the project or request. W/O class codes are
located on COMPASS Table 33.
MULTI-AFE: Indicate whether work order will use a single or multiple AFE's.
AFE NUMBER: The Authorization for Expenditure (AFE) is required for all reimbursable work orders. It may be identified on
the RFS form or on an AFE form submitted at a later time. AFE's are created as requisitions in MSA to commit funds for a
project. Once fully approved in MSA, the AFE interfaces with COMPASS and is attached to its corresponding project. This
process establishes the spending limit of the work order.
AFE COST LIMIT: The authorized cost of a reimbursable work order.
WO COST LIMIT: The spending limit of a work order that correlates with the requested services that is based on estimated
material cost and labor hours or on average costs gleaned from historical data.
CATEGORY CODE: The one or two-character code that establishes minor or subcategories of work. M/0 category codes are
located on COMPASS Table UP.
USER REQUEST #/WOCR: This field can be used in one of two ways. It is either used to document (on the work order
header) the requestor's control number or references other work orders. WOCR stands for "work order cross reference".
LOCATION EQUIPMENT FUNCTION OR ASSET #: The alphanumeric code that identifies the physical location or piece of
equipment for which services are being requested.
The following fields pertain to the work order event:
EVENT: The six-character alphanumeric code that is used to identify a single task associated with the work order. The first
three characters represent the numerical sequence of events. The second three characters identify the functional trade that
is to be used to complete the event. Valid trade codes are located on COMPASS Table UT.
EVENT TASK DESCRIPTION: A complete but concise description of the work to be done on this event. This may not be the
same description that is on the work order header. The task description should relate to the work at the event level only.
EST. START DATE: The date the project administrator or designee expects event task to begin. This date will be entered by
Work Order Control at the time the event is scheduled.
EVENT AFE (Multi-AFE work orders only): The AFE number established for the event task.
EVENT AUTHORIZED (Required for Multi-AFE work orders): The spending limit of an event that correlates with the event
task description and is based on estimated material cost and labor hours or on average costs gleaned from historical data.
SKILL: The two-character alphanumeric code that establishes the skill level and type of tradesperson that is to be assigned
to complete the event. Valid skill codes are located on COMPASS Table 46.
MECH'S: The number of tradepersons or mechanics necessary to complete the event task.
HRS EA: The number of hours each mechanic or tradesperson will require in order to complete the event.
MTL EST: The estimated material cost for the event task.
SSBG (Skill Sub-backlog): The three or four-character alphanumeric code that identifies the labor pool to be used to
complete the event. This is normally the generic code associated with the functional trade and Region Maintenance Center.
All trades persons are assigned to a skill sub-backlog via COMPASS transaction AC08. The skill sub-backlog codes, along
with the sub-backlog and backlog codes, are located on COWASS Table 5 1.
SBKG (Sub-backlog): The three or four-character alphanumeric code that identifies the administrator or foreperson
responsible for the completion of the event. At this time only an administrator should be identified as the responsible person
to complete events. These codes are located on COMPASS Table 5 1.
FUND, OBJECT, LOCATION, PROGRAM, FUNCTION: The fund structure will default from the work order header. However,
if various funding structures are used, then the fund structure must be identified.
APPROVER. USEIRID (Multi-AFE Work Orders Only): Identifies the various levels of approval required to use a particular
funding structure or facilitate the work order.
LOC/EQUIPMENT FUNCT1ON: The alphanumeric code that identifies the physical location or piece of equipment for which
services are being requested. This information will default from the header but can be changed at the event level if
necessary




                                                           TR: 42
                                   THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Miami-Dade County Public Schools
                                                      WEEKLY VEHICLE MILEAGE LOG
 giving our students the world

                                   VEHICLE NUMBER ___________

    DATE                     DRIVER’S NAME          EMPLOYEE #   BEGINNING    ENDING ODOMETER
                                 (PRINT)                         ODOMETER




                                                        TR: 43
MAINTENANCE OPERATIONS
PROPERTY CONTROL DEPARTMENT                                                                    Miami-Dade County Public Schools
                                                                                                  giving our students the world
INDIVIDUAL PROPERTY/TOOL INVENTORY FORM
                                                                                    EMPLOYEE
                                   NAME:                                            NUMBER

                                                                                    CELL PHONE
                                   DATE:                 TRADE:                     NUMBER


      NAME OF EQUIPMENT                          MODEL             SERIAL #         CONDITION                   PC#
 1.
 2.
 3.
 4.
 5.
 6.
 7.
 8.
 9.
10.
11.
12.
NOTE: EMPLOYEE WILL BE HELD RESPONSIBLE FOR ALL EQUIPMENT LISTED ABOVE.

               (Employee’s Signature)                     (Date)              (Foreperson’s Signature)               (Date)


         (Satellite Audit Liaison’s Signature)            (Date)



                                                    TR: 44
                                          MAINTENANCE OPERATIONS
Miami-Dade County Public Schools                      REQUEST FOR
giving our students the world
                                    TEMPORARY DCSMEC EMPLOYEES
                                              Date ________________________

 Please complete the form below if a request for temporary employees is needed. The Administrative
 Director and Chief Facilities Officer, Maintenance Operations, must sign the completed form prior to
 forwarding t he form to the Department of Maintenance Employee Resources.


 JOB TITLE                                                         JOB CODE

 NUMBER BEING REQUESTED                             REQUESTED START DATE

 EXPECTED TERMINATION DATE                                     FOREPERSON

 JUSTIFICATION FOR HIRING TEMPORARY EMPLOYEE(S)



 EMPLOYEES TO BE REHIRED (IF APPLICABLE)



 REQUESTING
 SUPERVISOR                                                           DATE

 ADMINISTRATIVE
 DIRECTOR APPROVAL                                                    DATE

 APPROVAL OF CHIEF
 FACILITIES OFFICER                                                   DATE


            * * * * * FOR MAINTENANCE EMPLOYEE RESOURCES USE ONLY * * * * *
 CURRENTLY ON BOARD
 CURRENTLY REQUESTED POSITIONS
 CURRENT PERMANENT JOURNEYPERSON(S)
 CAP
 TOTAL TEMPORARIES (Current and Requested)
 PERCENTAGE (%) OF TEMPORARY WORKERS TO PERMANENT
 NUMBER REQUESTED ESCEEDS CAP BY

 Copy: DCSMEC                                                                           FM-6081 (05-01)




                                               TR: 45
MEMORANDUM                                                   __________________________
                                                                               Date




TO:              Mr. Edward Velez, Director
                 Maintenance Operations - Central

FROM:
                               Print Name                         Employee #



SUBJECT:         REQUEST TO PARTICIPATE IN STANDBY DUTY

I hereby request to be included on a standby roster for (check one):
                           Standby Audio Visual
                           Standby Carpenter
                           Standby Electrician
I have read Article IX, Section 1G of the M-DCPS DCSMEC Contract, and conform to the
guidelines listed.

I am eligible to participate according to the guidelines. I understand my responsibilities and
choose to participate in the (check one):

             North Area                                        South Area



                                            Signature


                                            Address


                                            City, Zip


                                   Home Telephone Number


                                        Pager Number



                  I DO NOT WISH TO PARTICIPATE AT THIS TIME.

                  I AM NOT ELIGIBLE DUE TO A CONFLICT WITH THE RESIDENT
                  BOUNDARY REQUIREMENT.



                                               TR: 46
                                    CUSTODIAL REIMBURSMENT REQUEST FORM
Miami-Dade County Public Schools
giving our students the world                                                 Date ________________________



 TO:                 Executive Director, Division of Management Systems and Controls
                     Maintenance and Operations – 9241

 FROM:
                    School Name                                                      Work Location #


                    Principal's Name


                    Principal's Signature


 SUBJECT:          CUSTODIAL REIMBURSEMENT

 This memorandum is submitted for reimbursement for custodial overtime for the following
 project:

 Employee Name:
 ID#:
 Description of Project:
 Date(s)/Hours of Overtime:


 Total Hours Worked:
 Overtime Hourly Rate:
 Total Amount of Reimbursement:
 Overtime Requested By:
 Work Order Number:
 Justification:



 APPROVED BY:                                                                   DATE:
                             Region Maintenance Center Director's Signature

 Please transfer overtime charges to the following fund structure:
        FUND                       OBJECT            LOCATION                 PROGRAM            FUNCTION



                                                                                             FM-6069 Rev. (11-00)




                                                       TR: 47
TR: 48
                           PURCHASING
         and       PROPERTY CONTROL
                                                                               Page #
                 COMPASS                                                       PUR:3
    PURCHASING




                 M-DCPS Purchasing Policies                                    PUR:4
                 Purchase Requisitions for Materials and Services              PUR:5
                 M-DPCS Procurement Code of Business Ethics                    PUR:5
                 Financial Disclosure                                          PUR:6
                 Competitive Bidding: Board Rule 6Gx13-3C-1.111                PUR:7
                 Emergency Purchase Requests: Board Rule 6Gx13-3C-1.16         PUR:9
                 Purchase Requisitions: Board Rule 6Gx13-3C-1.091              PUR:10
                 New Approval Chain Process                                    PUR:10
                 Maintenance Purchasing Credit Card Procedures                 PUR:15
                 Receipt of Goods Procedure                                    PUR:17
                 Stockroom: Procedures to Draw Stock Items                     PUR:20
                 Tools and Moveable Equipment: Policies and Procedures         PUR:21
                 Vendors' Manual Check Requests                                PUR:24
                 Vendors: Sole Source/ No Substitute                           PUR:24

                 Property Control Documentation Procedures                     PUR:25
PROPERTY
CONTROL




                 M/O Inventory Control                                         PUR:27
                 Responsibility of the Accountable Officer/Audit Liaison       PUR:28
                 Preparatory Property Audit                                    PUR:29
                 Receipt of Property                                           PUR:30
                 Use of School Board Property                                  PUR:30
                 Outgoing Controlled Equipment                                 PUR:31
                 Property Losses from Theft, Fire, or Vandalism                PUR:33
                 Vehicles with Lost/Stolen Tags or Registrations               PUR:37
                 Donations and Gifts of Property : Board Rule 6Gx13-3B-1.111   PUR:38


                                                    PUR:1
FORMS:
  A.     Outgoing Controlled Equipment Form                      PUR:41
  B.     Plant Security Report                                   PUR:43
  C.     New Property Control Tag Form                           PUR:45
  D.     Internal Property Transfer Form                         PUR:46
  E.     Repair - A/ V Equipment Tag                             PUR:47
  F.     MPC Purchase Request for Materials and Services         PUR:48
  G.     Purchasing Credit Card Program Purchase Authorization   PUR:49
  H.     Incoming Controlled Equipment Form                      PUR: 51
  I.     Vendor's Payment Special Handling Authorization         PUR:53
  J.     Proof of Loss Form                                      PUR:54
  K.     Approval of Off-Campus Use of School Board Property     PUR:55




                   FOR FURTHER INFORMATION,
                              SEE
                 THE COMPASS TRAINING MANUALS
                            AND/OR
     THE MAINTENANCE AND OPERATIONS WORKLOAD AND SYSTEMS
      MANAGEMENT OPERATING GUIDELINES AND PROCEDURES MANUAL
                             AND/OR
 THE MAINTENANCE AND OPERATIONS MATERIALS PLANNING AND CONTROL
               OPERATING GUIDELINES AND PROCEDURES




                                       PUR:2
                             PURCHASING PROCEDURES




                                       COMPASS

       Maintenance Operations uses an on-line computer system called
       COMPASS (Comprehensive, On-line, Maintenance, Purchasing and
       Storage System) to initiate, control, and track nearly every aspect of the
       functions of Maintenance Operations.

       All work order information is entered in this system, including costs, labor
       hours, and material orders. All work order-related purchases for supplies,
       services, and contracts must be generated through this system by the
       Department of Materials Planning and Control (MPC).

       Use of this system is mandatory for Maintenance Operations personnel.
       However, due to the complexity of the system, attendance at several
       training courses, scheduled through the District's Office of Information
       Technology, are required in order for employees to access and enter
       information in the system properly.

       Employees are directed to the COMPASS training manuals for specific
       details regarding this system. Users of this manual should be aware that it
       is continually updated as new features and system enhancements are
       implemented. Although such updates are distributed to all impacted areas
       of Maintenance Operations, users should verify that the version they are
       using is the most recent.


Following are the procedures Maintenance Operations personnel must follow when
requisitioning goods and services. It is critical that these procedures be complied with in
all circumstances.


See also the Materials Planning and Control (MPC) Operating Guidelines and
Procedures Manual for more detailed instructions and procedures.




                                          PUR:3
                         M-DCPS PURCHASING POLICIES

The purpose of this section is to acquaint the employee with the process, policies, and
procedures of the Division of Procurement Management under the supervision of the
Bureau of Procurement and Materials Management of the School Board of Miami-Dade
County, Florida, for the purchasing of commodities, goods, and services.

Below is a synopsis of the policies and procedures created to assist vendors in
conducting business with the School Board of Miami-Dade County, Florida. Any
questions not addressed in the discussion below can be directed to the Division of
Procurement Management at 305-995-1380.

The agency designated for making purchases using School Board funds is the Division
of Procurement Management. No person may make any purchase with Board funds
unless authorized to do so by Board rule. Any unauthorized purchases will not be
accepted by the Division of Procurement Management. Payment for any unauthorized
purchase, or duplicate shipments, resulting from unauthorized purchases, may be THE
RESPONSIBILITY OF THE PERSON placing the order.

Board Rule 6GX13 - 3C-1.09: Purchasing Department – Board Designated Authority,
states: The Division of Procurement Management has been designated as the official
purchasing agent of the Board. The Division of Procurement Management exercises
control over the acquisition of commodities, goods, services, materials, development of
bid specifications, selection of bidders, and the awarding of contracts to vendors.

Other applicable policies concerning purchasing procedures are listed below:
   Board Rule 6GX13 - 3C-1.14        Ordering Goods and Services - Authorization
   Board Rule 6GX13 - 3C-1.16        Emergency Purchases
Finally, the Budget Finance Purchasing System (MSAF) Manual Issued by OIT can be
accessed on line at http://ehandbooks.dadeschools.net/user_guides/54/MSA.htm

In order to achieve both quality control and the price advantages of volume purchasing,
the Division has been directed to:
   1.     Ensure that proper specifications are developed for goods and services as
          needed;
   2.     Use existing commercially available "standard brand" specifications; and
   3.     Invite vendors to bid on those examples, or equal ones, which the vendors
          believe to be acceptable according to the specifications.

The School Board of Miami-Dade County, Florida, makes every effort to maintain a
good working relationship with all vendors who supply material and services to the
school system, and continuously seeks the advice and counsel of vendors concerning
improvement of such relationships.




                                        PUR:4
           PURCHASE REQUISITIONS FOR MATERIALS AND SERVICES

All Maintenance Operations purchase requisitions relating to a work order must be
generated through COMPASS. Purchase requisitions for items that are not related to
work orders, are to be generated directly into MSAF. (These items include, but are not
limited to, tools, office equipment and supplies.) It is important to ensure that no stock
items are purchased through this procedure.

A COMPASS work order with the correct fund structure must be used when requesting
purchase requisitions. Each administrator is responsible for ensuring that the correct
fund structure is used prior to approving any requisition(s) on-line. Any requisitions with
incorrect fund structures should be disapproved and corrected.



              M-DCPS PROCUREMENT CODE OF BUSINESS ETHICS

The following code of ethics applies to all M-DCPS employees, as well as to any firm
doing business with the School Board. It must be understood that vendors and M-DCPS
employees must agree to abide by the following ethical standards:


 RESPONSIBILITY TO THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
                          (“SCHOOL BOARD”)
   A.     Comply with School Board rules and policies; Florida State Statutes and
          Florida State Department of Education Board Rules.
   B.     Understand the authority granted to the School Board by the State of Florida.
   C.     Avoid activities which would compromise or give the perception of
          compromising the integrity of the competitive bidding process.
   D.     Avoid activities which would compromise or give the perception of
          compromising the integrity of the competitive bidding process.
   E.     Maximize the benefit of contracts awarded by the School Board by providing
          the goods and/or services within the contract price and pursuant to all of the
          terms and conditions of the specifications.


                               CONFLICT OF INTEREST
   A.     Avoid any private or professional activity that would create a conflict between
          your personal interest and the interests of the School Board and disclose
          such conflicts when identified.
   B.     Avoid engaging in personal business with any employee who represents the
          School Board.




                                          PUR:5
                                     PERCEPTION
   A.     Avoid the appearance of unethical or compromising practices in relationships,
          actions and communications.
   B.     Avoid business relationships with personal friends employed by the School
          Board and/or Miami-Dade County Public Schools.
   C.     Avoid holding business meetings with employees outside of the School Board
          offices, if possible. When such meetings do occur, the meeting location
          should be carefully chosen so as not to be perceived as inappropriate by
          other persons in the business community or your peers.


                                     GRATUITTES
   A.     Never offer money, loans, credits or prejudicial discounts, gifts, entertainment,
          favors or services to employees, which might influence or appear to influence
          purchasing decisions.
   B.     Never offer gratuities in any form to School Board Procurement employees or
          to any School Board staff when such gifts exceed the statutory amounts.
          1.   Items of nominal value offered by vendors for marketing purposes are
               acceptable when the value of such items would not be perceived by the
               receiver as posing an ethical breach.
          2.   Gifts offered exceeding nominal value will be returned, or if perishable,
               donated to a charity in the name of the vendor.



                                  BUSINESS MEALS

During the course of business it may be appropriate to conduct meetings during meals.
In such instances, the meal should be for a specific School Board purpose.



                              FINANCIAL DISCLOSURE

According to Florida Statute §112.312(16), "any public officer or employee having the
authority to commit the expenditure of public funds through a contract for, or the
purchase of, any goods, services, or interest in real property for an agency, as opposed
to the authority to request or requisition a contract or purchase by another person" must
file an annual financial disclosure form. This includes all employees with the power to
make a purchase, or submit a purchase requisition, exceeding $1,000.




                                         PUR:6
The appropriate form, Statement of Financial Interests, along with instructions, are
mailed directly to each individual at his/her home address. It is the responsibility of all
work locations to submit the correct home address for all designated personnel to
School Operations upon request; however, home addresses for active/former law
enforcement personnel (including correctional and correctional probation officers);
firefighters; and spouses of the above should not be provided. Business addresses are
to be submitted for these individuals, along with their county of residence.



                     COMPETITIVE BIDDING and BOARD RULE

The School Board requires that commodities bought by any school, department, or
agency of the Board be purchased at the lowest possible cost consistent with an
adequate standard of quality, usually through the competitive bidding process.

All procedures and regulations for the purchase of material are based on the concepts
of competitive bidding and include public advertising to encourage reasonable costs. On
all requests for bid, a minimum of three (3) bids will be solicited for items which can be
offered by only one vendor, manufacturer, or merchant.




                                                                         6Gx13- 3C-1.111
Non-salaried Expenditures

BIDDING PROCESS--COMPETITIVE BIDDING REQUIREMENTS

I.   Formal Bids

     A Formal Bid@ means a written solicitation for competitive sealed bids. The
     invitation to bid is used when the agency is capable of specifically defining the
     scope of work for which a contractual service is required or when the agency is
     capable of establishing precise specifications defining the actual commodity or
     group of commodities required. A written solicitation includes a solicitation that is
     electronically posted.

     The major consideration given to bid evaluations is lowest price meeting
     specifications.

     When the determination is made that a bid is appropriate, the performance
     specifications and standards requirements shall be spelled out in detail and shall
     be furnished to Procurement Management. After review, Procurement
     Management shall issue the invitation for bids, including all general and special
     conditions, and evaluate the bids submitted. The requirements for solicitation and



                                          PUR:7
       review of bids by the Procurement Contract Review Committee (PCRC) shall be
       followed in all cases. Board approval shall be sought when the contract is
       recommended for award.

       For each purchase of more than $25,000, bids shall be requested from three or
       more sources. Notices of bids shall be sent to all vendors on the active vendor
       mailing list for that category of goods or services. This list shall include all
       minority/women vendors identified with the School Board for that particular
       category of goods or services, as well as organizations involved in assisting
       M/WBE firms by posting and disseminating information regarding available
       contracts. Notices of bids shall be advertised in one or more major, local
       newspapers at least seven days prior to the bid opening date. This shall include,
       as necessary, major newspapers having circulation representative of the various
       relevant minority classifications. Tabulations of current bids shall be retained in bid
       files and shall be available for reference. Standard bid forms used shall be as
       approved by the Superintendent of Schools and the Board Attorney.

II.    Written, Telephone, or Electronic Quotations

       For each purchase of $25,000 or less and over the minimum quotation threshold
       established by Procurement Management, staff shall obtain written, telephone, or
       electronic quotations from three or more sources. If possible, vendors contacted
       shall be rotated and shall include M/WBE vendor participation. If only one of those
       sources respond with prices, two additional sources, if available, may be contacted
       for pricing, including, if possible, an M/WBE vendor. If no additional prices are
       obtained from those sources, the award shall be made to the lowest and best price
       quotation. If all three of the vendors first contacted for prices respond with valid
       price quotations, the award shall be made to the lowest price quotation meeting
       specifications with no additional requests from other vendors required.

       Quotations obtained shall be attached to the purchase order by written notations or
       electronic reference indicating prices and sources thereof, and certification of same
       by signature, electronic signature, or facsimile. The requisition shall be approved
       for purchase as authorized by the Superintendent of Schools.

III.   Schools making internal fund purchases will adhere to policies as outlined in
       School Board Rule 6Gx13- 3D-1.021, Internal Fund/School Activities - Specific
       Procedures.

Specific Authority: 1001.41(1)(2); 1001.42(22); 1001.43(10) F.S.
Law Implemented, Interpreted or Made Specific: 287.057 F.S.; 6A-1.012
History:                 THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Repromulgated: 12-11-74
Amended: 9-21-83; 8-19-87; 12-6-89; 1-9-91; 9-8-93; 8-20-03; 5-18-05




                                            PUR:8
                      EMERGENCY PURCHASE REQUESTS

                                                                      6Gx13- 3C-1.16
Non-salaried Expenditures

EMERGENCY PURCHASES

    When an emergency arises, circumstances contributing to such an emergency
    shall be communicated to the proper department or agency of he Board, which in
    turn will notify Procurement Management requesting the emergency purchase.

    A requisition for an emergency purchase shall be accompanied by the appropriate
    Emergency Purchase Request Form, explaining in detail the circumstances
    creating the emergency and further clarifying that immediate action was required to
    protect the Board's interests. Emergency purchases are divided into two categories
    as follows:

    I.    Emergency Purchase Request (Form B FM-3739) – Estimated Expenditure -
          $25,000 and under. Requires the signature of the initiating administrator,
          recommended by Director or above and approval by the Assistant
          Superintendent or above or his/her designee(s), whose designation shall
          have prior approval by the Superintendent.

    II.   Emergency Purchase Request (Form A FM-2333) – Estimated Expenditure -
          over $25,000. Requires the signature of the initiating administrator,
          recommended by the Assistant Superintendent or above, or his/her
          designee(s) and approval by Superintendent of Schools. Emergency
          purchases over $25,000 will be reported to the Board.

Specific Authority: 1001.41(1)(2); 1001.42(22); 1001.43(10) F.S.
Law Implemented, Interpreted, or Made Specific: 287.057 F.S.; 6A-1.012 FAC
History:                 THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Repromulgated: 12-11-74
Amended: 8-19-87; 1-20-88; 12-6-89; 9-8-93; 8-20-03




                                       PUR:9
                             PURCHASE REQUISITIONS

                                                                       6Gx13- 3C-1.091
Non-salaried Expenditures

PURCHASE REQUISITIONS

     Good purchasing procedures require that schools, departments, and agencies of
     the Miami-Dade County school system initiate a purchase requisition, properly
     executed, which will contain authorized approvals of the originating administrator,
     principal, department or agency head, for the purchase of any and all items
     desired, except where small purchases, transactions not in excess of $3,000.00
     per requisition, and market difficulties, make the cost of some purchases in this
     manner economically unsound. In those instances, administrative directives or
     operating manuals may be issued, when deemed necessary, containing the
     procedures to economically perform the purchasing function within the controls
     required and authority provided by Florida Statute, Florida Board of Education
     Administrative Rules and School Board Rules.

     Split requisitions, to bypass the approval requirements and/or the bidding process,
     are specifically forbidden.

     Requisitions must contain the appropriate authorized approvals as prescribed by
     administrative procedures for the MSAF Budget Finance Purchasing System.

Specific Authority: 1001.41(1)(2); 1001.42(22); 1001.43(10) F.S.
Law Implemented, Interpreted, or Made Specific: 287.057 F.S.; 6A-1.012(8) FAC
History                   THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Repromulgated: 12-11-74
Technical Change: 5-1-98



                         NEW APPROVAL CHAIN PROCESS

The new approval chain process was developed to automate the approval process for
mainframe requisitions. This change in the electronic approval process will maximize
efficiency, decrease the time for the process, and insure accountability. The system will
automatically generate the required approvers for every requisition.

The Contact Person/Originator of the RFM should be listed as the first approver. This
individual should also verify that all information contained on the RFM was properly
inputted.




                                        PUR:10
The first 3 approvers will be determined by the estimated total of the order according
to the calculations listed below. Duplicate approvers will be automatically removed.
     • Level 1 - Location Administrator - $0 - $5,999.99
     • Level 2 - Pay grade 24 or higher - $6,000.00 - $24,999.99
     • Level 3 - Pay grade 26 or higher - $25,000.00 and greater


Automatically generated approvers cannot be removed from the approval chain. YOU
MAY ADD OTHER APPROVERS TO THE APPROVAL CHAIN in CICS MAIL APPROVAL SYSTEM
as necessary.

Three mainframe systems are included in this new process:
     • MSAF Purchasing System
     • On-line Textbook Ordering System
     • S & D Requisitions


NOTE: Travel requisitions are exempt from this process and will continue to operate as
usual.


SECTION 1: MSAF PURCHASING SYSTEM
Section 1 - MSAF Purchasing System
When creating a requisition in the MSAF Purchasing System the system will
automatically generate the necessary approver user ID(s) including required
approver(s) for any special funding structure, example: Instructional Media. [For detailed
information see the MSAF Budget Finance Purchasing System manual, Chapter 4 page
35.]
PS                                          REQUISITION HEADER                                                   RQH

NEXT FUNCTION: ___________ ACTION: ___________X2HB 09/28/2005 13:43:37
REQUEST: _________ SAVE SHOW PAGE NO: _____
         REQUISITION NO.      : _________                % DISCOUNT                    : _____
         REQUESTER ID         : 733                      REQUISTION TOTAL              : 25000.00_______
         BUYER ID             : 9                        CALCULATED TOTAL:
                                                         PROCESS CODE                  : __
         APPROVAL ROUTING:
            _____          _____                         Approver user ID’s will be entered programmatically.
            _____          _____                         Additional approvers may be added prior to routing or
                                                         inserted in the CICS Mail Approval System.

         REQUISITION STATUS   : ___                      OPEN LINES                           :
         COMPASS FILE TYPE    : ___                      CLOSED LINES                         :
         DATE ENTERED:                                   UNRESOLVED LINES                     :
         GL EFFECTIVE DATE    : _______________          PARTIALLY CLOSED LINES               :
         DATE LAST UPDATED    :                          TOTAL LINES                          :

NOTES: _____________________________________________




                                                  PUR:11
 It is strongly suggested that these fields be left blank to avoid entering the wrong
 user IDs. Additional user IDs may be added to the approval chain through the CICS
 MAIL APPROVAL SYSTEM. [For detailed information see MSAF Budget Finance
 Purchasing System manual, Chapter 8.]

 IMPORTANT! Don’t forget to write down your requisition number for future reference
 and to view the approval routing user ID’s.

 After the requisition has been routed for approval it must be reviewed to assure that the
 approval routing user ID’s are correct.
      • Go to the REQUISITION HEADER screen RQH
      • Type G in the REQUEST field to get the requisition
      • Type the requisition number
      • Press Enter
      • Verify APPROVAL ROUTING


1.        If you forgot to add an approver: The administrator may add/insert other approvers
          to the approval chain through the CICS MAIL APPROVAL SYSTEM.
2.        If the requisition was routed to the wrong approver: Follow the process on Section
          4 - Approval Chain Validation on this user guide.

 SECTION 2 - ONLINE TEXTBOOK ORDERING SYSTEM – Omitted from discussion in
 this handbook. Should you wish to read the entire new approval chain process, see e-
 handbooks at http://www2.dadeschools.net/employees/employees.htm.

 SECTION 3 - S & D REQUISITIONS

 When creating an order through the S&D Requisition System the system will
 automatically generate the necessary approver user ID(s) including required
 approvers for any special funding structure, example: Instructional Media. [For detailed
 information see the S&D Requisition System manual, Chapter 3.]
 Enter information to be added
                                                * * * Stores and Distribution – Requisition * * *                               Sep 29, 05
 X2WB                                                       - Maintain Requisition -                                             2 more >

     Number                 Status                            Description                                                      Total Value
                            New                    _______________________________                                                    0.00

 Location Requested by          : 0000 SAMPLE LOCATION
                 Deliver to …>: 0000 SAMPLE LOCATION
 Type . . . . . . . . . . .> R REGULAR                                         Walk Thru . . . . . . . .: N
 Payment Type . . . > R REGULAR FUNDS                                          PTS-MSAF Code . .> ___
                             Fund Obj Loc Pgm Funct                            Cost Category . . . .>
 Account Code . . . : ____ ____ 0000 ____ ____                                 Created by . . . . . . .: Employee name

 Approvers. . . . . . . :                 Approver(s) user ID will be entered programatically. Additional approvers may be added/
                                          Inserted in the CICS Mail Approval System.
 Remarks. . . . . . . :      ______________________________________________________________________________
                             ______________________________________________________________________________
 Disappr Reason:
 Enter – PF1-----PF2 -------PF3------- PF4-------PF5-------PF6------- PF7-------PF8-------PF9------- PF10-------PF11-------PF12-------
 Confn help      quit      return       send                                                         left       right      main




                                                                   PUR:12
After the S&D requisition has been routed for approval,
  • Press PF11 to return to the Requisition header screen
  • Verify the approver(s)


1.   If you need to add an approver: The administrator may add/insert other approvers
     to the approval chain through the CICS MAIL APPROVAL SYSTEM.
2.   If the requisition was routed to the wrong approver, follow the process on Section 4
     - Approval Chain Validation on this user guide.

SECTION 4 - APPROVAL CHAIN VALIDATION

The Approval Chain Validation Intranet Web Application is used by Administrators with
authorized access to AAAA to update the chain of approval for their work location.

The Approval Chain Validation screen should be kept up-to-date to avoid
orders/requisitions being sent to the wrong approver(s).

To update the approval chain for a location, connect to the MDCPS Intranet on a
computer with secure access to the Intranet and type the following URL into your web
browser: http://intranet.dadeschools.net

The Intranet Web Applications sign in screen will be displayed.
  • Type the employee number
  • Type the location number
  • Type password
  • Click Log-in


The Information Technology Services Intranet Web Applications screen will be
displayed.

From your applications screen,
  • Select Approval Chain Validation, and the Approval Chain Validation screen will be
  displayed.


                                         Return to Intranet

                                     Approval Chain Validation

              Location Description: NO DESCRIPTION

               Level 1:                      Level 2:                   Level 3:
          ($0.00-$5,999.99)           ($6,000.00-$24,999.99)     ($25,000.00 and above)
                0000                           8888                      9999
             Location #                     Location #                 Location #

                                              Update




                                            PUR:13
The three levels of approval location numbers displayed will be programmatically
validated using the following Procurement Management Services rules: [A description of
the levels specifications can be viewed by opening the Help menu on your screen.]
  • Level 1 - Location Administrator - $0 - $5,999.99
  • Level 2 - Pay grade 24 or higher - $6,000.00 - $24,999.99
  • Level 3 - Pay grade 26 or higher - $25,000.00 and greater


To update the Level 2 and/or Level 3,
  •Type the correct location number over the number that appears on the field to be
  updated.

If both levels need to be updated repeat the process for both levels.
  •   • Click Update or Submit, if applicable

The screen will change to display the message: Locations updated. Thank you!

A sample approver table would look like this:
(A) Termin˜1 – PASSPORT                                                March 15, 2006,    10:55:49

PPT100AA T100A_6.4 ***                   TABLE INQUIRY                     *** 03/15/06   10:54:53

TABLE NUMBER      : UN                                    APPROVER TABLE
START KEY         : AN1
PAGE NUMBER       : 0004                                  BASE TABLE MAINT : Y
REPORT PRINTER    : G2FS
WHSE/REQ CD (X4) & AMT (N9V99)                  AN1 99999999999
APPROVER IDENTIFICATION 01                      PALACIOI
APPROVER IDENTIFICATION 02                      BROWN
APPROVER IDENTIFICATION 03                      MORAN
APPROVER IDENTIFICATION 04                      DIAMONDR
APPROVER IDENTIFICATION 05
APPROVER IDENTIFICATION 06
APPROVER IDENTIFICATION 07
APPROVER IDENTIFICATION 08
APPROVER IDENTIFICATION 09
APPROVER IDENTIFICATION 10

                   . PRINT TABEL            . ANOTHER                   . MAIN MENU
HELP 2=PR41 3=PR43      4=ST48 5=RQ03 6=ST25 7=PR47           8=PR42   9=WO08 10=NEXT LGFF
PO42
1413 PRESS ‘ENTER’ TO DISPLAY THE NEXT RECORD



SECTION 5 - WHOM TO CALL FOR ASSISTANCE

If you need further assistance in how to use the system after reading the instructions in
this user guide, please call the Information Technology Services (ITS), Support Services
at (305)995-3705. If you have questions regarding Policies and Procedures, Insufficient
Funds, or Establishing Account Structures, please call your Budget Analyst.



                                           PUR:14
            MAINTENANCE PURCHASING CREDIT CARD PROCEDURES

Purchasing Credit Cards are issued in the name of the Work Location Administrator,
and only this person can take the card out of the facility. Work Location Administrators
must only divulge the credit card account number to the individual responsible for
ordering goods via fax or phone. Individuals responsible for ordering through the phone
or fax, using the P-card, cannot use the actual card to go and purchase at a local store.

The Work Location Administrator must designate IN WRITING the Coordinators authorized
to approve the Purchase Authorization forms. MPC must ensure that all Purchase
Authorization forms are signed by one of the authorized Coordinators. Only the Work
Location Administrator is authorized to approve the monthly reconciliation to ensure that
all purchases are valid.

Each credit card has a monthly limit of $60,000.00. Single transactions for both goods
and services are limited to $999.00 per card. The number of transactions is set at thirty
(30) per day, per card. The daily transaction limit is set at $15,000.00 per card.

All staff that will be handling the purchasing credit card, ordering, and reconciling credit
card statements must first attended mandatory credit card training.

Work Location Administrator must keep the Purchasing Credit Card in a secure location,
and may not lend the Purchasing Credit Card to another person or location for use. This
card is to be treated with the same level of care as an individual would do with his/her
own personal credit cards.

Mechanic - In person at the Vendor
Mechanic     •   Obtains phone approval to purchase item(s) from respective
                 Coordinator, who will also notify MPC of authorized purchase.
             •   Mechanic completes the Purchase Authorization form (FM-5707)
                 describing the item(s) being purchased and provides a copy to the
                 vendor.
Vendor       •   Calls MPC for authorization and credit card number.
MPC          •   Logs the transaction into the Daily Transaction Register (DTR) and
                 authorizes the purchase.
Mechanic     •   Gives the FM-5707 and invoices to MPC by the end of the workday.
MPC          •   Advices the responsible coordinator who will approve the FM-5707 -
                 printed name and full signature is required.
             •   Enters the transaction in COMPASS against the work order.
             •   Submits a copy of the FM-5707 and invoice to WOC for filing with the
                 work order.
             •   Reconciles the transactions in accordance with the P-card Policies and
                 Procedures Manual.




                                          PUR:15
Mechanic -Job Site - Vendor to Deliver the Goods
Mechanic      •   Calls MPC and provides specs for goods to be purchased.
MPC           •   Advises the Coordinator who will approve the FM-5707 - printed name
                  and full signature is required.
              •   Faxes the completed, approved FM-5707 to vendor and logs transaction.
Vendor        •   MPC for authorization and credit card number, then delivers the goods
                  and invoice to Maintenance Center (MPC).
MPC           •   Receives the original invoice with the goods, enters the transaction in
                  Compass Against the work order, and gives a copy of the FM-5707 and
                  Invoice to WOC for filing with the work order.
              •   Reconciles the transactions in accordance with the P-card Policies and
                  Procedures Manual.

Direct Outs - Office Supplies
Secretary     •   Completes the FM- 5707; obtains administrative approval - printed name
                   and full signature is required.
              •   Faxes the completed and approved FM- 5707 to vendor, logs the
                  transaction in the DTR.
Vendor        •   Calls secretary for credit card number and delivers the goods and
                  invoice to the Maintenance Center. Secretary may also pick up goods at
                  the vendor.
Secretary     •   Files the FM-5707 and invoice with DTR for subsequent reconciliation.
              •   Reconciles the transactions in accordance with the Pcard Procedures
                  Manual.

Repair Contract Services
Coordinator       •   Requests Estimates (quotes) from District approved vendors and
                       advises vendors of intent to purchase services with a credit card.
                  •   Completes and approves the FM-5707 for services to be purchased
                      from the District's bid or low bid vendor. Gives the completed FM-5707
                      and written quote to MPC.
MPC               •   Logs the transaction in the DTR.
Vendor            •   Calls WC for authorization and credit card number, and performs the
                      service.
Coordinator       •   Inspects the services performed, gives the approved invoice to MPC
                      for filing with the FM-5707.
MPC               •   Enters the transaction in Compass against the work order.
                  •   Gives a copy of the FM-5707 and invoice to WOC for filing with the
                      work order.
                  •   Reconciles the transactions in accordance with the Pcard Procedures
                      Manual.


                                            PUR:16
P-card Monthly Reconciliation
Mellon Bank        •   Closes the billing cycle on the 10th of each month and mails
                       statements.
Cardholder         •   Receives the monthly statement from Bank.
MPC                •   Reconciles expenses, ensuring that all billed charges match the
Secretary               Purchase Authorization forms (FM-5707), and original receipts. Any
                        discrepancies must be reported directly to the Bank for resolution.
                   •   Reconciles according to P-card procedures (See P-card Policies
                       and Procedures Manual, pages 11-12).
                   •   Using Requisition Worksheet Form (FM-5828), enters the MSAF on-
                       line requisition for total amount due per statement. Note: Do not
                       deduct pending credits.
Cardholder         •   Responsible for reviewing monthly reconciliation package.
                   •   Ensures that all charges match the FM-5707 and original invoices.
                   •   Reviews pending credits to ascertain that the account is credited
                       appropriately.
                   •   Signs reconciliation and approves on-line MSAF requisition.
                   •   Mails reconciliation package (original statement, original
                       Reconciliation Worksheet, original Purchase Authorization Forms,
                       and original invoices) to Cost and Business Services Mail Code
                       9999 Room 655, before the first of each month.
                   •

P-card             •   Reviews reconciliation package and processes for payment.
Department         •   If reconciliation package is not received by the due date, the P-card
                       Dept. will notify the cardholder via fax that the account will be placed
                       on temporary hold, and lock-out of the MSAF system.



                             RECEIPT OF GOODS PROCEDURE

All invoices from purchase orders (COMPASS or MSAF) for contracts and materials
generated by the Department of Materials Planning & Control (MPC) must be forwarded
directly to this department for processing.

In order to ensure proper payment processing, WC will perform the on-line receipt of
goods. Therefore, the Requester's administrator(s) are urged to continue to verify goods
received promptly and forward the signed/approved invoices to MPC within two working
days from receipt.

Ensure the following:
   1.       Full name signature in blue ink is a required, not just initials.




                                            PUR:17
     2.    Rubber stamp signatures will not be accepted as authorization to pay for
           goods or services received.

Approved, signed invoices or packing slips are received on-line in COMPASS and
MSAF (RSU/RBI) to update charges against the purchase order. Copies of invoices are
filed by MPC with the purchase order.

Invoices processed by MPC will be forwarded to Accounts Payable for payment. A
Transmittal Letter is sent along with the invoices to Accounts Payable for receipt stamp
or signature to acknowledge receipt of documentation. These stamped/signed
transmittal letters are returned to MPC where they are maintained in file.

Accounts Payable will process payment to the vendor and close the Purchase Order.
For further information, read the Materials Planning and Control Procedures Manual.


          UNAUTHORIZED PURCHASES/RECEIPT OF GOODS PROCEDURES

Requisitions from schools/departments that are classified as unauthorized purchases
per Board Rules 6Gx13-3C-l.01: Purchasing Principles, and 6Gx13-3C-1.14: Ordering
Goods and Services - Authorization, will NOT be accepted.

These Rules, which implement State Board of Education Rules, prohibit ordering goods
without a valid purchase order. FUND 9 PURCHASES, WHEN PROPERLY IMPLEMENTED, DO
NOT APPLY TO THIS PROHIBITION.

