Substitute Employee Handbook by wyf14327

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									Substitute Employee
    Handbook
    Department of Human Resources

   201 S. Madison St. - Rockford, IL 61104
                815-966-3145
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                                               This Handbook
Is a statement of District policies and procedures which are subject to change at any time solely at the discretion
of the District or as may be required under otherwise any applicable collective bargaining agreements. These
changes will supersede any handbook provisions.
This Handbook is not a contract of employment for the District’s employees. Unless otherwise provided by law
or under the terms of an applicable collective bargaining agreement, District employees are “at will” employees
of the Board of Education.
The purpose of this handbook is to provide information that will help with questions and pave the way for a
successful year. Not all district policies and procedures are included. Those that are, have been summarized.
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                       Rockford Public Schools
                                    District 205


                                  Mission Statement
The mission of Rockford Public Schools is to serve the community by ensuring all of its diverse
students develop the capabilities to:

• Contribute to society,

• Succeed in the global economy, and

• Learn throughout their lives,

by creating dynamic integrated learning environments that respond to the needs and aspiration

of the individual student in partnership with family and community.



                                        Objectives

•     All students will meet or exceed district performance standards for knowledge and skills
      necessary to succeed at each appropriate level.

•     At least 80% of our students will meet or exceed the standards identified on the Illinois
      Standard Achievement Test.

•     Average student performance will exceed state and national averages on standardized
      achievement tests.

•     The graduation rate will meet or exceed the State of Illinois average.

•     All students will set and achieve their own realistic yet challenging education, career and
      societal goals for present and future endeavors.
                                                                                          4




                     Rockford Public Schools
                                   District 205

                                         Beliefs

• Quality public education is critical to the well being of the entire community.

• Quality public education is the responsibility of the entire community.

• Every person is unique; each person has equal worth.

• We are responsible for the choices we make for ourselves and on behalf of others.

• People are interdependent and are responsible to each other and their community.

• The nurturing of children by family, friends and community is critical to the learning and
   development of the individual.

• High expectations are essential to produce positive results.

• Hard work and effort are the primary ingredients of individual achievement.

• Honesty and integrity are vital to trusting relationships.

• Diversity enriches and strengthens the community.

• Change demands lifelong learning.

• Quality of life is enhanced through intellectual, artistic and athletic pursuits.

• Educated citizens are necessary to sustain a democracy.
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To the Rockford Public Schools Substitute Professionals:
On behalf of the Rockford Board of Education and the Administration, welcome to Rockford
Public School District 205.

The purpose of this handbook is to provide you with a simplified explanation of the policies and
procedures governing substitute employees. It does not take precedence over the policies of the
Rockford Board of Education nor does it supersede individual building policy.

The following information will assist you in fulfilling the numerous and varied duties and
responsibilities in our schools. If you have questions regarding the information contained here,
please direct your inquires to the Human Resources Department at 815-966-3145.

Your position is important to the overall effectiveness of the educational program in District
205 Schools. We consider you to be a vital member of a team that is responsible for enhancing
the students’ educational and personal growth and development.

We are pleased that you have chosen Rockford Public Schools and it is our expectation that a
positive educational experience will continue in our classrooms when you are present.

We hope you experience a successful and productive school year!



Sincerely,

Maria Saavedra
Substitute Coordinator
Human Resources Department
Rockford Public Schools
201 S. Madison St.
Rockford, IL 61104
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       IMPORTANT PHONE NUMBERS


Substitute Management System…..…..815-967-8082

Substitute Office/Help Desk..…………815-966-3051

Clerical Substitute/Help Desk..……….815-966-3103

Human Resources Office.……….…….815-966-3145

Personnel Records Office…….....…….815-966-3044

Payroll Office….………..…………….815-966-3077


                 Web Connections
           SmartFindExpress Substitute System
                   sems.rps205.com
                        (no “www”)


        Rockford Public Schools - District website
                   www.rps205.com
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                                     TABLE OF CONTENTS
AFFIRMATIVE ACTION/EQUAL EMPLOYMENT POLICY                     8 
AMERICANS WITH DISABILITIES ACT                                8 
SEXUAL HARASSMENT POLICY‐‐GENERAL PERSONNEL                    8 
SEXUAL HARASSMENT POLICY‐‐ STUDENTS                            9 
OSHA STANDARDS                                                 9 
MEDICAL RELATED ISSUES                                         9 
WHEN AN ACCIDENT HAPPENS AT WORK                              10 
EMPLOYEE ACCIDENT REPORTING FORMSAMPLE                        11 
DCFS MANDATED REPORTER STATUS                                 12 
DRUG AND ALCOHOL‐FREE WORKPLACE                               12 
SMOKING/TOBACCO PRODUCTS                                      12 
WEAPONS ON SCHOOL PROPERTY                                    12 
PERFORMANCE EVALUATIONS                                       13 
PERSONNEL FILES                                               13 
CHANGE/PERSONAL INFORMATION                                   13 
PHOTO ID BADGE                                                13 
ELECTRONIC NETWORKS/TECHNOLOGY POLICY (AUP)                   13 
GENERAL INFORMATION/PROCEDURES:                               15 
SMARTFINDEXPRESS AUTOMATED CALLING SYSTEM                     16 
SPECIAL EDUCATION CLASSIFICATIONS/ACRONYMS                    17