Tradespersons are not authorized to order any materials from a vendor without a
purchase requisition or authorization from MPC. Such orders must be placed by
Purchasing through the RFM/requisition method or new credit card procedures. Any
unauthorized purchases will not be acknowledged for receipt on line by the Department
of Materials Planning and Control.

Any person placing or confirming purchases in advance of submitting the requisition for
such purchases to the Division of Procurement Management may be subject to
disciplinary action and/or be held liable for the payment of such unauthorized
purchases.

Requisitions may then be resubmitted to Purchasing with memorandum, signed
invoice(s), packing slips, and letters from vendors of estimated prices or proposals
attached.

Upon receipt of all necessary documentation, the requisition will be properly executed
and forwarded to the Accounts Payable Department for payment.

IFTHERE IS A SECOND VIOLATION OF THIS POLICY, IT WILL BE DOCUMENTED TO THE WORK
LOCATION SUPERVISOR AND SHOULD BE CONSIDERED IN THE ANNUAL PERFORMANCE




                                        PUR:18
EVALUATION. A COPY OF THE NAMES OF REPEAT OFFENDERS WILL BE FORWARDED TO THE
SUPERINTENDENT'S OFFICE.

Further, in order to make prompt vendor payments, maintain a favorable working
relationship, and take advantage of discounts, it is necessary to submit receiving
documentation on a timely basis. The documentation required to be sent in by each
location upon delivery of goods is the receipt of goods copy of the purchase order for
partial/complete deliveries, packing slips, and properly stamped invoices. The location
administrator or his/her designee must sign all necessary documents.

Failure to acknowledge a partial/complete order within five working days reflects a lack
of cooperation under normal circumstances. Should personnel in the Accounts Payable
Department have to make a second request for receipt of goods, a copy will go to the
next supervisory level for information and/or assistance in resolving the problem. A third
request will be copied to the Area or Assistant Superintendent level. CHRONIC TARDINESS
IN ACKNOWLEDGING RECEIPT       OF   GOODS    SHOULD   BE   CONSIDERED    IN   THE   ANNUAL
PERFORMANCE EVALUATION.



      UNAUTHORIZED PURCHASES OF SUPPLIES, EQUIPMENT, AND SERVICES
                    AND TARDY RECEIPTING OF GOODS

ANY EMPLOYEE RESPONSIBLE FOR PLACING OR CONFIRMING PURCHASES IN ADVANCE OF
SUBMITTING THE REQUISITION TO THE DIVISION OF PROCUREWENT MANAGEMENT FOR SUCH
PURCHASES MAY BE SUBJECT TO DISCIPLINARY ACTION AND/OR BE HELD LIABLE FOR THE
PAYMENT OF SUCH UNAUTHORIZED PURCHASES.

The Board's policy concerning purchases is found in Board Rules 6Gxl3-3C-1.09:
Purchasing Department – Board Designated Authority, and 6Gx13-3C-1.14: Ordering
Goods and Services – Authorization.

The State Department of Education policy concerning authorized purchases as found in
Administrative Rule 6A-1.12 (1) is as follows:

  • No person, unless authorized to do so under regulations of the School Board, may
  make any purchase involving the use of school funds; no expenditures for any such
  unauthorized purchase shall be approved by the School Board.

  •Employees are directed to comply fully with the above which will be monitored
  closely by the Division of Procurement Management. PETTY CASH PURCHASES MAY
  CONTINUE, PROVIDED THAT THEY FOLLOW PROPER PROCEDURES.

  • Further, it is most desirable that all centers forward receipt of goods documentation
  to Accounts Payable on a timely basis, or within two (2) working days of receiving
  under normal circumstances. CHRONIC TARDINESS IN RECURRING GOODS MAY ALSO BE
  SUBJECT TO DISCIPLINARY ACTION.




                                        PUR:19
These Rules and procedures are being reiterated to expedite payments to vendors and
thus improve the reputation of the school system as an institution which pays its bills in
a timely manner in the community.



               STOCKROOM: PROCEDURE TO DRAW STOCK ITEMS

A valid COMPASS work order is required in order to draw stock items from the
stockroom. It is imperative that a Material Issue Ticket (MIT) be prepared when drawing
materials from stock. Also, all personnel are required to present their ID badges to the
stock clerk and ensure that their correct employee number is noted on the pick list when
drawing materials from stock. No materials will be issued without this information.

It is the responsibility of the requester to ensure that work order numbers, stock
numbers, quantities, et. cetera, are written on the MIT and are accurate and legible.
     USE OF A MATERIALS ISSUE TICKET (MIT) TO DRAW ITEMS FROM STOCK

All requests for stock rooms must be made by completing an MIT. RFM's will no longer
be used to draw items from inventory. The RFM form is to be used to request a direct
purchase of non-stock material or contracted service only.

Blank MIT's will be distributed to the Satellite Coordinators for use by their personnel.
The information with approved signatures will be the same as captured on the RFM's
and must be as complete as possible.

In completing the MIT's, all personnel need to write legibly with clearly annotated stock
numbers, descriptions, unit of issue, and quantity.

All requests for non-stock or direct-charged items will continue to be made on RFM's.
MIT's MUST BE USED FOR STOCK ITEMS ONLY.


                    ADDITION OF ITEMS TO STOCK INVENTORY

Items that are purchased on a regular basis should be identified and reviewed to
determine if they should be added to stock. In the event an item is determined as
needing to be added to stock, an Add to Stock Request Form must be completed with
the Satellite Director's signature and submitted to the Satellite MPC office for forwarding
to the MPC Main Office for processing.




                                         PUR:20
                         TOOL ISSUANCE BY STOCKROOMS

The policy of Maintenance Operations has been that no tools that are the responsibility
of the requesting individual to maintain as part of their official authorized tool kit (for
which a tool allowance is paid), are to be issued without the specific departmental
Director's approval; i.e., tools on the Journeyperson Carpenter list should not be issued
to a Journeyperson Carpenter without the appropriate Director's approval.



        TOOLS AND MOVABLE EQUIPMENT: POLICIES AND PROCEDURES

Authority and Responsibility

The full responsibility for the purchase of tools and movable equipment at each
Maintenance Operations satellite shall be designated to the administrative head of the
satellite. The Satellite Director may delegate the duties and responsibilities for
purchasing specific types of tools and equipment under his/her direction.
   1.     Tools and equipment necessary to the performance of normal activity shall be
          purchased from the allotted budget in accordance with the policies and
          procedures of Maintenance Operations and the district.
   2.     Tools and equipment shall be accounted for in each satellite by adequately
          and properly maintained property records.
   3.     The property control section is responsible for maintaining the perpetual
          inventory records of all tools and movable equipment from information
          provided on a continuing basis by the satellites.
   4.     Satellites shall be responsible for notifying the Property Auditors as well as
          the Property Audit Liaisons of any acquisition, disposal, or transfer of tools
          and equipment.


                    REIMBURSEMENT OF LOST/STOLEN TOOLS

Typical items in the category for reimbursements are tools and movable equipment. The
Satellite Director shall be responsible for examining all claims for lost or stolen tools.

Procedures for Reimbursement
Should tools be lost or stolen, the following procedures shall be adhered to in order to
make reimbursement for the purchase of replacement tools.

   1.     Upon notification of a loss or theft of tools or movable equipment, the
          employee must immediately notify the administrator as well as the security
          service.



                                         PUR:21
   2.    A Plant Security Report must be completed by a satellite administrator as well
         as signed by the Satellite Director, listing all the stolen tools and their
         reimbursement cost. This information must be communicated, and a
         completed Plant Security must be submitted to the Miami-Dade County Public
         Schools School Police within 24 hours. M-DCPS School Police must then
         issue a Master Case Number (MCN), which must be entered onto the Proof-
         of-Loss Form for Maintenance Operations records.
   3.    In the event of a break-in of a truck, the School Board Police as well as
         County/City Police must be notified of the theft.
   4.    A Proof-of-Loss Form shall be completed indicating the date, the estimated
         time of loss, and the estimated damage resulting from the loss of the stolen
         tools. The Satellite shall be reimbursed from the M-DCPS-Self-Insured
         Property Fund if the loss exceeds the $500.00 deductible.
   5.    The Satellite shall submit both the completed Plant Security Report and
         Proof-of-Loss Form to the Maintenance Operations Budget Department to
         review for appropriateness. The Maintenance Operations Budget Department
         will then assign an appropriate fund structure to be credited for the
         reimbursable amount for the stolen tools and/or movable equipment.
         Maintenance Operations Budget shall transmit these forms to the M-DCPS
         Office of Risk Management for possible reimbursement.
   6.    A claim must be filed by the Satellite against the Campus Security Service for
         a possible reimbursement of stolen tools, especially in the event of a break-in
         of a truck or storage area if security is provided by an outside agency.
   7.    The Maintenance Operations Budget Department shall provide an appropriate
         fund structure to the respective Satellite to replace the stolen tools upon
         receipt of the Plant Security Report and Proof of Loss Forms in an attempt to
         prevent any interruption of scheduled work.


                             PURCHASING OF TOOLS

When purchasing tools, the established property control guidelines in Board rule must
be followed for all items that are to be classified as part of the Property Control
Inventory of every M/O satellite. That is:

   1.    The Property Control/Audit Liaison is to be put at the end of the
         Administrative Approval Routing.
   2.    Items are to be listed on an RFM/S and identified as "New Items" and must
         be entered in MSAF.
   3.    The RFM/S is to be signed by the Satellite Director and forwarded to the
         appropriate Administrative/District Director for approval, if required.




                                       PUR:22
Property Control (PC) numbers are used to identify items costing $1,000.00 or more,
and are inventoried annually by the Office of Management Audits. (Personal computers,
INCLUDING THOSE UNDER THE $1,000 THRESHOLD, will be PC'd for tracking and inventory
purposes.) Items that meet these criteria must be taken to the Satellite Audit Liaison so
that the Property Specialist can assign them PC numbers.

The M/O Property Control Specialist will assign BPI and/or PC numbers to items that
are received from vendors. The items are then issued to individuals who sign an
inventory control card acknowledging receipt and responsibility for the item(s). The
individual's foreperson or supervisor also signs the inventory control card.

              PURCHASING, ACCOUNTING FOR, AND CONTROLLING
               SCHOOL BOARD-OWNED TOOLS AND EQUIPMENT

Within Maintenance Operations, all School Board-owned tools and equipment costing
$50.00 or more are identified by either a BPI or PC number. BPI numbers are used to
identify items costing between $50.00 and $999.99. PC numbers are used to identify
items costing $1,000.00 or more - as well as all personal computers regardless of value,
and are inventoried annually by the Office of Management Audits. Items that meet these
criteria and are picked up at the vendor or received directly must be taken to the
stockroom for assignment of the BPI/PC number.

The Stockroom assigns BPI and/or PC numbers to items when they are received from
vendors. The items are then issued to individuals who sign an inventory control card
acknowledging receipt and responsibility for the item(s). The inventory control card is
also assigned by the individual's foreperson or supervisor.

Inventory control cards are filed and maintained by the stockroom as part of the
accounting and control process. The actual accountability and control responsibility lies
with the individual who signs for the item. Therefore, each individual responsible for
School Board-owned tools and equipment must maintain a personal list of the items for
which they are responsible.

The procedure outlined below is to be followed for purchases of tools and equipment.
Items are to be listed on an RFM/S and identified as "New Items". The RFM/S is to be
signed by the satellite Director and forwarded to the appropriate Administrative/District
Director for approval. After approval, the RFM/S will be forwarded to MPC for
processing.

When items are picked up at the vendor or delivered to the site, the individual
requesting the item must notify MPC to coordinate assignment of a BPI or PC number.

Lost/Stolen Items
A Plant Security Report and Out-Going Equipment Control Form must be submitted to
the Maintenance Operations Property Auditors (who will forward the two forms to the
stockroom) identifying the items lost/stolen with a complete description and, when


                                        PUR:23
applicable, the BPI or PC number. (When replacing lost/stolen items, a copy of the
completed Plant Security Report must accompany an approved RFM/S form which
identifies the items listed as “Replacement Items,” and be submitted to MPC for
processing.)

Replacement of Items
A Disposition of Property Report form will be prepared identifying items to be replaced
with a complete description and, when applicable, the BPI or PC number. A copy of the
completed Disposition of Property Report will be forwarded to the stockroom for purging
the Inventory Control Card file. Items requiring replacement will be listed on an RFM/S
and identified as “Replacement Items”. A copy of the completed Disposition of Property
Report will be attached to the RFM/S and Disposition of Property will be forwarded to
the stockroom for preparation of purchase requisitions.

Retirement/Transfer/Termination of Personnel
Supervisors are responsible for coordinating the reassignment of tools/equipment of
personnel under their supervision who retire, transfer, or are terminated. This action is
necessary to ensure correct disposition of items for which they are responsible. An
Outgoing Property Control Form should be completed in order to accomplish the proper
disposition of all items.



                       VENDORS' MANUAL CHECK REQUESTS

The main reason for the significant number of requests being received for Vendor
Manual Checks is the requester's failure to follow the procedures involved in the regular
payables channels. This method of payment circumvents the regular cycle as approved
by the Board in order to assure internal control. In addition, manual postings to the
General Ledger are time consuming, tedious, and error-prone.

Therefore, all requests for manual vendor checks must be accompanied by a completed
vendor's Manual Check Authorization Form (FM-4675) obtainable directly from the
Accounts Payable Department, which must be authorized by an Assistant
Superintendent or higher, before a manual vendor check will be issued. No facsimile
signatures or initials will be accepted.


                   VENDORS: SOLE SOURCE / NO SUBSTITUTE

In an effort to include as many vendors as possible in the bid process, staff is expected
to make item specifications as generic as possible. In the event it is necessary to use a
sole source or no substitute item, a letter of explanation and a signed "No Substitute"
form which can be obtained from the Division of Procurement Management must be
included with the order. If the product or service is $4,000 or above, requiring a formal



                                        PUR:24
bid, the requester may also have to appear at the appropriate Board meeting to explain
why the item or service should be a sole source or no substitute.




             PROPERTY CONTROL DOCUMENTATION PROCEDURES

Property Control personnel PC all personal computers, as well as all other items costing
more than $1,000.00 each that have been purchased with funds expended from the
Equipment Account on the Capital Outlay budget.

For further information refer to the Department of Stores and Distribution and/or the
Property Control Department.


       MAINTENANCE OPERATIONS PURCHASES FOR DIRECT SHIPMENT

 1.       When items valuing $1,0000.00 or more are purchased for direct shipment to
          a satellite location through Materials Planning and Control, a New Property
          Control Tag Form must be completed. (Again, this is also true for PERSONAL
          COMPUTERS, UNDER THE $1,000 THRESHOLD.) This form records
          receipt of property items at Maintenance Operations, and is considered as
          acceptance of custody by the accountable officer.
 2.       This information will be processed by the Satellite Audit Liaison, and the item
          will be entered in location records.
 3.       These direct delivery items must also be marked with a property control
          number. This tagging will be performed by the Property Specialist using a bar
          coded Property Control tag (P.C. tag), reinforced by double-marking the item
          with either permanent marking and/or engraving.
 4.       Relevant information will then be forwarded to the Office of Accounting, by the
          Property Specialist.
 5.       Items delivered to Central Receiving will be PC'd by the Property Specialist.
          The Satellite Audit Liaison will be notified via copy of the Property Control Tag
          Form and will arrange for pick-up and assignment of the item.




                                         PUR:25
                      DELETIONS FROM PROPERTY RECORDS

The disposition of property is rigidly controlled by State law and by Board policy 6Gx13-
3B-1.09: Disposal of Tangible Personal Property. No one may dispose of any School
Board property, and no accountable officer may be relieved of custody without Board
approval. Equipment purchased with Federal funds should be directed to the Deputy
Superintendent, Federal Programs and Grants Administration prior to disposal.

The Florida statutes give the Board discretion to dispose of property when, in their
judgment, it becomes advantageous to do so. Board Policy 6Gx13-3B-1.09: Disposal of
Tangible Personal Property, authorizes the Superintendent to proceed with disposals of
items (excluding personal computers) with a residual value of under $1,000 dollars, in
accordance with prescribed procedures and subject to final reporting to the Board.
These procedures involve the use of the form Outgoing Controlled Equipment (OCE)
Form FM-1670. Items with a residual value of over $1,000 dollars, AS WELL AS PERSONAL
COMPUTERS, UNDER THE $1,000 THRESHOLD, require specific Board approval prior to any
disposition action.

The Board requires that all losses or damage to School Board property be reported to
the School Police on a Plant Security Report FM-0366. The School Police maintain
records of losses due to fire, theft, and/or vandalism, and upon authorization of the
School Police, the reported losses are removed from the property records of the
specified location, subject to the final reporting to the Board.

All shortages disclosed by a property audit represent unexplained and unreported
disappearances. Such items are removed from the property records of the respective
location only after approval of an Assistant, Associate, or Deputy Superintendent and
final reporting to the Board.

All items processed under the provisions of School Board Policy 6Gx13-3B-1.091 must
be reviewed by three (3) persons:
 1.       a person entirely familiar with the specified type of equipment, and who is
          qualified to appraise its conditions, its future usefulness, and the best method
          of salvaging any remaining value;
 2.       the accountable officer into whose custody the property has been assigned;
          and
 3.       the Administrative Director of Maintenance Operations or the Supervisor of
          Stores and Mail Distribution, except in the case of trade-in direct to the vendor
          when it will be reviewed by the accountable officer into whose custody the
          property has been assigned; in these cases, the accountable officer will then
          be responsible for completing an Outgoing Controlled Equipment Form.

No replacement action will result from the above disposal procedures. Any replacement
action will be initiated by the original accountable officer. All requisitions for replacement



                                          PUR:26
must be charged to the current fiscal year work location budget or area to which the
work location is assigned.



              MAINTENANCE OPERATIONS INVENTORY CONTROL

Good control of property can be accomplished by orderly handling and pertinent
notations on existing documents and records. The following suggestions are made in
this intent:
 1.      The Satellite Audit Liaison is appointed to record all property matters, make
         notations, and file documents for the entire location inventory. The master
         copy for the location should contain notations regarding the in-plant location
         of all items. (Trade/Department sections will usually represent equipment,
         which is in one area or room and should be routed to trade/department
         administrators.)
 2.      PC'd items valued at $1,000.00, and assigned to specific individuals are to be
         recorded on an Individual Property Tool Inventory Form (IPTIF), a form that
         can be found in the Trades chapter of this handbook. The only items assigned
         to specific individuals other than those valued at $1,000 or more that must be
         included on the IPTIF, are any personal computers, no matter their cost. This
         form provides an increased awareness of where property is located, who the
         employee/custodian for each item is, and a method of holding the
         employee/custodian responsible for the property assigned to him/her.
         Employees who cannot account for property assigned to them by either
         producing transfer paperwork, a plant security report, or the property itself on
         request, will be subject to strict disciplinary action.
         Information on these IPTIF's should be updated periodically, with additions
         and deletions being recorded on Outgoing Controlled Equipment Forms
         (OCE's) or Internal Property Transfer Forms. This includes items valued at
         less than $1,000.00. A copy of each employee's IPTIF is to be kept by the
         employee responsible for the equipment, by the employee's foreperson, and
         filed with the Satellite Audit Liaison Accountable Officer.
 3.     Every trade/department administrator who has been assigned partial
        responsibility for a section of the inventory should be furnished a tabulation of
        the inventory in his/her custody, and keep the record up to date. New items
        should be added when received and also recorded on the IPTIF. Deletions
        should be noted using a Plant Security Report master number, Outgoing
        Controlled Equipment form number, etc. Inter-department transfers can be
        recorded on the Inter-Office Transfer form.
 4.     Temporary movement of equipment should be rigidly controlled.
         a.   If loaned to a school or another center for an indefinite period, prepare a
              transfer on an OCE form. It can always be transferred back.



                                       PUR:27
          b.   Items picked up for repair by the Audio Visual Shop should be supported
               by the two-part Repair-A/V Equipment Tag, NHS-12272. Items being
               repaired by an outside vendor should have a corresponding Approval of
               Off-Campus Use of School Board Property form FM-2380.
          c.   Any temporary movement must be recorded on the Maintenance
               Approval for Off-Campus Use of School Board Property, FM 6076.
          d.   Identify all property by description, PC number, and serial number when
               applicable.
 5.      All employees should be instructed that no School Board property may be
         arbitrarily dismantled, destroyed, or discarded. All disposition of useless
         property must be processed properly on an Outgoing Controlled Equipment
         form, even if it does not have a property control tag.
 6.      The Property Specialist must be copied on all Outgoing Controlled Equipment,
         Plant Security Report, and Approval of Off-Campus Use of School Board
         Property forms for follow-up.


        RESPONSIBILITY OF THE ACCOUNTABLE OFFICER/AUDIT LIAISON

The administrative head of each Region Maintenance Center is designated as the
custodian of the property assigned to his/her center. As such, s/he directly, or indirectly
through persons to whom responsibility is delegated, is held accountable for such
property. This responsibility would include the following functions:

          Establishing of adequate control procedures within the center, and continuing
          supervision of their use. Maintenance Operations has designated a Satellite
          Audit Liaison at each of its locations to oversee the property inventory, and
          who works with the Central Property Specialist, Barbara Garcia, to reconcile
          data, as needed. Ms. Garcia’s contact numbers are: (Tel) 995-4034; (Fax)
          995-7941.

   1.     Verifying the receipt of all new property assigned to the location.
          a.   The accountable officer should officially delegate a person, or persons,
               who will sign for receipt of property into the work site.
          b.   Items destined for areas of delegated inventory responsibility should also
               have receipt acknowledged by signature of the person responsible for
               the respective area.
   2.     Reporting the receipt if required. (See RECEIPT OF PROPERTY)
   3.     Determining the proper location within the center, and noting such for future
          reference.
   4.     Making certain that any movement out of the center is properly recorded.
   5.     Safeguarding the possession of all property to the extent of his/her capability.


                                         PUR:28
   6.    Conveying instruction on these functions to all persons to whom s/he assigns
         partial responsibility for the custody of property.

   The Property Accounting Unit of the Office of Accounting conducts support services
   for the custodian of property in carrying out his/her responsibility.
   1.    The Property Accounting Unit maintains the property records which are
         required by law and which are necessary for control of property.
   2.    These records are periodically tabulated for the information and use of the
         custodian:
         a.   upon completion of inventory reconciliations.
         b.   upon change of custodian.
   3.    Uses appropriate forms for recording the in-and-out movement of property,
         and makes use of existing documents whenever possible.
   4.    Describes in manual form all policies, forms, and procedures governing the
         custody of property in the Miami-Dade County Public Schools.
   5.    Assists Stores and Mail Distribution with appropriate documentation for the
         marking (tagging) of all accountable property.



                        PREPARATORY PROPERTY AUDIT

Maintenance Operations will conduct a preparatory audit of all of its locations in
preparation for the annual property audit performed by the Office of Accounting. If
possible, all property to be audited must be at the site location. If not, a properly
completed Approval of Off-Campus Use of School Board Property form will be needed
to account for the item during an audit.
 1.     The Property Specialist will perform the physical property inventory check.
 2.     During this inventory, all equipment with a value of $1,000.00 or more, as well
        as all personal computers no matter their value, must be shown to the
        Property Specialist. These items will be cross-checked against the previous
        inventory listing.
 3.     All Forepersons must be present during the physical inventory of his/her
        assigned trade.
 4.     Items which cannot be located and are not accounted for will be listed as
        UNLOCATED ITEMS. A list of all unlocated property will be given to the Audit
        Liaison/Accountable Officer at the end of the physical count.
 5.     A further effort should be made by the Audit Liaison/Accountable Officer to
        locate these items or account for them prior to the annual property audit
        performed by the Office of Accounting.




                                       PUR:29
                               RECEIPT OF PROPERTY

Incoming Controlled Equipment

The majority of new receipts will have been recorded as described above. However,
Maintenance Operations must report any acquisitions not processed through these
central procedures. The Incoming Controlled Equipment Form FM1669 Rev. (04-93)
must be used in such reporting by the receiving location, as follows:
   1.     Gifts: For any purpose from any donor, for example, Job Order Contract JOC)
          computers.
   2.     Division of Federal Surplus Property: Purchase and distribution are controlled
          by a designated representative in each area. (For example, portable units.)
          a.     All items with an original cost or value of over $1,000 must be
                 appraised for present value, but only those items with an appraised
                 value of $1,000 or more - as well as all personal computers no matter
                 their value - are to be reported on an Incoming Controlled Equipment
                 Form.
          b.     Items that are acquired and used for parts or materials are classified
                 as Secondary Utilization and need not be reported for property
                 inventory.
          c.     The above appraisal values, or designation as secondary utilization,
                 are the responsibility of the area buying agent.

                  i.     The agent will be presented with a copy of the invoice on which
                         the items to be appraised will be indicated.

                  ii.    All marked items must be classified as secondary utilization
                         (SU) or be given a current dollar valuation.



                        USE OF SCHOOL BOARD PROPERTY

A school or center shall not, at any time, lend, rent, or dispose of equipment without
conforming to law, regulation, and Board Rule. (See 6Gx13-3B-1.091: Disposal of
Property Other than Land – General Guidelines.) This includes equipment purchased
for the school/center by the Board from tax funds, equipment purchased from internal
account funds, or gifts given to the school/center by an organization.

Please note that ALL EQUIPMENT that is transferred or disposed of from a School Board
location MUST be documented with an Outgoing Controlled Equipment Form. (A sample
copy is in the Forms section in the chapter dealing with Purchasing and Property
Control.) See the reverse side of the form for detailed instructions that must be followed
for all property controlled (PC’d) equipment.


                                        PUR:30
No employee is allowed to borrow any School Board-owned equipment, materials, tools
or parts, whether they be new, used, surveyed, or junk, to any person or organization
for any reason whatsoever, without filling out the Approval of Off-Campus Use of School
Board Property (see the Forms section of this chapter), and submitting it to the Satellite
Director or above. This includes equipment purchased for the School by the Board from
tax funds, equipment purchased from internal account funds, or gifts given to a school
or center by an organization. This rule includes, but is not limited to, computers, copiers,
fax machines, typewriters, vehicles, and tools for non-Board related purposes,
compensated, donated, or personal, and is prohibited unless authorized by the
Superintendent of Schools. The employee will see that the equipment is used
appropriately FOR OFFICIAL BUSINESS ONLY.



                       OUTGOING CONTROLLED EQUIPMENT

A school or center shall not, at any time, lend, rent, or dispose of equipment without
conforming to law, regulation, and Board Rule. (See 6Gx13-3B-1.091.) This includes
equipment purchased for the school by the Board from tax funds, equipment purchased
from internal account funds, or gifts given to the school or center by an organization.

Please note that ALL EQUIPMENT that leaves a School Board location MUST be
documented with an Outgoing Controlled Equipment Form. See the reverse side of the
form for detailed instructions that must be followed for all property controlled (PC'd)
equipment.

NO EMPLOYEE IS ALLOWED TO BORROW any School Board-owned equipment, materials,
tools or parts, whether they be new, used, surveyed, or junk, to any person or
organization FOR ANY REASON WHATSOEVER, unless the employee is an administrator who
has completed an Off-Campus Use of School Board Property form that is, after being
turned in to the Satellite Director, then filed with the satellite property custodian.


                        RECORDING PROPERTY MOVEMENT

Outgoing Controlled Equipment

After having been assigned the custody of an item, the accountable officer is not to
allow the item to leave his/her custody without recording the movement.

If the item is moved to another accountable location within the school system, either
temporarily or permanently, its movement must be recorded on an Outgoing Controlled
Equipment Form.




                                         PUR:31
For good control and follow-up of disposition reports, it is suggested that each school or
center maintain a log of all pre-numbered Outgoing Controlled Equipment Forms, and
their status. For example,

                                                   Type of       Date Approved
   Outgoing         Name of
                                                  Equipment      Forms Sent to       Date
  Controlled       Person to         Date
                                                    Being         M/O or S&D        Picked
  Equipment      Whom Issued        Issued
                                                 Proposed for     Requesting          Up
    Form        for Preparation
                                                  Disposition       Pick-up




The Outgoing Controlled Equipment form, Stock Number 878-2245, can be ordered
from Stores and Mail Distribution.

   1.      Temporary Transfer to Service Departments
           The removal of property items for Maintenance Department servicing or repair
           may be temporarily accounted for by the two-part Repair-A/V Equipment Tag.
           a. Maintain an open file of items out for repair.
           b. Remove tag from file when properly returned.
           Note: Property found to be beyond repair shall be so noted on an Outgoing
                 Controlled Equipment (OCE) form. The Maintenance Repair Shop will
                 sign as inspector. The property and the OCE form will then be returned
                 to the accountable location for final disposition by the accountable
                 location's administrator or liaison.

   2.      Removal for Final Disposition
           The removal of items for final disposition is recorded on an Outgoing
           Controlled Equipment form.
           a. Furniture
               When usable (or repairable) furniture or equipment is no longer needed at
               its existing location, the items should be accumulated at Richards
               Warehouse for redistribution to schools in need of such equipment.
               Schools or departments with surplus, furniture should complete an
               Outgoing Controlled Equipment form.
           b. Other Items
               When items other than furniture become surplus, it is generally desirable
               to report the situation to the district administrator in the appropriate subject
               area (Music, Science, Vocational, etc.).
                   i. The district administrator will attempt to place the equipment in a
                      school that can make use of the surplus item.




                                             PUR:32
                 ii. Any agreed exchange of property should be recorded on an
                     Outgoing Controlled Equipment form.
             Items for which no home can be found should be appropriate for disposal
             to recover any salvage value. These items should be sent to the Stores
             and Mail Distribution warehouse.
          c. No School Board property may be arbitrarily dismantled, destroyed, or
             discarded. All disposition of useless property must be processed properly
             on an Outgoing Controlled Equipment form.


Approval for Off-Campus Use of School Property: Occasional Off-Campus Location

It is extremely important that all items removed from the assigned location be recorded,
particularly those items which temporarily move off-campus or out of the school system,
such as:
   1.     Temporary off-campus use by Maintenance Operations administrators.
   2.     Removal for repair by outside vendors.

All such off-site movements must be approved in advance by the satellite director; the
satellite property custodian must then become custodian of the appropriate forms that
were completed before the property was allowed to leave the location.

If equipment is being used off-site for any time period up to one (1) year, the Approval
for Off-Campus Use of School Property form must be completed and submitted
appropriately before the equipment leaves the site.

Property in use off-campus MUST be produced for the annual property audit.



             PROPERTY LOSSES FROM THEFT, FIRE, OR VANDALISM

Any custodian is relieved of responsibility for items properly reported on a Plant Security
Report form as having been stolen or destroyed by fire or vandalism. It is important,
therefore, that an accurate reporting be made of such losses.

                                    Prompt Reporting

The School Police require that Plant Security Reports be submitted within 24 hours of
the time of discovery of the loss.
   1.     Any disappearance of property is usually detected by the employee to whom
          the property was assigned and who has been making use of it.




                                         PUR:33
   2.     The School Police must be notified by TELEPHONE immediately in each
          instance of illegal entry, vandalism, theft, fire, and/or property damage due to
          vehicle accident.
   3.     The School Police are to be notified by TELEPHONE in each instance of
          serious damage to a building that would render impossible the physical
          security of the property.
   4.     After notifying the School Police of the incident, the original Plant Security
          Report is to be completed and filed with the School Police within 24 hours of
          the time of the discovery of the loss. Only the original form will be accepted.
   5.     Maintenance Operations must be given the Plant Security Report master
          number if they are contacted to make repairs as a result of damage due to
          illegal entry, vandalism, theft, or fire. Requests for emergency repairs will be
          accepted by telephone.
   6.     Additional related losses must be reported to the School Police by
          memorandum WITHIN TWO (2) WEEKS following the initial report.
   7.     Plant Security Reports Must NOT be used to report:
          a. inventory shortages of unlocated property.
          b. losses of personal property.
          c. minor accidental damage.
          d. requested normal maintenance.
   8.     Continuation pages are to be attached for any sections of the report requiring
          more space than has been provided. Identify each page with the location
          name and Plant Security Report number.


                                Identifying Theft Losses

When there is an apparent loss of tangible personal property as a result of an illegal
entry, care should be taken to describe the missing items as clearly as possible so that
they can be identified in the property accounting records, and so that they can be
claimed if recovered:
   1.     Give serial numbers and PC numbers, if known. All items should be listed
          even if these identifying number are not known.
   2.     Give purchase order number or other source reference, if known.
   3.     Mention all areas accessible to intruders in case it is necessary to report
          additional losses by supplement. All accessible areas, however, should have
          been surveyed for apparent losses at the time of the original reporting.




                                        PUR:34
                        Improving Security against Loss by Theft

The following general suggestions are presented to establish or improve security
against loss by theft:
   1.     All rooms, vehicles, and assigned equipment should be locked or secured
          when unattended by an employee.
   2.     Certain items of equipment are more subject to theft because they are
          valuable, portable, personally useful, or disposed of easily. Such items should
          be treated very carefully.
   3.     To the extent that it is possible, do not leave equipment highly subject to theft
          unattended or unsecured, particularly near exit doors.
   4.     When items are assigned to individuals, a personal commitment, as noted by
          a signature receipt of the item(s), usually results in increased attention to
          safeguards.
   5.     All temporary loans and special permissions should be followed up for return
          as agreed.
   6.     Establish a firm policy that no equipment should be carried off-satellite without
          a supporting document. If the security problem is severe, authorized removal
          could be restricted to only one exit where documents could be checked.
   7.     Equipment security features should be considered in all planning for new
          buildings, additions, or alterations.
   8.     Property matters should be an agenda item at an early employee meeting at
          the beginning of each school year to emphasize the shared responsibility for
          the care and protection of School Board property.


                                      Loss by Fire

In case of a fire that results in the loss of property, follow the same directions listed
above under the headings Prompt REPORTING and IDENTIFYING THEFT Losses.


                            Adjustment of Property Records

The official designation of loss by theft, fire, or vandalism is made by the School Police
in accordance with the Plant Security Report submitted, pending a School Police
investigation. Supplements or amendments must also be authorized by the School
Police as a part of a specific reported loss. The Property Accounting Unit will remove
loss items from the property records only on authority of the School Police. Plant
security losses are reported to the Board quarterly for final authority in this regard.




                                         PUR:35
                            Replacement of Security Losses

The Office of Risk Management administers the following two (2) funds for which
procedures have been developed to handle claims:

Fund 9010— Vandalism and theft fund to repair/replace furniture, fixtures and
           equipment that has been stolen or vandalized.

Fund 9999— Fire and Windstorm fund to replace/repair damage to buildings, furniture,
           fixtures and equipment as a result of fire, windstorm, water damage, etc.

Please remember that every dollar that the Board. expends through these funds is
money that could be directed to the classroom. As such, it is imperative that all
precautions be taken to avoid losses including providing adequate security, as well as
safety checks of buildings and equipment.

As a result of late claims, overstated claims and some misunderstandings regarding the
program's structure, the following will serve as the program's requirements beginning
immediately:
   1.     Notify the Division of School Police by telephone (757-0514) in each instance
          of property damage resulting from fire, water damage, illegal entry,
          vandalism, theft or burglary, or vehicle damage WITHIN 24 HOURS OF
          DISCOVERING THE INCIDENT. If the damage occurred during the weekend,
          notification must occur first thing Monday morning.
   2.     Complete a Plant Security Report within 24 hours of the occurrence. The
          Plant Security Report must be filed with the Division of School Police to obtain
          a MASTER CASE NUMBER.
   3.     Submit the attached Proof of Loss Form FM-5349, completing all areas.
          Attach a detailed list of damaged or missing equipment with current
          replacement prices.

All losses with an expected loss value of $2,500 or more must be directed to the
appropriate Region Captain, Division of School Police, for investigation.

All claims for both funds 9010 and 9999 for furniture, fixtures and equipment should be
submitted by school mail (not fax) to the Office of Risk Management (mail code 9112)
within 20 WORKING DAYS FROM THE DATE OF OCCURRENCE for review, and must contain the
following information:
   1.     Compeleted Plant Security Report WITH MASTER CASE NUMBER ASSIGNED BY
          SCHOOL POLICE. (Worksite should complete an initial Plant Security Report at
          the time of the loss and send it to the Division of School Police. In turn, the
          Division of School Police will review the Plant Security Report and affix a
          Master Case Number and return it to the worksite.)




                                        PUR:36
   2.     Completed proof of loss form with damaged/missing equipment listed with
          replacement prices.
   3.     Proof of an investigation completed by the Division of School Police for claims
          in excess of $2,500.

Note: Theft/Burglary is defined as “The taking of the property of another by the forcible
      breaking and entering of the premises.”

As such, mysterious disappearance of furniture, fixtures or equipment will not be
construed as a covered loss under this program. Any exceptions to this must be
approved by the Deputy Superintendent of School Operations.

After review by Risk Management, those approved claims will be forwarded to the Office
of Budget Management where a structure will be assigned and the money transferred to
the worksite.

Repair to schools, or other Board-owned facilities, will be coordinated through Facilities
Planning and Construction.

Once the budget transfer occurs, the worksite may expend the funds as deemed
necessary and prudent by the worksite supervisor. The Office of Risk and Benefits
Management and Division of School Police no longer need to be in the approval chain
for these requisitions.

A worksite deductible of $500 per incident has been established and will be deducted
for the final approved claim amount.



           VEHICLES WITH LOST / STOLEN TAGS OR REGISTRATIONS

Any work location that has an employee using a vehicle with a lost/stolen tag, or in need
of duplicate registration for an M-DCPS vehicle is to send a memorandum to Ms. Donna
Welsh, Maintenance Satellite Aide, RMaC #1. The memorandum must specifically
identify the work location number, property control number, and vehicle I.D. number or
serial number.

This information is very important in order to avoid any possible problems that could
arise during a traffic-related incident.




                                        PUR:37
                                                                               6Gx13- 3B-1.111
Income

DONATIONS AND GIFTS OF PROPERTY

When any organization or group contributes or donates equipment for any school or location,
the following applies:
   1.     Donor to provide fair market value per item.
   2.     All equipment that is a donation or a gift with a value of $15,000 or greater in
          aggregate is routed to the Region Center to present to the Board as an agenda item
          seeking Board acceptance upon recommendation of the aforementioned office.
   3.     All equipment that is a donation or a gift with a value of less than $15,000 in
          aggregate requires Region Center approval. No Board approval is required.
   4.     All equipment that is a donation or a gift with a value of $1,000 or greater must have
          the prior approval of the responsible department that maintains or repairs that type of
          equipment in order to access the cost benefit of operating and maintaining the
          equipment donated. Computers and peripherals are to be evaluated for the feasibility
          of use and maintenance by the Division of Instructional Technology.
   5.     Any equipment consisting of motor vehicles, aircraft, boats, etc., regardless of their
          value requires approval of the Office of Risk and Benefits Management.
   6.     All equipment that is a donation or a gift with a value of $1.000 or greater must be
          reported to Property Accounting. The "Incoming Control Equipment" Form Fm-1669
          Rev. (09-03) should be used for reporting and inclusion into the District's Property
          Master File at fair market value. The form can be obtained by calling Stores & Mail
          Distribution at 995-3000.

Specific Authority: 1001.41(1)(2); 1001.42(22); 1001.43(10) F.S.
Law Implemented, Interpreted, or Made Specific: 274.02(l); 1011.19 F.S.
History                           THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
New: 7-8-98
Amended: 3-16-05




                                           PUR:38
    PURCHASING       AND


     PROPERTY
     CONTROL

           FORMS
            AND
           CHARTS
                 DUPLICATE AS NEEDED
                          OR
                       VISIT THE
M-DCPS RECORDS AND FORMS MANAGEMENT WEBSITE
       http://forms.dadeschools.net/search.asp
                      TO ACCESS
                INTERACTIVE VERSIONS
                    READY FOR USE




                    PUR:39
PUR:40
         FM-1670




PUR:41
                                              PREPARATION OF OUTGOING CONTROLLED EQUIPMENT
                                                             FM-1670 Rev. (5-87)

                                                               INSTRUCTIONS
                         Miami-Dade County Public Schools Yellow Half Moon Decals: Controlled Equipment ($750 and over)
                      Miami-Dade County Public Schools Salmon Half Moon Decals: Non-Controlled Equipment (Less than $750)

After crossing out [x] proper box in Section A, the following applies:
[1] Request Disposition and Removal - Complete Sections B, C, and D. Please submit a separate request for different types of equipment. For
      example, disposition of an adding machine and a typewriter will require two separate reports. Attached fist may also be used. Send first three
      copies to Maintenance Central, 9241. Inspector will fill in Section E. If reasons I or 2 are designated, the inspector will complete F-1 and pick up
      equipment At that time, if reasons 3, 4, 5, or 6 are designated, send first three copies to Stores & Distribution, 9181, for equipment pick-up.
      Stores & Distribution personnel complete F-1 and originator retains copy 3; copy 2 goes to Stores & Distribution and Stores & Distribution mails
      copy 1 to Property Auditing.
[2] Transfer - Be certain to fill in receiving location number in Section A, complete B, C, D1, and D2. Send first three copies to Maintenance Central,
      9241, or Stores & Distribution, 9181, according to type of equipment to be moved. Maintenance or Stores & Distributions Section F1 and take
      copies I and 2 to receiving site. Receiving site completes Section F2 retains copy 2 and mail copy 1 to Property Accounting.
[3] Missing - Complete Sections B, C, D1, and D2. See below for distribution of copies.
[4] Off Campus - Complete Sections B, C, and G. Retain copies 1, 2, and 3 until equipment is returned. Complete Section G and see below for
      instructions for distribution of copies.
[5] Adjustment Deletions - Property Accounting will complete.
[6] Rental Cancellation - If one year contract was over $4,000, complete Sections B, C, and D2 for all rental equipment cancellation contracts.

SECTION                                       INSTRUCTIONS FOR COMPLETING EACH SECTION
  A     Cross out [X] proper box for outgoing controlled equipment for removal. If [2] is crossed out [X], fill in receiving location number of the
        transferred equipment.
  B     LOCATION NO.                               Fill in 4-digit number that identifies the school, center, or department.
        SCHOOL OR DEPT.                            Fill in name of school, center or department.
        ORIGINATOR                                 Fill in name of person filling out form.
        TITLE                                      Fill in job position of originator.
        DATE                                       Fill in month, day, year.
  C     PROPERTY CONTROL NO.                       If unknown, Stores and Distribution will assign number.
        DESCRIPTION QF PROPERTY                    Item name first, then manufacturer’s name.
                                                   Examples:            Air Conditioner         - Amana
                                                                        Calculator              - Monroe
                                                                        Projector               - Kodak
                                                                        Typewriter              - IBM Electric
        PURCH, CATEG. NO.                          Obtain from Purchasing Department. “Instructions: Use of Purchase Requisition and Item List
                                                   Forms” and enter the proper 3-digit number of each unit of equipment.
        SERIAL NO.                                 If known, start at right side and fill in boxes, going toward the left until all boxes are filled, or serial
                                                   number if properly copied.
        ACC’D_ MO_ AND YR.                         Fill in month and year item was acquired.
        FED. OR OTH.                               Cross out (x) proper box indicating either Federal or other funds.
        COST OR VALUE                              Fill in total cost or estimated market value in dollars and cents.
        ROOM LOCATION                              Fill in room number where item is actually housed.
  D-1   Cross out [X] box indicating reason for removal of equipment.
  D-2   Originator must sip and indicate title; then administrator must sip and indicate title.
  E     Maintenance inspector will fill out section E and pick up the equipment at the time if reason 1 or 2 is crossed out. If reasons 3,4, or 5 are
        crossed out, send Stores & Distribution first three copies. Before equipment leaves site, F-1 should be completed on all copies.
  F-1   No equipment may leave the location site until Section F1 is completed.
  F-2   Complete this section for transfer receipt at receiving site (copy #2 retained at receiving site.).
  G     Off-campus use only for one week or more. Otherwise use of off campus memo. When annual inventory is taken equipment must be at site
        location.
  H,IJ  Maintenance and Stores & Distribution use only: REFER TO YOUR INDIVIDUAL DEPARTMENT FOR INSTRUCTIONS.

         Category                   Copy #1 (Green)                     Copy #2 (Pink)                    Copy #3                       Copy #4 (Blue)
                                         Sent to:                          Sent to:                        (Yellow)                         Sent to:
* [1] Request Disposition       Property Accounting              If reason 1 or 2,               Originator retains.              Retained at location
       and Removal              9999, SBAB, Room 656             Maintenance retains. If                                          originating form.
                                                                 reason 3, 4, or 5, S&D
                                                                 retains.
* [2] Transfer                  Property Accounting              Receiving site retains this     Originator retains.              Retained at location
                                9999, SBAB, Room 656             copy.                                                            originating form.
* [3] Missing                   Property Accounting              Area Director.                  Originator retains.              School Police, #9913
                                9999, SBAB, Room 656
* [4] Off Campus                Property Accounting              User's receipt of               Originator retains.              User receives this copy.
                                9999, SBAB, Room 656             equipment returned at
                                                                 location.
* [5] Adjustment                Property Accounting File         School File at Property      Management Audits, 9999,
                                                                                                 Originator retains.
                                                                 Accounting                   SBAB, Room 525
* [6] Rental Cancellation Property Accounting                         Originator retains.
                                                                 Area Director.               Management Audits, 9999,
                          9999, SBAB, Room 656                                                SBAB, Room 525
* INSTRUCTIONS FOR DISTRIB UTION OF COPIES AFTER SIGNATURE COMPLETION OF ALL APPROPRIATE SECTIONS.
                                                                                                   MIS-1670 Rev. (6-87)

                                REPLACES                                         DATE ISSUED                                                      PAGE
      NUMBER                     DATED                        PAGE




                                                                        PUR:42
                                                 PLANT SECURITY REPORT
P.C.
                                               MIAMI-DADE COUNTY PUBLIC SCHOOLS
P.E.                                                     SCHOOL POLICE
D.E.                                                     MAIL CODE: 9913
OTHER                                                  TELEPHONE: 757-0514

                                      GENERAL INFORMATION

DATE:                                                  SCHOOL POLICE UNIT CASE NO.

ACCESS CNTR:              LOCATION NO.:                LOCATION NAME:

ADDRESS:                                                                           ZIP:

TELEPHONE:                                           DATE/TIME OF INCIDENT:


WAS BUILDING ENTERED?               WAS MAINTENANCE CALLED?                WORK ORDER NO.:
TYPE OF DAMAGE:
    VANDALISM:        THEFT:               ARSON:            FIRE:         WINDSTORM/FLOOD:

DETAILS OF LOSS OR DAMAGE:




          LIST MATERIAL AND EQUIPMENT STOLEN, DESTROYED, OR DAMAGED
No. of                         P.C. #, Model,
           Name of Item                            Stolen      Destroyed      Damaged          Cost
Items                             Serial #




                      ADDITIONAL TRANSPORTATION INFORMATION
BUS NUMBER:                    DRIVER NAME:                                   TERMINAL:

RUN NO:          TRIP NO:            REGULAR RUN:                             FIELD TRIP:

OTHER DETAILS:




NOTE: ALL PLANT SECURITY REPORTS MUST BE SUBMITTED WITHIN 24 HOURS OF DATE OF
DISCOVERY.

PREPARED BY:                                                PRINCIPAL/ADMINISTRATOR
                            (Name and Title)                                           (Manual Signature)
                                                                                    FM-0366 (Rev. 08-93)




                                                 PUR:43
                               SCHOOL POLICE


 1.   The School Police must be notified by telephone immediately in each
      instance of illegal entry, vandalism, theft, fire, and property damage due to
      vehicle accident.

 2.   The School Police are to be notified by telephone in each instance of
      serious damage to a building that would render impossible the physical
      security of the property.

 3.   A Plant Security Report is to be completed and filed with the School Police
      within 24 hours of the telephoned report.

 4.   The Maintenance Department must be given the Plant Security Report
      number if they are contacted to make repairs as a result of damage due to
      illegal entry, vandalism, theft, or fire. Requests for emergency repairs will
      be accepted by telephone.

 5.   Additional related losses must be reported to the School Police by within
      two weeks following the initial report.

 6.   Requisitions for replacement or stolen or destroyed property must be
      received by the School Police within six weeks of the initial loss report.

 7.   Plant Security Reports must not be used:
      A - To report inventory shortages of unlocated property.
      B - To report losses of personal property.
      C - To report minor accidental damage.
      D - To report requested maintenance caused by normal use.

 8.   Parents or guardians of offenders identified as responsible for theft or
      damage of property are liable for such losses under Florida Law. For this
      reason it is imperative that each Plant Security Report reflect only the loss
      suffered by the specific event being reported.

 9.   Billing and collection of all restitution is the responsibility of the School
      Police only.

10.   Continuation pages are to be attached for any section of this report
      requiring more space than has been provided. Identify each such page
      with location name and Plant Security Report number.




                                        PUR:44
                                     MAINTENANCE OPERATIONS
Miami-Dade County Public Schools
 giving our students the world     PROPERTY CONTROL DEPARTMENT

                    PROPERTY CONTROL TAG FORM

                            NEW PROPERTY CONTROL TAG FORM
                                                   P.O.
              DATE
                                                 NUMBER

          NEW P.C. #                             SERIAL #

     DESCRIPTION OF
                                              INVOICE #
       PROPERTY
          DATE OF
                                                  NAME
         PURCHASE
                                             EMPLOYEE
              COST
                                              NUMBER

           VENDOR                                TRADE

    PSEUDO NUMBER                             PHYSICAL
       (if assigned)                         EDUCATION

          LOCATION                            VEHICLE #




Receiver’s Signature:

Audit Liaison’s Signature:
                                                            FM-6080 (05-01)




                                        PUR:45
                                        MAINTENANCE OPERATIONS
Miami-Dade County Public Schools     PROPERTY CONTROL DEPARTMENT
 giving our students the world
                                   INTERNAL PROPERTY TRANSFER FORM

                                   INTERNAL PROPERTY TRANSFER FORM


      DATE:                          /       /

      Originator:                                                      Employee #:

      Received By:                                                     Employee #:


                            Description of
        P.C. Number                              Serial #       Acquired Date   Cost or Value   Room
                              Property




      Remarks:




                                                                                                FM-6075 (Rev. 05-01)




                                                            PUR:46
Miami-Dade County Public Schools
 giving our students the world
                                         REPAIR – A/V EQUIPMENT
               To be completed by SCHOOL when requesting repair.

School Name
School Request No.
Type Equipment
PC No.                                                    Date
IDENTIFY PROBLEM



                          To be completed by MAINTENANCE
W/O No.                                    Mechanic
                 To be completed by SCHOOL when item returned.
Received by
                           Signature                              Date

                                                                 FM-2272 Rev. (04-01)

                          To be completed by MAINTENANCE
Date of Pick-up                          School Name
                                                                              Total
               Mechanic                    Date        Start     Finish
                                                                              Min.




Completed Date                                    Total Time
Repair Description


Parts Used


                                                                 FM-2272 Rev. (04-01)


                      MIAMI-DADE COUNTY PUBLIC SCHOOLS
                             REPAIR – A/V EQUIPMENT
                         To be completed at time of pick-up
W/O No.
Type of Equipment
P.C. Number
Picked up by                                             Date
                                                                 FM-2272 Rev. (04-01)



                                       PUR:47
                                                                                                     WORK                                                  REQUISITION
                                            MIAMI-DADE COUNTY PUBLIC SCHOOLS                        ORDER                                                    NUMBER
                                      DEPARTMENT OF MATERIALS PLANNING AND CONTROL                  NUMBER
Miami-Dade County Public Schools
                                      PURCHASE REQUEST FOR MATERIALS AND SERVICES                    EVENT                                                REQUISITION
    giving our students the world
                                                                                                    NUMBER                                                   TOTAL       $
    REQUESTOR                                                     EMPLOYEE                                               SUPERVISOR’S SIGNATURE    APPROVAL                     DATE
       NAME                                                        NUMBER                                                                            CODE
      TYPE OF                                                                                     TYPE OF    EMERGENCY            URGENT              EXPEDITE         ROUTINE
     PURCHASE                        Y P.O.           CONFIRMATION           REGUALR              PRIORITY    PURCHASE           PURCHASE            PURCHASE         PURCHASE
                                                                                   VENDOR                                                                VENDOR          PHONE
  VENDOR NAME
                                                                                  ADDRESS                                                                NUMBER
     DELIVERY                        VENDOR             MMM-MAD              TRADE PICK-UP          CARRIER           CARRIER NAME                       DELIVERY        PHONE
   INFORMATION                       DELIVERY           DELIVERY                                    DELIVERY                                             DATE
MSAF USE ONLY                                           FUNDING STRUCTURE                                                                             APPROVAL           APPROVAL
                                                                                                   APPROVAL ROUTING      APPROVAL ROUTING
                                      FUNDING      OBJECT    LOCATION PROGRAM          FUNCTION                                                        ROUTING            ROUTING


                                                            PURCHASE REQUISITION TRANSACTION – LINE ITEM DETAIL INFORMATON
        QUANTITY                UNIT MEASURE    UNIT COST               DETAILED DESCRIPTION OF REQUESTED ITEM OR SERVICES                         MANUFACTURER          LINE ITEM COST

                                                                                                                                                                     $
1       QUANTITY                UNIT MEASURE    UNIT COST                                                                                          MANUFACTURER          LINE ITEM COST

                                                                                                                                                                     $
        QUANTITY                UNIT MEASURE    UNIT COST               DETAILED DESCRIPTION OF REQUESTED ITEM OR SERVICES                         MANUFACTURER          LINE ITEM COST

                                                                                                                                                                     $
2       QUANTITY                UNIT MEASURE    UNIT COST                                                                                          MANUFACTURER          LINE ITEM COST

                                                                                                                                                                     $
        QUANTITY                UNIT MEASURE    UNIT COST               DETAILED DESCRIPTION OF REQUESTED ITEM OR SERVICES                         MANUFACTURER          LINE ITEM COST

                                                                                                                                                                     $
3       QUANTITY                UNIT MEASURE    UNIT COST                                                                                          MANUFACTURER          LINE ITEM COST

                                                                                                                                                                     $
        QUANTITY                UNIT MEASURE    UNIT COST               DETAILED DESCRIPTION OF REQUESTED ITEM OR SERVICES                         MANUFACTURER          LINE ITEM COST

                                                                                                                                                                     $
4       QUANTITY                UNIT MEASURE    UNIT COST                                                                                          MANUFACTURER          LINE ITEM COST

                                                                                                                                                                     $
GENERAL COMMENTS AND ADDITIONAL INFORMATION OF PURCHASE REQUEST                                                                                    REQUISITION TOTAL $
                                                                                                                                                  BLANKET PURCHASE ORDER
                                                                                                                                                  INFORMATION
                                                                                                                                                   BLANKET No.
                                                                                                                                                   BLANKET EXPIRATION DATE:
                                                                                             PHONE NUMBER          PAGER NUMBER
CONTACT PERSON                                                       TRADE                                                                        TERM BID NO.:
                                                                                             (305)                 (305)
Copies:                             White – MPC              Canary - Requestor
                                                                                        PUR:48
                                                                    MIAMI-DADE COUNTY PUBLIC SCHOOLS
                                                                    PURCHASING CREDIT CASRD PROGRAM
Miami-Dade County Public Schools
    giving our students the world
                                                                         PURCHASE AUTHORIZATION
WORK LOCATION:                                                                                        INTERNAL #:


Florida Tax Exemption No. 23-08-324893-53C                 REQUESTER’S NAME:                          DATE:                 SHIP TO ADDRESS:


SUPPLIER/MERCHANT:                                         CARD HOLDER NAME:


                                                           TRANSACTION DATE/NUMBER:


         ORDER VIA                       PHONE #                 FAX #                        IN PERSON:                        CONFIRMED BY:


    ITEM                                           DESCRIPTION                        QTY          UNIT             PRICE           TOTAL         RCVD BY




FUND                                OBJECT     LOCATION   PROGRAM        FUNCTION                        SHIPPING CHARGES                        CHECK HERE
                                                                                                                                                IF ADDITIONAL
                                                                                            PURCHASE NOT TO EXCEED $999.99      $                  ITEMS ON
WORK LOCATION CARD ADMINISTRATOR (PRINT)                                 SIGNATURE                                     DATE                     REVERSE SIDE



SUPPLIER MUST CALL _______________________________________________ AT (305) ___________________________TO
OBTAIN CARD NUMBER FOR FAX ORDERS. NO SUBSTITUTES OR BACK ORDERS ACCEPTED.
                                                                                                                                        Fm-5707 Rev. (01-05)

                                                                             PUR:49
                                                                                                                                                Page 2
                                                                  MIAMI-DADE COUNTY PUBLIC SCHOOLS
                                                                  PURCHASING CREDIT CASRD PROGRAM
Miami-Dade County Public Schools
    giving our students the world
                                                                       PURCHASE AUTHORIZATION
WORK LOCATION:                                                                                    INTERNAL #:


    ITEM                                         DESCRIPTION                      QTY          UNIT             PRICE         TOTAL       RCVD BY




FUND                                OBJECT   LOCATION   PROGRAM     FUNCTION                         SHIPPING CHARGES                    CHECK HERE
                                                                                                                                        IF ADDITIONAL
                                                                                        PURCHASE NOT TO EXCEED $999.99    $                ITEMS ON
WORK LOCATION CARD ADMINISTRATOR (PRINT)                            SIGNATURE                                      DATE                 REVERSE SIDE



SUPPLIER MUST CALL _______________________________________________ AT (305) ___________________________TO
OBTAIN CARD NUMBER FOR FAX ORDERS. NO SUBSTITUTES OR BACK ORDERS ACCEPTED.
                                                                                                                                  Fm-5707 Rev. (01-05)


                                                                        PUR:50
PUR:51
                             PREPARATION OF INCOMING CONTROLLED EQUIPMENT
                                           MIS-1669 Rev. (11-85)

                                               INSTRUCTIONS
Miami-Dade County Public Schools Yellow Half Moon Decals: Controlled Equipment ($750 and over)
Miami-Dade County Public Schools Salmon Half Moon Decals: Non-Controlled Equipment (Less than $750) To report
incoming controlled equipment category 1 2A 2B 2C complete Sections 2 and 3 only. To report incoming controlled
equipment category 3A 3B 3C complete Sections 2 and 3 only.

SECTION                                       INSTRUCTIONS FOR COMPLETING EACH SECTION.
1     Cross out [X] proper box for internal funds, gifts, or recoveries. If [1) is crossed out [XI, fill in Check Number
      of the purchase.
2     LOCATION NO.                            Fill in 4-digit number that identifies the school, center, or department
      SCHOOL OR DEPT.                         Fill in name of school, center or department
      ORIGINATOR                              Fill in name of person filling out form.
      TITLE                                   Fill in job position of originator.
      DATE                                    Fill in month, day, year.
3     PROPERTY CONTROL NO.                    If unknown, Stores and Distribution will assign number.
      DESCRIPTION OF PROPERTY                 Item name first, then manufacturers name.
                                              Examples:             Air Conditioner - Amana
                                                                    Calculator         - Monroe
                                                                    Projector          - Kodak
                                                                    Typewriter         - IBM Electric
4     PURCH. CATEG.                           Obtain from Purchasing Department "Instructions: Use of Purchase
                                              Requisition and Item List Forms" and enter the proper 3-digit number of
                                              each unit of equipment.
      SERIAL NO.                              If known, start at right side and fill in boxes, going toward the left until an
                                              boxes are filled, or serial number if properly copied.
      ACO'D. MO. AND YR.                      Fill in month and year item was acquired.
      FED. OR OTH.                            Cross out (x) proper box indicating either Federal or other funds.
      COST OR VALUE                           Fill in total cost or estimated market value in dollars and cents.
      ROOM LOCATION                           Fill in room number where item is actually housed.
4A    Cross out [X] box indicating department picking up equipment Fill in location number, location name, date,
      and room number. Person picking up equipment must sign name and indicate job title.
      If equipment is at the location and functional, it will be placed on record at that location. If equipment is
      located elsewhere and functional, deliver to Stores & Distribution, have Stores & Distribution sign form,
      making copy for their record.
      If repairs are needed, take equipment to Central Maintenance. Central Maintenance signs section 4A,
      makes copy, repairs the equipment, and sends the equipment to Stores & Distribution as surplus.
4B    After Maintenance repairs equipment and sends the equipment to Stores & Distribution as surplus, fill out all
      boxes pertaining to final destination. Have Stores & Distribution sign to register acquisition of equipment
      Make copy and send to Property Accounting by circling top left comer.
5     Has replacement equipment been requested? If yes, fill in replacement requisition number and date of
      requisition:
      Indicate recovery by filling in serial number and date opposite one of the following:
                Recovery from Outgoing Controlled Equipment Numt;-r-
                Recovery from Plant Security Number
                Recovery from Unlocated Property Number (Unlocated Property Report)
6-7-8 Maintenance and Stores & Distribution use only: REFER TO YOUR INDIVIDUAL DEPARTMENT FOR
      INSTRUCTIONS.

COPY #1 (Blue)   – Circle top, left comer and mail to Property Accounting after completion. (No envelope
                   necessary)
COPY #2 (Yellow) – Originator retains at location.

             REPLACES                                    DATE ISSUED                                     PAGE
NUMBER        DATED            PAGE
                                                                                                       MIS-1669 Rev. (11-85)




                                                        PUR:52
                          MIAMI-DADE COUNTY PUBLIC SCHOOLS
                   VENDOR’S PAYMENT SPECIAL HANDLING AUTHORIZATION

   EXPEDITE CHECK, DUE DATE ______                HOLD FOR PICK-UP ______ (APPROVER MUST INITIAL)*


                                                                         AMOUNT TO PAY
P.O. NO.               INVOICE NO.
                                                                         $

                                     VENDOR INFORMATION

VENDOR NAME                                                          VENDOR NO.
VENDOR’S
MAILING ADDRESS

                                JUSTIFICATION FOR REQUEST




CHECK TO BE PICKED-UP BY: *                                                    PHONE

                                 REQUEST FOR INFORMATION

REQUESTOR’S NAME
                                (Typed)                                (Signature)                            (Date)

TITLE                                                    WORK LOCATION NAME

   AUTHORIZING ADMINISTRATOR (ASSISTANT, ASSOCIATE SUPERINTENDENT OR ABOVE)
                       This method of payment circumvents the regular payment cycle approved by the Board which
                       assures internal control. The approver’s responsibility is to insure the legitimacy of this request
NOTICE TO APPROVER:    as an isolated emergency.
ADMINISTRATOR’S
NAME
                                 (Typed)                               (Signature)                            (Date)

OFFICE/BUREAU NAME
                           FOR ACCOUNTS PAYABLE USE ONLY

CONTROL GROUP NO.                               INVOICE COUNT                                    FUND
PREPARED BY                                         INPUT BY
ACCOUNTS PAYABLE’S APPROVAL                                                                      DATE
                                                                                                    FM-4675 REV. (03-97)




                                                PUR:53
                                                    MIAMI-DADE COUNTY PUBLIC SCHOOLS
                                                       SELF-INSURED PROPERTY FUND
                                                              PROOF OF LOSS


                                     Plant Security                     Fire/Water Damage

                                     Report Number                      Theft & Vandalism
SCHOOL/WORKSITE




                  School/Worksite Name                                                 Work Location #

                  Date/Time of Loss

                  Nature of Loss



                  Injuries?          YES              NO              Estimate of Damage


                                 Principal/Worksite Supervisor                     Telephone                      Date

THIS CLAIM CANNOT BE PROCESSED UNLESS A COMPLETED PLANT SECURITY REPORT WITH
A MASTER CASE NUMBER ASSIGNED, AND AN ITEMIZED LIST OF DAMAGED EQUIPMENT WITH
                 ESTIMATED REPLACEMENT COSTS ARE ATTACHED.

                  Estimated Damage            $             Date forwarded to Budget Management
                  Deductable                  $ 500
RISK MANAGEMENT




                  Claim Approved for          $
                  Claim Disapproved                         Date forwarded to work location supervisor if disapproved



                  Reason:




                                                                             Scott B. Clark, Executive Director


                              Budget has been established as follows: Date
 MANAGEMENT




                                    Fund          Object   Location       Program      Function      Amount
   BUDGET




                                    0100
                                    0100


                                                                                            Budget Analyst


                                                                                                         FM-5349 REV. (02-98)




                                                                 PUR:54
                                                            MAINTENANCE OPERATIONS
                                                       12525 Northwest 28th Avenue, Miami 33167
     Miami-Dade County Public Schools                APPROVAL OF OFF-CAMPUS USE OF
      giving our students the world
                                                        SCHOOL BOARD PROPERTY
SECTION A: ITEM DESCRIPTION
LOCATION NUMBER                               SATELLITE NAME
PURPOSE/USE



LOCATION OF USE      HOME                            OTHER
TYPE OF PROPERTY (EQUIPMENT)
                                                                            (Description)
PROPERTY                                       SERIAL                              PROPERTY TO BE
CONTROL #                                      NUMBER                              RETURNED BY
PERSON TO WHOM PROPERTY IS ASSIGNED                          APPROVED BY
(Name of Standby Employee)                                   (Name of Standby Employee’s Administrative Supervisor):)
(PRINT)                                                      (PRINT)
            (Last)                        (First)                        (Last)                           (First)
DATE                                                         DATE
SIGNATURE                                                    SIGNATURE
                             (Standby Employee)                                        (Administrative Employee)
EMPLOYEE
NUMBER


                           SECTION B: STATEMENT OF RESPONSIBILITIES
1.   Employee will take reasonable precautions to maintain the security of the equipment in his/her possession.
2.   If the equipment or any of its accessories are lost or stolen, the employee will immediately notify the police
     and his/her administrative supervisor.
3.   The equipment and the accessories will be returned no later than the date noted above.
4.   If the employee experiences any problem with the equipment, the employee will immediately notify his/her
     administrative supervisor.
5.   The employee will see that the equipment is used appropriately for official business only.


                                        SECTION C: PROPERTY RETURN
       GOOD CONDITOIN
       OTHER, EXPLAIN
RECEIVED BY:                                                           DATE RECEIVED
SIGNATURE:


                                                                                                         FM-6076 (05-01)




                                                    PUR:55
PUR:56
                         PAYROLL
                                                                    Page #
Definitions                                                         PAY:3
Hours of Operation                                                  PAY:5
Arriving Late and Leaving Early                                     PAY:5
Absences and Leaves: Board Rule 6Gx13-4E-1.01                       PAY:6
Absentee Tape                                                       PAY:8
Attendance                                                          PAY:9
Time Clocks                                                         PAY:9
Time Cards and Time Sheet Reconciliation                             PAY:9
Leave Time                                                          PAY:10
Leave without Pay (ALWOP) - Authorized                              PAY:10
Leave without Pay (ULWOP) - Unauthorized                            PAY:11
Attendance Card Posting and Unauthorized LWOP Report                PAY:11
Jury Duty                                                           PAY:12
Military Leave                                                      PAY:12
Vacation and Holiday Leaves                                         PAY:12
Professional Leave: Board Rule 6Gx13-4E-1.09                        PAY:14
Elected Official Leave Procedures                                   PAY:16
Overtime                                                            PAY:16
Compensatory Time                                                   PAY:17
Probationary and Temporary Hours                                    PAY:18
Supplemental Payment: Interim Forepersons                           PAY:18
Supplemental Payments: Lead Forepersons                             PAY:18
Supplemental Payments: Standby Duty                                 PAY:19
Supplemental Payments: Hazardous Duty                               PAY:19
Supplemental Payments: Double Time                                  PAY:19
Payroll Documents                                                   PAY:19
Payroll Check Distribution                                          PAY:20
Transfer (Reassignment of Employees from One Location to Another)   PAY:20



                                    PAY:1
Payroll Inquiries                                               PAY:21
Payroll Direct Deposit Authorization                            PAY:22
Credit Union                                                    PAY:22
Sick Leave Cash-In or Rollover                                  PAY:23
Purchase of US Savings Bonds Through the Payroll Savings Plan   PAY:23
Tuition Reimbursement                                           PAY:24
Employee Verification                                           PAY:24


FORMS:
   A. Know Your Pay Stub                                        PAY:29
   B. Payroll Section Inquiry Form                              PAY:30
   C. Salary Inquiry Form                                       PAY:31
   D. Leave Form (Non -Scantron)                                PAY:32
   E. M/O Satellite Release Request Form                        PAY:33
   F. M/O Parent-Teacher Conference                             PAY:34
   G. Vacation Leave Request                                    PAY:35
   H. Request for Sick Leave Cash-In                            PAY:36
   I. Request for Sick Leave Rollover into VISTA 401(k)         PAY:37




                                       PAY:2
                                     DEFINITIONS

ADMINISTRATORS - Employees governed by the Managerial Exempt Personnel
(MEP) Procedures or the DCSAA contract. MEP employees not eligible for overtime;
DCSAA employees are eligible for compensatory time. Only these employees are
authorized to approve leave forms. (On “C” payroll.)

AFSCME - AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL
EMPLOYEES

“C” PAYROLL - Daily rate payroll for 12-month personnel. Administrators and clerical
(UTD) personnel are hired onto this payroll; Trades personnel, once they have
completed their probationary period, are paid on this payroll. Any absence reported on
this payroll must have a leave form to accompany the roster.

CHANGE OF PAYROLL TRANSACTION - An electronic transaction used to change or
correct a prior payroll.

CHECK RECAP - Register accompanying paychecks which lists all computerized
checks issued on the check date by pay period, location, employee number, pay code,
name, number of days paid, job code, gross and net amounts, and check number.

DCSAA - DADE COUNTY SCHOOLS ADMINISTRATORS' ASSOCIATION, LOCAL 77,
AFSA, AFL-CIO

DCSMEC - DADE COUNTY SCHOOLS MAINTENANCE EMPLOYEE COMMITTEE

EMPLOYEE NUMBER - Six-digit identifying number issued to all employees when
hired. No employee number is a duplicate. ** NO EMPLOYEE NUMBER = NO PAY! **

“F” PAYROLL
   1.     Hourly 12-Month Employee Payrolls - Hourly clericals may not exceed 50
          hours per pay period; hourly AFSCME employees may not exceed 60 hours
          per pay period. Payment is made for actual hours worked. No leave cards are
          submitted for these payrolls.
   2.     Supplemental Payrolls - Temporary Foreperson, Hazardous Duty, Standby
          Duty, and/or Temporary Foreperson/Hazardous Duty Overtime Payroll.
          Authorization forms must be approved by the Chief Facilities Officer,
          Maintenance Operations, or designee.

LEAVE FORMS (FM2671) - Form which records absences for all full-time employees.
Must be “bubbled” in the appropriate boxes with a #2 lead pencil, signed in blue ink, and
submitted with “C” payroll roster. An administrator must sign/approve all leave forms,
again, all signatures must be in BLUE ink. NOTE: Authorized leave without pay must be
approved/signed by the Administrative Director or his/her designee.



                                     PAY:3
LOCATION NUMBER - Four-digit identifying number which denotes the work site to
which each employee is assigned and from which s/he is paid.

PAC NUMBER - Four-digit Position Authorized Control Number assigned to each
budgeted position within a location.

PAY PERIOD - Ten-day period beginning on Friday, and ending on Thursday. (The pay
period schedule is issued annually by M-DCPS Payroll Department.)

TEMPORARY EMPLOYEE - Employees assigned exclusively to location 9260 on the
DCSMEC H1 salary schedule.

TIME CARD/SHEET - Card which, on a daily basis, records in and out time by stamping
a time clock. Cards are issued on a bi-weekly basis (the beginning date of each pay
period). Time cards are issued to AFSCME and DCSMEC employees. Time sheets are
used by administrative and clerical (AFSCME/UTD) employees to sign in and out on a
daily basis. At the end of the pay period, each employee must sign his/her time card or
time sheet. Zone Mechanics use an on-line application to report in and out of their work
sites.

UTD - UNITED TEACHERS OF DADE - This union includes teachers as well as
Clericals (3 months probationary period - hired straight into “C” payroll.)

“V” PAYROLL - Overtime payroll - Overtime hours must be reported on the same
overtime payroll location as the primary location. Overtime hours cannot be anticipated.
Payment is made for actual hours worked only.

3/12 WORK WEEK – Any consecutive three-day, 12-hour schedule, Monday through
Saturday, between 10:30 am and 1 pm, with employees being paid for a total of 40
hours.

4/10 WORK WEEK – Any consecutive four-day, 10-hour schedule, Monday through
Saturday, between 12:30 pm and 11 pm, that includes a 7.5% shift differential.

5/8 WORK WEEK – Any consecutive five-day, eight-hour schedule, Monday through
Friday. A modified work schedule of any consecutive five-day, eight-hour schedule,
Monday through Saturday, between 2:30 pm and 11 pm, that includes a 7.5 shift
differential is an alternative schedule within this configuration.

“Y” PAYROLL - Probationary Employee Payroll - hourly pay rate (DCSMEC and
AFSCME Employees). Refer to labor contracts for holiday pay. Employees are paid for
actual hours worked.




                                     PAY:4
                               HOURS OF OPERATION

The administrative workday is from 7:00 A.M. to 3:30 P.M., with a duty-free lunch,
Monday through Friday. That is, the standard work week for DCSAA administrators is
37.5 hours, excluding lunch. All MEP administrators are on call 24 hours a day. All
DCSAA administrators may, on occasion, be scheduled to work beyond the 37.5 hours,
if circumstances require an adjustment to the employees' work schedule. Such
adjustments, however, should not be excessive or arbitrary. All administrators are
required to wear their pagers, or have them available, 24 hours a day.

For most AFSCME and DCSMEC personnel, the work day is from 7:00 A.M. to 3:30
P.M., Monday through Friday. (For more details concerning the work day, see the
Trades chapter, page 1.) Clerical hours are to be determined by the worksite director.

In accordance with bargaining unit agreements and established Maintenance
Operations practices, all AFSCME and DCSMEC personnel shall be permitted two (2)
fifteen-minute breaks, and a half-hour lunch period during an eight-hour work day. UTD
and Confidential Exempt Secretaries are permitted two (2) fifteen-minute breaks, and a
one-hour lunch period during an eight-hour work day.

Regarding involvement in their child's school, employees are granted no more than two
(2) hours authorized released time annually for parent-teacher conferences. To attend
other events, such as awards ceremonies or graduation exercises, either personal or
vacation time must be used.


                       ARRIVING LATE and LEAVING EARLY

All administrative employees are expected to work at least from 7:00 A.M. to 3:30 P.M.
unless they are working under a modified schedule. If an employee expects to arrive
late at work, the employee is expected to call the work location and explain the
circumstances. In the case of late arrival or early departure from the work location, an
administrator present more than one-fourth and less than three-fourths of the workday is
considered as having worked one-half day. An administrator present at least three-
fourths of the workday is considered as having worked a full day, upon prior notification
and approval of the ranking administrator.

The work day for all bargaining unit employees is stipulated by departmental
procedures, which also stipulates other specific scheduling criteria appropriate to that
bargaining unit. For example, a supervising administrator may release an employee for
up to two hours for the purpose of medical and/or dental appointments (that are not
Workers’ Comp.-related appointments, and/or up to two (2) hours annually for
parent/teacher conferences.

Employees planning to be absent a full or one-half day must call the appropriate
absentee tape, following Maintenance Operations procedures so that they are not



                                     PAY:5
charged "unauthorized leave without pay" for the time missed. (See the Payroll chapter
for absentee tape call-in instructions that must be followed by all employees.)

If an employee expects to leave early for any reason, the employee must obtain
permission from his/her administrator before being allowed to depart the work location.
(Please see the forms section of this chapter for the Satellite Release Request form, as
well as the form to use when attending a parent-teacher conference.)

Chronic late arrivals and/or early departures will result in appropriate disciplinary action




                                ABSENCES AND LEAVES

                                                                            6Gx13- 4E-1.01
Absences, Leaves and Vacations

ABSENCES AND LEAVES

     The policies and rules governing absences and leaves of personnel are
     determined by and patterned after state laws and regulations. Except for sudden
     illness or emergency situations, any employee who is absent without prior approval
     shall be deemed to have been willfully absent without leave.
     A.       Each full-time employee (excluding probationary employees) is entitled to
              accumulate one day of sick leave per month of employment. Such sick
              leave is to be accrued in the following manner:
              1.     Four days of sick leave will be provided to each instructional
                     employee as of the first day of employment of each contract year.
                     Each employee, other than instructional personnel, shall be
                     credited with four days of sick leave at the end of the first month of
                     employment of each contract year. Each employee shall accrue
                     one day of sick leave for each month of employment creditable to
                     the employee at the end of that month, and which shall not be used
                     prior to the time it is earned and credited to the employee; provided
                     further that the employee shall be entitled to earn no more than one
                     day of sick leave times the number of months of employment during
                     the year of employment.
              2.     Such sick leave shall be accumulative from year to year and there
                     shall be no limitation on the number of days of sick leave a member
                     of the staff may accrue; and further provided that days transferred
                     from other employers within the Florida Retirement System shall be
                     accrued at the same rate as the days accrued within The School
                     Board of Miami-Dade County.


                                       PAY:6
             3.    All unused accumulated sick leave days will be restored to
                   employees previously employed upon returning to employment in
                   the school system.
             4.    A district employee may authorize his or her spouse, child, parent,
                   or sibling who is also a district employee to use sick leave that has
                   accrued to the authorizing employee. The recipient may not use the
                   donated sick leave until all of his or her sick leave has been
                   depleted, excluding sick leave from a sick leave pool, if the
                   recipient participates in a sick leave pool. Donated sick leave shall
                   have no terminal value.
    B.       Sick leave shall be approved in the following categories:
           1.       Illness and/or death of:
                    Mother                Husband                   Foster Children
                    Father                Wife                      Step-parents
                    Sister                Child                     Step-children
                    Brother               Foster Parents            Grandchild
                    Mother-in-law         Son-in-law                Uncle
                    Father-in-law         Daughter-in-law           Aunt
                    Brother-in-law        Grandmother               Niece
                    Sister-in-law         Grandfather               Nephew
           2.       Illness and/or death of:
                   Persons who reside in the same residence as the person who is
                   requesting sick leave.
    C.       A sick employee who has exhausted all sick leave to which he/she is
             entitled shall be considered automatically on leave without pay (not to
             exceed 30 consecutive workdays), with the Board's approval, until such
             employee returns to work. Leave without pay for illness is considered only
             a protection of one's employment rights.
    D.       Each employee eligible for sick leave accrual may be granted six days
             personal leave each school year or fiscal year for personal reasons,
             unless otherwise provided in the applicable collective bargaining
             agreement. Such personal leave shall be chargeable only to accrued sick
             leave and shall be noncumulative.

Specific Authority: 230.22(2); 230.23(22) F.S.
Law Implemented, Interpreted, or Made Specific: 231.39; 231.40 F.S.

History                THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Repromulgated: 12-11-74
Amended: 8-25-82; 5-13-98; 12-12-01




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                                  ABSENTEE TAPE

If an employee is unable to report to work, the employee must call the appropriate
number listed below. The call will be tape recorded and used as the official record of an
employee call-in absence. This call must be made prior to the start of the workday or
period during which the employee intends to be absent. Employees who work either the
first or the last half of the workday must call the tape so that an official record is
recorded.

             Region Maintenance Center #1             995-4077
             Region Maintenance Center #2             995-7837
             Region Maintenance Center #3             835-1027
             Region Maintenance Center #4             995-4312
             Region Maintenance Center #5             256-3121
             Region Maintenance Center #6             246-1155
             Central Complex, WL 9241                 995-4448
             Capital Task Force, WL 9260              995-4046

The employee's supervisor/foreperson may also request that s/he call them to assist in
work scheduling. This is an additional call which does NOT take the place of the call to
the absentee tape. Employees who do not call in and are absent may be charged one
(1) full day of “unauthorized leave without pay.”

When calling:        •   Listen to the tape-recorded message.
                     •   State and spell your last name
                     •   Give your employee number
                     •   State your department
                     •   State the name of your supervisor or foreperson
                     •   State the type of leave you are requesting (for instance: sick,
                         personal business, injury, or light duty)

If an employee has not accrued sufficient sick/personal leave, the absence will be
reported as “UNAUTHORIZED LEAVE WITHOUT PAY.”

Employees must call and leave a message for each day they are absent. If an
employee is hospitalized or will be absent for an extended period of time, the employee
may specify a return date when making the initial call and, therefore, not have to make
further daily reports.




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                                    ATTENDANCE

The District's Payroll Procedures Manual (Section 1.1) requires that “all daily rated
personnel indicate their daily attendance by personally noting their presence or absence
on the Daily Attendance Sheet.” These attendance sheets are to be promptly submitted
to the payroll department at the end of each pay period to facilitate preparation of the
payroll roster(s).



                                    TIME CLOCKS

Each DCSMEC and AFSCME employee (except for Work Order Control employees) will
be assigned to a specific time clock to clock in and out each day. All employees are
responsible for PERSONALLY punching in and out at the assigned time clock. At no time
is one employee to punch in or out for another employee. Any employee attempting to
alter data on a time card or attempting to disable a time clock will be subject to
disciplinary action, termination not withstanding.

The only employees not using time clocks will be those who use their badges to swipe
in their in/out times. Currently, the only employees using badge swipes are those at
Region Maintenance Center #5. These employees are expected to PERSONALLY swipe
their badge to denote time in and out on a daily basis. As the I.D. badge system is
converted at other satellites, the employees who get the new badges with the magnetic
strip will convert to the new system.



                 TIME CARD AND TIME SHEET RECONCILIATION

A time card is issued to each DCSMEC and AFSCME employee (except for Work Order
Control employees) at the beginning of each pay period. The employee must punch in
and out daily if s/he reports to a Satellite. Also, employees must punch out prior to
doctor/dental appointments, and in again if the appointment is scheduled more than two
hours before the end of their shift. In the event that an employee is absent, his/her
administrator must sign the time card indicating the type of leave requested. The time
card is then received by the Payroll/Personnel Assistant and reconciled with the call-in
tape transcription on a daily basis. Any discrepancies must be resolved With the
appropriate administrator.

Time cards must be returned to their racks by 3:00 p.m. daily. Crews reporting directly
to a school site must have their time completed by a Satellite Director. The outside
crews' time cards are forwarded to the Payroll/Personnel Assistant at the end of each
pay period. Zone Mechanics use an on-line application to report in and out of their work
sites. A reconciliation between the time card and call-in tape is done upon receipt. Any




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discrepancies must be resolved with an administrator. Any change of payroll memos
must be signed by the Administrator authorized to certify the payroll.

All time cards MUST be signed by the employee at the end of each pay period.

All UTD and DCSAA employees must sign the time sheet when they come in in the
morning, and when they leave in the afternoon, NOTING ACTUAL TIME OF ARRIVAL AND
DEPARTURE. (MEP employees may initial the time sheet upon arrival in the morning and
when they leave in the afternoon.) The Payroll/ Personnel Assistant reconciles the time
sheet on a daily basis to the call-in tape transcription. Again, any discrepancies must be
resolved with the appropriate administrator. Each employee must sign the time sheet at
the end of the pay period indicating the time is correct.

Leave cards must be signed by an administrator and forwarded to the Payroll/
Personnel Assistant the same day or no later than the following day by 9:00 a.m. Leave
cards are to be submitted to the Payroll Office in a timely manner so that leaves are
reported in the pay period that the absence occurs. Late receipt of leave cards should
be brought to the attention of the appropriate Director.

All payroll documents must be stored in a locked cabinet.



                                      LEAVE TIME

Employees need not ask payroll personnel about available leave time. Leave balances
are provided on the pay stub, and reflect the vacation/sick/personal time available to
that employee at the close of the payroll period, which is one week earlier than the
check is issued.



                  LEAVE WITHOUT PAY (ALWOP) - AUTHORIZED

Authorized Leave Without Pay (ALWOP) may be granted by the Facilities Officer or
designee only for any ALWOP needed up to a thirty-day absence. Should an employee
need to request leave without pay for more than thirty days, Form 2763: Request for
Leave of Absence Without Pay, that can be found on the District’s Records and
Forms Management Website, (http://forms.dadeschools.net/search.asp), must be
completed, turned in for the work site administrator’s signature, and then submitted to
the District’s leave office for approval.




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                 LEAVE WITHOUT PAY (ULWOP) - UNAUTHORIZED

Unauthorized Leave Without Pay (ULWOP) may result from any of the following
situations:
   •   An employee requests vacation leave on the absentee call-in tape. This tape is to
       be used only for requesting sick or personal leave prior to the start of the
       workday or period. Vacation leave must be requested in advance in writing.
   •   An employee fails to report to work at the start of the workday or period and fails
       to call the absentee tape prior to the start of the workday or period. Employees
       who work the first half of the workday but request the second half off must also
       call the tape so that an official record is recorded.
   •   An employee requests leave that has not been accrued or that has already been
       exhausted during prior absences. (Each employee is required to keep track of
       his/her own accrued leave time. This can be done by monitoring the "time
       available" section at the bottom of the employee's check stub.)



       ATTENDANCE CARD POSTING AND UNAUTHORIZED LWOP REPORT

Upon completion of the payroll, a review is made of each leave form submitted against
leave balances appearing on the pre-printed payroll roster.

If the type of leave charged on the leave form exceeds the leave balance on the roster,
a notation is made on the leave form. (ULWOP due to insufficient time.) This notation on
the leave form must be initialed by the employee and administrator, thereby notifying
each of the leave without pay status.

A running report is compiled, by location, of each employee absence resulting in an
unauthorized LWOP situation. The final list is submitted to the appropriate Director by
the close of business on the Friday following the ending day of the pay period. In
addition, a copy of the ULWOP Report is submitted to the respective location's
administrator.

In the event a “Change of Payroll Memo” is completed to correct time previously
reported, the attendance card must also be changed to reflect such change of payroll,
and if an ULWOP is involved, an ULWOP revision report must be submitted to the
Director's Office. Change of payroll memos must be signed by the location Director or
designee authorized to certify the payroll.




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                                       JURY DUTY

The following will be required of any employees requesting jury duty leave.
   •   A completed leave card with 'other' bubbled in under 'type of leave' and 'Jury
       duty' noted in the comments section of the leave card. Since the employee could
       be released early from the duty, the leave card should be bubbled in on a daily
       basis as the duty is served.
   •   A copy of the jury summons should be attached to the leave card.
   •   A copy of the certificate of attendance from the court must be submitted upon
       return to work.
   •   The employee should also call the absentee tape each day until the duty is
       completed, specifying jury duty as the type of leave requested.



                                    MILITARY LEAVE

An employee requesting military leave must complete the "Request for Temporary
Military Leave", FM-0824, and attach a copy of the military orders. This documentation
should be submitted at least three weeks prior to the first day of military leave. This form
can be found through the Records and Forms Management Website,
(http://forms.dadeschools.net/search.asp), and once accessed, can be typed into
directly.



                          VACATION AND HOLIDAY LEAVES

Guidelines for the observance of holidays and for the accrual, use, and payment of
annual (vacation) leave are established in Board Rule 6Gx13-4E-1.18.


                        VACATION APPROVAL PROCEDURES

These procedures emphasize the positive benefits to be derived for both the employee
and the employer by the controlled use of vacation. While responsible administrators
will exercise some direction in the encouragement of staff members using accrued
vacation time, this direction neither denies the opportunity to work nor mandates it.

The School Board of Miami-Dade County, Florida, in Rule 6Gx13-4E-1.18, Holiday and
Vacation Leave, provides for the earning of vacation days by its employees. The use of
these days is meant to provide the employee with vacation time so that, in the long run,
the performance of the employee will be of top quality and of benefit to both the




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employee and the school system. Employees are encouraged to take vacation days
provided by the School Board.

Vacation approval procedures are designed to assist the administration and individual
staff members in having requests for vacation days approved in advance so that proper
management of the school system may be maintained, and to provide a procedure
whereby employees will be notified in a timely manner as to whether or not their
vacation days are approved.

Administrators are expected to manage vacation requests and scheduling in a
satisfactory manner without being overly directive or restrictive.

Requests for changes in the preliminary approved dates may be made at any time with
written notice to the administrative supervisor. FINAL approval of the exact vacation
dates is not effective until the time the official leave form is submitted and signed for
approval. Vacation requests must be authorized by the employee's immediate
supervisor.

Administrative requests for vacation days of any number should be accompanied by a
memorandum indicating who will be assigned to cover the administrative responsibility
for the period of vacation.

All other provisions and procedures for holiday and vacation leave in Board Rule
6Gx13-4E-1.18 will continue to be followed.

Questions concerning these general procedures should be directed to the Bureau of
Personnel Management.

All Maintenance Operations personnel are to use the following procedures for
requesting vacation leave time:
   1.     For a half (1/2)-day vacation leave, one (1) full workday prior notice is
          required.
   2.     For one (1) day of vacation leave, two- (2) full workdays prior notice is
          required.
   3.     For more than one (1) day of vacation leave, three (3) full work days prior
          notice is required.
   4.     Submit a Vacation Leave Request Form indicating when leave will be taken.
   5.     Final approval of the exact vacation dates is not effective until the official
          leave form is submitted and signed for approval.
   6.     The employee absence call-in answering tape is not to be used for
          vacation leave requests or notification. Vacation leave requests/
          notifications that do not follow the above procedures will be considered as
          unauthorized leave without pay.



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                   VACATION AND THE OPENING OF SCHOOLS

The opening of schools represents a critical time and requires a full complement of
personnel one week before and one week after the opening day of Miami-Dade County
Public Schools.

Therefore, no vacations will be approved for the week before and the week of the
opening of schools – two weeks in all – except to meet bona-fide emergencies.
Employees requesting vacation during this period must submit their emergency reasons
in writing through their supervisor to the Administrative Director or to the Facilities
Maintenance Officer, Maintenance Operations, for consideration.




                                                                          6Gx1 3- 4E-1.09
Absences, Leaves and Vacations

      PROFESSIONAL LEAVE

             Professional leave is leave granted to full-time members of the United
             Teachers of Dade and DADE COUNTY SCHOOL ADMINISTRATORS'
             ASSOCIATION bargaining units, MANAGERIAL EXEMPT EMPLOYEES, and
             CONFIDENTIAL/EXEMPT EMPLOYEES to engage in activities which will result in
             professional benefit or advancement, including earning of college credits
             and degrees.

             Professional Leave With Pay

             Any regular member of the instructional or professional administrative staff
             (12 month employees) may be granted three weeks of professional leave
             with compensation during any school year when school is not in session,
             with such leave cumulative for not more than two years, in accordance
             with Florida Statutes and State Board of Education Rules, provided that
             one is under contract during this period and further provided that such
             leave is approved in writing by the principal of the school for personnel
             under his/her supervision and by the Superintendent of Schools, or such
             person as may be designated. School is construed to be in session
             starting with the first day of the 180 day school term for students in the fall
             and ending with the last day the students are required to be in school in
             the spring. Professional leave for such personnel not under the
             supervision of a principal shall be approved by the Superintendent of
             Schools or designee.




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             Professional leave will not be granted to persons who are employed for
             less than twelve months to attend summer school during the period of
             services which exceeds the regular ten-month period served by teachers.
             No substitute will be approved for a person whose first day 'of absence for
             summer school is the day following the end of the students'-term of school
             in the spring, or for a person whose last day of absence is prior to the first
             day of the students' 180-day term of school.

             We recognize the importance of employees who voluntarily participate in
             government and other civic affairs. Employees serving in an elected
             position on August 21, 2002 and receiving professional leave with pay
             when engaged in official functions of the elected body, may continue to
             receive said leave for the remainder of their current term in office, but not
             thereafter. Employees who are elected to public office after August 21,
             2002 may request professional leave with pay for release time directly
             related to their attendance at official functions of the elected body. Such
             leave shall be granted in half or full day increments, and the daily rate of
             the salary for their elected position shall be deducted from their school
             system pay for such leave.

             Extended Professional Leave Without Pay

             Extended professional leave without pay is leave granted in excess of
             thirty days. No one, with the exception of employees granted leave to work
             for a charter school, may receive more than two consecutive years of
             extended professional leave, which is approved one year at a time. An
             employee granted extended professional leave may engage in activities
             for which no college credit is granted provided it is determined by the
             Superintendent of Schools or designee that these activities will enhance
             the employee's professional competence and, thereby, benefit the school
             system once the employee returns. Extended professional leave for
             outside employment is prohibited, except for public sector employment or
             employment for a not-for-profit organization, when deemed by the
             Superintendent of Schools or designee to be in the best interest of the
             Miami-Dade County Public School system. Any employee who is
             approved for full-time employment under extended professional leave will
             not be entitled to Board-paid fringe benefits.

Specific Authority: 230.22(2); 230.23(22) F.S.
Law Implemented, Interpreted, or Made Specific: 228.056(13)(e); 231.39 F.S.: 6A-1.081
FAC

History:    THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Repromulgated: 12-11-74
Amended: 5-13-98; 8-21-02




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                    MIAMI-DADE COUNTY PUBLIC SCHOOLS (M-DCPS)
                       ELECTED OFFICIAL LEAVE PROCEDURES

The following procedures have been developed in accordance with School Board Rule
6Gx1 23- 4E-1.09, Professional Leave, as amended on August 21, 2002:
      1.     Full-time employees elected to office are required to submit an ELECTED
             OFFICIAL TERM OF OFFICE FORM to the Department of Retirement/Leave/
             Unemployment Compensation within 10 working days of their election.∗ A
             new form must be submitted every fiscal year, no later than July 31, or no
             later than 10 working days after reelected to office.
      2.     After review by the Executive Director, Retirement/Leave/Unemployment
             Compensation, copies of the Elected Official Term of Office Form will be
             forwarded to the elected officials' work site supervisor, and to the Executive
             Director, Payroll Department.
      3.     When the elected official is going to be absent from work to perform official
             functions or duties of the elected office, he/she will submit an Application for
             Leave form (FM-5949) to his/her supervisor prior to the date(s) of leave
             requested, along with a memorandum specifying the activities to be
             performed while on leave.
      4.     Upon the supervisor's approval, a code "E" will be used on the Daily
             Attendance Sheet and the on-line payroll reporting system (PARS) to report
             the absence.
             (NOTE: As a temporary procedure until the computer software is modified to
             accept the new "E" code, code "0" (Other) will be used to report absences.1
      5.     The Payroll Department will compute the amount of reduced pay due the
             employee. Reduced pay will be computed by subtracting the daily rate
             received as an elected official from the employee's regular daily rate.
      6.     An elected official may opt to take a leave without pay to perform official
             functions or duties of the elected office. This option will be indicated on the
             Application for Leave form (FM-5949).
      7.     The Application for Leave form and supporting documents will be filed at the
             work location with the other payroll documents for that pay period.



                                             OVERTIME

Overtime will be paid based upon the timely receipt of an Overtime Request and
Authorization form approved by the Chief Facilities Officer, M/O, or designee, with the
corresponding Weekly Overtime Report form(s) signed by the employee and
appropriate administrator. (A sample form can be found in the appendix of this chapter.)

∗
    Initial reporting requirement effective February 1, 2003.


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In order to properly categorize the overtime, it is important to note the reason using the
key at the bottom of the authorization form and at the top of the report form.

The authorization form and weekly report must reflect the same work order numbers
and location of overtime for the hours being reported.

Overtime should be submitted to the Maintenance Operations Payroll Office by eleven
o'clock on the final day of the pay period to insure timely payment. Refer to individual
collective bargaining agreements to determine appropriate mealtime allowances, if any.

When an employee works overtime from a satellite other THAN HIS PAY LOCATION, the
employee's regular work location is to be indicated on the overtime authorization form,
along with the employee's name and trade.

When an overtime form that has already been fully approved needs to be changed,
those changes must be made in writing on the overtime form and then the form is to be
clearly marked “REVISED”. All changes on the revised form must be initialed by the
Satellite Director and then faxed to Central to the Administrative Director.

The overtime forms can be found through the Records and Forms Management
Website, (http://forms.dadeschools.net/search.asp), and once accessed, can be typed
into directly. The two forms needed are:

FM 6077: Overtime Request and Authorization: used to obtain permission for
employee(s) to work overtime on a specific project or task. This form must be approved
prior to any work being performed.

FM 6087: Weekly Overtime Form: itemizes work performed beyond the normal work
day for payroll purposes and audit control. It documents the reason for the overtime, the
type of work performed, the work order reference number, the site where the work was
performed, and the specific hours worked.



                             COMPENSATORY TIME
                        Compensatory Time Report: FM-2378

When compensatory time is granted, all overtime hours must be accounted for by using
a Compensatory Time Report/Log. A SEPARATE SHEET MUST BE USED FOR EACH INDIVIDUAL.
The supervising administrator is responsible for the up-to-date maintenance of this form;
the responsibility is NOT to be delegated to the individual employee. Compensatory
time may be granted up to a maximum balance of thirty (30) hours a pay period (i.e.,
twenty (20) hours of employment at time and one-half). Upon termination or
reassignment to a different position or at the conclusion of fiscal year, employees must
be paid for authorized accrued compensatory time. Accrued compensatory time shall



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not be carried over into the next fiscal year. Authorized, accrued compensatory time
must be reported for payment no later than the last pay period of the fiscal year (refer to
the Payroll Processing schedule). When compensatory time is used, it should be
reported as “OTHER” on the Daily Payroll Attendance Sheet. An Application for Leave
form should be filled out for the days used indicating Compensatory Time on the
Comments line, and then the Compensatory Time Report, that can be found on the
District’s       Records          and       Forms         Management             Website,
(http://forms.dadeschools.net/search.asp), which can be typed into directly must be
filled out documenting the time that has been earned and/or used.



                    PROBATIONARY AND TEMPORARY HOURS

•   Hours are reported by the administrator, totaled, and recorded on the preprinted
    rosters.
•   Clerical hourly employees may not exceed 50 hours per pay period. AFSCME hourly
    employees may not exceed 60 hours per pay period.
•   Hourly employee hours are not anticipated when a payroll roster is submitted early.
    Time should be turned in for actual hours worked only.



              SUPPLEMENTAL PAYMENTS: INTERIM FOREPERSONS
                    Interim Foreperson Request: FM-6074

Interim foreperson assignments are available to DCSMEC employees only. Any
employee assigned as Interim shall satisfy all of the minimum qualification requirements
for the permanent job classification. Refer to the DCSMEC contract for specifics
regarding the duration of these assignments. Access this form at the Records and
Forms Management Website, (http://forms.dadeschools.net/search.asp).



                SUPPLEMENTAL PAYMENTS: LEAD FOREPERSONS
                      Lead Foreperson Request: FM-6083

Lead Forepersons' supplements are available for DCSMEC employees only. An
authorization form must be approved by the Facilities Officer or designee to initiate
payment. The supplement is reported on the “F” payroll that corresponds to the
employee's primary work location. Access this form at the Records and Forms
Management Website, (http://forms.dadeschools.net/search.asp).

This payment continues until a termination date for the supplement is designated, not to
exceed ninety (90) days.



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Overtime worked while authorized for Lead Foreperson supplement is reported on the
9243 “V” or 9260 “V” payrolls. IF APPROVALS ARE NOT OBTAINED PRIOR TO THE REQUESTED
START DATE OF THE ASSIGNMENT, THEN THE EARLIEST EFFECTIVE DATE FOR WHICH THE
TEMPORARY FOREPERSON WILL BE PAID WILL BE THE FIRST WORKING DAY FOLLOWING THE
CHIEF FACILITIES OFFICER’S, OR DESIGNEE’S, APPROVAL.
                  SUPPLEMENTAL PAYMENTS: STANDBY DUTY

Standby Duty - 9246 “F” Payroll - is available for DCSMEC employees who are
authorized for Standby Duty who are paid their straight time rate for the hours for which
they are entitled. A memorandum from the Director authorizes the number of hours to
be paid each pay period.



                 SUPPLEMENTAL PAYMENTS: HAZARDOUS DUTY
                        Hazardous Duty Form: FM-6072

Hazardous Duty supplements for DCSMEC employees are based on authorization
approval by the Facilities Officer, or designee. This supplement is reported on the “F”
payroll. Overtime worked while authorized for the hazardous duty supplement is
reported on the “F” payroll. Access this form at the Records and Forms Management
Website, (http://forms.dadeschools.net/search.asp).



                   SUPPLEMENTAL PAYMENTS: DOUBLE TIME

Double Time - two times the regular hourly rate of pay - is paid to Confidential Exempt
Employees for time worked on a paid legal holiday, and/or an emergency situation.
These hours must be reported on a write-in roster with the notation in the Remarks
column as Double Time and the date(s) worked.

DCSMEC employees receive 2-1/2 times their daily rate if they work a paid legal
holiday.



                               PAYROLL DOCUMENTS

The District's Payroll Procedures Manual (Section 1.1) requires that “all daily rated
personnel indicate their daily attendance by personally noting their presence or absence
on the Daily Attendance Sheet.” All administrative and secretarial staff, including Work
Order Control, are to note their presence or absence on a Daily Attendance Sheet;
DCSMEC and other AFSCME employees will punch in and out daily using their time
cards or by using an on-line application. A copy of the attendance sheets are to be



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promptly submitted - by 12:00 noon on the final day of the pay period - to the payroll
department to facilitate the preparation of the payroll roster(s). The time cards and the
official attendance sheets should be submitted to the payroll department immediately
following the close of the payroll period by 8 AM ON THE FIRST DAY OF THE NEW PAYROLL
PERIOD.

The administrator charged with certifying the payroll is responsible to ensure the
accuracy and completeness of the roster(s) prior to signing. Any errors or discrepancies
must be resolved prior to approving the roster(s) to the District's Payroll Section.

All documents relating to payroll, i.e. overtime forms, project foreperson forms, daily
status', etc., are to be dated next to the approving administrator's name at the time of
signature.

Payroll rosters are submitted electronically to the M-DCPS Payroll Department, while a
hard copy is filed in the Maintenance Operations payroll department. The only time a
hard copy of a payroll roster must be submitted to the M-DCPS Payroll Department
occurs when a discrepancy must be corrected.



                          PAYROLL CHECK DISTRIBUTION

No checks will be distributed prior to the issue date on the checks. Specifically, no
checks will be issued on Thursday prior to payday. If an employee will be off work on
the day that checks are distributed, arrangements should be made to pick up the check
on the regular distribution day or at the employee's earliest convenience after returning
to work. The only exception to this rule will be those individuals who work four (4) 10-
hour days and are normally off on Fridays. The courtesy to pick up their checks on
Thursday afternoon will be extended to those individuals ONLY. Any employees who
consider this policy to be unfavorable are encouraged to consider direct deposit as an
alternative.

Payroll is issued on alternate Fridays. Pay periods begin on Friday and end on the
following second Thursday. Checks issued for mileage reimbursement are issued
separately.

All employees classified as TEMPORARY (locations 9246 and 9260) have their payroll
checks mailed directly through the U.S. mail to their address of record.



                           TRANSFER
    (REASSIGNMENT OF EMPLOYEES FROM ONE LOCATION TO ANOTHER)




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Employee Resources initiates a Routing Sheet- Maintenance Operations Personnel
Transactions (FM-5295) to hire or to change work location, job code, pay code, etc. A
copy of each Routing Form is forwarded to the respective Satellite(s) which will be
involved in the transaction.

At the time of processing the payroll, both locations must check to determine if the
transfer took place on the effective date. If the employee is not appearing at the new
location, Employee Resources must be contacted so that the transfer can be completed
in a timely manner, thereby allowing payment at the correct location.

If the transferring employee appears on both the old and new location’s payroll roster, a
"dummy" leave card must be completed for the old location for authorized leave without
pay so that the employee is not paid at both locations.

If the employee is not active on the same primary and overtime payrolls, Employee
Resources should be contacted to insure the employee is active at both locations.

If, at the time of the effective date on the Routing Sheet, the employee is not appearing
at the new location on the pre-printed roster, the time is to be reported at the new
location on a write-in roster. Employee Resources is responsible for contacting Non-
Instructional Staffing to insure the transfer is completed by the time paychecks are run.
NOTE: If a write-in is submitted for a transferring employee and s/he does not appear in
the system at the new location by the time the checks are run, THE EMPLOYEE WILL NOT
RECEIVE A PAY CHECK.




                                   PAYROLL INQUIRIES

All employees wishing to make inquiries regarding discrepancies and other payroll
concerns are NOT to call the payroll office downtown, but must, instead, address the
concerns with their immediate supervisor. These inquiries should be initiated as soon as
any employee determines the existence of a possible error. Delays in initiating requests
could result in delayed response and/or resolution. If the supervisor is unable to resolve
the question and determines that a valid discrepancy does exist, then a Payroll Section
Inquiry Form, FM1415, should be completed. (A sample form can be found in the
appendix of this chapter.) Sufficient documentation for processing the inquiry must be
attached to the form, including copies of check stub(s) and any other documents to
validate the discrepancy. The form should then be given to the supervisor who will
review it, sign it, and forward it to the appropriate payroll clerk at the satellite location to
which the employee is assigned. The forms will not be accepted for processing by
payroll staff without an appropriate signature. The appropriate signature allows the
inquiry to be handled by the payroll clerk as expeditiously as possible. This procedure
should be strictly adhered to. No phone calls should be made to the satellite payroll
person or to the downtown payroll office. No exceptions to this policy will be permitted
without the express approval of the appropriate payroll administrator(s).



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Adherence to this procedure will help expedite the handling of these inquiries and help
to reduce the amount of unnecessary interaction with payroll staff, thus allowing them to
meet their biweekly deadlines for processing payroll.

Any inquiries regarding the pay rate should be forwarded to Wage and Salary using the
Salary Inquiry Form, FM-3501. (A sample form can be found in the appendix of this
chapter.)

NOTE: The payroll staff will handle all inquiries expeditiously; however, depending on
      the nature of the request, these inquiries may take some time to process.



                   PAYROLL DIRECT DEPOSIT AUTHORIZATION

As an employee of Miami-Dade County Public Schools, you have the option to deposit
your paycheck or retirement check automatically into the South Florida Educational
Federal Credit Union or any other outside financial institution of your choice.

Some advantages of direct deposit are:
   1.     once your paycheck is deposited, the funds are immediately available to you;
   2.     direct deposit is safer, more convenient, and more reliable than a paper
          paycheck;
   3.     you no longer have to worry about lost or stolen paychecks;
   4.     you no longer have to stand in teller lines to deposit the check.

To sign up for direct deposit with the Credit Union, call: 305-270-5245 To sign up for
direct deposit with any other financial institution, call: 305-995-1656



                                    CREDIT UNION

For information about joining the Credit Union, call the most convenient office.

Kendall - (Main Office)                       Downtown - (Miami Office)
7800 S.W. 117th Avenue                        1498 N.E. Second Avenue
Miami, FL 33183                               Miami, FL 33132
Phone: (305) 270-5200                         Phone: (305) 379-0621

Homestead - (South Office)                    Northwest - (Miami Lakes Office)
16460 S.W. 304th Street                       5890 N.W. 158th Street
Homestead, FL 33033                           Miami, FL 33014
Phone: (305) 248-8006                         Phone: (305) 556-4311


                                     PAY:22
                       SICK LEAVE CASH-IN OR ROLLOVER

All full-time employees (except administrators) who have used no more than three
sick/personal days, and have at least 21 days of sick leave available after cash-in, may
choose to "cash-in" these days, and receive a check for 80% of their eligible sick leave
in either the end of July or the beginning of August, or they may choose to roll the
money into the VISTA 401(k) plan.

At the end of each fiscal year, employees who have the appropriate days available and
have not taken more than 3 days sick/personal during the year may opt to "cash-in" the
current year's accrued sick leave days, and receive payment that should arrive at the
end of July or the beginning of August. Any employees who wish to exercise this option
must complete the Payroll Department form that is published annually, and return it to
the Payroll Department, Mail Code 9999, Room 614, by the due date that comes in
early June. Any employee who signs up for this option cannot have signed up for the
VISTA rollover at the beginning of the fiscal year.

Those employees wishing to take advantage of the rollover to the VISTA 401(k) plan will
be able to build up a retirement savings account which they may not have otherwise
been able to afford. To roll the money into the 401(k), employees must elect to take this
option PRIOR to accruing any sick time. That is, if an employee chooses to take this
option, that employee is signing up to turn next year's sick time into the plan. This
decision must be made before June 30th of the previous year.

Employees who decide to take this option and invest their days in the VISTA 401(k)
plan must know that the decision is irrevocable. That is, once the paper is signed, the
employee cannot change his/her mind. At the end of the year, the sick leave account
will be evaluated, and if the employee has met the eligibility requirements, the money
will be invested in August of the next fiscal year. if the employee does not meet the
requirements, the sick leave balance will remain untouched.

If the money is invested, the income tax on the rollover amount is deferred until
retirement. Only when the money is withdrawn from the account will taxes have to be
paid on it.

Questions regarding the VISTA investment are to be directed to 1-800-342-8017.



PURCHASE OF U.S. SAVINGS BONDS THROUGH THE PAYROLL SAVINGS PLAN

U.S. Savings Bonds may not only be purchased through Payroll Savings, you can now
use them to help pay for your own or your child's higher education, and your interest




                                     PAY:23
can be completely tax free if you meet certain qualifications. You can enroll in the
program for as little as $5.00 a pay period.

The enrollment period is at the beginning of April each year. Completed enrollment
forms are to be returned via school mail to the Deduction Control Unit, Room 607,
SBAB 9999. Payroll deductions commence on the first available payroll after the
enrollment form is received. Bonds will be purchased automatically until the employee
completes a cancellation form from the Deduction Control Unit.

Each full-time employee may authorize payroll deductions for 1, 2, or 3 bond accounts.
Bonds are available in $100, $200, and $500 denominations only.

Employees already purchasing Saving Bonds through the Payroll Savings Plan can
increase the present allotment or the amount of the payroll deduction. To enter the
program, or change an existing bond account, call Deduction Control at 305-995-1647
for the proper form(s).



                             TUITION REIMBURSEMENT

Each union agreement stipulates that its employees are eligible for tuition
reimbursement for courses that strengthen professional skills, improve performance
effectiveness, and/or as a professional development incentive. All personnel taking
advantage of this program must follow the stipulations within their contract, and submit
the appropriate form with the required back-up documentation. Access to these forms
ca     be    found   at    the   Records    and     Forms     Management        Website,
(http://forms.dadeschools.net/search.asp).

  UNIT             TITLE OF APPROPRIATE FORM                FORM #         CONTRACT
AFSCME         Application for Tuition Reimbursement                      Article XVIII,
                                                            FM-5781
               (Non-Instructional - Other)                                Section 13
Confidential   Application for Tuition Reimbursement                      Section     IV
                                                            FM-5781
Exempt         (Non-Instructional - Other)                                (C)
DCSAA          Application for Tuition Reimbursement                      Article    19,
                                                            FM-5915
               (Professional/Technical)                                   Section 8 (B)
DCSMEC         Application for Tuition Reimbursement                      Article XV (I)
                                                            FM-5781
               (Non-Instructional - Other)
MEP            Application for Tuition Reimbursement                      Section F-4
                                                            FM-5883
               Administrators (Managerial Exempt)
UTD            Application for Tuition Reimbursement                      Article XVIII,
                                                            FM-5188
               (Non-Instructional - UTD)                                  Section 17

                             EMPLOYEE VERIFICATION
When you apply for a loan or apply for an apartment lease, car loan, mortgage or other
type of credit, your lender will contact M-DCPS to verify that you work for M-DCPS.


                                    PAY:24
Your loan typically cannot be processed until this information is provided to the lender
(or verifier).

To avoid delay in your loan processing, M-DCPS now uses THE WORK NUMBER FOR
EVERYONE,  an automated service that verifiers can access seventeen (17) hours a day,
seven (7) days a week.
Three levels of verification are provided:

   •   BASIC (no authorization code is required) - Usually required for job reference
       checks.
          o Social Security Number
          o Name (Spelled)
          o Most recent start or termination date
          o Total time with M-DCPS
          o Job Title (current or last) Reference Number

   •   BASIC PLUS (an authorization code is necessary) - Usually required for
       apartment rentals and small, short-term loans.
          o All BASIC information plus...
          o Total rate of pay
          o Pay Frequency
          o Reference Number

   •   FULL (an authorization code is necessary) - Usually required for major loans and
       mortgages.
         o All BASIC PLUS information and
         o Gross Earnings YTD and the past 2 years (including base pay, overtime,
             commissions and bonuses)
         o Reference Number

OBTAINING AN AUTHORIZATION CODE

No one can access your salary information without your permission. You must provide
your verifier with the M-DCPS, Company Code, your social security number, and an
Authorization Code if you want your salary information released.

To obtain an Authorization Code, follow these steps:
Dial 1-800-EMP-AUTH (1-800-367-2884) When the system prompts you, enter:
       a.    The M-DCPS, Company Code: 10299
       b.    Your Social Security Number.
       c.    Your Personal PIN.
The system will voice the Authorization Code to you. Be sure to write this
number down.




                                     PAY:25
WHAT IS YOUR PERSONAL PIN?

FULL-TIME EMPLOYEES: Your PIN number will be the same as the one you have to access
the Benefits Information Line. If you have not accessed the Benefits Information Line (1-
800-865-FBMC), your PIN number is the last four digits of your employee number.

You are encouraged to update your PIN through the Benefits Information Line.

PART-TIME EMPLOYEES: A permanent PIN number will be provided to you, which will
remain in effect for the duration of your employment in a part-time status.

DO NOT GIVE YOUR PIN TO A VERIFIER! What you should give a verifier is:
     a.   The M-DCPS Company Code: 10299
     b.   Your Social Security Number.
     c.   An Authorization Code (only for salary verifications).
Verifiers will dial 1-900-555-WORK for verification.

Important Note: DO NOT give the verifier your personal PIN. Also, you may have three
Authorization Codes active at one time. Remember, only three (3) Authorization Codes
may be active at one time. An Authorization Code is valid for only one verification.

WHO DOES THE VERIFIER CALL?

Verifiers are classified in two ways, as Member or Non-member verifiers. Nonmember
verifiers dial 1-900-555-WORK to access The Work Number. There is a fee charged per
minute.

Member Verifiers access The Work Number through an alternate 1-800 toll-free number
and are charged a reduced flat rate per transaction. Currently, there are hundreds of
Member Verifiers across North America.

It is quick and easy for any organization to register. If your verifier would like to become
a member or has any questions about the system, have them call The Work Number
Customer Service Team at: 1-800-9-WORKNO (1-800-996-7566)

WHERE YOU SHOULD GO WITH QUESTIONS:

If you have any questions, or need additional instructions on how to use The Work
Number, please dial Customer Service at: 1-800-9-WORKNO (1-800-996-7566)

The Work Number Customer Service Team is available Monday - Friday, 9 a.m. to 8
p.m. Eastern Standard Time.

Important Note: Written requests for verifications will not be processed and will be
returned to your verifier with instructions on how to use this service.


                                      PAY:26
       PAYROLL
       SECTION

         FORMS
          AND
         CHARTS
            DUPLICATE AS NEEDED
                     OR
                  VISIT THE
M-DCPS RECORDS AND FORMS MANAGEMENT WEBSITE
                 TO ACCESS
            INTERACTIVE VERSIONS
               READY FOR USE




                PAY:27
PAY:28
                              KNOW YOUR PAY STUB

A great deal of information is included on the pay stub employees receive every two
weeks. This stub is either attached to the pay check, or, if the employee has elected to
transfer the paycheck either to the M-DCPS Employee’s Federal Credit Union or bank
of their choice, it is part of the stub received in lieu of a regular pay check.

If the employee receives a stub rather than an actual paycheck, the amount listed as
being directly deposited to an account – usually a checking account – may or may not
be the actual amount deposited to that account. The actual amount placed in that
account may be less than the amount listed on the top of the direct deposit slip. This
occurs when the employee has elected to have a specific amount paid to an alternate
source, usually a loan payment or savings account. The stub will not specify where the
full check amount goes; the depositor/employee must know where the money is going,
and balance his/her records accordingly.




                                    PAY:29
                         MIAMI-DADE COUNTY PUBLIC SCHOOLS
                                  PAYROLL SECTION
                                   INQUIRY FORM
                                                    _____________________
                                                                            (DATE)
TO:          ______________________

FROM:                             Name as it appears on Check
                                  Employee Number
                                                                   (Employee Signature)
                                  Work Location Number
                                                                   (Supervisor Signature)
                                  Check Number

                                  Date of Check             FOR OFFICE USE ONLY

                                                              Payroll Clerk’s Signature/Date
SUBJECT:     CORRECTION OF ERROR IN PAY


IF YOU FEEL THAT AN ERROR HAS BEEN MADE IN YOUR CHECK, please circle the item or box
on the facsimile check stub below, placing in the circled item the amount appearing on
your check stub, and forward to the appropriate office. Do Not Telephone We can give
you better and faster service by using this method.

   IF YOUR INQUIRY CONCERNS YOUR RATE OF PAY, THIS FORM SHOULD BE ADDRESSED TO
                         THE DIVISION OF COMPENSATIION.




                       (Use reverse side for additional remarks)
                                                                         FM-1415 Rev. (03-99)



                                   PAY:30
                                        SALARY INQUIRY FORM



TO:              Mr. John E. Dowda, Executive Officer
                 Division of Wage and Salary Administration -Mail code 9317

FROM:            _____________________________               ___________________
                 Employee Name                               Employee Number

SUBJECT:         SALARY INQUIRY


Please write an explanation of what you think is inaccurate about your pay rate:




Please attach a copy of the questioned check stub and copies of any other documents
that you feel would be helpful in understanding your inquiry.

Describe items attached:




                                  OFFICE USE ONLY

Disposition:




By:              _____________________________            Date: ___________________

Copy to:         ___________________________________
                 (Employee Name)
                 File                                                   FM-3501 Rev. (08-93)




                                     PAY:31
                            THE SCHOOL BOARD                                                           THE SCHOOL BOARD
                            OF MIAMI-DADE COUNTY,                                                      OF MIAMI-DADE COUNTY,
                                   FLORIDA                                                                    FLORIDA
                            APPLICATION FOR LEAVE                                                      APPLICATION FOR LEAVE
                                                                     PAY                                              WORK
   EMPLOYEE NUMBER                    WORK LOCATION                 CODE                                                                          PAY
                                                                              EMPLOYEE NUMBER                       LOCATION                     CODE



                         PAY PERIOD
                                                                                                    PAY PERIOD
                       BEGINNING DATE
                                                                                                  BEGINNING DATE
       MONTH                  DAY                         YEAR
                                                                                  MONTH                  DAY                        YEAR



       DAY                       CHECK (3) ONLY ONE                                                        CHECK (3) ONLY ONE
                                                                                  DAY
                                 TYPE OF LEAVE PER                                                         TYPE OF LEAVE PER
                                 FORM                                                                      FORM
 1/2         1                            TYPE OF LEAVE
                                                                            1/2         1                           TYPE OF LEAVE
                     FRI                 Illness of Self
                                                                                                FRI                 Illness of Self
                    SAT                  Illness/Death of Relative
                                                                                                SAT                 Illness/Death of Relative
                    SUN                  Personal
                                                                                                SUN                 Personal
                    MON                  Injury at Work (Explain)
                                                                                                MON                 Injury at Work (Explain)
                                         Contagious Disease
                    TUES                     (Contracted at Work)                                                   Contagious Disease
                                                                                               TUES                     (Contracted at Work)
                    WED                  Vacation
                                                                                                WED                 Vacation
                    THU                  Temporary Duty (Explain)
                                                                                                THU                 Temporary Duty (Explain)
                     FRI                 LWOP, Auth (Explain)
                                                                                                FRI                 LWOP, Auth (Explain)
                    SAT                  LWOP, Unauth (Explain)
                                                                                                SAT                 LWOP, Unauth (Explain)
                    SUN                  Other (Explain)
                                                                                                SUN                 Other (Explain)
                    MON
                                                                                                MON
                    TUES
                                                                                               TUES
                    WED
                                                                                                WED
                    THU
                                                                                                THU

COMMENTS:
                                                                           COMMENTS:




      I certify the above is correct and in accordance
                                                                                 I certify the above is correct and in accordance
                   with the School Board of
                                                                                              with the School Board of
   Miami-Dade County, Florida, policies and regulations.
                                                                              Miami-Dade County, Florida, policies and regulations.
EMPLOYEE NAME:
                                                                           EMPLOYEE NAME:
                      (EMPLOYEE SIGNATURE)
                                                                                                 (EMPLOYEE SIGNATURE)

                 (PRINCIPAL/SUPERVISOR SIGNATURE)
                                                                                            (PRINCIPAL/SUPERVISOR SIGNATURE)

                                                                FM-5949
                                                                                                                                               FM-5949




                                                       PAY:32
                                      MAINTENANCE OPERATIONS
Miami-Dade County Public Schools
   giving our students the world
                                   SATELLITE RELEASE REQUEST FORM

Date of Request:                                        Time Submitted:

Employee’s Name:
                                                              Please Print

Employee Number:

Work Location Name/Number:                                                        /

Released Time Requested:              Date:

                                      From                                   to

Time of Appointment:

REASON FOR REQUESTING RELEASED TIME (Check appropriate box):

          Medical                              Parent-Teacher Conference*
                                               (* form to be returned after conference)
          Dental
                                               Union Business
          Other**
(** If other, specify reason in the space provided:)




Employee’s Signature:

Foreperson’s Signature:

Administrator’s Signature:

Approved:           Not Approved:       for the following reason(s):


Note: The released time must be requested of the supervising administrator at
least 24 hours prior to the scheduled appointment. Also needed is a letter of
verification of the appointment.

cc:       ________________                                                                FM-6082 (09-01)




                                              PAY:33
                                            MAINTENANCE OPERATIONS
Miami-Dade County Public Schools
   giving our students the world
                                          PARENT-TEACHER CONFERENCE


This certifies the fact that
                                                          EMPLOYEE NAME


attended a parent-teacher conference at his/her child’s school on

                                                             at
                                   DATE                                        TIME

This employee met with

                                                       the child’s
               SCHOOL EMPLOYEE’S NAME                                SCHOOL EMPLOYEE’S POSITION




The following signatures verify that the above information is correct.



               SCHOOL EMPLOYEE’S SIGNATURE                            MAINTENANCE OPERATIONS
                                                                       EMPLOYEE’S SIGNATURE




                           SCHOOL NAME                                MAINTENANCE OPERATIONS
                                                                        EMPLOYEE’S NUMBER




                                                                                   FM-6078 (06-01)




                                              PAY:34
                                            MAINTENANCE OPERATIONS
Miami-Dade County Public Schools
   giving our students the world
                                      Vacation Leave Request

DATE OF REQUEST                                      TIME SUBMITTED

EMPLOYEE NAME

WORK LOCATION #                                      EMPLOYEE #

DEPARTMENT                                           SUPERVISOR

DATES:                         FROM                                TO

TOTAL NUMBER OF DAYS

EMPLOYEE SIGNATURE

APPROVED                              YES                NO      (see REMARKS for reason)

SUPERVISOR’S SIGNATURE

TITLE

REMARKS




  FINAL APPROVALOF REQUESTED DATES IS NOT EFFECTIVE UNTIL THE OFFICIAL
  LEAVE FORM IS SUBMITTED AND SIGNED BY THE AUTHORIZING ADMINISTRATOR.



FOR ADMINISTRATORS ONLY:

FOR THE DAY(S) YOU ARE OUT, PLEASE IDENTIFY THE ADMINISTRATOR WHO
WILL BE RESPONSIBLE FOR YOUR REGULAR DUTIES.

NAME                                                 TITLE
                                                     BEEPER (B) OR
TELEPHONE NUMBER                                     CELL PHONE # (C)


     ONE (1) FULL WORK DAY PRIOR NOTICE REQUIRED FOR HALF (1/2) DAY VACATION LEAVE.
      TWO (2) FULL WORK DAYS PRIOR NOTICE REQUIRED FOR ONE (1) DAY VACATION LEAVE.
THREE (3) FULL WORK DAYS PRIOR NOTICE REQUIRED FOR MORE THAN ONE (1) DAY VACATION LEAVE.
NOTE: NO VACATIONS WILL BE APPROVED FOR THE WEEK BEFORE AND ONE (1) WEEK FOLLOWING THE OPENING
                 DAY OF SCHOOL EXCEPT IN SITUATIONS OF BONAFIDE EMERGENCIES.

                                                                               FM-6085 (12-03)




                                            PAY:35
                                                                             PAYROLL DEPARTMENT

Miami-Dade County Public Schools             REQUEST FOR SICK LEAVE CASH-IN
   giving our students the world




I request reimbursement for 80% of the sick leave I earned during the period July 1, 2000 -
June 30, 2001. I understand that my entitlement to this reimbursement is contingent upon the
fact that I did not use more than three (3) days sick leave, personal leave, and leave without
pay combined during the above period. Also, I must have a remaining sick leave balance of
twenty-one (21) days after "cash-in".


EMPLOYEE NUMBER                           NAME (Please print)


                                            (Last)                 (First)                 (M.I.)
LOCATION NUMBER                           PAY CODE               SIGNATURE                DATE*




 * FORM MUST BE RECEIVED IN THE PAYROLL DEPARTMENT, Mail Code 9999, Room
   614, NO LATER THAN JUNE 8, 2001.

PLEASE NOTE:
If you completed an irrevocable request last year for your sick leave accrual during the
period of July 1, 2000 to June 30, 2001, to roll over into the VISTA 401(k), you are not
eligible to “cash-in” sick leave accrued during this same period; therefore, DO NOT
SUBMIT THIS FORM.



                Payment will be made in accordance with contract provisions as follows:

                                           UTD – July 27, 2001
                                         DCSMEC – July 27, 2001
                                   CONFIDENTIAL EXEMPT – July 27, 2001
                                         AFSCME – July 27, 2001
                                         FOP – October 19, 2001



               The checks will be forwarded to the school year 2001-2002 work location.




                                            PAY:36
                                                                          PAYROLL DEPARTMENT


Miami-Dade County Public Schools
                                   REQUEST FOR SICK LEAVE ROLLOVER INTO
   giving our students the world                VISTA 401(K)


I hereby request that I be reimbursed for 80 percent of sick leave that I will earn
during the period of July 1, 2004 through June 30, 2005 and that the eligible
dollar amount Is rolled over into a VISTA 40 1 (k) account. I understand that my
entitlement to this option is subject to existing board rules, (i.e. it is contingent
on the fact that I will not use more than three (3) sick/personal leave days during
the above period and that I must have a remaining sick leave balance of at least
21 days after "cash-in" for 401(k) rollover). Leave without pay (LWOP) is
included in the three days of absence.

I understand and agree that this election is irrevocable with respect to the
eligible dollar amount.


Employee Number:                                Social Security Number:

Name:                                                              Pay Code:

Do you currently have a VISTA 401 (k) account:              Yes                No

Signature:                                                        Date


This form must be received by the Office of Risk and Benefits
Management no later than June 30, 2004.

School Mail Code:

          SBAB Annex
          WL 9112, Room 127S
          Attention: Cassandra Lavin




                                       PAY:37
PAY:38
             CONTRACTED
              SERVICES
                                                                       Page #
Job Order Contracting (JOC)                                              CS:3
Special Projects Consultant Procedures (SPC)                             CS:4
Miscellaneous Contracted Services                                        CS:5
Term Bids                                                                CS:5
Procedures                                                               CS:6
Direct Outs Subject to Board Procurement Rules                          CS:10
General Authorization Purchases                                         CS:10
Reference Documents                                                     CS:10
Pitfalls to Avoid When Using Term Bid Contracts                         CS:11
Forms to Use with Contract Services                                     CS:11
   Contracted Services Project Checklist
   Work Order Request for B.C.C. Services
   Department of Facilities Design and Quality Control Service Request Form
   Letter of Transmittal/Project Implementation Information




                  FOR FURTHER INFORMATION SEE THE
                      MAINTENANCE OPERATIONS
             JOB ORDER CONTRACTING PROCEDURES MANUAL
                               OR THE
                M-DCPS SPECIAL PROJECTS CONSULTANT
                        PROCEDURES MANUAL




                                      CS:1
CS:2
                   JOB ORDER CONTRACTING (JOC)
Job Order Contracting is an innovative contracting system for the procurement of
construction services. It is ideally suited for the accomplishment of maintenance,
repair, and minor construction projects typically encountered by public agencies.

The Job Order Contract (JOC) program complements and assists in the speedy
implementation of relatively minor construction projects, typically less than
$200,000. The concept essentially provides for annual “on-call” contractors
through the award of an indefinite quantity of JOC contracts with a minimum
value of $50,000 and a maximum value of $2,000,000 per twelve-month contract
period. The primary advantages of the JOC program, in addition to the obvious
time advantage of having general contractors under contract and immediately
available, is that there is a financial incentive for the contractors to provide a
better construction project in all aspects (time, quality, price, design, etc.)
because future work is tied to performance, unlike a traditional contract. If M-
DCPS is satisfied that the contractor has done a good job, then s/he can get
more work for a period of up to three (3) years through annual contract renewals.

When the need for a specific project is identified, a request is made by the
Satellite Director that is then authorized by the District Director. Subsequently, a
scope of work is developed jointly by M-DCPS and the JOC contractor. The
contractor then prepares and submits a proposal package for review, which
includes a cost proposal, project schedule, M/WBE list of sub-contractors, scope
of work, and design drawings (if required). The cost proposal is based on items
selected from a pre-priced JOC Unit Price Book, to which a multiplier is added,
depending upon the factors bid and awarded for each JOC contract. Once the
proposal package is approved, a lump sum work order is issued for that
individual project. Each Satellite has administrative staff trained to manage JOC
projects.

For further information, refer to the Maintenance Operations Job Order
Contracting Procedures Manual.




                                       CS:3
    SPECIAL PROJECTS CONSULTANT PROCEDURES (SPC)
Special Projects Consultants registered in the electrical, mechanical, structural,
and architectural disciplines are hired to provide design services as required by
the 1997 State Requirements for Educational Facilities (SREF) on a single and/or
specialty consultant basis. SPC consultants may also be commissioned to
prepare and/or study a special condition which requires the opinion of a
registered professional. For example, they may examine a system in place, such
as an HVAC system, compare it to the design documents, and determine if the
said system was installed correctly. Assignment(s) for Professional Design
Services between the Special Projects Consultant (SPC) and the School Board
of Miami-Dade County, Florida, are executed for projects with an estimated
construction cost of less than $200,000.

For further information, refer to the Miami-Dade County Public Schools (M-
DCPS) Special Projects Consultant (SPC) Procedures Manual.




                                      CS:4
                 MISCELLANEOUS CONTRACTED SERVICES
On occasion, work required will be performed by outside vendors or contractors
(outsourcing). Three methods can be used to obtain these services. They are:
   (1)         Term Bids (awarded by M-DCPS or other State Government
               Agencies);
   (2)         Direct Outs (subject to Board procurement rules); and
   (3)         General Authorization purchases.

   The reasons for outsourcing work include:
         (a)      expediting construction time,
         (b)      assisting with a multi-trade project,
         (c)      addressing a project that is beyond the capacity or expertise of the
                  available M-DCPS trades forces, and/or
         (d)      working on a project(s) that is to be performed on non-M-DCPS-
                  owned property where a contractor's certification is required.



                                        TERM BIDS

A Term Bid is a competitively bid contract, customarily in effect for a year, which
obligates a vendor to provide specific services at a fixed price. Term bids are
governed by general conditions and specifications made a part of the contract.

It is the responsibility of the administrator using these contracts to become
familiar with these specifications and general conditions. All work performed will
be in accordance with the same.

Term Bids should be used when the work to be out-sourced is covered by these
contracts.

Term Bids from other state government agencies can be used to perform work
on School Board properties. Administrators wanting to use these contracts must
make sure that Maintenance Operations has obtained permission from the
Bureau of Procurement Management, and that a copy of the terms and
conditions are on file with Central Maintenance. All work performed when using
these reciprocal term bids will be in accordance with the contract's terms and
conditions.




                                            CS:5
                                   Procedures

(1)   When initiating a contract services project, the first step is to open a
      project file. All support documentation related to the project will be
      maintained in this file. Documents to be included are as follows:
      (a)    A copy of Work Order authorizing the work to be done.
      (b)    Initial scope of work narrative and any subsequent changes,
             additions or deletions. Scope and changes must be authorized by
             the custodian of the fund used for the project.
      (c)    Detailed internal cost estimate.
      (d)    A copy of the RFP.
      (e)    The vendor's proposal.
      (f)    ALL correspondence to and from the vendor.
      (g)    Site visit reports.
      (h)    Inspection reports,     progress    reports,   punch   list   and   final
             acceptance report.
      (i)    Technical documentation such as laboratory reports, engineering
             drawings, cut sheets submittals, plans and technical review
             comments.
      (j)    Project checklist.

      This project file is to be maintained by the satellite administrator
      overseeing the project until it is closed and any outstanding issues are
      resolved. At that time, the project file is to be conveyed to the Satellite's
      Work Order Control office where Work Order Control Personnel will audit
      the file to ensure that all documents indicated on the checklist are
      included, then close the Work Order and attach it to the file. If all indicated
      documents are included, Work Order Control will date stamp the checklist
      and provide a copy to the administrator as a receipt. Work Order Control
      will then convey the audited project file to the Maintenance Materials and
      Operations Center, where it will be archived.

      As an additional control, all projects with a Work Order value exceeding
      $5,000.00 shall be reviewed for compliance prior to closeout by the
      Satellite Director.

      EXCEPTION: It is not necessary to open a project file for each routine and
      predefined testing, inspection, and/or maintenance service when these
      routine and periodic services are contracted at a fixed price and are
      established by a Board-approved procurement method. However, in order
      to maintain accountability, the administrator originating the work order
      shall ensure that all documentation related to these services is kept in a


                                       CS:6
      well-organized manner and is available for inspection. Examples that
      would qualify under this exception are work orders for the periodic
      inspection of fire alarm systems, elevators, lift stations, and chillers/cooling
      towers, as well as the periodic inspection of water-based fire protection
      systems. Individual project files will be required for any work that is not
      part of the base services, including any work defined as Additional
      Services.

(2)   Prior to contacting the vendor, a written cost estimate for the work should
      be prepared by M/O staff. This estimate will be used to substantiate the
      vendor's cost proposal. Preparation of a detailed cost estimate will also
      insure that staff is planning the project appropriately and Maintenance
      Operations understands the scope of work. However, it is recognized that
      in certain critical or emergency situations this estimate cannot be
      performed prior to vendor contact. In these instances, an independent
      estimate must be performed by staff as soon as possible.

(3)   Written request for proposal (RFP) is sent to the vendor from the
      Maintenance Operations satellite.
      This (RFP) will contain the following information:
      (a)    Scope of work narrative; location of work; type of materials to be
             used; any special instructions or conditions, such as work to be
             performed during non-school hours, special coordination with other
             departments, etc.
      (b)    Attach Florida Inventory of School House (FISH) drawings
             indicating work area, if applicable.
      (c)    Proposal due date.
      (d)    Estimated date the work shall be completed.

(4)   Vendor will submit an itemized proposal based on the term bid contract.
      This proposal must contain the following information:
      (a)    Facility name, term bid number, contract item numbers, quantities,
             unit price, description and extended totals.
      (b)    Indication of any special conditions observed while at the site.
      (c)    Number of days to complete the work after receipt of Purchase
             Order or receipt of written Notice to Proceed.

(5)   The Maintenance Operations satellite will review the proposal for line item
      accuracy and ensure that the scope of work is being addressed. Any
      discrepancies or concerns with the proposal will be communicated IN
      WRITING to the vendor.




                                       CS:7
(6)    When the vendor's proposal is acceptable, the Maintenance Operations
       satellite administrator overseeing the project will initiate a purchase order
       requisition based on the vendor's proposal.
       The requisition must contain the following information:
       (a)    School location, work order number, term bid number, line item
              number, quantities, description of line item, unit price and extended
              totals.
       (b)    Any special conditions.
       (c)    Number of days to complete work after receipt of purchase order or
              Notice to Proceed.

(7)    Upon issuance of a purchase order by the Bureau of Procurement
       Management, the Maintenance Operations satellite will send the vendor a
       written Notice to Proceed. The intent of the Notice to Proceed is to
       establish and document a firm start and completion date for the work
       order.
       The Notice to Proceed will contain the following information: Facility name,
       purchase order number, release number, performance period from date of
       Notice to Proceed, reference to vendor proposal number or quote number,
       and a brief scope of work narrative and/or special conditions.
       The Buyer shall be copied on the Notice to Proceed.
       Document for your records the date and how you verified that the
       purchase order was issued.

(8)    When necessary after issuance of a Notice to Proceed, the Maintenance
       Operations satellite shall schedule a pre-construction meeting. The intent
       of this meeting is to establish ground rules that will govern the execution of
       the work, i.e., working hours, material storage, safety factors, etc. Always
       include school staff in these meetings and request their input and
       concurrence.

(9)    As the work progresses, the Maintenance Operations satellite will
       schedule progress inspections as required. The type of inspections, the
       frequency of inspections and who will be inspecting will be determined by
       the length, complexity and nature of the work. If you are uncertain whom
       should inspect the work, request direction from your satellite supervisor.
       Inspections shall be documented in writing. The inspection(s) are intended
       to ensure that the vendor is complying with the agreed upon schedule and
       quality of work as outlined in the contract documents. Any concerns noted
       will be communicated IN WRITING to the vendor.

(10)   Upon written notification from the vendor that the work has been
       completed, a final inspection will be conducted by the Maintenance



                                        CS:8
       Operations satellite. The vendor will be informed to allow 48 hours prior
       notification.
       (a)   The final inspection report will contain the following information:
             i.     School location, work order number, vendor name, name of
                    people attending the inspection meeting, purchase order
                    number, and release number.
             ii.    Measurement of line items installed.
             iii.   Punch list items; deficient work or work not completed.
             iv.    Deadline for Punch list completion. Vendor will not be
                    allowed more than 30 days to complete the same.
             v.     Unless otherwise agreed upon, the Maintenance Operations
                    satellite will re-inspect work on the deadline date.
       (b)   The vendor will be informed that any outstanding monies will not be
             paid until punch list items have been completed.

(11)   Vendor may be considered in default of the work order if the punch list is
       not completed by the established deadline.

(12)   Payment to the vendor shall be processed in accordance with the
       contract's terms and conditions. When the terms and conditions do not
       address payment to vendors, you can allow progress payments, with
       concurrence from your supervisor, for work orders that will take more than
       30 calendar days to complete. No progress payment should be allowed for
       work orders which are scheduled to be completed in less than 30 calendar
       days. Progress payments can be authorized by the satellite supervisor for
       any work order which was originally scheduled to be completed in less
       than 30 calendar days that is delayed at the request of Maintenance
       Operations. When the vendor requests a partial payment, a progress
       inspection shall be conducted to verify the quantity and quality of work.
       Authorize payment for work completed only; hold adequate retainage to
       cover any deficient work. Final payment to the vendor shall be processed
       only after all the punch list items have been corrected and the work has
       been accepted.



        DIRECT OUTS SUBJECT TO BOARD PROCUREMENT RULES

When Term Bids do not exist for work identified to be out-sourced, a
Maintenance Operations administrator can requisition these services through the
Bureau of Procurement Management. This process is subject to Board rule,
which indicates specific processes to be followed depending upon the expected
value of the services to be purchased. When requisitioning these services, the
Maintenance Operations administrator has the responsibility of providing


                                       CS:9
Purchasing with sufficient information on the needed services to allow the buyers
the ability to obtain the necessary competitive quotes required by Rule. It is the
responsibility of the Maintenance Operations administrator to become thoroughly
familiar with Board rules and procurement procedures to ensure compliance with
the same.



                  GENERAL AUTHORIZATION PURCHASES

Some Maintenance Operations functions, such as certain types of repairs,
identified to be out-sourced, do not lend themselves to normal competitive bid
procedures. These services may qualify for purchase under Board Rule 6Gx13-
3C-1.15, and are defined as general authorization purchases (“GA”).

Before using this type of purchase order, become familiar with the Board rule. If
you are uncertain if the type of service qualifies as a “GA”", call the buyer who
would normally buy these services, and ask for his/her opinion. Only then should
you use this type of purchase order.



                           REFERENCE DOCUMENTS

The following documents must be read carefully whenever contracted services
are being considered. Following the requirements and constraints of each is a
necessity if a service request is to be granted.
      (1)    SREF
      (2)    Board rules
      (3)    Budget Finance Purchasing System Procedures Manual




                                     CS:10
         PITFALLS TO AVOID WHEN USING TERM BID CONTRACTS

Do Not       violate School Board Rules, the terms and conditions of the
             contract or Maintenance Operations procedures. Request
             clarification as necessary from the Bureau of Procurement
             Management or Central Maintenance.

Do Not       use pre-priced line items in the contract to pay for services not
             covered by the contract.

Do Not       allow vendor to perform services not covered by the contract in
             conjunction with services that are covered, without prior approval
             from the Bureau of Procurement Management.

Do Not       authorize payment to the vendor until the work being invoiced is
             inspected and accepted.

Do Not       authorize the vendor to perform work without the issuance of a
             purchase order.

Do Not       negotiate pre-priced line items on Board approved contracts.

If You       are not clear what services are covered by a line item in a contract,
             request interpretation from the Bureau of Procurement
             Management and Maintenance Central.




                FORMS TO USE WITH CONTRACT SERVICES

The following forms may be found through the Records and Forms Management
Website, (http://forms.dadeschools.net/search.asp) and once accessed, can
be typed into directly.


                     FORM NAME                               FORM NUMBER

Contracted Services Project Checklist                            FM-6084
Work Order Request for B.C.C. Services                           FM-5991
Service Request Form - Facilities Design, Quality                FM-5189
Control & Quality Assurance
Letter of Transmittal/Project Implementation Information         FM-5462



                                     CS:11
CS:12
                          SAFETY
                                                                 Page #
Policy Statement                                                  SAF:5
Safety Manuals                                                    SAF:5
Safety and Health Training                                        SAF:6
First Aid Instructions                                            SAF:8
Facilities Operations, Maintenance Safety Committees              SAF:9
Safety                                                           SAF:10
General Safety Rules                                             SAF:10
Lifting                                                          SAF:11
Slips, Trips, and Falls                                          SAF:14
Receiving Area                                                   SAF:15
Vehicle Driver Safety                                            SAF:15
Heavy Equipment Safety                                           SAF:15
   Mobile Cranes
   Bulldozers and Tractors
   Motor Graders
   Shovels, Clamshells, Loaders
Storage Area                                                     SAF:17
Warehouse Safety                                                 SAF:17
   Personnel
   Forklifts
Safety Rules Primarily for Maintenance and/or Repair Functions   SAF:19
   Handling Materials
   Tools
   Gasoline Engine-Powered Tools                                 SAF:21
   Ladders/ Scaffolds                                            SAF:22
   Machines                                                      SAF:23


                                    SAF:1
   Saws (Power)                              SAF:24
   Drills
   Grinders                                  SAF:25
   Electrical
   Handling Molten Metal                     SAF:26
   Batteries and Battery Rooks
   Storing Material
   Aerial Bucket Equipment                   SAF:27
   Radial Arm Saw                            SAF:28
   Chain Saws
   Sanders
   Pneumatic Tools
   Jacks, Hoist and Load Binders             SAF:29
   Storage of Scaffolds
   Rigging
   Ropes: Care of Manila Rope                SAF:30
   Inspection and Care of Rope
   Wire Rope and Cable                       SAF:31
   Chains
   Use of Solvents                           SAF:32
   Handling of Chlorine Cylinders
   Sandblasting Equipment
   Steam Cleaning Equipment                  SAF:33
   Electrical Craft
   Carpentry Craft                           SAF:34
   Air Conditioning Craft
   Plumbing Craft
   Steamfitting Craft                        SAF:35
   Painting and Glazing Craft
   Power Lawn Mowers
   Use of Pesticides or Toxic Materials      SAF:36
   Fertilizing                               SAF:37
   Welding Safety
Mechanics -Garage and Repair Shop Safety     SAF:39
   Carbon Monoxide
   Jacks


                                     SAF:2
   Electric Chain Hoist
   Pits
   Washing Parts
Roofing                                                                 SAF:40
   General Safety Guidelines
   Catch Platforms
   Kettle and Tankers
   Chicken Ladders or Crawling Boards
Custodial Safety                                                        SAF:41
   General Information
   Fire Extinguishers: Classes of Extinguishers
   Inspection of Extinguishers
   Service of Extinguishers
Office Safety                                                           SAF:43
   General
   Office Machines
   Hazards of Desks, Tables, etc
   Hazards of Word Processing Units
   Hazards of Swivel Chairs
   Hazards of Fans
   Hazards of Waste Baskets
   Hazards of File Cabinets
Personal Protective Equipment                                           SAF:46
Lockout/Tagout: OSHA Requirements                                       SAF:51
Hazard Communication                                                    SAF:53
Department of Asbestos Management Asbestos Safety Guidelines
  and Basic Facts                                                       SAF:56
Bloodborne Pathogen/Hepatitis B Training and Inoculation Program        SAF:60
Follow-up required on notice of violations issued by the Florida Department
    of Labor and Employment Security Division of Safety                   SAF:61
Common Operational Fire Safety Violations                               SAF:62
Accident Reporting                                                      SAF:63



                                     SAF:3
   Injuries
   Traffic Accident Procedures
   Region Maintenance Center Traffic Accident Procedures
Workers’ Compensation Procedures for Maintenance Personnel              SAF:66


FORMS:
A: Notice of Injury (form used at M/O for direct input to Corvel)       SAF:75
B: Workers' Compensation Medical Request                                SAF:76
C: Workers' Education & Rehabilitation Compensation Program (WERC)
   Evaluation Form                                                 SAF:77
D: Memorandum: Use of Sick Time Following Injury                        SAF:78
E: Maintenance Operations Vehicle Accident Report                       SAF:79
F: Request for Asbestos Verification/ Abatement or Repair/ Assistance   SAF:81
G: Bloodborne Pathogens HBV Vaccination Request                         SAF:82




                                       SAF:4
                                       SAFETY

                                POLICY STATEMENT

The requirement of safety for each Maintenance Operations employee is of paramount
importance. Safety must be continually at the forefront and woven into all of our daily
operations. This Bureau is committed to safety in every area of our operations.

Every Maintenance Operations administrator and supervisor must be committed to
safety. The degree of safety and the resulting accomplishments are directly proportional
to the effort expended to control unsafe conditions and practices.

As the entire Maintenance Operations family strives to provide safe working conditions,
all employees must comply with safety rules and accomplish their daily tasks as
efficiently and safely as possible.



                                 SAFETY MANUALS

Various offices have published manuals regarding safety. Because of their periodic
updating, they have not been reproduced here. Employees, however, should refer to
them for information as the need arises. Access to all M-DCPS manuals can be found at
http://ehandbooks.dadeschools.net/ehome.asp?policymanuals=Yes or by going to
http://www2.dadeschools.net/employees/employees.htm and looking down the list titled
Employee Toolbox, and clicking on e-Handbooks. These manuals include:


      The Safety Program of Miami-Dade County Public Schools - prepared
      by the Department of Safety, Environment and Hazards Management,
      District Office Operations
      (See http://ehandbooks.dadeschools.net/policies/76/index.htm)

      Miami-Dade County Public Schools Construction Safety Program -
      prepared by the Department of Safety, Environment and Hazards
      Management, District Office Operations

      Emergency Management Procedures for Miami-Dade County Public
      Schools - prepared by the Department of Safety, Environment and
      Hazards Management, District Office Operations
      (See http://www.dadeschools.net/emergency/index.htm)

      Bloodborne Pathogen Program - prepared by the Department of Safety,
      Environment and Hazards Management, District Office Operations,
      adopted February 1994.




                                     SAF:5
                          SAFETY AND HEALTH TRAINING

A.   Safety Orientation
     Safety orientation in the workplace will begin on the first day of initial employment
     or job reassignment. Employees will receive safety orientation training consisting
     of the following:
     1.     Supervisors will provide each employee a personal copy of the
            Maintenance Operations handbook that includes this chapter dealing with
            safety for review and future reference.
     2.     Supervisors will answer employee questions to ensure knowledge-and
            understanding of rules, policies and job-specific procedures described in
            this chapter on safety.
     3.     Supervisors will inform all employees that compliance with the workplace
            safety and health rules described in the chapter regarding safety is
            required as a condition of employment.

B.   Job-Specific Training
     Each employee will be individually trained by their supervisor to perform
     assigned job tasks safely. The following procedures will be used for employees
     before they initially perform their job duties:
     1.     Supervisors will carefully review the specific safety rules, policies and
            applicable procedures that are described in this chapter on safety with
            each employee.
     2.     Employees will receive verbal instructions and specific directions on how
            to perform the work safely.
     3.     Employees will receive a demonstration of job tasks using known safe
            work practices.
     4.     Supervisors will observe employees performing the work previously
            demonstrated. If necessary, remedial instruction will be provided by
            supervisor to correct training deficiencies prior to final release to perform
            unsupervised work.
     5.     Employees will be given safe operating instructions prior to the use and
            operation of new equipment or processes.
     6.     Supervisors shall be responsible for reviewing safe work practices with
            employees before permitting the performance of new, non-routine or
            specialized procedures.




                                     SAF:6
C.    Periodic Retraining
      Supervisors will be responsible for all employees participating in ongoing safety
      training. Supervisors will document (by employee signature) and maintain a
      monthly schedule of safety training activities, including safety meetings, for
      review by management. Scheduled safety meetings will include:
      1.    Progressively reviewing and discussing one section of the Maintenance
            Operations handbook's chapter on safety or one part of the safety rules
            with employees each month.
      2.    Discussion of on-the-job accidents, including possible ways of preventing
            them.
      3.    First aid training, including general instructions and review of first
            responder and basic life-saving techniques.
      4.    Review changes and updates to this chapter on safety. Supervisors shall
            be given formal instruction on how to properly train employees using
            procedures described in this section under "job-specific training".

Supervisors or appointed trainer(s) will be given formal instruction on how to train
employees properly using procedures described in this section under "job specific
training".

Supervisors or appointed personnel will also be trained on how to complete accident
investigation report forms.




                                    SAF:7
                              FIRST AID INSTRUCTIONS

EMERGENCY                  First Aid Person
TELEPHONE                  Doctor
NUMBERS                    Ambulance
                           Poison Control
                           Fire Department
                           Police

WOUNDS: Cuts, Lacerations, Abrasions or Punctures
 1.   Minor: Wash with soap and water. Rinse well. Cover with clean dressing
 2.   Major: If large, deep and bleeding, stop bleeding by pressing directly on the
             wound using a bandage or cloth. Keep pressure on the wound until
             medical help arrives.

BROKEN BONES
 1.   Do not move the victim unless absolutely necessary.
 2.   If the victim must be moved, "splint" the injured area.
 3.   Use a board, cardboard or rolled newspaper as splint.
 4.   Call an ambulance or get medical help.

BURNS
 1. Thermal (heat) : Rinse area without scrubbing and immerse in cold water. Dry and
                     keep covered. Get medical attention.
 2. Chemical:          Flush exposed area immediately for 15 to 20 minutes. Get
                       medical help.

EYE INJURY
 1. Small particles:   Do not rub eyes. Use corner of soft cloth to draw particles out, or
                       hold eyelids open and flush continuously with water.
 2. Large particles:   If stuck in the eye, don't attempt to remove particles. Cover both
                       eyes with bandage. Get medical help immediately.
 3. Chemical:          Immediately irrigate eyes, including under the eyelids with water
                       for 30 minutes. Get medical help immediately.

NECK AND SPINE INJURY : If unable to move arm or leg, don't attempt to move the
victim unless absolutely necessary. Call an ambulance or get medical help immediately.




                                      SAF:8
                MAINTENANCE OPERATIONS' SAFETY COMMITTEES

             MAINTENANCE OPERATIONS RMaC SAFETY COMMITTEE

Meetings

A safety committee will be established to recommend improvements to each
Maintenance Operations work site safety program and to help identify corrective
measures needed to eliminate or control recognized safety hazards. All levels of
management and other members should participate on the safety committee, rotate
every calendar year, and include, at a minimum, the following assigned members:
    1.     Safety Program Coordinator
    2.     Employee/Supervisor
    3.     Employee/Non-supervisor

The safety committee will meet on a monthly basis. The safety program coordinator will
prepare an agenda in advance of each meeting. The agenda will indicate a time
schedule for:
   1.      Reviewing actions taken on previously addressed committee issues.
   2.      Addressing safety and health suggestions or complaints presented by
           employees.
   3.      Reviewing accident reports for corrective and preventative actions.
   4.      Reviewing reports of safety audits and safety training completed since the
           previous safety committee meeting.
   5.      Addressing the present focus for safety awareness including proposed
           improvements to safety program and incentive programs.
   6.      Determining next meeting agenda and program.

Minutes of the Safety Steering Committee will be sent to the Region Maintenance
Center Director, the Employee Resources Director, and posted on each Region
Maintenance Center's Safety Bulletin Board.

Duties and Responsibilities
   1.      Safety committee members will assist management in promoting safety
           awareness and co-worker participation through continuous improvements to
           the organization's safety program.
   2.      The safety committee will assist management in reviewing and updating
           workplace safety rules based on accident investigation findings, self-
           inspection audits, and reports by employees of unsafe conditions or work
           practices.




                                      SAF:9
   3.      A health and safety suggestion and solution box will be located in each facility
           for the purpose of collecting reports by employees. This box will be controlled
           and maintained with all safety-related items being forwarded to the safety
           committee. The suggestion box location will be posted.
   4.      The safety committee will assist in monitoring safety education and training
           programs for all employees to ensure the safety training is taking place and
           that it is effective and is being documented.
   5.      The safety committee will assist in evaluating record-keeping procedures to
           ensure that accident and injury records are completed and properly
           maintained, are reviewed for trends and patterns, and that corrective action
           has been implemented successfully.
   6.      The safety committee will identify a member to sit on the Central Safety
           Steering Committee to assure Region Maintenance Center concerns and
           needs are addressed, as well as share procedures that have been found
           viable with other Region Maintenance Centers.


                      CENTRAL SAFETY STEERING COMMITTEE

Administrative Meetings

This safety committee has been established to recommend improvements to the
general Maintenance Operations safety program, share ideas across Region
Maintenance Centers, and help identify corrective measures needed to eliminate or
control recognized safety hazards. Its duties and responsibilities are the same as those
listed for the Region Maintenance Center safety committees above. All levels of
management and other members should participate on this safety committee, rotate
every calendar year and include, at a minimum, the following assigned members from
each administrative location.
   •    Safety Program Chairperson
   •    Supervisory Member
   •    Employees/Non-supervisors from each Region Maintenance Center M/O
        worksite

The Safety Committee will meet no less than quarterly. The safety program coordinator
will prepare an agenda in advance of each meeting. The agenda will indicate a time
schedule for:
   1.      Reviewing actions taken on previously addressed committee issues.
   2.      Addressing safety and health suggestions or complaints presented by
           employees.
   3.      Reviewing accident reports for corrective and preventative actions.




                                      SAF:10
   4.    Reviewing reports of safety audits and safety training completed since the
         previous safety committee meeting.
   5.    Addressing the present focus for safety awareness including proposed
         improvements to safety program and incentive programs.
   6.    Determining the next meeting agenda and program.

Minutes of the Central Safety Steering Committee will be sent to the Region
Maintenance Center Directors so that they can be posted on each Region Maintenance
Center's Safety Bulletin Board.




                                  SAF:11
                                       SAFETY

GENERAL SAFETY RULES

   1.   Wear Personal Protective Equipment, hard hat, foot protection, back
        supports, bloodborne pathogen protection, and safety glasses or face shields
        as required.
   2.   Sit in vehicles properly. (Never stand up, sit on the side, or ride on any
        exterior part of a vehicle).
   3.   Vehicles are to be at a full stop when being entered or exited. (Do not enter
        or exit any moving vehicle).
   4.   Seat belts are to be worn at all times by drivers and passengers where
        provided.
   5.   Damaged or unguarded tools and equipment are not to be used.
   6.   Do not work or drive while under the influence of alcohol or drugs.
   7.   Use every safeguard provided. After removing guards for repairs, replace at
        once.
   8.   Walk (do not run); watch your step; keep firm footing and balance at all
        times.
   9.   When working around machinery, do not wear loose clothing, torn sleeves,
        ties, key chains, rings, watches or any item that could become entangled in
        the machinery.
  10.   Horseplay or practical jokes are prohibited. Avoid distracting others.
  11.   Long hair must be tied off, wrapped or confined in a manner to prevent being
        caught in any machinery.
  12.   Hair and facial hair shall be of such length or worn in a manner that will not
        be hazardous to the individual, or interfere with the use of individual
        protective equipment.
  13.   Frayed, cut or cracked electrical cords are not to be used. Turn them in to
        your supervisor for repair or replacement.
  14.   Use only approved ladders and step stools to get additional height. (Do not
        attempt to get additional height from a climbing device by placing it on a box,
        crate, or other improvised stand.)
  15.   Equipment is not to be altered, i.e.: removing protection guards.
  16.   Work only in properly lit areas.
  17.   Never leave materials, tools, etc., in a position to slide or fall.
  18.   Keep your work area clean and free of loose objects, stumbling or slipping
        hazards.



                                    SAF:12
   19.    Review the safety educational material posted on bulletin boards or
          distributed at the work site.
   20.    Report all accidents/ injuries, no matter how minor, to your supervisor.
   21.    Report all unsafe work conditions or procedures observed during the course
          of work activities to your supervisor.
   22.    Never stand under suspended loads or in danger zone of falling objects,
          moving equipment, dripping caustics, etc.
   23.    Keep flammables in safety-type containers.
   24.    Never use gasoline for cleaning purposes.
   25.    Always keep hands and feet clear of pinch points.
   26.    Never allow oil or grease or heat to come in contact with oxyacetylene
          equipment.
   27.    Use the right tool and use it properly. (e.g. do not use defective or
          mushroom-headed tools).
   28.    Be sure all electrical devices are properly grounded at all times.
   29.    Never leave an unsafe condition unguarded or unmarked, even temporarily.
   30.    Inspect each ladder before using. Be sure ladder is properly positioned and
          secure at top and bottom.
   31.    When working overhead, place warning signs below and rope off area.
   32.    Know the location of fire extinguishers and know how to use them.
   33.    Do not walk or run in front of or behind moving equipment.
   34.    Vehicles, equipment and tools must be removed from service when unsafe to
          operate.
   35.    Rubber gloves should be worn when handling dyes, photographic chemicals,
          and etching acid.



LIFTING

Injuries can be caused by improper lifting techniques and attempting to lift excessive
weight.

    1.    Size up the load; get help, if there is any doubt in your mind of your ability to
          lift it.
    2.    Make sure your footing is secure.
    3.    Place feet close to the base of the object to be lifted.
    4.    Get a firm grip on the load.


                                     SAF:13
    5.   Position your feet 6" to 12" apart.
    6.   Bend at the knees, not at the back.
    7.   Keep your back straight.
    8.   Lift slowly and evenly with your leg muscles and not with your weaker back
         muscles.
    9.   Keep object as close to your body as possible.
   10.   Set objects down in the same manner as you picked them up, but in reverse.
   11.   Avoid twisting your back to turn, when lifting. If you must change direction
         while lifting, pivot with your feet and turn your entire body to change direction.
   12.   Perform movements smoothly and gradually.
   13.   Hands should be dry and free of grease when lifting.


SLIPS, TRIPS, AND FALLS

    1.   Immediately clean up spills, water, oil, and other liquids from the floor by
         using mop, bucket, oil, dry materials, sand, paper towels, and cloth materials.
         Use caution signs/cones to warn of slippery areas.
    2.   Turn on lights before entering a dark room.
    3.   Pick up all foreign objects from floor surfaces, tiles, or stairs to prevent
         slipping.
    4.   Be sure that mats and carpets lie flat on the floor.
    5.   Take short steps, walk slowly, and use handrails when you have to walk on
         slippery surfaces or in congested conditions.
    6.   Keep drawers and doors closed.
    7.   Wear closed toe, and non-slip-soled shoes.
    8.   Take only one step at a time when walking up or down stairs or steps.
    9.   Avoid blocking your view by carrying/pushing objects so large that you can't
         see where you are going.
   10.   Jumping from truck beds, platforms, scaffolds, or other elevated places is
         prohibited.
   11.   Do not tilt chairs back on two legs.
   12.   Avoid wet, icy, slick, or oily areas by walking around them.
   13.   Use protective covers when running electrical and other cords across
         doorways, aisles, or landings.




                                    SAF:14
RECEIVING AREA

     1.   Keep floors in a safe condition, free from broken tile and sliding floor mats.
     2.   Floors and/or dark areas shall be clear and hazard free.
     3.   Use proper tools for opening crates, boxes, cartons, barrels, etc.


VEHICLE/ DRIVER SAFETY

A.   Vehicle and heavy equipment operators will perform a daily safety inspection and
     report any problem or irregularity to the supervisor prior to departing. As a
     minimum, the following will be checked:
     1.   On-road vehicles
          a.   Brakes
          b.   Emergency brakes
          c.   Wipers
          d.   Seat belts
          e.   Lights (brake, head, tail and signal)
          f.   Instruments for proper indication
          g.   Service type vehicles, for security of equipment
     2.   Off-road vehicles per checklist for specific type equipment
B.   Do not operate construction or agriculture engine-driven equipment until properly
     trained and certification documented by supervisor.
C.   Always use your seat belt.


HEAVY EQUIPMENT SAFETY

A.   Mobile Cranes
     1.   No load should be lifted which exceeds the rated capacity of the operating
          boom angle.
     2.   Standard operating signals should be agreed upon and used to direct all
          operations. Only one person should be permitted to give signals to the
          operator unless load is being transferred to a point that is out of sight of the
          signalman. In such cases, a second signalperson should be designated.
     3.   Outriggers on rubber-tired cranes should be used as directed by the
          supervisor.




                                     SAF:15
     4.   When cranes are being operated on soft ground, substantial mats should be
          laid down. Extreme caution should be used when operating near the edge of
          an excavation.
B.   Bulldozers and Tractors
     1.   The condition of the equipment should be checked before operating. This
          should include brakes, clutches, steering mechanisms, hydraulic, and
          electrical systems. Any defect should be immediately reported to the
          supervisor for correction.
     2.   Before starting down a hill, the blade should be lowered to secure a load of
          earth in front of it and maintain the load all the way down the hill. If the load is
          lost, the blade should not be jammed into the ground as this might cause
          overturning. The dozer blade must never be used as a brake on downgrades.
     3.   Filling operations can be very dangerous. The material should be pushed
          over the edge only as far as necessary. This could prevent the possible
          overturning of the machine.
     4.   When coupling a tractor to other equipment, workers should stand clear of
          the space between the units. The machine should be stopped, the
          transmission placed in neutral, and the brakes set before a person is allowed
          to couple the equipment.
     5.   At the end of a work shift, or when leaving the machine, the power should be
          shut off, the brakes should be set, blade landed, and the shift lever placed in
          neutral.
C.   Motor Graders
     1.   Back sloping on steep, high embankments is tricky and often dangerous.
          Generally, when graders operate on slopes greater than one to one, the
          operator runs the risk of tipping over.
     2.   To avoid overturning, the blade should be extended when scraping
          shoulders, and the grader should be operated off the shoulder.
D.   Shovels, Clamshells, Loaders
     1.   All workers should be clear of the bucket swing and the cab rotation; never
          swing the bucket or clamshell over other workers.
     2.   When soil is soft, make sure the equipment is on solid foundation, such as
          mats or heavy planking, with outriggers fully extended before starting to
          operate.
     3.   Before operating on a bank next to an excavation, a check should be made
          with the superintendent or engineer to determine whether shoring or bracing
          is necessary.
     4.   No one should be permitted in the cab with the operator.




                                      SAF:16
     5.   The operator should never leave the machine on an inclined surface or on
          loose material with the motor idling, because vibration could put the machine
          in motion.


STORAGE AREA

     1.   Shelves shall not be overloaded. They must be able to bear the weight of
          items stored.
     2.   Heavy items shall be stored on lower shelves.
     3.   An appropriate ladder must be available to reach all items.
     4.   Cartons and flammable materials must be stored away from light bulbs.
     5.   Light bulbs must have a screen guard.
     6.   Incompatible chemicals shall be stored separately. (e.g., Ammonia and
          bleach should not be stored together or one above the other.)
     7.   Portable and stationary racks must be in safe condition.
     8.   If locked in freezer, know how to operate escape mechanism and emergency
          escape procedures.


WAREHOUSE SAFETY

A.   Personnel
     1.   Floors in the warehouse must be kept clean and aisles unobstructed to allow
          easy and safe access to stored materials.
     2.   Aisles must be kept clear and provide unobstructed access to exits.
     3.   Keep fire exits clear of all obstruction.
     4.   Lifting should be done from a knee-bending position, not be leaning forward
          and picking up the item. This will allow the leg muscles, not the back, to lift
          the weight.
     5.   Use ladders with anti-slide grips. Do not place in front of doors, or on
          unstable bases. Always face toward the ladder when ascending or
          descending. Do not use the top step.
     6.   Use only approved equipment (mobile stairs, ladders) to retrieve materials
          from high shelves.
     7.   Observe manufacturers' or your supervisor's instructions on how many
          cartons can be safely stacked.
     8.   Materials that can tip easily must be laid flat or secured.




                                      SAF:17
      9.    Report inadequate lighting (burned-out bulbs or blocked lights) to your
            supervisor.
     10.    Use approved hand trucks, dollies and other equipment to move heavy
            and/or awkward loads.
     11.    Store all hazardous or potentially hazardous products in designated area
            immediately upon receipt.
B.    Forklifts
     1.     Only authorized and trained personnel are allowed to operate the forklift.
     2.     The forklift must be moved with the forks elevated just enough to clear the
            floor.
     3.     When approaching a blind corner with the forklift, sound the horn, reduce
            speed and proceed with caution.
     4.     Do not leave a forklift unattended with the motor running.
     5.     No riders are permitted on the forklift at any time.
     6.     If seat belts are provided, use them.
     7.     Turn forklift slowly to prevent tipping and overturning.
     8.     Lower load before moving forklift.
     9.     Rubber hose, welding cables, etc., must not be run over by lift trucks and
            heavy objects. Hoses and cables should be coiled and stored when not in
            use.




                                       SAF:18
SAFETY RULES FOR MAINTENANCE AND/OR REPAIR FUNCTIONS

A.    Handling Materials
      1.      Prior to use, inspect materials for slivers, jagged edges, burrs, rough or
              slippery surfaces.
      2.      Wipe off greasy, wet, slippery or dirty objects before trying to handle them.
              Keep hands clean and free of grease or oil.
      3.      When adjusting or changing a grip, set the object down.
      4.      Never carry glass under an arm. (A fall could sever an artery.)
      5.      When moving materials on hand trucks or dollies, push rather than pull
              whenever possible.
      6.      When exerting leverage on large wrenches or prying tools, pull rather than
              push whenever possible.
      7.      Get help if the weight, size, bulk, or shape of the article prevents you from
              maintaining balance and/or puts excessive strain on back or abdominal
              muscles.
      8.      When two or more persons are carrying materials, all should face forward
              whenever possible. If a person must walk backward, others should be
              especially alert to slipping, tripping or bumping hazards and issue
              appropriate verbal directions to him/her.
      9.      Avoid getting hands or other body parts pinched between the load and other
              objects around or near it.
     10.      Use the proper tools such as wrenches, pry-bars or special handling tools to
              lift heavy covers, etc.

B.    Tools
      1.      Use tools that are in good, safe, working condition and the proper tool for
              every job.
      2.      Cutting edges shall be kept sharp and shall be carried in a suitable sheath or
              holster.
      3.      Defective tools shall be promptly reported to the supervisor for repair or
              replacement.
      4.      Tool handles shall be kept free from splinters, burrs, etc. Make sure handles
              are tight on the head and not weakened by cracks or splits.
      5.      Impact tools such as hammers, chisels, punches or steel stakes that have
              burred heads shall not be used. The head should be dressed to remove
              burrs or chipped edges.
      6.      When handing a tool to another person, sharp points and cutting edges shall
              be pointed away from both the person grasping it and the person offering it.



                                        SAF:19
 7.   Only properly insulated tools shall be used when working around energized
      electrical circuits or equipment.
 8.   Never use a hammer with a hardened face on tempered, machined or
      hardened surfaces. Rawhide, plastic, rubber, lead, brass or copper hammers
      will prevent damage to parts and also eliminate the danger of flying chips of
      metal.
 9.   Be sure the handle is not cracked, broken, splintered or loose.
10.   Avoid using a hammer with oily, greasy or wet hands, and keep hammer
      handles clean by washing with approved cleaning solvent.
11.   A claw hammer is a hardened tool. Its use is restricted to hammering nails,
      wood or other soft material. Never use a claw hammer on metals or
      hardened tools, except nail sets.
12.   Select the correct size and type of screwdriver to fit the job.
13.   Never use a screwdriver as a chisel or as a substitute for a pinch bar.
14.   Prevent the blade (screwdriver) from slipping, be sure it fits the screw head
      correctly and avoid over-tightening a screw.
15.   For electrical work, use only screwdrivers that have insulated handles of non-
      flammable material.
16.   All files must have securely fastened handles.
17.   Never use a file as a pry.
18.   When using a file or rasp, grasp the handle of the file or rasp in one hand
      and the toe in the other.
19.   When using diagonal cutting pliers, place the free hand over the ends of
      cotter pin, safety wire, or whatever is being cut; this will prevent the loose
      ends from flying and causing possible eye injury.
20.   Never cut through live wires; turn off the current first.
21.   Do not attempt to cut hardened steel parts with pliers.
22.   Handles of pliers that are used in electrical work must be insulated.
23.   Never attempt to use a makeshift wrench. Always select the proper size and
      type for the job.
24.   Check wrench for cracks and condition of jaws before using.
25.   Always use box or socket wrenches on hexagonal nuts and bolts as a first
      choice, and open end wrenches as a second choice.
26.   When using an adjustable wrench, always place it on the nut so that the
      pulling force is applied to the stationary jaw side of the handle.
27.   Never use a piece of pipe, tubing or another wrench to extend the handle of
      the wrench in order to secure additional leverage.



                                   SAF:20
     28.   Keep wrenches free from oil and grease.
     29.   Whenever using power equipment of any kind, wear eye protection (either
           safety glasses or a face shield).
     30.   Always be ready to react immediately in case the wrench slips to avoid injury
           of the hand on a protruding edge.
     31.   Do not place the hand or finger over the back of a knife while it is in use.
     32.   A falling knife should be allowed to fall and then be picked up.
     33.   Keep control of a hacksaw by releasing the pressure at the end of the stroke.
     34.   Make sure the blade (hacksaw) is taut in the frame before using it.
     35.   Select proper type blade (number of teeth per inch) for the job.
     36.   Inspect electrical cord and its connections before using. Defective cords and
           switches are dangerous. Plug should be removed from convenience outlet
           before any mechanical or electrical adjustments are made.
     37.   Avoid hanging extension cords over nails, bolts or sharp edges. Do not allow
           it to become kinked or leave it where someone may trip over it. Always keep
           cord away from oil, hot surfaces or chemicals.
     38.   Do not overload or feed drill too fast.
     39.   A specially ground drill is required for copper, brass, and other soft metal.
     40.   Always keep finger on the drill switch so that power may be shut off instantly.
     41.   Do not use a distorted or bent drill.
     42.   Disconnect extension cords before attempting to loosen a chuck on portable
           tools.
     43.   Avoid using a drill that overheats.
     44.   Long extension drills should be used only when absolutely necessary.
     45.   Work must be securely held when drilling.
     46.   See that the drill is firmly held in the drill chuck. Remove the chuck key.
     47.   When using a knife, pliers, or, other cutting tools, avoid directing the blade
           toward you. Cut away from your body and stand clear of others.
     48.   Hand tools should not be carried in your pockets, especially screwdrivers,
           scribes, aviation snips, scrapers, chisels, files, etc.
     49.   Use a soft hammer to strike a hardened surface.


C.    Gasoline Engine-Powered Tools
      1.   Always disengage the clutch before starting; never start under a load.




                                      SAF:21
      2.   Always shut off the engine, wait for the machine to stop, and disconnect the
           spark plug wire before making adjustments or cleaning jammed objects.
      3.   Never operate the machine without the guards provided for it.
      4.   Always wear suitable personal protective clothing and equipment when
           operating the machine.
      5.   Never refuel running engines or hot engines.
      6.   Never smoke while refueling the machine.
      7.   Never work on or around the following or other poisonous or toxic plants until
           you have been trained:
               Boxwood                  Larkspur                  Poisonweed
               Foxglove                 Mango                     Rubber Vine
               Golden Dewdrop           Milk Bush                 Tung Oil Tree
               Lily-of-the-Valley       Nightshade                Wax Leaf Ligustrum
                                        Poinsettia

      8.   Follow labeled instructions or "Hazardous Material Data Sheet" when
           applying weed killers, fertilizers, pesticides or herbicides.
      9.   Check mowing area and remove rocks, bottles, sticks and other debris
           before operating power mowers.
     10.   Never use corridors, attics, vestibules, halls, stairs or the space under them
           for storage purposes.
     11.   Wear proper face and hand protection when handling waste and rubbish.
     12.   Be aware of emergency plans and what your duties consist of before you
           evacuate.
     13.   Clothing saturated or impregnated with flammable liquids, corrosive
           substances, irritants, or oxidizing agents shall be removed immediately and
           shall not be worn until properly cleaned.

D.    Ladders/ Scaffolds
      1.   Inspect ladders to be sure rungs are solid, tight, and clean and that rails are
           not checked. Avoid using any ladder with weak or damaged rails, steps, or
           rungs.
      2.   Open stepladders fully and lock spreaders.
      3.   Scaffolds should be erected and maintained in a safe condition and
           inspected regularly with the intervals for inspection being determined by use
           and exposure.
      4.   Scaffolds and planks shall be inspected for defects before use. Defective
           scaffolds shall not be used under any circumstances and shall immediately
           be tagged defective.



                                     SAF:22
      5.   Use extension ladders only up to 60 feet and have enough overlap. If the
           ladder is extended less that 36 feet, have 3 feet of overlap between sections;
           if extended between 36 and 48 feet, have 4 feet or overlap between sections;
           and from 48 to 60 feet, have 5 feet between sections. Lash or otherwise
           secure the ladder in place.
      6.   Inspect the scaffold before mounting. It should be sturdy, free of knotty or
           defective planks, level, and solidly positioned.
      7.   Keep the scaffold free of scraps, loose tools, or tangled lines.
      8.   Follow the manufacturer's instructions when assembling.
      9.   Lock and block wheels before climbing. NEVER RIDE A ROLLING
           SCAFFOLD.
     10.   Level the scaffold after each move, but don't extend adjusting-leg screws
           more than 12 inches.
     11.   Lash fixed scaffolds at intervals of 30 feet of length and 25 feet of height;
           ensure safety locks are in proper working condition.
     12.   Check all pulleys, blocks, hooks, fittings, and ropes on swinging scaffolds.
     13.   Never allow more than one man on a ladder.
     14.   Supply firm footing for ladder. If the ground is soft or uneven, use boards
           under the feet of the ladder.
     15.   Use 4-to-1 rule in setting up extension ladders. It is easy to figure since the
           rungs on most ladders are one foot apart. Count the rungs up to where the
           ladder rests on the wall. If it is 16 feet, set the ladder base four feet (4') from
           the wall.
     16.   Face the ladder climbing up or down. Hold on with both hands. Carry tools or
           supplies in pockets or haul them up with a line.
     17.   Move the ladder frequently instead of reaching over too far. Follow the rule of
           keeping your belt buckle between the side rails.
     18.   Carry the ladder with the front end high enough to clear anyone ahead of
           you.
     19.   Never paint wooden ladders, as paint could hide a defect in the wood and
           you would not see it.

E.    Machines
      1.   Operate a machine only after you have received thorough instructions and
           advised by your supervisor that you are qualified to operate each machine.
      2.   Do not wear gloves, ties or loose clothing. Remove rings, watch and other
           jewelry, and roll up sleeves when operating machines.
      3.   Make all adjustments with the power off.



                                      SAF:23
      4.       Never attempt to repair live circuits unless you are qualified through training
               and experience.
      5.       Never attempt repair on electrical appliances, power tools, cables or wiring
               unless you are qualified and certified to make repairs by your supervisor.
      6.       Inspect all portable power tools before operating, including power cables,
               extension cords, and adapters.
      7.       Use “ground fault circuit interrupter” (GFCI) to operate all portable power
               tools with metal housing and/or handgrip in damp or wet areas and on
               construction sites.

F.    Saws (Power)

      1.       When operating scroll saws, stop the machine before removing scrap pieces
               from the table.
      2.       Always keep hands and fingers away from the saw blade.
      3.       Turn off the machine if the material is to be backed out of an uncompleted or
               jammed cut.
      4.       Disconnect machine from power source when making repairs.
      5.       Shut off power and clean the saw and work area before leaving.
      6.       If you are not thoroughly familiar with the personal safety functions in the
               operation of any power machine, obtain advice from your supervisor or other
               qualified trainer.
      7.       Safety guards should be in place and used at all times.
      8.       Clamp work when using hole saw or cutting tools larger than 1/2" diameter.
      9.       On band saws, adjust the upper blade guide about 1/8" above the material
               being cut.
     10.       On band saws, make sure that blade tension and blade tracking are properly
               adjusted.
     11.       Hold workplace firmly against the table. Do not attempt to saw stock that
               does not have a flat surface, unless a suitable support is used.

G.    Drills
      1.       Do not exceed recommended speed for the drill, accessory, and/or
               workpiece material.
      2.       Be sure chuck key is removed from the chuck before starting drill press.
      3.       Adjust the table or depth stop to avoid drilling into the table.
      4.       Be sure drill bit or cutting tool is securely locked in the chuck.




                                           SAF:24
     5.    Always wear eye protection (safety glasses or a face shield) when using drill
           press.

H.   Grinders
     1.    On grinders, tool rests shall be adjusted to approximately 1/8" from the
           wheels and thoroughly tightened in place so they cannot shift position while
           in use.
     2.    Inspect the wheels before turning on grinder. Do not use wheels that have
           been chipped or cracked.
     3.    Dress grinding wheels on the face only. Replace wheels that have been
           chipped or cracked.
     4.    When grinding, use the face of the wheel only.
     5.    If the grinding wheel vibrates, dress wheel, replace the wheel, or replace the
           bearings of the shaft if they are worn. Grinding creates heat; do not touch
           ground portion of workpiece until you are sure workpiece has cooled.
     6.    When finished using machine, shut off the power; do not leave the work area
           until the wheel has come to a complete stop and you have cleaned up the
           area.

I    Electrical
     1.    Use three (3) conductors and a grounded extension cord with proper rating
           for the tool you are connecting.
     2.    When using an extension cord:
           a.     Never plug more than the specified number of watts into the cord.
           b.     Do not run the cord through doorways, holes in the ceilings, walls or
                  floors.
           c.     Never remove, bend or modify any metal prongs or pins.
           d.     Do not use when wet.
           e.     Do not plug one extension cord into another.
           f.     Never drive, drag or place objects over the cord or walk on it.
           g.     Always unplug the cord when it is not in use.
           h.     Never use a cord as a permanent power source.
     3.    Never repair or test live circuits except when necessary to effect repair.
     4.    When working on live circuits, tools shall have insulated handgrips approved
           for working on live circuits.
     5.    Ladders shall have non-conductive side rails.




                                      SAF:25
      6.   Never connect a heating unit using in excess of 1500 watts into utility 15-amp
           outlet.
      7.   Working in an area where you are likely to encounter electrical hazards is not
           permitted, unless you have been trained to recognize and avoid the hazards
           to which you will be exposed.
      8.   Fuse handling equipment shall be used to remove or install fuses where fuse
           terminals are energized.
      9.   Do not enter spaces containing exposed energized parts unless adequate
           illumination is provided.
     10.   Use safety signs, symbols, or accident prevention tags to warn personnel of
           electrical hazards.
     11.   Verify that circuit or equipment cannot be reenergized or restarted prior to
           performing work.
     12.   Ensure strain relief for all flexible cords and cables.
     13.   Apply proper grounding and bonding before dispensing flammable liquid(s).

J.    Handling Molten Metal
      1.   Face shields must be worn at all times when metal compounds are being
           melted or otherwise handled while in a molten state.
      2.   Extreme care shall be taken to prevent moisture from coming in contact with
           metals. LadIes must be heated before being placed in molten metal.
      3.   Bystanders shall not be allowed near employees working with molten metals.

K.    Batteries and Battery Rooks
      1.   There shall be no smoking in battery storage rooms. Be cautious to avoid
           arcing. The use of open flames shall be avoided, especially while the cells
           are gassing and should be permitted only in special cases under the direct
           supervision of an experienced person and after the room has been
           thoroughly ventilated.
      2.   When working on batteries, remember that large quantities of water are your
           best protection if electrolyte is spilled on your clothing or your skin.
      3.   Battery room doors shall never be left open.

L.    Storing Materials
      1.   Material shall be piled so that the weight is equally distributed. Avoid stacking
           to heights that may become top heavy. Material shall be stacked neatly and
           not project into passageways.
      2.   Bags of material shall be cross-tied or blocked where possible.




                                       SAF:26
     3.   Bricks of regular shapes shall be cross-tied every fifth tier. Boiler and furnace
          brick of irregular shapes shall be laid with the flat sides down and the stacks
          tied together with boards.
     4.   Barrels and drums shall be placed on end. If placed on side, they shall be
          provided with racks.
     5.   The scrap pile and junk material shall be kept as orderly as conditions will
          permit. Extreme care shall be used in handling scrap material to prevent
          personal injury.
     6.   Oils, grease, and paints shall not be stored with other materials.
     7.   Suitable compartments, boxes, canisters or containers shall be provided for
          storing rubber protective devices.
     8.   All employees shall exercise special care in storing or handling grinding
          wheels. If an emery wheel or grinding wheel suffers the slightest crack, a
          very serious accident could result.
     9.   When you encounter asbestos or air borne asbestos dust, all precautions
          shall be taken to prevent inhalation of this material. Immediately leave the
          area and call the Director, Department of Asbestos. The Director,
          Department of Asbestos, will take whatever action needed to correct the
          situation.

M.   Aerial Bucket Equipment
     The aerial bucket is a piece of equipment which, when used properly, can
     eliminate or minimize many hazards that must be coped with daily. Like any other
     piece of equipment, it also has its hazards. These hazards must be recognized and
     safe practices followed in order to accomplish the main goal - the prevention of
     accidents. The aerial bucket is to be used with, not in place of, safe working
     practices.
     1.   The operation and maintenance instruction manual shall be followed.
     2.   Load limit of the boom shall not be exceeded.
     3.   Bucket truck shall be di-electrically tested periodically.
     4.   The truck shall not be moved unless the boom is lowered and the bucket
          cradled.
     5.   Riding in the bucket while truck is traveling between locations is not
          permitted.
     6.   When boom is maneuvered over a street or highway, necessary precautions
          shall be taken to avoid an accident with traffic.
     7.   Employees shall not stand or sit on top or edge of bucket. An employee's
          feet shall be on the floor of the bucket the entire time he is in it.




                                      SAF:27
     8.   Employees shall not enter or leave the bucket by walking the boom unless
          bucket is inoperative.
     9.   Employees shall not transfer between the bucket and pole unless a hazard
          exists on the lower portion of the pole.

N.   Radial Arm Saw
     1.   Swing cut-off saws shall have the upper half of the saw completely covered.
          A device shall be provided to return the saw automatically to the back of the
          table when released. A limit chain or other stopping device shall be provided
          to prevent the saw from swinging beyond the front edge of the table.
     2.   If counterweights are used, they should be secured with chains or cable
          fastened to the counterweights and enclosed so that they cannot fall on
          operator or others if they should break loose.
     3.   Horizontal pull saws shall be guarded on upper half of the blade and be
          provided with limit stops.
     4.   When ripping, the anti-kickback attachment shall be provided and adjusted
          for the thickness of the lumber being cut.

O.   Chain Saws
     1.   Chain saws shall be used with extreme caution in order to prevent personal
          injury, as the cutting mechanism is unguarded, Operators shall be instructed
          in the careful use of this tool. Depth limit guards are provided by several
          manufacturers, and shall be used to prevent binding at the point of engine
          contact with the material being cut.
     2.   Shut off saw before refueling.
     3.   Shut off saw when moving with saw from one position to another.
     4.   Watch out for others nearby.

P.   Sanders
     1.   The abrasive belt or disc cannot be guarded; the only way of avoiding injury
          is to use caution.
     2.   Sanders shall be moved away from the body.
     3.   Dust may create an explosion hazard, and shall be exhausted where
          possible. Open flames and sparks shall be avoided. Dust masks/ respirator
          and eye protection shall be used.

Q.   Pneumatic Tools
     1.   A variety of tools, including hammers, drills, saws, tampers, paving breakers,
          and vibrators are powered by compressed air, usually provided by a
          compressor near the worksite. Generally the same precautions regarding the



                                    SAF:28
          use and care of pneumatic tools shall be followed as for electric and gasoline
          engine-driven equipment.
     2.   Fire precautions shall be observed in connection with the operation of
          compressors.
     3.   Air-supply lines shall be protected from damage by vehicles, inspected
          regularly, and maintained in good condition. Air supply lines carried overhead
          or vertically shall be supported with a messenger cable, or other proper
          support.

R.   Jacks, Hoist and Load Binders
     1.   Employees shall not subject a jack to a load in excess of its rating. They shall
          make sure the footing for a jack is substantial.
     2.   Employees shall center the jack properly under the load, and if there is
          danger of the head slipping, a timber on top of the jack will help keep it in
          position.
     3.   Employees shall place the jack so there will be an unobstructed swing of the
          handle to prevent injury to the knuckles.
     4.   Employees shall never leave a jack standing under load with the handle in
          the socket.
     5.   Employees shall never rely on jacks alone to support any load, which they
          have to work under; instead, they shall use substantial blocking.
     6.   Hoist and load binders shall not be loaded in excess of their rating. If the
          strain requires the use of handle extensions on hoists, they are overloaded.

S.   Storage of Scaffolds
     1.   All scaffolding shall be properly stored when not in use. Metal scaffold
          material carelessly heaped in storage yards are subject to damage from
          exposure to weather, careless handling, and other causes.
     2.   A covered storage area will protect expensive material and will contribute to
          maintaining the safe condition of scaffolding in use.
     3.   Storage time offers an opportunity for inspection, repair, and preventive
          maintenance.
     4.   Wooden scaffolding materials shall not be painted, as this will cover defects
          that may develop.

T.   Rigging
     1.   The mechanic in charge of a job shall be responsible for the loading of ropes,
          cables and chains of ample size. The correct size shall be used instead of
          using several strands of a smaller size to lift the same load.




                                     SAF:29
     2.   The manufacturer's recommendations for the safe working loads on cables,
          clamps, chains, rings, shackles, socket and eye bolts shall be followed for
          both straight and angle lifting.
     3.   Ropes, chains, cables, or slings that have been or may have been unduly
          strained, shall not be used again until they have been inspected and found to
          be safe for use.
     4.   Ends of wire rope shall be wrapped or welded; ropes with broken strands, or
          kinks shall not be used.
     5.   Wire rope loops shall be made by proper splicing or clipping of the dead end.
          When loops are to be used under full capacity load, a minimum of three clips
          shall be used on ropes of 3/8" diameter or under, and an extra clip used for
          each additional 3/8" diameter or a part thereof. Clips shall be placed with the
          U-bolt-over the dead end.
     6.   When uncoiling wire rope, the coil shall be rolled like a hoop. Due precaution
          shall be exercised to prevent wire rope from kinking and twisting.
     7.   When transferring rope from reel to drum, the rope shall run from the top of
          the reel to the top of the drum to avoid twisting and overlapping. If necessary,
          wire rope shall be lubricated in accordance with rope manufacturer's
          recommendations.
     8.   Bolts shall not be used to shorten or join chains. Chains shall have hooks
          and rings.

U.   Ropes: Care of Manila Rope
     1.   Employees shall not overload a rope or drag it over rough or sharp objects.
     2.   Care shall be taken in making a rope fast. All short bends over unyielding or
          sharp-edged surfaces shall be avoided.

V.   Inspection and Care of Rope
     1.   Employees shall inspect the entire length of rope thoroughly.
     2.   A good manila rope is hard but pliant.
     3.   An extremely soft rope or one that has lost its stretch is dangerous and shall
          be discarded.
     4.   A wet rope is not as strong as a dry one, and shall not be subjected to the
          same loading.
     5.   A rope shall be examined carefully for cuts, worn spots, mildew, acid stains
          and burns. The rope shall be untwisted at various places to look for dry rot
          and poor fiber. The outward appearance of a rope is often deceiving. If any of
          the above conditions are found to exist in the rope, it shall be discarded.
          Rope shall not be stored in piles but tied in coils and hung where it can dry.
          Hand line and block shall be equipped with approved type snail hooks.



                                    SAF:30
W.    Wire Rope and Cable
      1.   Use of wire rope of incorrect size, construction, or grade is not permitted.
      2.   Wire ropes shall not be allowed to drape over obstacles.
      3.   Wire ropes shall always be properly lubricated.
      4.   Ropes operating over sheaves and drums of inadequate size are not
           permitted.
      5.   Ropes shall not be allowed to over-wind or cross-wind on drums.
      6.   Defective sheaves or drums shall not be used.
      7.   Ropes with improper fittings shall not be used.
      8.   Kinked ropes shall not be used.
      9.   Ropes shall not be subjected to severe loads, reverse bends, and other
           excessive stresses.
     10.   Winch Cables:
           a.    Employees shall not use their hands to straighten winch cables on
                 drum while drum is in action. When the winch cable is under stress and
                 used at an angle through a snatch block or similar device, employees
                 shall place themselves in such position as not to be struck by the cable
                 should it break. Defective cable shall be discarded and winches with
                 mechanical defects shall not be used.
           b.    Employees shall wear gloves when handling winch cable.
           c.    "A" frames, derricks, booms, etc., which are bent or broken or have
                 cracks in the steel, shall not be used.

X.    Chains
      1.   Employees shall not overload a chain.
      2.   Employees shall, as far as possible, avoid sudden or abrupt application of
           loads to chains.
      3.   Employees shall not kink or bolt a chain to shorten or lengthen it.
      4.   Employees, when handling extra heavy loads, shall not fasten chains over
           sharp comers or edges without padding them.
      5.   Employees shall not use a chain if inspection shows a flaw, insecure weld,
           fracture or other defect.
      6.   Chains shall not be used to hoist objects of excessive weight because of
           difficulty of inspecting each link.




                                      SAF:31
Y.   Use of Solvents
     Supervisors shall control use of solvents for cleaning. The handling instructions
     printed on the container's label shall be carefully followed. The “Safety” solvents
     are generally a mixture of petroleum hydrocarbons -low in toxicity but flammable,
     and halogenated hydrocarbons -no fire or flash point but toxic under adverse
     conditions. The evaporation rates of the mixtures used in the “Safety” solvents can
     alter the degree of hazards. A particular hazard is use of solvents for small jobs in
     workspaces with inadequate ventilation.

Z.   Handling of Chlorine Cylinders
     1.   Keep the valve protection hood in place at all times except when the cylinder
          is connected for discharging chlorine.
     2.   The valve stem wrench handle should not be over 6" long.
     3.   The cylinder should be kept on a scale at all times when in use to determine
          rate of discharge, and when empty.
     4.   The cylinders should be secured by a chain in an upright position at all times
          except when being transported.
     5.   If chlorine is escaping as a liquid, turn the container so that only chlorine gas
          escapes. Do not apply water to a chlorine leak. If the leaking container is
          movable, it may be desirable to move it outdoors.
     6.   Every vehicle used by the sewer/water craft shall carry a NIOSH-approved
          gas mask. All personnel exposed to chlorine should be checked out in its
          use. If chlorine concentration in air exceeds 1% in a closed room or tank, a
          "supplied-air" type respirator, such as those carried in rescue vehicles, will be
          required. Equipment should be checked periodically for proper operation.
     7.   Exhaust fans should ventilate all chlorine rooms. Note that chlorine gas is
          heavier than air and will settle at floor level.

AA. Sandblasting Equipment
     Employees, when using sandblasting equipment, shall use all precautions in the
     immediate area for the safety of themselves as well as others.
     1.   All safety equipment shall be properly maintained and inspected before
          starting sandblasting operation.
     2.   Operator shall wear a hood approved for sandblasting. Breathable air shall
          be furnished to hood while in operation.
     3.   Gloves and long sleeves covering the arms shall be worn.
     4.   Safety rules pertaining to gasoline engines on p. 25 of this chapter shall be
          adhered to.
     5.   Safety rules pertaining to air hoses and lances shall be adhered to.




                                      SAF:32
    6.    The area shall be barricaded off up to the distance where sand or debris is
          falling.
    7.    An automatic safety shut off valve shall be installed on the hose nozzle when
          operating.

BB. Steam Cleaning Equipment
     It is extremely important to exercise precautions while operating this equipment
     due to heated surfaces and hot pipes.
    1.    While operating, operator shall wear goggles, gloves, and rubber boots.
    2.    When caustic cleaning material is used, all label precautions shall be
          adhered to.
    3.    An automatic safety shut off valve shall be installed on the hose nozzle when
          operating.
    4.    Safety rules pertaining to gasoline engines in Section X, Page 37, shall be
          followed.
    5.    The area shall be barricaded up to a distance where steam cannot bum
          anyone.

CC. Electrical Craft
    1.     Working around apparatus (minor)
           a.     When changing ballasts, turn switch off. It takes only a few seconds.
           b.     When replacing switch and receptacle, turn off circuit breakers. Take
                  time to LOCATE.
           c.     Emergency Lighting -Replace with care.
           d.     Quartz Lighting-Make sure controlling device is off. Severe burn will
                  occur if switch is not off due to possible defective photocell or time
                  clock (wrong time).
    2.     General safety precautions in electrical maintenance
           When any electrical equipment is to be overhauled or repaired, the supply
           switches or cutout switches in each circuit ' from which power could possibly
           be fed, shall be secured in the open position and tagged. The covers of fuse
           boxes and junction boxes shall be kept securely closed except when work is
           being done.
    3.     High voltage precautions
           a.     Personnel shall never work alone near high voltage (above 220
                  volts). Tool equipment containing metal parts shall not be used in any
                  area within four (4) feet of high voltage circuits or any electric wiring
                  having exposed surfaces. The handles of all metal tools, such as
                  pliers and cutters, shall be covered with proper insulating material. It



                                      SAF:33
                  is also necessary to insulate shank of screwdrivers with insulating
                  sheath.
           b.     Before a worker touches a capacitor that is connected to a
                  deenergized circuit, or which is disconnected entirely, the worker
                  shall short-circuit the terminals to make sure that the capacitor is
                  completely discharged. Do not work on any type of electrical
                  apparatus with wet hands or while wearing wet clothing, and do not
                  wear loose or floppy clothing. The use of thin-soled shoes with metal
                  plates or hobnails is prohibited. Shoes with non-conducting soles
                  shall be worn. Before working on electrical apparatus, all rings,
                  watches, bracelets, and similar metal items shall be removed.

DD. Carpentry Craft
    1.    When replacing doorsteps or stairs, block off both sides of doorway or stair
          entrance to stop traffic.
    2.    Do not use cross-grain or knotty materials in stairs.
    3.    Install adequate handrail in appropriate position.
    4.    Do not walk up or down stairs with hands in pockets.
    5.    Avoid stepping on nails.

EE. Air Conditioning Craft
    1.    Use window unit lift for removing or replacing air conditioning units.
    2.    Use appliance dolly to bring A/C units down stair steps.
    3.    Never attempt to solder on A/C unit that has not been evacuated of freon.
    4.    Do not cut a refrigerant line without knowing that it is de-pressured.
    5.    Do not work on machinery without pulling the disconnect switch.
    6.    Whenever transporting freon, always have tank capped and secured.
    7.    In a room where freon is stored or being used, the room shall be well
          ventilated.
    8.    Smoking is not permitted when working on freon equipment.

FF. Plumbing Craft
    1.    Electric sewer machine - Use with care and make sure it is unplugged when
          working on belts, clutch adjustment, etc.
    2.    Care shall be exercised when handling pipes, ducts, or other materials to
          avoid catching fingers and hands between the materials, floors or other
          objects.
    3.    Torches shall be frequently checked for leaks and proper working condition.
          Torches shall be placed so as not to ignite any surrounding materials.


                                     SAF:34
       4.   When pouring a hot lead joint, keep joint free from moisture.
       5.   Pipe wrenches, chain tongs, or flat wrenches shall be proper size to conform
            to work being done and in good condition to prevent slipping. Place jaws of
            wrench in direction of pull.
       6.   Wear protective goggles when soldering overhead and proper clothing to
            protect from burns.

GG. Steamfitting Craft
       1.   Personnel shall obey all manufacturers' safety instructions on all heating
            equipment.
       2.   No safety switches, relays, or flame safeguard controls shall passed,
            removed or altered in any way.
       3.   All safety relief valves shall be piped to within 12 inches of the floor.
       4.   Safety relief valves to be tested at least once a month during heating season.
       5.   Low water safety cut-offs shall be checked same as relief valves.
       6.   Safety glasses and mask shall be worn while cleaning boiler flues.
       7.   Run a flame failure response test on each burner at prewinter startup.
       8.   Heating personnel shall always be on the alert for fuel leaks, boiler door
            gasket leaks, leaking pumps and bare electric wiring on equipment.
       9.   Report any exhaust fans not working in boiler or equipment rooms.

HH. Painting and Glazing Craft
       1.   Smoking, lighting of matches or cigarette lighters will not be permitted in
            storage areas or trailers containing paint, lacquers, thinners, and other
            flammable materials or in areas where painting is done.
       2.   Wear protective clothing and safety glasses when spraying — paint irritates
            the eyes and skin.
       3.   Wear an approved respirator when spraying in an enclosed area.

I I.   Power Lawn Mowers
       1.   Before any power mower is started, the area to be mowed shall be
            thoroughly checked for rocks, bottles, sticks, and other debris that may serve
            as a missile for a fast revolving rotary-type mower.
       2.   Keep hands and feet away from all revolving blades and wheels.
       3.   Try to keep other people away from you when you are cutting grass.
       4.   Keep a firm grip on the handles with both hands to maintain control of the
            mower.




                                        SAF:35
    5.    Stop engine before refueling, and give time for cooling. Never attempt to
          refuel the gasoline power mower while the engine is in operation. The tank
          shall be filled not more than three-fourths (3/4) full because expansion space
          in the tank is necessary as the sun expands the volume of gasoline in the
          tank. Spillage on a hot motor could cause a fire.
    6.    Never adjust engine controls while the machine is in motion, and never
          adjust other mechanical parts while the engine is running.
    7.    Do not attempt to stop moving parts with your hands or a stick; wait for the
          machine to stop after the power is shut off.
    8.    Never leave a machine running and do not leave it until it has completely
          stopped.
    9.    When using a large mower, stay a safe distance from the building. The
          smaller mowers will be used for areas close to the building.
   10.    Check the oil level before starting. The engine shall always be started out-of-
          doors. If the power mower is self-propelled, the clutch shall be disengaged
          before starting.
   11.    Extreme caution shall be used when cutting terraces and banks.
   12.    All guards purchased for use on the mower shall be used.
   13.    When grass is being removed from the mower, if the engine is stopped by
          grounding the spark plug, remove the wire from the spark plug and place it
          so it cannot touch the spark plug. (Grounding the spark plug is not enough as
          the ground might be removed accidentally.) Rotating the blade of a rotary
          mower will crank and start the engine if the spark plug is connected. The
          spark plug shall be grounded or its wire removed when the mower is stored.
          (Never store a mower in the boiler room.)
   14.    Any use of lawnmowers or power equipment for the purpose of completing
          School System maintenance or custodial activities by persons not employed
          by the Miami-Dade County School System is strictly prohibited, unless under
          a supervised credit program.
   15.    Before mowing at a school when students are in attendance, check in at the
          main office so that students can be kept clear of the area.

J J. Use of Pesticides or Toxic Materials
    1.    Read the label—follow instructions for application and heed all directions,
          cautions and warnings.
    2.    Use only the amount of pesticide or toxic material called for on the label.
    3.    Do not smoke while using pesticides or toxic material, and avoid breathing
          spray mist or dusts. Be sure that you wear a suitable mask or respirator if the
          label recommends it. Keep your sleeves rolled down and your collar
          buttoned.



                                     SAF:36
    4.     If you should spill some pesticide or toxic materials on yourself, remove the
           contaminated clothing and wash yourself thoroughly with soap and water.
    5.     Store pesticides or toxic materials in locked closets, or rooms where pets,
           children, or irresponsible persons cannot reach them. Do not store them near
           foods of any kind.
    6.     Keep pesticides or toxic materials in their original containers. Always keep
           them tightly closed and never put them in other containers such as unlabeled
           gallon jugs, pop bottles, milk bottles, cups, paper bags or other common food
           containers.
    7.     When using insecticides, pesticides, or other toxic material, spray or dust,
           remove or cover food and water containers. Do not leave aquariums or fish
           bowls exposed, and be sure to keep pets out of the treated area until the
           spray mist has completely settled. This is particularly important when you are
           using insecticide fumigating devices.
    8.     Always wash your hands and face after using pesticides or toxic material.
    9.     Never reuse empty containers that contained a pesticide or toxic material.
   10.     Do not burn cardboard, bag, or sack that has contained a pesticide or toxic
           material.

KK. Fertilizing
     When using a granule or powdered type fertilizer, precautions shall be taken to
     prevent the wind from blowing it into the building or on any person that may be
     nearby. If it is blown into a person's eyes, it can be very painful and may require
     medical attention. The odor, however, may be more offensive than dangerous.
     Since certain chemicals in the fertilizer react to metal, they shall not be allowed to
     come in contact with cars or other metal objects.

LL. Welding Safety
    1.     Welding will not be performed until you have been trained in the safe
           operation of all assigned welding equipment as well as the process.
    2.     Obey all warning signs that are posted designating welding areas.
    3.     When working adjacent to welding areas, you must be protected from radiant
           energy, spatter of welding and cutting arcs by noncombustible shields or
           shall be required to wear suitable eye/face protection and protective clothing.
    4.     Before starting to weld or cut, welders must have permission of the
           supervisor and shall continue only so long as conditions at welding site are
           unchanged.
    5.     When arc welding and arc cutting with open arcs, helmets or hand shields
           with filter lenses and cover plates will be used by operators and others when
           viewing the arc. Safety spectacles with side shields or goggles will also be
           worn.


                                     SAF:37
 6.   Employees (including helpers) operating resistance welding or brazing
      equipment will use face shields or goggles.
 7.   All welders and cutters will wear protective flame resistant gloves.
 8.   Proper ventilation will be used and/or respiratory protective equipment will be
      provided to all welding/cutting areas to reduce air contaminants to allowable
      levels.
 9.   In performance of welding and cutting operations, only approved equipment
      shall be used.
10.   All cylinders or containers used for storage of fuel gases and oxygen shall be
      constructed, charged, and maintained in accordance with nationally
      recognized good practice.
11.   Cylinders stored inside building shall be kept away from highly combustible
      materials and in locations where they are not subject to excessive rise in
      temperature, physical damage, or tampering.
12.   No device or attachment facilitating or permitting mixture of air or oxygen with
      combustible gases prior to consumption, except at the burner or in a
      standard torch or blow-pipe, shall be allowed.
13.   The user shall not transfer gases from one cylinder to another or mix gases
      in a cylinder.
14.   Acetylene gas shall not be generated, piped (except in approved cylinder
      manifolds and cylinder manifold connections), or used at a pressure in
      excess of 15 pounds per square inch gauge pressure.
15.   The use of liquid acetylene is prohibited.
16.   Acetylene gas shall not be brought in contact with unalloyed copper except in
      a blowpipe or torch.
17.   Oxygen shall never be used from a cylinder or cylinder manifold unless a
      pressure-regulating device intended for use with oxygen, or so marked, is
      provided.
18.   Fuel gas shall never be used from cylinders through torches or other devices
      equipped with shut-off valves without reducing the pressure through a
      suitable regulator attached to the cylinder valve or manifold.
19.   Cylinders, valves, regulators, hoses, and other apparatus and fittings
      containing or using oxygen shall be kept free from oil or grease. Oxygen
      cylinders, apparatus and fittings shall not be handled with oily hands, gloves,
      or other greasy materials.
20.   When moving compressed gas cylinders by crane, cradles shall be used in
      order to reduce the possibility of dropping. Ordinary rope slings or
      electromagnets shall not be used.




                                 SAF:38
     21.     Oxygen and fuel gas cylinders and acetylene generators shall be placed far
             enough away from the welding position that they will not be unduly heated by
             radiation from heated materials, by sparks or slag, or by misdirection of the
             torch flame.
     22.     No gas welding or cutting shall be done in or near rooms or locations where
             flammable liquid, vapors, lint, dust, or loose combustible stocks are so
             located or cutting operations may cause ignition or explosion of such
             materials.
     23.     When welding or cutting must be done above or within ten feet of
             combustible construction or material, or above a place where workers are
             employed, or where persons are likely to pass, noncombustible shields shall
             be interposed to protect such materials and persons from sparks, hot metal
             or oxide.
     24.     One or more approved Class B or Class C fire extinguishers of suitable size
             shall be kept at the location where welding or cutting is being done.
     25.     When welding or cutting is done above or within ten feet of combustible
             construction or material, a fire watch shall be on hand.


MECHANICS -GARAGE AND REPAIR SHOP SAFETY

A.    Carbon Monoxide
      Carbon monoxide is a non-irritating, colorless, tasteless, and odorless gas
      commonly caused by fuel burned in the absence of sufficient oxygen or wherever
      combustion is incomplete. Either this gas should be piped off from the garage area
      or doors and windows should be left open so that the fresh air can come into the
      garage area.

B.    Jacks
      1.     All jacks should be equipped with a safety ratchet that prevents the load from
             dropping, if the pressure is released.
      2.     Hydraulic jacks should only be used to raise a piece of machinery into
             position. After machinery is in position, jack stands must be placed under a
             loadbearing member.

C.    Electric Chain Hoist
      If all hoists are not provided with a check stop and a wire rope around the support
      "I" beam and fastened to the hoist, do not use the hoist.

D.    Pits
      1.     Floor openings such as drain troughs should be guarded with covers. If any
             unguarded floor openings are found, inform your supervisor at once.



                                       SAF:39
     2.   Make sure all pits are provided with a curb four to six inches (4-6") high to
          prevent vehicles from drifting into the pit.
     3.   Be certain that all open pits are provided with portable railings or standards
          when not in use.
     4.   Be sure steps into pit are clean and free of grease, oil, and water. Tools,
          parts, etc. must not be left on steps.
     5.   Lights in pits should be enclosed in vapor-proof fixtures. If the lights are not
          of this type, inform your supervisor.

E.   Washing Parts
     1.   Use only solvents that are low in toxicity and have a high boiling and flash
          point.
     2.   Be sure that the parts washers are complete with lids that are counter-
          weighted.
     3.   Carbon tetrachloride or gasoline should never be used for cleaning parts or
          in degreasing jobs.


ROOFING

A.   General Safety Guidelines
     1.   Felt-laying machines and mechanical moppers shall not be operated within a
          distance of three feet of any unprotected roof opening or within five feet of
          any unprotected roof edge.
     2.   Roofing brackets shall be constructed to fit the pitch of the roof.
     3.   Roofing brackets shall be securely fastened. When brackets cannot be
          securely fastened by any other means, rope supports are used; such
          supports shall consist of no less than three-quarter-inch diameter, or
          equivalent.

B.   Catch Platforms
     1.   Pitched roofs: on pitched roofs with a rise of four inches in twelve or greater,
          sixteen feet or more above ground, and not having a parapet of at least thirty
          inches (30") in height, catch platforms shall be installed. The platforms shall
          extend two feet beyond the projection of the eves and shall be provided with
          a standard guardrail substantially fixed in place. Safety belts attached to a
          lifeline which is securely fastened to the structure may be used in lieu of a
          catch platform.
     2.   Flat roofs: On flat roofs, not having a parapet of at least thirty inches in
          height, a standard guardrail substantially fixed in place may be used. Safety




                                     SAF:40
          belts attached to a lifeline which is securely fastened to the structure may be
          used in lieu of a standard guardrail.

C.   Kettles and Tankers
     1.   Any employees working around kettles and tankers in use or being heated up
          for use shall be under direct supervision of a qualified supervisor.
     2.   Kettles must be equipped with leveling devices. Leveling devices must be
          securely fastened.
     3.   Kettles must be equipped with lids or covers hinged in place.
     4.   Never set a pumper or agitator into hot material.

D.   Chicken Ladders or Crawling Boards
     1.   Chicken ladders or crawling boards shall be no less than ten inches wide and
          one inch thick having cleats no less than one inch by three inches and
          extending no less than two inches beyond each side of the board. Cleats
          shall be evenly spaced and shall not exceed twenty-four inches on center.
          Nails shall be driven through and clenched on the underside.
     2.   Crawling boards shall be secured to the roof by means of ridge hook(s) or no
          less than three-quarter-inch (3/4") of approved safety line, passed over the
          ridge and securely fastened to maintain a safe working condition. A firmly
          fastened grab line of no less than three quarters-inch (3/4") of approved
          safety line, shall be strung beside each crawling board for a handhold.
     3.   Where chicken ladders (or crawling boards) are provided in pairs, astride the
          apex of a roof, such chicken ladders shall be securely bolted together by a
          hinge bolt or provided with hooks or bolts with cleats securely fastened on
          the underside at the upper end to catch over the ridgepole.

CUSTODIAL SAFETY

A.   General Information
     1.   All custodians shall wear fully protective non-skid shoes at all times, with no
          exposed toes or heels. Protective footwear shall be worn when scrubbing
          floors.
     2.   Gloves and goggles shall be worn when removing broken glass from doors
          or window frames. Rubber or plastic gloves shall be worn when mixing or
          handling strong chemicals, or cleaning restrooms.
     3.   Read and follow directions carefully before mixing cleaning chemicals. Never
          mix bleach (Clorox) with ammonia-based cleaning compounds. Always use
          pump dispenser for measuring proper amounts of cleaning solutions.
     4.   Avoid wearing ragged or loose-fitting garments.




                                    SAF:41
      5.   Ask for help when it is necessary to lift any objects which, because of its
           height, size, or shape, is difficult to handle, or is likely to cause injury. (See
           section outlining the correct way to lift.)
      6.   Never tamper with or attempt to repair electrical equipment or fixtures other
           than changing light bulbs, fuses or face plates.
      7.   Handle fluorescent tubes and mercury vapor bulbs carefully. If a tube is
           broken, do not inhale or come in contact with the contents.
      8.   Examine insulation for defects on electrical cords of all equipment. "Out of
           Order" tags shall be placed on such equipment that needs repairing.
      9.   Make sure electrical equipment is grounded.
     10.   Electrical cords of machines shall never be snatched out of the wall. Always
           remove plugs in a safe manner.
     11.   Always unplug electrical equipment when not in use.
     12.   Always clean your equipment before storing it in its proper place.
     13.   Store materials only in designated areas, and in such a manner that they will
           not slide or fall over.
     14.   Store all flammable materials in the original container. Storage of all
           flammable materials shall be in an approved safety can.
     15.   Always keep clean and dirty dust mops separated, and stored-in an
           approved metal container with the lid closed at all times.
     16.   Employees shall not wear other employee's gloves or boots due to health
           hazards.

B.    Fire Extinguishers: Classes of Extinguishers
      1.   Class "A"' - Fire in ordinary combustible material (paper, wool, rags, etc.)
           where the quenching or cooling effect of water or solution containing a large
           percentage of water is of first importance. Use soda-acid foam, water or
           pressurized water-type extinguisher.
      2.   Class "B" - Fire in flammable liquid, grease, etc., where a blanketing effect is
           essential. Use dry chemical, carbon dioxide or foam-type extinguisher.
      3.   Class "C" - Fire in electrical equipment where the use of a non-conducting
           extinguisher is of first importance. Use dry chemical or carbon dioxide-type of
           extinguisher.
      4.   Class "D" - Fire is metal.

C.    Inspection of Extinguishers
      1.   Each extinguisher will be inspected weekly by school personnel to insure that
           it is fully charged and has been inspected and tagged within the last twelve
           (12) months by a certified person.



                                        SAF:42
      2.   When an extinguisher is removed from its location, another extinguisher
           should immediately take its place.

D.    Service of Extinguishers
      All extinguishers needing service are to be called into the appropriate vendor
      immediately so that replacement, etc., can be accomplished promptly.


OFFICE SAFETY

A.    General
      1.   Use care when closing desk and filing cabinet drawers to prevent injuries.
           Keep them closed when not in use or unattended.
      2.   Filing cabinets placed side by side should be bolted together to prevent them
           from tipping over.
      3.   Office furniture should be positioned to eliminate tripping hazards of
           telephone or electrical cords. Cords shall not be strung across passageways
           or open areas where they will create a tripping hazard.
      4.   Open doors cautiously and keep in either a fully open or fully closed position.
      5.   Do not tamper with office machines, phones or wiring. Call office service if
           repairs are required.
      6.   Use staple remover, not fingers, for removing staples.
      7.   When refilling stapler, point the loading end away from yourself, since the
           pressure of the spring mechanism can cause ejection of the staples.
      8.   Do not put oil rags, broken glass or sharp objects in wastebaskets. Place
           them in special containers for special handling by the custodian.
      9.   All electrical equipment, such as typewriters, copy machines and calculators
           must be unplugged before cleaning.
     10.   Handle files and papers carefully to prevent cuts. A moistener for wetting
           envelopes is recommended.

B.    Office Machines
      1.   Office machines should be properly located and placed in a manner so there
           is no danger of falling.
      2.   Electrical machines and connections shall not be touched with wet hands or
           operated on damp floors.
      3.   Office machines should not be adjusted, lubricated or cleaned while they are
           running. Make sure that machine is stopped by disconnecting the plug from
           the outlet.




                                     SAF:43
C.   Hazards of Desks, Tables, etc.
     1.      Use only shatterproof glass tops with beveled edges.
     2.      Mounted pencil sharpeners shall be positioned on desks or tables so that
             they do not protrude,
     3.      Check desks and tables for splinters, dangerous cracks, and loose veneer.

D.   Hazards of Word Processing Units
     1.      Never use carbon tetrachloride for cleaning.
     2.      Do not place equipment upon unstable surfaces from which there is danger
             of falling.

E.   Hazards of Swivel Chairs
     1.      Extreme care should be taken by persons tilting back in swivel chairs to
             which they are not accustomed.
     2.      Don't raise the seats on swivel chairs so high as to contribute to
             overbalancing.
     3.      Spring tension bolts should be checked regularly. Weak bolts on swivel
             chairs can break and cause a person to be thrown with considerable force.

F.        Hazards of Fans
     1.      Check fans regularly to make sure that the guards are not defective and that
             the blades are secure.
     2.      Fans should not be placed on low tables, chairs, etc. or in any location where
             individuals might catch their clothing or hands in them.
     3.      Floor-type fans should not be placed in locations where they will present
             tripping hazards.

G.   Hazards of Waste Baskets
     Metal waste cans should be checked for sharp points or fragmented edges that
     could cut the users.

H.   Hazards of File Cabinets
     1.      File cabinets should be secured to prevent their being overbalanced. Where
             two or more cabinets sit side by side, they should be fastened to each other.
     2.      File drawers should not be left open. Always use the handles to close them.
     3.      Heavy materials should be put in the bottom drawers, lighter materials in the
             top drawers.




                                       SAF:44
4.   A filing cabinet drawer can be very dangerous due to being heavily loaded
     and the lower drawers are empty or filled with lightweight material. File
     cabinets should be anchored. Only one file drawer is to be opened at a time.
5.   File cabinets should be checked periodically for burrs and sharp edges.
6.   Never place materials, boxes, other files, etc., on top of cabinets. Not only
     will they fall, but they put undue strain on the persons lifting them, reaching
     up to them.




                               SAF:45
                        PERSONAL PROTECTIVE EQUIPMENT

M/O and OSHA try to protect employees from workplace hazards by teaching them how
to protect themselves, most especially by using personal protective equipment (PPE).
The PPE used depends on the types of hazards each employee is likely to face. Below
is a list of types of PPE equipment organized by job category, some of which are only
needed when specific tasks are done; others are needed on a daily basis.

Air Conditioning Refrigeration
Appropriate Ear Protection €             Arm Protection
Appropriate Eye Protection Φ             Safety Boots
Appropriate Hand Protection §            As Needed: Respirator w/ acid filter ¥

ACR (Coil Cleaning Crew)
Appropriate Ear Protection €             Plastic Arm Protection - Elbow to Wrist
Face Shield                              Respirators w/ chemical cartridges ¥
Full Body Suits/Coveralls                Rubber Boots

AV
Appropriate Ear Protection €             Back Support Belt
Appropriate Eye Protection Φ             Dusk Mask ¥
Appropriate Hand Protection §            Rubber Boots /Work Shoe (water resistant)

Carpenter
Appropriate Ear Protection €             Body Suits/ Long Pants
Appropriate Eye Protection Φ             Dusk Mask/ Mist Mask ¥
Appropriate Hand Protection §            Leather Work Boots
                                         Safety Shoes (no sneakers)

Carpenter, Ceiling
Appropriate Ear Protection €             Dusk Mask ¥
Appropriate Eye Protection Φ             As Needed: Hard Hat

Carpenter, Floor Tile
Appropriate Ear Protection €             Dusk Mask ¥
Appropriate Eye Protection Φ             Knee Pads
                                         Safety Shoes


Φ Appropriate Eye Protection may include: Goggles, Safety Glasses
¥ Appropriate Face/ Breathing Protection may include dust masks and various types of
  respirators
§ Appropriate Hand Protection may include: Cotton Gloves, Glass Handling
  Gloves, High Temperature Gloves, Latex Gloves, Leather Gloves
€ Appropriate Hearing Protection may include: Ear Muffs, Ear Plugs

                                   SAF:46
Carpenter, Locksmith
Appropriate Ear Protection €            Safety Shoes


Carpenter, Mill
Appropriate Ear Protection €            Carpenter Apron
Appropriate Eye Protection Φ            Dust Mask ¥
Appropriate Hand Protection §           Safety Shoes


Custodian
Appropriate Ear Protection €            Dust Mask ¥
Appropriate Eye Protection Φ            Face Shield (Task specific)
Appropriate Hand Protection §           Knee Pads (Task specific)
Back Support (Task specific)            Safety Shoes

Electrician
Dust Mask ¥                             Safety Insulated Shoes
                                        As Needed: Safety Vests

Environmental/Hazardous Materials Inspector
Appropriate Ear Protection €            Coveralls and body suits
Appropriate Eye Protection Φ            Half Mask Respirators ¥
Appropriate Hand Protection §           Rubber boots and gloves
                                        Steel toe boots; rubber boots; safety shoes

Equipment Service
Appropriate Ear Protection €            Respirator ¥
Appropriate Eye Protection Φ            Work Boot/ Shoe with Steel Toe
Appropriate Hand Protection §           Wrist Guards
                                        As Needed: Tyvex Body Suit

Fencing
Appropriate Eye Protection Φ            Appropriate Hand Protection §
                                        Work Boot/Shoe with Steel Toe



Φ Appropriate Eye Protection may include: Goggles, Safety Glasses
¥ Appropriate Face/ Breathing Protection may include dust masks and various types of
  respirators
§ Appropriate Hand Protection may include: Cotton Gloves, Glass Handling
  Gloves, High Temperature Gloves, Latex Gloves, Leather Gloves
€ Appropriate Hearing Protection may include: Ear Muffs, Ear Plugs

                                   SAF:47
Fire Prevention
Appropriate Eye Protection Φ            Dust Mask ¥
Appropriate Hand Protection §           Long sleeves
Aprons                                  Safety Shoes

Gasfitting
Appropriate Eye Protection Φ            Appropriate Hand Protection §
                                        Safety Shoes

Glazers/Window Repair
Appropriate Ear Protection €            Work Boot/ Shoe with Steel Toe
Appropriate Eye Protection Φ            Wrist/ Arm Protection
Appropriate Hand Protection §           As Needed: Dust Masks (for grinding glass)
Respirator ¥                            As Needed: Full Body Suit

Grounds
Appropriate Ear Protection €            Dust Mask ¥
Appropriate Eye Protection Φ            Face Shield
Appropriate Hand Protection §           Work Boots w/ steel toe

Insulation
Appropriate Eye Protection Φ            Dual Cartridge Respirator ¥
Appropriate Hand Protection §           As Needed: Body Suits (for fiberglass)

Mason
Appropriate Ear Protection €            Body Suit
Appropriate Eye Protection Φ            Dust Mask/Face Shield ¥
Appropriate Hand Protection §           Respirator ¥
                                        Safety Shoes

Mower Operator
Appropriate Ear Protection €            Dust Mask ¥
Appropriate Eye Protection Φ            Respirator ¥
                                        Safety Shoes




Φ Appropriate Eye Protection may include: Goggles, Safety Glasses
¥ Appropriate Face/ Breathing Protection may include dust masks and various types of
  respirators
§ Appropriate Hand Protection may include: Cotton Gloves, Glass Handling
  Gloves, High Temperature Gloves, Latex Gloves, Leather Gloves
€ Appropriate Hearing Protection may include: Ear Muffs, Ear Plugs

                                   SAF:48
Painter
Appropriate Eye Protection Φ            Full Body Suit
Appropriate Hand Protection §           Knee Pads (heavy duty)
Aprons                                  Respirator (Dust, Spraying) ¥
Face Shield                             Work Boot/Shoe

Plumber
Appropriate Ear Protection €            Face Mask/ Respirator ¥
Appropriate Eye Protection Φ            Rubber Apron/Coveralls
Appropriate Hand Protection §           Rubber Boots

Plumber (Water Treatment)
Appropriate Eye Protection Φ            Face Mask/ Respirator ¥
Appropriate Hand Protection §           Heavy Duty Work Shoes
                                        Plastic Suits/Coveralls

Roofer
Appropriate Eye Protection Φ            Aprons (Vest)
Appropriate Hand Protection §           Respirators (Asbestos) ¥
                                        Safety Boot- non-skid

Shade/Upholstery
Appropriate Ear Protection €            Back Support/ Belt
Appropriate Eye Protection Φ            Gloves (leather, cotton, latex)
Aprons                                  Respirator (3-M 8210) ¥
                                        Safety Shoes

Sheet Metal
Appropriate Ear Protection €            Boot/Shoe (non slip-oil resistant)
Appropriate Eye Protection Φ            Face Shields
Appropriate Hand Protection §           Full Body Suit
Aprons Work                             Respirator (for soldering, acid gas) ¥

Steamfitting
Appropriate Eye Protection Φ            Respirators ¥
Appropriate Hand Protection §           Safety Boot- non-skid



Φ Appropriate Eye Protection may include: Goggles, Safety Glasses
¥ Appropriate Face/ Breathing Protection may include dust masks and various types of
  respirators
§ Appropriate Hand Protection may include: Cotton Gloves, Glass Handling
  Gloves, High Temperature Gloves, Latex Gloves, Leather Gloves
€ Appropriate Hearing Protection may include: Ear Muffs, Ear Plugs

                                   SAF:49
Tree Trimming
Appropriate Ear Protection €            Leather Shoes
Appropriate Eye Protection Φ            Long Sleeve Shirts
Appropriate Hand Protection §           Long Pants
Face Shield                             Shin Guards

Welding
Appropriate Eye Protection Φ            Leather Weld Jacket
Appropriate Hand Protection §           Lifting Belt
Fire Blanket                            Respirator ¥
Flame Retardant jackets                 Safety Shoes/Boots that are Oil Resistant
Heavy Denim Jeans                       and have Non-Marking Soles
Leather Apron                           Welding Hood/Screen

Zone Mechanics
Appropriate Ear Protection €            Back Brace
Appropriate Eye Protection Φ            Face Shield/Respirator Mask ¥
Appropriate Hand Protection §           Knee Pads
Aprons                                  Safety Shoes




Φ Appropriate Eye Protection may include: Goggles, Safety Glasses
¥ Appropriate Face/ Breathing Protection may include dust masks and various types of
  respirators
§ Appropriate Hand Protection may include: Cotton Gloves, Glass Handling
  Gloves, High Temperature Gloves, Latex Gloves, Leather Gloves
€ Appropriate Hearing Protection may include: Ear Muffs, Ear Plugs

                                   SAF:50
                        LOCKOUT/TAGOUT: OSHA REQUIREMENTS

1.          BASIC LOCKOUT/TAGOUT TRAINING. To communicate a basic awareness of
            the procedures and skills that employees are required to possess, including
            those employees who may work near the affected machines but not directly with
            them, the regulation lists these three requirements:

§ 1910.147(c)(7)(i)
     (i)       The employer shall provide training to ensure that the purpose and function of
               the energy control program are understood by employees and that the
               knowledge and skills required for the safe application, usage, and removal of
               the energy controls are acquired by employees. The training shall include the
               following.
               (A)   Each authorized employee shall receive training in the recognition of
                     applicable hazardous energy sources, the type and magnitude of the
                     energy available in the workplace, and the methods and means
                     necessary for energy isolation and control.
               (B)   Each affected employee shall be instructed in the purpose and use of
                     the energy control procedure.
               (C)   All other employees whose work operations are or may be in an area
                     where energy control procedures may be used shall be instructed
                     about the procedure, and about the prohibition relating to attempts to
                     restart or reenergize machines or equipment which are locked out or
                     tagged out.

2.          LIMITATIONS OF TAGS. Tagout systems are not completely foolproof, and
            employees must be instructed about their limitations.

§ 1910.147(c)(7)(ii)
     (ii)      When tagout systems are used, employees shall also be trained in the
               following limitations of tags:
               (A)   Tags are essentially warning devices affixed to energy isolating
                     devices, and do not provide the physical restraint on those devices that
                     is provided by a lock.
               (B)   When a tag is attached to an energy isolating means, it is not to be
                     removed without authorization of the authorized person responsible for
                     it, and it is never to be bypassed, ignored, or otherwise defeated.
               (C)   Tags must be legible and understandable by all authorized employees,
                     affected employees, and all other employees whose work operations
                     are or may be in the area in order to be effective.




                                                   SAF:51
          (D)     Tags and their means of attachment must be made of materials that
                  will withstand the environmental conditions encountered in the
                  workplace.
          (E)     Tags may evoke a false sense of security, and their meaning needs to
                  be understood as part of the overall energy control program.
          (F)     Tags must be securely attached to energy isolating devices so that
                  they cannot be inadvertently or accidentally detached during use.

3.     EMPLOYEE RETRAINING. The regulation calls for periodic retraining of all
       affected employees and mandates retraining of affected employees when their
       responsibilities change.

§ 1910.147(c)(7)(iii)
          (A)     Retraining shall be provided for all authorized and affected employees
                  whenever there is a change in their job assignments, a change in
                  machines, equipment or processes that present a new hazard, or when
                  there is a change in the energy control procedures.
          (B)     Additional retraining shall also be conducted whenever a periodic
                  inspection under Paragraph (c)(6) of this section reveals, or whenever
                  the employer has reason to believe, that there are deviations from or
                  inadequacies in the employee's knowledge or use of the energy control
                  procedures. [Paragraph (c)(6) mandates annual inspections carried out
                  by an authorized employee other than the employee responsible for
                  the energy control procedures.]
          (C)     The retraining shall reestablish employee proficiency and introduce
                  new or revised control methods and procedures, as necessary.

4.     CERTIFICATION OF TRAINING. Employers must certify that lockout/tagout
       training has been accomplished and updated when such training has taken
       place.

§ 1910.147(c)(7)(iv)
       The employer shall certify that employee training has been accomplished and is
       being kept up to date. The certification shall contain each employee's name and
       dates of training.




                                               SAF:52
                           HAZARD COMMUNICATION
                Occupational Safety and Health Administration (OSHA)

The Hazard Communication Standard (HCS) requires employers to establish hazard
communication programs to transmit information on the hazards of chemicals to their
employees by means of labels on containers, material safety data sheets, and training
programs. Implementation of these hazard communication programs will ensure all
employees have the "right-to-know" the hazards and identities of the chemicals with
which they work, and will reduce the incidence of chemically - related occupational
illnesses and injuries.

REVIEW OF THE NEED FOR THE STANDARD

The HCS was promulgated to provide workers with the right to know the hazards and
identities of the chemicals they are exposed to while working, as well as the measures
they can take to protect themselves. Besides having what OSHA considers to be an
inherent right to know about hazardous chemicals in their workplaces, exposed
employees have a need to know this information as they are at significant risk of
experiencing adverse health or physical effects in the absence of such knowledge.
Chemicals pose a myriad of hazards to exposed workers, from mild health effects, such
as irritation, to death. Some chemicals cause or contribute to chronic diseases, such as
heart disease, kidney disease, sterility, or cancer. Many chemicals cause acute injuries
or illnesses such as rashes, burns, and poisoning. Numerous chemicals pose physical
hazards to workers by contributing to accidents like fires and explosions.

During the HCS rulemaking, data collected about chemical illness and injury rates in
manufacturing sectors showed that some 40-50,000 manufacturing workers
experienced chemical source illnesses a year, while employees in non-manufacturing
industries were estimated to experience acute chemical illness and injury at the rate of
13,671 injuries, 38,248 illnesses, and 102 fatalities per year. OSHA believes that the
reported data understate the extent of the health and safety problems caused by
chemicals in the workplace. Lack of knowledge about health effects associated with
chemical exposures contributes to the chronic underreporting of occupational illnesses.

In addition, health effects of some chemicals may contribute to the occurrence of
injuries that are reported but are not causatively linked to chemical exposures. For
example, central nervous system depression due to solvent exposure may cause a
painter to become dizzy and fall off a ladder. The subsequent injury may be reported,
but the solvent exposure is not identified as the cause.

OVERVIEW OF STANDARD

The purpose of the HCS is to ensure that the hazards of all chemicals produced or
imported are evaluated, and that information concerning their hazards is transmitted to
employers and employees. In broad outline, the HCS achieves its purpose by an
integrated three - pronged system. First, chemical manufacturers and importers must



                                               SAF:53
review available scientific evidence concerning the physical and health hazards of the
chemicals they produce or import to determine if they are hazardous. Second, for every
chemical found to be hazardous, the chemical manufacturer or importer must develop
comprehensive material safety data sheets (MSDS's) and warning labels for containers
and send both downstream along with the chemicals. Third, all employers must develop
a written hazard communication program and provide information and training to
employees about the hazardous chemicals in their workplace.

The three information components in this system - labels, material safety data sheets,
and worker training - are all essential to the effective functioning of the program. The
MSDS's provide comprehensive technical information, and serve as a reference
document for exposed workers as well as health professionals providing services to
those workers. The labels provide a brief synopsis of the hazards of the chemicals at
the site where the chemical is used in the work area. Training ensures that workers
understand the information on both MSDS's and labels, know how to access this
information when needed, and are aware of the proper protective procedures to follow.
Each component effectuates the others.

The provision of information under the FICS about these effects and protective
measures will reduce the incidence of chemical source illnesses and injuries in the
workplace. An effective hazard communication program accomplishes this purpose
through modifying the behavior of both employers and employees. Employers, many of
whom have not been aware of the potential hazards of the chemicals they purchase to
use in their workplaces, will be able to use the information provided under the FICS to
design better protective programs. Complete information about chemicals may allow an
employer to choose a less hazardous product, thus preventing dangerous exposures
from occurring. Accurate information is also needed to properly design engineering
controls, select appropriate protective clothing, and choose an effective respirator for
exposed employees. Improved understanding of chemical hazards by supervisory
personnel results in safer day-to-day handling of hazardous substances, and proper
storage and clean-up.

Workers provided the necessary hazard information more fully participate in, and
support, the protective measures instituted in their workplaces. The presence of labels
and material safety data sheets in the workplace provides each worker with the hazards
of the chemicals, as well as the means to protect themselves. The training of workers
teaches them how to use the available information effectively. Properly trained workers
know how to read and use labels and material safety data sheets, know what protection
is required to work safely with the chemicals in the workplace and use them, and are
able to determine what actions are necessary if an emergency occurs. Information on
chronic effects of exposure to hazardous chemicals helps workers recognize such
symptoms and seek early treatment of chronic disease.

The information provided under hazard communication also enables health and safety
professionals to provide better services to exposed employees. Medical surveillance,




                                               SAF:54
exposure monitoring, and other such services are enhanced by the ready availability of
health and safety information.

As OSHA has noted in Appendix E of the rule: “For any safety and health program,
success depends on commitment at every level of the organization. This is particularly
true for hazard communication, where success requires a change in behavior. This will
only occur if employers understand the program, and are committed to its success, and
if employees are motivated by the people presenting the information to them.”




                                             SAF:55
                   DEPARTMENT OF ASBESTOS MANAGEMENT
                          ASBESTOS SAFETY GUIDELINES

The Department of Asbestos Management (DAM) is responsible for administering a
state of the art, long-term management program for controlling exposure to asbestos-
containing building materials (ACBM) within Miami-Dade County Public School (M-
DCPS) facilities. The department ensures that an asbestos survey has been completed
for both friable and non-friable asbestos materials in each M-DCPS facility in
accordance with the Asbestos Hazard Emergency Response Act. The department
maintains and updates the permanent asbestos record for each facility every six (6)
months. This information is incorporated into a Management Plan that describes where
asbestos is located in each M-DCPS facility, how much asbestos each material
contains, and what response action has or will be implemented to minimize fiber
exposure at the facility.

A copy of the Management Plan can be found in the main office of each facility. THE
MANAGEMENT PLAN SHOULD BE REVIEWED PRIOR TO PERFORMING ANY MODIFICATIONS OR
REPAIRS to the facility components and/or systems, including but not limited to walls,
ceilings, doors, and roofs, as well as to mechanical or electrical systems. The
documents must be reviewed prior to performing the work to ensure that workers are
aware of all asbestos materials located in the area. If questions remain after reviewing
the Management Plan, or if any suspect materials are discovered behind walls, ceilings
or any other spaces previously inaccessible for inspection, the Department of Asbestos
Management must be contacted for further assistance.

The Asbestos Program Inspectors are available to answer questions.

When the scope of work of any renovation/repair project is defined, the Project
Coordinator should complete a Request for Assistance form, have it signed by the
Region Maintenance Center Director, and submit it via fax to the Asbestos Department..
An Asbestos Design Coordinator (ADC) will be assigned to the job, and s/he will review
the project and determine if asbestos removal is necessary. In case the ACBM needs to
be abated, the ADC will design, schedule, and coordinate the project with all parties
involved. If no asbestos is present, the ADC will advise the Maintenance Coordinator of
the findings.

ASBESTOS BASIC FACTS

Asbestos is a naturally occurring mineral that is extracted from mines and processed
into a wide variety of building products. Unlike other minerals that have crystalline form,
asbestos is formed from long thin fibers, which can be broken down into smaller fibers
of microscopic size.

Asbestos has specific properties that made it quite useful for building components:




                                                SAF:56
   1.      Incombustible - Asbestos fibers do not burn; thus asbestos has been used
           extensively for fire-proofing of buildings.
   2.      Very Strong - Asbestos fibers add tensile strength and abrasion resistance to
           building materials.
   3.      Corrosion Resistant - Asbestos fibers are chemically inert, resisting corrosion
           from acids and oxidation.
   4.      Thermal Insulator - The fibrous nature of asbestos materials provides them
           with excellent thermal insulation properties.

There are a variety of types of asbestos:
   1.      Chrysotile: (Serpentine, White Asbestos, hollow fibers) Chrysotile asbestos
           comprises 95% of asbestos used in building materials in the United States.
   2.      Amosite: (Amphibole, Brown Asbestos) Amosite contains small straight fibers
           found mainly in thermal insulation and occasionally in acoustical ceiling
           panels.
   3.      Crocidolite: (Amphibole, Blue Asbestos) Crocidolite asbestos contains the
           strongest fibers and is combined with previous types in decorative or
           acoustical plaster.
   4.      Other Types than Tremolite, Actinolite, and Anthophylite: are less common
           asbestiform minerals, sometimes found in combination with the first three
           types.

Asbestos materials divide into two (2) main classes depending on their physical
characteristics relative to breakdown of structure and propensity to release fibers.
These two classes, which determine the potential for a material to release fibers when
disturbed, are as follows:
   1.      Friable: When the material can be crushed and crumpled, turning to powder
           by hand pressure. These materials could be releasing fibers into the air when
           acted on by vibration, airflow, or minor impacts.
   2.      Non-Friable: When the material retains its shape and structure when
           pressure is applied. These materials are considered somewhat less
           dangerous, since they are harder and remain intact unless major force is
           applied. However, under renovation conditions, if disturbed, these materials
           could become damaged and friable.

Asbestos materials have been found to produce severe adverse health effects on
people under certain circumstances, for the following reasons:
   1.      Asbestos materials are composed of millions of fibers of microscopic size; if
           the material is damaged or disturbed, the fibers may become airborne, and
           remain airborne for a long time.




                                                SAF:57
   2.       Breathing the airborne fibers can cause serious health problems, since the
            fibers are small enough to pass through all of the body's defenses and cause
            damage to the lungs' alveoli, the air sacs where oxygen is transferred to the
            blood stream.

Under different exposure concentrations and durations, various fatal diseases can be
produced with varying latency periods, as follows:

   1.       Asbestosis: This disease, named after the material, is produced by massive
            scarring of the lung tissues due to intrusion of large quantities of asbestos
            fibers; since the scar tissues cannot accomplish the oxygen transfer, the
            individual asphyxiates. This disease, found mostly in people who worked in
            mines or in factories that processed the materials into various products, has
            a 15 to 20 year latency period (time between exposure and symptoms).
   2.       Lung Cancer: The malignant cell growth in the lungs and bronchial tubes
            develops from the irritation/scarring caused by the asbestos fibers. Lung
            cancer has a latency period of 20 to 30 years, occurring under less intense
            exposures than asbestosis. If the individual also smokes tobacco products, a
            compound effect is produced, increasing the likelihood of cancer fifty times
            over the general population.
   3.       Mesothelioma: This cancer of the pleural membranes lining the thoracic and
            the abdominal cavities occurs under the least intense exposures, but is
            limited to exposure to amosite or crocidolite asbestos, whose very small and
            straight fibers penetrate through the lung and lodge themselves in the pleural
            membrane. Mesothelioma has a latency of 30 to 40 years.

The Occupational Safety and Health Administration (OSHA) has established a
Permissible Exposure Limit (PEL) for asbestos of 0.1 f/cc. That means that an
employee could theoretically breath such a concentration for 8 hours per day, for up to
30 days, without adverse health effects. However, OSHA indicates that no level has
been absolutely established as safe.

The following is a list of materials that have often been found to contain asbestos in
buildings built before 1978. Please note that this list is not all-inclusive and that
asbestos materials have sometimes been found in newer installations. Materials that
may contain asbestos include, but are not necessarily limited to, the following:
   •    Spray-On Insulation and Fireproofing
   •    Pipe and A/C Duct Insulation
   •    Stucco and Plaster Finishes
   •    Acoustical Ceiling Tiles and Panels
   •    Vinyl Asbestos Floor Tiles and Mastics (Glue)
   •    Sheet Vinyl Flooring (Linoleum)


                                                SAF:58
   •   Cementitious Panels and Pipes (Transite)
   •   Bituminous Membrane Roofing Materials
   •   Single-Ply Roofing Materials (Backing)
   •   Honeycomb Eliminators (Cooling Towers)
   •   Electrical Wiring Insulation and Isolator Gaskets
   •   Thermal Gaskets and Seals
   •   Caulking and Sealants
   •   Fireproof Blankets and Stage Curtains
   •   Kiln Insulation and Thermal Gloves

Miami-Dade County Public Schools maintains a policy that bans the use of asbestos-
containing materials and products in its facilities; to that effect, all renovations and new
constructions require certification from the Architects and Contractors that asbestos
materials were not used in the installations. However, products that contain asbestos
continue to be imported from other countries, even to this date, and they are not always
properly labeled; therefore, care must be exercised to ensure compliance with the
policy.

Asbestos materials cannot be determined by unaided sight, taste, smell, appearance, or
texture. Many materials or products that are suspect turn out to be negative (no
asbestos), while others that appear safe actually prove to be ACBM. The only
conclusive method to determine if a material contains asbestos is by Laboratory
Analysis using Polarized Light Microscopy (PLM) or Transmission Electron Microscopy
(TEM). In the case of materials with very small fibers, such as floor tiles, only the TEM
method is conclusive for negative results.



               The single most important guideline regarding Asbestos is:
        IF YOU FIND SUSPECT MATERIALS AND CANNOT CONFIRM THEIR
                                     COMPOSITION,
                                   DO NOT DISTURB!
   CALL THE DEPARTMENT OF ASBESTOS MANAGEMENT AT (305) 995-4595.




                                                 SAF:59
                     BLOODBORNE PATHOGEN/HEPATITIS B
                     TRAINING AND INOCULATION PROGRAM

The Occupational Safety and Health Administration (OSHA) requires certain employers,
including school districts, to maintain a standard to protect employees from bloodborne
diseases. The Miami-Dade County Public Schools provides training about personal
protection and infection control and offers the Hepatitis B vaccination series to eligible
employees. Some frequently asked questions are as follows:


WHY DOES THE DISTRICT OFFER HEPATITIS SHOTS?

   •   Federal law requires the District to offer Hepatitis B inoculations to employees
       who are occupationally exposed to blood or body fluids.

   •   Hepatitis B, a potentially life threatening infection, can be acquired on the job
       through exposure to blood or other potentially infectious material.


WHY DO EMPLOYEES HAVE TO GO FOR TRAINING?

   The District is required by law to conduct training for identified employees,
   emphasizing health concerns in relation to bloodborne diseases, and the risks and
   benefits of receiving the vaccination series to protect against Hepatitis B. This
   training must be completed by employees prior to receiving Hepatitis B inoculations.


WHICH EMPLOYEES MUST GO FOR TRAINING?

   Employees who have not received the inoculations, and whose jobs are within
   certain district-designated categories must go for training. In addition, all eligible
   employees must receive annual training on infection control procedures in regard to
   bloodborne pathogens.


WHAT ABOUT EMPLOYEES WHOSE JOBS AREN'T ON THE LIST?

   If an employee feels that s/he may suffer occupational exposure to the Hepatitis B
   virus, the employee may complete the BLOODBORNE PATHOGENS HBV
   VACCINATION REQUEST and send it to the Department of Safety, Environment
   and Hazards Management for approval.




                                                SAF:60
WHO CAN I CONTACT FOR MORE INFORMATON?

   Speak to your site administrator for information about this District program. Site
   administrators who have questions may contact the Office of Professional
   Standards, at 995-7124, or the Department of Safety, Environment and Hazards
   Management, at 995-4900.

For a complete description of the Miami-Dade County Public Schools Bloodborne
Pathogen Program and Exposure Control Plan for Occupational Exposure to Hepatitis B
Virus and Human Immunodeficiency Virus, please consult the procedures manual which
is available at each worksite.




      FOLLOW-UP REQUIRED ON NOTICE OF VIOLATIONS ISSUED BY THE
       FLORIDA DEPARTMENT OF LABOR AND EMPLOYMENT SECURITY
                        DIVISION OF SAFETY

After the Division of Safety for the Florida Department of Labor and Security performs
safety inspections at M-DCPS school sites, it is the responsibility of the school system
to coordinate and complete remediation of all cited violations enumerated by the safety
inspector.

Upon completion of the inspection, the state inspector performs an exit interview. This
exit interview must be attended by an administrator from both the M-DCPS Department
of Safety and M-DCPS Maintenance Operations. The exit interview clarifies any
questions about either the violations cited and/or who is responsible for corrective
activities for each cited violation.

Coordinating all of the corrections and violations and providing all appropriate
responses to the State of Florida Division of Safety is the responsibility of the site
principal. It is the responsibility of M-DCPS Department of Safety or Maintenance
Operations - whichever is responsible for correcting the violation(s) - to provide the
principal with documentation to send to the state explaining the reason for any delays
and request an extension.

Any violation found at a school site can cost the location as much as $5,000 per day,
per violation, not to exceed $50,000. It is, therefore, imperative that each Region
Maintenance Center provide each facility the support it needs to correct any infractions
found.




                                               SAF:61
               COMMON OPERATIONAL FIRE SAFETY VIOLATIONS

Maintenance employees have the responsibility and obligation to insure that all facilities
adhere to the fire safety code. Inspectors have observed violations, some of which have
the potential to cause a fire or to impede evacuation of the facility.

The following is a list of the types of violations that should not be allowed to occur.
Maintenance employees must refrain from committing such violations, and shall not
contribute to commission of violations. Those who identify such a violation shall report it
to their immediate supervisor WITHOUT DELAY.

STORAGE IN ELECTRICAL ROOMS: Electrical rooms must be free of any storage.

STORAGE IN MECHANICAL ROOMS AND AIR-HANDLER ROOM: Mechanical equipment rooms
and air-handler rooms must be free of any type of storage.

FIRE-ALARM PANEL OBSTRUCTED: The fire-alarm panel must be accessible at all times; no
storage or furniture may obstruct the panel.

FIRE-ALARM PULL STATION OBSTRUCTED: The fire-alarm pull station must be accessible at
all times; no storage or furniture may obstruct any pull station.

EVACUATION DIAGRAMS MISSING FROM ROOMS: A graphic/diagram of primary and
secondary evacuation routes shall be posted adjacent to the primary exit door from
each student-occupied space.

EXIT DOOR ILLEGALLY LOCKED: All doors must be free of any padlock, chain, hasp, lock,
deadbolt, or other device that would prevent free use of the door for egress at any time.

EXIT DOOR OBSTRUCTED: The clear width of a means of egress must be free of any pipes,
lockers, planters, water fountains, fire-hose cabinets, or other projections.

DOOR STOPS ON INTERIOR DOORS: Doorstops are not permitted on corridor doors.

USE OF EXTENSION CORDS AS      PERMANENT WIRING:    It is impermissible to use extension
cords as permanent wiring.

EXCESSIVE ART WORK AND TEACHING MATERIALS ATTACHED TO WALL: Not more than 20% of
any wall shall be covered with art work and/or teaching materials.

This list is not all-inclusive, but may serve as a guide for site personnel as they promote
a safe learning environment and avoid fire-safety violations.




                                                SAF:62
                                ACCIDENT REPORTING

                                        INJURIES

All work-related injuries must be reported to the school or work site office personnel
where the accident occurred. That is, if a Maintenance Operations employee is injured
at a school site, the first report of injury should be completed at that school site (e.g.
Miami High School), and the report should indicate the worker's work location as the
Maintenance Operations location to which the employee reports (e.g. Central
Maintenance).

It is incumbent upon the employee to ensure that the appropriate Region Maintenance
Center administrator is notified of any injury and is provided a copy of the injury report.
The administrator is to insure that the injury is reported to the Region Maintenance
Center Payroll/Personnel Assistant and Central Maintenance, at 305-995-7971.

In case of serious injury, treatment should be obtained immediately by calling 911, if
necessary. Then the Workers' Compensation Section, Department of Insurance
Management should be notified at 305-995-7144.

Upon notification of an injury, 305-995-COMP (305-995-2667) should be called to
complete a Notice of Injury form using the employee's description of the injury. This will
be completed over the telephone. At the time of the call the following information must
be available: the injured employee's address, phone number, social security number,
where the accident happened, and the employee's rate of pay. The work site
administrator where the accident occurred should be prepared to voice any objections
as to circumstances surrounding the incident if there is not total agreement concerning
the alleged accident and how it occurred.

If the injury will require immediate medical attention, the Workers' Compensation
Medical Request form should then be completed and given to the employee to take with
them to the Authorized Health Center. The employee must also be informed that if
additional treatment is required, he/she must contact the firm listed on the Medical
Request form.

The Medical Work Release form must also be completed and given to the employee to
take with him/ her if medical care is needed.

Immediately after the accident occurs, the administrator must investigate the
accident by obtaining a clear description of the accident, obtaining names and
addresses of witnesses, and examining the area where the alleged accident occurred.
Also, Maintenance Operations must check any furniture or equipment that is said to
have not been in proper working order. Furniture/equipment that is broken as a result of
an accident should be tagged and saved in a safe place so as to prevent other
employee injuries from its accidental use.




                                                SAF:63
The injured employee must select a Health Center from the current Authorized List.

Information that must be reported immediately to the Workers Compensation Section
include:
      •   the date the employee returns to work, and
      •   additional information not previously reported at the time of injury, if any is
          discovered.

Copies of the booklet, What Employees Need to Know about Workers' Compensation in
Florida will be mailed to all employees for whom a Notice of Injury form is generated.

In cases where a full time employee has been authorized as being absent for ten (10)
days due to a new injury on the job, the employee may be placed in Work Location
9920 (full salary continuation) by the work location.



                             TRAFFIC ACCIDENT PROCEDURES

If an employee is involved in a traffic accident while operating a School Board vehicle,
no matter how minor, the employee is required to do the following:

 1.       Stop the vehicle and do not move it unless instructed to do so by a police officer
          or a M-DCPS official. Exit the vehicle and go to the sidewalk or roadside.
 2.       Place safety reflectors to the rear of the crash vehicle.
 3.       Call the work location, or call the Central dispatch via the radio, or telephone
          305-995-4004; A REPRESENTATIVE FROM THE EMPLOYEE'S WORK LOCATION WILL BE
          SENT OUT A TO ASSIST AND TAKE PICTURES.

             a.     State the location of the accident.
             b.     State if there are any injuries and if a tow truck and/or the Fire Rescue
                    Department should be called.
 4.       Stays calm; make no admissions to anyone. Take no blame for the accident. Talk
          only to the investigating police officer and/or M-DCPS official.
          NOTE:     If the employee does not have a means to contact his/her work
                    location or dispatcher, upon arrival of the police officer, request that
                    s/he call with his/her radio.
 5.       Complete the Maintenance Operations Vehicle Accident Report located in the
          glove compartment of each Maintenance Operations vehicle, and submit it to the
          employee's administrator (see this chapter's Appendix). The administrator will
          provide the employee with a copy of the completed report and forward the
          original to the Central Maintenance at location 9241. (Retain a copy at the work
          location.)



                                                    SAF:64
      NOTE:     If an accident report form is not available, the employee involved in the
                accident must obtain the following information from the driver(s) of the
                other vehicle(s):
         a.     Name
         b.     Address
         c.     Driver license number
         d.     Insurance company name and policy number
         e.     Telephone number (home and work)
         f.     Tag number (license plate number)
         g.     Police case number.

FAILURE TO COMPLY            WITH    THESE      PROCEDURES         MAY    RESULT      IN
DISCIPLINARY ACTION.

All employees are to place a copy of the Vehicle Accident Report in the glove
compartment of their vehicle.



      REGION MAINTENANCE CENTER TRAFFIC ACCIDENT PROCEDURES

The following details the procedures to be followed at the Region Maintenance Center
when a Maintenance Operations employee is involved in a traffic accident when
operating a School Board vehicle.
 1.   Region Maintenance Centers must ensure that medical and law enforcement
      personnel are notified as needed.
 2.   Region Maintenance Centers must notify their Transportation service center.
      Transportation will arrange for towing as needed.
 3.   Region Maintenance Centers must dispatch one of THEIR ADMINISTRATORS
      (with a camera and a copy of the Vehicle Accident Report) whenever one of their
      vehicles is involved in a traffic accident, as well as notify Risk Management at
      305-995-7449/7121.
 4.   The responding administrator must ensure that the Maintenance Operations
      Traffic Accident Procedures Memorandum is followed.
 5.   In addition to the Vehicle Accident Report form the employee must fill out and
      sign, the responding administrator must also submit a report via memo regarding
      the accident. His/her observations at the site of the accident will be attached to
      the employee's report and become part of the package forwarded by
      Maintenance Operations Central to the Accident Review Committee.
 6.   Once the situation is under control, the responding administrator should take
      pictures of all the vehicles involved, If possible, take pictures of the employee
      pointing out any damages or relevant road conditions. Also, pictures of the




                                              SAF:65
      overall site should be taken and include road signage. Attach the original pictures
      to the Vehicle Accident Report package.
 7.   Ensure that the original completed Vehicle Accident Report package (including
      police report) is sent to Central Operations at 9241; retain a copy for Region
      Maintenance Center records.




                    WORKERS’ COMPENSATION PROCEDURES
                                   for
                    MAINTENANCE OPERATIONS PERSONNEL

          (for further information, visit the M-DCPS Risk Management website at
http://riskmanagement.dadeschools.net/, and click on “Workers’ Compensation” on the
                                 left hand side of the screen)


1. When an employee is injured/becomes ill, the occurrence must be reported
   immediately to the employee’s work site administrator. If the injury is critical or
   serious, call 911.

2. A report is generated regarding the incident at the location where the injury
   occurred.
      An employee, such as a worker from Maintenance Operations who is injured at
      Miami Senior High School, for example, should have the Notice of Injury
      completed by Miami Senior, reflecting that location as the place of accident for
      reporting purposes. The report should reflect that the employee's work location
      address is that of Maintenance Operations Region Maintenance Center, because
      that is the work location where the injured employee appears on the payroll.

3. Injuries must then be reported immediately to the Board's Managed Care company,
   CorVel Corporation. Maintenance Region Maintenance Center personnel directly
   input the information to the CorVel worksite. Other M-DCPS sites call (305) 995-
   COMP (995-2667) or 1-877-534-0169, at which time a Notice of Injury will be
   telephonically completed and the employee will be referred for appropriate medical
   attention to a Board-authorized medical provider. (This is a 24-hour help line for
   those who have been injured on the job. The caller follows the simple instructions
   given when the call is placed, and a nurse assists the caller in obtaining treatment.)

4. (A) Severe injuries are to be immediately referred to 911 or the nearest hospital
       Emergency Room.
   (B) If injury does not appear life threatening or serious enough to warrant a call to
       Fire Rescue, the employee will select one of the Workers' Compensation



                                               SAF:66
         Health Centers for treatment of routine on-the-job injuries. (This information is
         given the employee in step 3 above.)
   (C) For initial evaluation of the injury, the employee may be released from the
       worksite to a Workers' Compensation Health Center during the work time.
       Should employee wish to seek medical attention in this way, the employee is to
       drive to the center in his personal vehicle; the employee is NOT to use an M-
       DCPS vehicle. The work site supervisor must complete the Medical
       Authorization Request Form (FM-0383). IT IS CRUCIAL TO OBTAIN THE EMPLOYEE’S
       SIGNATURE AND DATE IN THE BORDERED BOX AT THE TOP OF THE FORM. If the
       employee refuses to sign or is unable to sign, the supervisor must indicate this
       on the form. The employee will take the form to the authorized provider in order
       to receive care, and return it to the supervisor after initial treatment.
   (D) The employee must report any lost time resulting from an injury. A doctor’s
       statement is necessary to substantiate the lost time for payment to be
       approved.
   (E) A booklet titled, What Employees Need to Know about Workers’ Compensation
       in Florida and a copy of the Notice of Injury will be mailed by Gallagher Bassett
       Services, Inc., to all employees who have had an on-the-job injury.
   (F)   MEDICAL AND PHYSICAL THERAPY APPOINTMENTS, SUBSEQUENT TO THE INITIAL
         DOCTOR’S VISIT, ARE TO BE SCHEDULED SO AS NOT TO INTERFERE WITH THE
         WORKDAY. If an employee has difficulty securing such an appointment, Risk
         Management (305-995-7139) should be called for assistance.

5. After employee has been seen by a board-certified physician at one of the
   authorized Workers’ Compensation Health Centers, the employee will be given a
   form indicating the work status.
   (A) If the employee is released to full duty, the Region Maintenance Center is to
       put the employee back to work. Copies of appropriate documentation are to be
       provided to Maintenance Employee Resources for the employee’s (confidential)
       personnel file.
   (B) If the employee is released to light duty, a copy of the status form that identifies
       the restrictions under which the employee may work must be submitted to the
       worksite administrator.
   (C) The worksite administrator will send a copy of the status form to Employee
       Resources, and together - ER and the administrator - will review the job
       description – including the supplementary job description, staffing levels, and
       identified restrictions to help place the employee in the most productive role
       within Facilities Operations, Maintenance. Every attempt will be made to
       accommodate the restrictions within Maintenance, and as much as possible,
       within the home Region Maintenance Center.
   (D) The employee is then placed in a light duty assignment:




                                                SAF:67
         i. If the preponderance of the job can be accomplished because the
            restrictions do not impact them, the employee will remain in the designated
            PAC.
        ii. If the employee’s restrictions prevent him from performing the
            preponderance of the job, and is placed in a light duty assignment – within
            his/her trade or not, the employee is placed in a 3000 PAC. (Employee
            Resources will facilitate the transfer to the 3000 PAC.)
   (E) Once the placement decision is made regarding the best placement for the
       injured employee, the site administrator must communicate the decision to the
       Region Maintenance Center payroll department by giving a copy of the status
       form with a comment indicating the assignment decision and status. Employee
       Resources will make a similar note on the copy of the status formed that had
       been faxed to that office for inputting purposes. Employee Resources will e-
       mail the Workers’ Compensation office, and copy the Region Maintenance
       Center Director and Region Maintenance Center payroll personnel regarding
       the assignment decision (and PAC change, if required).

6. This light duty assignment is to continue until the employee returns to the doctor as
   indicated on the original status form regarding follow-up treatment/appointment date.
   When the employee returns after this visit, a new status form should be obtained,
   and examined. (Please note, that each time the Region Maintenance Center
   receives a new status form, a copy of the form must be faxed to ER at 305-995-
   7988. Please specify whether the status remains as previously identified or whether
   the restrictions are more/less than previously identified.) This form may continue the
   restrictions listed before so that the employee remains in the light duty assignment
   made in #5 above, may expand the restrictions so that the Director must again
   conference with ER to determine the best assignment for the individual, or may
   return the employee to full duty.

7. It is important that Risk Management be contacted when an employee is released to
   return to work by their authorized physician. Again, Employee Resources will
   facilitate the communication, as soon as the Region Maintenance Satellite updates
   the status with ER.

8. Two forms may be of importance to employees who have a workers’ compensation
   injury:
   (A) FM-5961: Miami-Dade County Public Schools Application for Restoration/
       Payment for Time Lost Due to Injury-in-Line-of-Duty and Request for Release
       of Medical Information.
        Within the first six months of injury, the injured employee is able to supplement
        any reduced pay status with banked sick time that can be restored to them by
        Board action.
   (B) Memorandum: Use of Sick Time Following Injury



                                               SAF:68
       Beyond the first six months, employees may still supplement any reduced pay
       status with banked sick time. However, any time used in this manner from this
       point forward cannot be restored.


                 EMPLOYEE BENEFITS WHEN INJURED ON THE JOB

1. Employees who are determined to be totally disabled by a Board-approved workers’
   compensation physician, are therefore are absent from work, will be eligible for
   illness-in-line-of-duty leave, consisting of up to ten (10) paid injury days, and are
   reported as “injury” on their payroll.
2. Full-time employees who continue to be totally disabled after the ten (10) injury
   days are eligible to remain in a pre-injury, full salary status for a period of time not
   to exceed thirteen (13) weeks from the date of the accident.

3. Employees who continue to be totally disabled for more than thirteen (13) weeks
   and not to exceed six (6) months, will receive statutory workers’ compensation
   benefits, as well as be eligible to use any available sick days to supplement the
   workers’ compensation benefit, not to exceed the pre-injury salary. The employee is
   then eligible to request that sick days be restored, upon approval of the
   Superintendent. (If, however, an employee elects to use sick days after six (6)
   months from the date of the accident to remain at full salary, s/he is not eligible to
   have these sick days restored.)

4. If, within the first six (6) months following the date of injury, the totally disabled
   employee does not have any accrued sick time, s/he will receive only workers’
   compensation benefits, and have the attendance noted as Authorized Leave
   Without Pay. Afterwards, the employee may request to be paid for these days, upon
   approval of the Superintendent, for an amount reflecting their full salary minus any
   workers’ compensation monies that were paid.

5. Employee paychecks for those temporarily totally disabled are mailed directly to the
   employee’s home for the first 13 weeks of disability, absent of direct deposit
   instructions. (Checks may be picked up in person from the Office of Risk and
   Benefits Management, with proper photo identification. If an employee wishes to
   collect the check in person, s/he must call 305-995-7134 to make arrangements to
   do so.)

6. Employees whose authorized temporary total disability extends beyond thirteen
   (13) weeks will receive statutory workers’ compensation benefit checks from
   Gallagher Bassett Services, Inc.




                                                SAF:69
             WORKERS’ COMPENSATION BENEFITS FOR RE-INJURIES

If a re-injury of a prior injury occurs, statutory workers’ compensation benefits will be
paid at a rate that is accordance with Florida Statute 440 only, and include authorized
medical expenses of proven disability cases upon receipt of proper medical reports.

                                   TOTAL DISABILITY

Pursuant to Board Rule 6Gx13-4E-1.13, the Workers’ Compensation Section governs
administration of Work Locations 9916 and 9920 for totally disabled employees.
Employees eligible for Full Salary Continuation will be placed in the Work Location
9920. Employees NOT eligible for Full Salary Continuation will be placed in Work
Location 9916.

After the first 10 days, which will be paid by the work location, full-time employees who
continue to be disabled as determined by a Board-approved physician FROM A NEW
ILLNESS OR INJURY are eligible for Salary Continuation for a maximum of 13 WEEKS FROM
THE DATE OF THE ACCIDENT. Once the applicable ten days have been exhausted, the work
location must initiate a computer transfer of the employee to Work Location 9920

Employees who continue to be totally disabled, as determined by a Board-approved
physician, in excess of 13 weeks from the date of the injury, will be entitled to workers'
compensation benefits pursuant to Florida Statute 440. Accrued sick time, if any, may
be used to supplement workers' compensation benefits, not to exceed pre-injury
earnings. Any accrued sick days used to supplement workers’ compensation benefits or
leave-without-pay benefits will be eligible for reimbursement or payment for up to six
months from the date of injury as the result of the Superintendent’s action. IT IS UP TO
THE EMPLOYEE TO MAKE APPLICATION FOR THIS RESTORATION.

THE WORKERS’ EDUCATION, REHABILITATION AND COMPENSATION (W.E.R.C.)
              PROGRAM (TEMPORARY ALTERNATE DUTY)

When an employee is released to return to work with physical restrictions by a Board-
approved physician, the work site administrator must make every effort to reasonably
accommodate the employee until he or she is able to resume pre-injury duties. This will
ease the employee’s re-entry to the workplace.

Alternatively, the Workers’ Education Rehabilitation and Compensation Program is
designed as TEMPORARY ALTERNATE work where an injured employee can function during
the healing and rehabilitation process. Employees are eligible to enter this program if
they have medical restrictions which limit the ability to perform pre-injury work even with
a reasonable accommodation and have not yet reached maximum medical
improvement (MMI). Based on position availability, the Workers' Compensation section
will transfer the injured worker from his or her designated PAC to one administered by
Risk Management, and the employee then will be assigned to a new work location on a
temporary basis. Placement is accomplished by using authorized physician and



                                                SAF:70
vocational rehabilitation recommendations, and again, to the extent possible, MEDICAL
AND PHYSICAL THERAPY APPOINTMENTS ARE TO BE SCHEDULED AFTER WORK. IF EMPLOYEES
ARE NOT SCHEDULING APPOINTMENTS APPROPRIATELY, assistance can be obtained by
calling 305-995-7139.

THERE IS NO OVERTIME IN THE W.E.R.K. PROGRAM.


                              RETURN TO FULL DUTY

It is imperative that the Workers' Compensation Section is notified immediately when a
W.E.R.C. Program employee informs the work site administrator that he or she has
been released to full duty. If the employee has been out of the PAC for less than one
year, the employee will be returned to the original position.




                                                SAF:71
                                WORKERS’ COMPENSATION FLOW CHART

                                                      EMPLOYEE IS INJURED


                                               EMPLOYEE SEEKS TREATMENT



                         Employee returns to work FULL DUTY with no restrictions
                                                        OR

                                                                                                                                (B-2)
                                     (A)
      Employee is temporarily, totally disabled - remains off work         A                  (B-1)                          Employee is
    because of injury. Employee is eligible for illness-in-line-of-duty    or                                            temporarily, partially
leave consisting of up to 10 paid injury days per incident. (Reported             Employee is temporarily,
                                                                                                                        disabled; comes back
  “injury” on payroll.) Full-time employees who continue to be totally         partially disabled -comes back
                                                                                                                        to work LIGHT DUTY
    disabled after the 10 injury days are eligible to remain in a pre-     B-1   to work LIGHT DUTY with
                                                                                                                         with restrictions that
 injury, full salary status for a period of time not to exceed 13 WEEKS    or   restrictions that CANNOT be
                                                                                                                               CAN be
    FROM THE DATE OF THE ACCIDENT, and are placed on the Workers’          B-2   accommodated within M/O
                                                                                                                        accommodated within
                       Comp Work Location #9920.                                                                         Maintenance; placed
                                                                                                                           in a 3000 PAC.




 Employee who continue to be totally disabled, as determined by a
Board-approved physician, for more than 13 weeks, NOT TO EXCEED T                   If CAN be accommodated
MONTHS, will receive statutory workers’ comp benefits, as well as be             outside of M/O, TEMPORARY
eligible to use any available sick days to supplement workers’ comp                 alternative duty is provided
 benefit, not to exceed the pre-injury salary. These employees are                   with the assistance of the         Employee returns to
         moved to the Workers’ Comp Work Location #9916.                            Workers’ Comp office who             work FULL DUTY
    THE EMPLOYEE IS THEN ELIGIBLE TO REQUEST THAT SICK DAYS BE                     transfers the injured worker         with no restrictions.
 RESTORED, UPON APPROVAL OF THE SUPERINTENDENT. (If an employee                   from his/her designated PAC
 elects to use sick days after 6 months from the date of the accident              to one administered by Risk
  to remain in full salary, s/he is not eligible to have these sick days         Management; the employee is
     restored.) It is up to the employee to make application for this                 assigned to a new work
                                 restoration.                                    location ON A TEMPORARY BASIS
    Within the first 6 months following date of injury, if an employee                 through the Workers’
does not have any accrued sick time, s/he will receive only workers’              Education Rehabilitation and
   comp benefits, and be noted “Authorized Leave without Pay” for                    Compensation (WERC) –
  those days. Afterwards, the employee may request to be paid for                  Temporary Alternative Duty
   these days, upon approval of the Superintendent, for an amount                             Program.
reflecting their full salary minus any workers’ comp monies that were
                                    paid.


   Employee reaches Maximum Medical Improvement (MMI) with
    permanent restrictions; can no longer perform original job.
                                                                                 Employee is able         Employee
                                                                                  to come back to         returns to
                                                                                work LIGHT DUTY          work FULL
                  Vocational assessment is made.                                                         DUTY with
                                                                                  with restrictions
                                                                                    that CAN be               no
                                                                                  accommodated           restrictions
    Employee is retrained for a position that is not impacted by                        within              to the
                           restrictions.                                         Maintenance, and        original job
                                                                                is placed in a 3000          site.
                                                                                  PAC until FULL
  Employee is placed in new position, and paid at the salary                       DUTY status is
                 appropriate to that position.                                        achieved.



                                                                 SAF:72
           SAFETY

          FORMS
           AND
          CHARTS


                 DUPLICATE AS NEEDED
                          OR
                       VISIT THE
M-DCPS RECORDS AND FORMS MANAGEMENT WEBSITE
       http://forms.dadeschools.net/search.asp
                      TO ACCESS
                INTERACTIVE VERSIONS
                    READY FOR USE




                         SAF:73
SAF:74
                                                                                                           FNOL #
                                         MIAMI-DADE COUNTY PUBLIC SCHOOLS – First Notice On Line
                                         MAINTENANCE OPERATIONS Reporting Form

EMPLOYEE INFORMATION
Injured Worker’s Name                                           SS#                                   Date of accident                Time of accident
Home Address                                                                                 City                           State, Zip Code
Home                              Work                          Occupation/                                              DOB
Phone                             Phone                         Job code                                                 mm/dd/yyyy                  Sex
ACCIDENT INFORMATION
Pay Code                  Employee #
Employee’s description of accident


                                                                           Injury/Illness that
Cause of Injury                                                            occurred
Part of body affected
EMPLOYER INFORMATION
Company Name                   MIAMI-DADE COUNTY PUBLIC SCHOOLS                                   D.B.A.   Type in: MAINTENANCE OPERATIONS
Employer’s location address          1500 Biscayne Boulevard                     (if different)
City                                            State                      Zip                             Work Location #
Place of Incident                                                         Address
If vehicle accident, name highway with closest exit or closest intersection


City                                            State                      Zip                             County of accident

Nature of business             Type in: EDUCATION                          Date first reported

Date employed                                                     Last date employee worked

Return to work:                                                    Date of Death                                    Agree with
                           If yes, give date                       mm/dd/yyyy (if                                   description of
YES        NO              of return                               applicable)                                      accident?           YES          NO
Paid for date of injury:                       Rate of pay                       # hours                    # days per                   # hours per
YES       NO                                   per day:                          per day:                   week:                        week:
HOSPITAL INFORMATION
Hospital                                                        Hospital
Name                                                            Address
                                                                           Hospital                       Authorized by
City                       State                      Zip                  Phone                          employer               Type in: YES
Any person who, knowingly and with intent to injure, defraud, or deceive any employer or employee, insurance company, or self-injured
program, files a statement of claim containing any false or misleading information is guilty of a felony of the third degree. I have reviewed
understand, and acknowledge the above statement.
                               Signature indicates agreement with description of accident.
Injured Employee’s signature                                                                                        Date
Reported by:(First/MI, Last)                                                                                     Phone #                             Ext.
Carrier Code # 1-800-473-9009
PREPARER CONTACT INFORMATION
Name (First/MI, Last)                                                      Phone #                                        Ext.                Date
FAX #                                                           E-mail address                                 @maintenance.dadeschools.net
ADDITIONAL NOTES
Name of Injured Worker’s Spvsr                                     Title                                         Spvsr’s Phone                       Ext.
FAX #                                                           E-mail address                                 @maintenance.dadeschools.net
Be sure to add because top box with information is not transmitting to Corvel: Job Code, Pay Code, Employee Number
BE SURE TO COMPILE ALL INFORMATION REQUESTED IN THE BOXES ABOVE FOR REPORT TO BE SUBMITTED – AN INCOMPLETE
REPORT CANNOT BE SUBMITTED ON LINE
IMPORTANT: Do NOT select “Submit Form” when entering on-line report.
CHOOSE SAVE AS DRAFT


                                                                           SAF:75
                                   THE SCHOOL BOARD OF MIAMI-DADE COUNTY, FLORIDA
Miami-Dade County Public Schools      WORKERS' COMPENSATION MEDICAL REQUEST
   giving our students the world

   TO EMPLOYEE:           In accordance with Florida Statute 440.134, you are entitled to select a primary care
                          physician from the School Board's Workers' Compensation Provider network. When
                          claiming a work-related injury, give this form to the selected physician and wait for it
                          to be completed. It must be submitted to your work location administrator the next
                          work day.

                                     ****EMPLOYEE MUST SIGN BELOW****

   The Florida Workers' Compensation Regulation requires workers to utilize doctors and hospital(s)
   who are part of Miami-Dade County Public School's Worker's Compensation Provider network for
   work related injuries.


              (Signature of Acknowledgment)                                                  (Date)
   Employee's Name:                                          Date of Accident:
   Employee No.:                                             Employee Social Security No.:
   Address:                                                  Telephone No.: (      )

   School/Work Location:                                     Position:
   Physician's Name:                                         Address:
   Description of Accident:                                  Part of Body affected:

   Authorized by:                                            Title:              Date:
        (Signature of Principal or Site Administrator)

   TO PHYSICIAN:          1. This authorization is for INITIAL FIRST AID MEDICAL TREATMENT ONLY. If
                             additional treatment or prescriptions are indicated, please contact Gallagher-
                             Bassett at 1-800-473-9009. Continued treatment without authorization will result
                             in non-payment of additional medical bills.
                          2. Pursuant to Florida Statute, Chapter 440, the Miami-Dade County School Board
                             reserves the right, under certain circumstances, to conduct appropriate drug and
                             alcohol testing.
                          3. Please complete reports as required by Florida Workers' Compensation Law.
                             Send the original doctor's report and further medical reports to the Workers'
                             Compensation Section, Office of Risk and Benefits Management, 1500
                             Biscayne Boulevard, Suite 127B, Miami, Florida 33132.

   Diagnosis:
   Treatment Rendered:
   Date of Visit:                                           Date Able To Resume Work:
   Physician's Signature:
   Attending Physician's Name:
   Address:                                                 Telephone No.:
                                                                                               FM-0383 Rev. (05-03)



                                                               SAF:76
                                                              OFFICE OF RISK AND BENEFITS MANAGEMENT

MIAMI-DADE        WORKERS' EDUCATION & REHABILITATION COMPENSATION PROGRAM
COUNTY                                     (WERC)
PUBLIC
SCHOOLS                                              - EVALUATION FORM -

        EMPLOYEE NAME                                                        WORK LOC. NO.

        EMPLOYEE NO.                  JOB TITLE                              DATE


                                                              Unsatis-   Below     Average   Above     Out-
                                                              factory    Average             Average   standing
   I.      KNOWLEDGE
       A.       Demonstrate an active interest in improving
       current level of skills and knowledge.
       B.       Communicates effectively.
    I.     QUALITY OF WORK
       A.       Completes work thoroughly in accordance
       with standards, policies, and procedures.
       B.       Utilizes feedback to improve performance.
       C.       Asks questions when in doubt.
    I.     EFFICIENCY
       A.       Completes assignments on time.
       B.       Uses time effectively.
       C.       Produces acceptable quality of work.
   V.      INTERPERSONAL SKILLS
       A.       Interacts positively with the public.
       B.       Promotes harmony with co-workers.
   V.      ATTENDANCE AND PUNCTUALITY
       A.       Exhibits regular attendance.
       B.       Adheres to work schedule.
    I.     SAFETY AND EMERGENCY PROCEDURES
       AWARENESS
       A.       Follows/understands safety procedures.
       B.       Reports unsatisfactory conditions.



        COMMENTS:




             Employee's Signature                        Date                Evaluator's Name (Please Print)


               Reviewer's Name                           Date                      Evaluator's Signature

                                                                                                           FM-4947 (07-92)




                                                       SAF:77
MEMORANDUM                                                              Date



TO:            ______________________________

FROM:          ______________________________

SUBJECT:       USE OF SICK TIME FOLLOWING INJURY


As you are aware, you have reached a point approximately six months from the
date of your workers’ compensation injury.

At this time, pursuant to Board Rule 6Gx13-4E-1.13, you need to be made aware
that if you elect to use your sick days to supplement compensation payments,
they are unable to be restored later on by Board action.

Knowing this, I hereby elect to:


               ___________         USE my sick time.

               ___________         NOT USE my sick time.




______________________________              ______________________________
     Signature of Employee                                   Date




Mail Completed Form to:

                   MIAMI-DADE COUNTY PUBLIC SCHOOLS
                    WORKERS’ COMPENSATION SECTION
                  1500 BISCAYNE BOULEVARD, SUITE 127B
                           MIAMI, FLORIDA 33132

                              MAIL CODE: 9112
                              FAX: 305-995-7165
                           ATTN: YOLANDA NIEVES



                                               SAF:78
                                                                                 MAINTENANCE OPERATIONS
                                                                                    Vehicle Accident Report
            Miami-Dade County Public Schools
             giving our students the world                                 MAIL TO: Central Operations, Loc. #9241

Date of Accident:                                   Day of Week:                                        Time of Day:                             Police Case
                                                                                                        ________am/________pm                    Number:
County:                                             City /Town:                                         State:

Location of Accident:

M-DCPS Vehicle No.:                                 Supervisor’s Name:                                  Work Loc. No.:



                 Make:                              Year:                                      Model:                      Tag No.:                  State:

                 Damaged Area:                                                                 Cost of Damage ($):
M-DCPS VEHICLE




                 Driver’s Name                      Trade:                                     Employee No.:     Driver’s License No.:

                 Occupant(s)’s Name                 Employee No.:                              Trade:




                 Make:                              Year:                                      Model:                    Tag No.:                    State:

                 Damaged Area:                                                                 Cost of Damage ($):

                 Insurance Company: (Note Agent):                                              Policy No.:

                 Owner’s Name:                      Address:                                                       City, State, Zip
VEHICLE 2




                 Driver’s Name:                     Address:                                                       City, State, Zip

                 Occupant(s)’s Name:                Address:                                                       City, State, Zip




Property Damaged – Other than vehicles:                            Amount:        Owner’s Name:                   Address:            City, State, Zip

Witness(es)’s Name (other than occupant’s)                         Address:                                                            City, State, Zip




Name of Responding Officer:                                        I.D. No.:      Badge No.:                 Department:


                                            SEE REVERSE SIDE FOR NEEDED ADDITIONAL INFORMATION                                                 FM-6086 (05-01)



                                                                               SAF:79
Driver’s Report of Motor Vehicle Accident
Page 2

DETAILED DESCRIPTION OF WHAT HAPPENED: (Identify vehicles by number; use additional sheet if necessary.)




Signature of Driver Making Report __________________________________________________                        Date ________________

                                                                                           M-DCPS Vehicle             Vehicle 2
Was a ticket for traffic infraction issued by the Responding Officer:                         Yes                      Yes
                                                                                                 No                    No


DETAILED DRAWING OF WHAT HAPPENED: (Identify vehicles by number.)




                                                                                                                     FM-6086 (05-01)




                                                                 SAF:80
REQUEST FOR ASSISTANCE                                             Date: ___________________



TO:              Mr. Rafael Cruz-Munoz, R.A., Director
                 Department of Asbestos Management
                 Fax No: 305-995-4980

FROM:
                  Name and Title


                  Maintenance Region Maintenance Center



SUBJECT:         REQUEST FOR:                   ASBESTOS VERIFICATION
                                                REPAIR/ASSISTANCE
                                                ASBESTOS ABATEMENT


Your assistance is requested at the following location:
SCHOOL:                                                   ACCESS Center/Area:
LOCATION/BUILDING:                                        Area/Room(s):
STATUS:                     Emergency                        Non-Emergency:
TYPE OF REPAIR OR MAINTENANCE ACTIVITY:


AMOUNT OF MATERIAL:
REQUEST START DATE:                                       COMPLETION DATE:
MAINTENANCE CONTACT PERSON:
PHONE:                             BEEPER:                           CELL:
TRADE:                                                WORK ORDER NO.:



                                                Region Maintenance Center Administrator

cc:   Ms. Catalina Martin, R.A.
      Project file




                                                          SAF:81
                                          BLOODBORNEPATHOGENS
                                         HBV VACCINATION REQUEST
Miami-Dade County Public Schools
 giving our students the world



Employee Name:                                         Employee Number:

Work Location:                                     Work Location Number:

Job Title:                                                     Department:

Employee Signature:                                                    Date:

Reason for vaccination request:




SITE ADMINISTRATION REVIEW:
                                                                     NAME


DATE:
                                                                     TITLE


NOTE:        Employee is responsible for forwarding this request to the Department of
             Safety, Environment & Hazards Management, WORK LOCATION: 9114.

FOR OFFICE USE

   Request received by the Department of Safety, Environment and Hazards Management Bloodborne
      Pathogens Appeal Committee: Date ______________________________________

   Request received by the Department of Safety, Environment and Hazards Management Bloodborne
      Pathogens Appeal Committee: Date ______________________________________

ACTION TAKEN _________________________________________________________________

_______________________________________________________________________________

                                                           ________________________________
                                                                        Committee Chairperson

                                                                               FM-5181 Rev. (02-01)




                                                  SAF:82
            Employee Handbook
                                  INDEX
 A/ V Equipment Tag for Repair Items            Authorization for Special Handling, Vendor's
    PUR:47                                         Payment PUR:53
 Absence Form (Non-Scantron) PAY:32             Authorized Leave without Pay (ALWOP)
 Absences and Leaves PAY:6                         PAY:10
 Absentee Tape PAY:8                            Battery Rook Safety SAF:26
 Acceptable Use Policy - Internet Access        BCC Services, Work Order Requests for
    OP:13                                          CS:11
 Accident Reporting SAF:63; see also            Bidding Process - Competitive Bidding
    SAF:64, 65, 66, 79                             Requirements: Board Rule 6Gx13-3C-
 ADA PERS: 15                                      1.111 PUR:7
 ADA and the Family Medical Leave Act           Bloodborne Pathogen HBV Vaccination
    PERS: 20                                       Request SAF:82; see also SAF:60
 Administration (Senior) Contact Information    Bloodborne Pathogen/Hepatitis B Training
    IN:4                                           and Inoculation Program SAF:60; see
 Administrative Charts IN:9-14                     also SAF:82
 Aerial Bucket Equipment Safety SAF:27          Board Rule 6Gx13-4-1.05: Drug-Free
 Air Conditioning Craft Safety SAF:34              Workplace General Policy Statement
 Americans with Disabilities Act of 1990           PERS: 55
    PERS: 15                                    Board Rule 6Gx13-4-1.06: Tobacco Free
 Annual Goals IN:3                                 Workplaces PERS: 47
 Annual School Calendar IN:15                   Board Rule 6Gx13-4-1.08: Violence in the
 Application for Promotion Non-Instructional       Workplace PERS: 45
    DCSMEC Form PERS: 75                        Board Rule 6Gx13-4-1.09: Permanent
 Application for Promotion/Transfer (Non-          Personnel: Employee-Student
    DCSMEC) PERS: 79                               Relationships PERS: 40
 Approval Chain Process (New) PUR:10            Board Rule 6Gx13-4A-1.01: Equal
 Approval of Off-Campus Use of School Board        Opportunity Employment and Assignment
    Property PUR:55                                PERS: 11
 Arriving Late PAY:5                            Board Rule 6Gx13-4A-1.18: Permanent
 Asbestos Abatement or Repair Assistance,          Personnel: Assignment - Members of
    Request for SAF:81                             Same Family PERS: 42
 Asbestos Management, Department of -           Board Rule 6Gx13-4A-1.21: Permanent
    Safety Guidelines SAF:56                       Personnel: Responsibilities and Duties
 Asbestos Verification/Abatement or Repair         PERS: 38
    Assistance, Request for SAF:81              Board Rule 6Gx13-4A-1.212: Conflict of
 Attendance PAY:9                                  Interest PERS: 30
 Attendance PERS: 10                            Board Rule 6Gx13-4A-1.213: Code of Ethics
 Attendance Card Posting PAY:11                    PERS: 33
 Audit Liaison, Responsibility of PUR:28        Board Rule 6Gx13-4A-1.302: Separation -
 Audix/Voice Mail System OP:4                      Dismissal or Suspension - All Personnel
 Authorization for Direct Deposit of Pay           PERS: 46
    Checks PAY:22


Key:           CS =    Contracted Services            PER   =   Personnel
               IN =    Introduction                   PUR   =   Purchasing & Property Control
               OP =    Office Procedures              SAF   =   Safety
                                   TR = Trades Personnel


                                        Index Page 1
 Board Rule 6Gx13-4A-1.32:                     Common Sense Suggestions for Non-
    Discrimination/Harassment Complaint           Instructional Personnel PERS: 41
    Procedures for Employees PERS: 16          COMPASS PUR:3
 Board Rule 6Gx13-4C-1.063: Copyright Laws     Compensatory Time PAY:17
    and "Fair Use" Guidelines OP:15            Competitive Bidding: Board Rule 6Gx13-3C-
 Board Rule 6Gx13-4C-1.064: E-Mail System         1.111 PUR:7
    Use OP:9                                   Compliance with Copyright Laws and "Fair
 Board Rule 6Gx13-4D-1.11: Employee               Use" Guidelines OP:15
    Assistance Program (EAP) PERS: 52          Concerns Impacting Employee Performance
 Board Rule 6Gx13-4E-1.01: Absences and           PERS: 50
    Leaves PAY:6                               Conduct and Professional Standards of M-
 Board Rule 6Gx13-4E-1.09: Professional           DCPS Personnel PERS: 29
    Leave PAY:14                               Confidential Exempt (Clerical) Personnel -
 Breaktime and Mealtime Policy for                Evaluation Procedures PERS: 26, 87
    Employees TR:3                             Conflict of Interest PERS: 30
 Bucket Equipment Safety SAF:27                Contact Information, Senior Administration
 Bulldozer Safety SAF:16                          IN:4
 Cable Safety SAF:31                           Contract Management Organizational Charts
 Calendar, Annual School IN:15                    IN:12
 Calendar, Payroll Period IN:16                Contracted Services Projects Checklist
 Call-In Tape PAY:8                               CS:11
 Capital Task Force Organizational Charts      Contracted Services, Miscellaneous CS:5, 6
    IN:13                                      Contracts Due Process Matrix PERS: 71
 Carbon Monoxide SAF:39                        Controlled Equipment Forms PUR:41, 51
 Carpentry Craft Safety SAF:34                 Controlled Substance and Alcohol Testing
 Cash-In or Rollover of Sick Leave PAY:23,        Program for Employees Who are Covered
    36, 37                                        by OTETA PERS: 61, 92
 Catch Platform Safety SAF:40                  Copyright Laws and "Fair Use" Guidelines
 Cellular Telephone Policy Statement OP:6         OP:15
 Cellular Telephones with GPS Tracking         Core Values IN:3
    OP:6; TR:10                                Correction of Error in Pay PAY:30
 Certificate of Competency TR:5                Correspondence and Referrals, Procedures
 Chain Hoist (Electrical) Safety SAF:39           for Processing Superintendent's OP:22,
 Chain Safety SAF:31                              31, 32
 Chain Saw Safety SAF:24, 28                   Crane (Mobile) Safety SAF:15
 Chair (Swivel) Hazards SAF:44                 Crawling Board (Roofing) Safety SAF:41
 Chargeback Procedures for Labor TR:8          Credit Card Procedures for Maintenance
 Charges of Discrimination/Harassment             Purchasing PUR:15
    PERS: 15                                   Credit Card Program Purchase Authorization
 Charts, Organizational IN:9-14                   PUR:49
 Check Distribution PAY:20                     Credit Union PAY:22
 Checklist for Contracted Services Projects    Crime Scenes, Securing of TR:12
    CS:11                                      Custodial Reimbursement Request Form
 Chicken Ladder (Roofing) Safety SAF:41           TR:47
 Chlorine Cylinders, Handling of SAF:32        Custodial Safety SAF:41
 Clamshell Safety SAF:16                       Customer Service Organizational Charts
 Code of Business Ethics of M-DPCS                IN:14
    Procurement PUR:5                          Daily Status Form TR:6, 37, 39
 Code of Ethics PERS: 33                       Damaged Equipment, Proof of PUR:54
                                               Data (Facilities) Organizational Charts IN:14


Key:           CS =   Contracted Services            PER    =   Personnel
               IN =   Introduction                   PUR    =   Purchasing & Property Control
               OP =   Office Procedures              SAF    =   Safety
                                  TR = Trades Personnel


                                       Index Page 2
 DCSAA Personnel - Evaluation Procedures        Emergency Requests for Maintenance
    PERS: 24                                       Service TR:33
 DCSMEC Application for Promotion PERS:         Employee Assistance Program (EAP)
    75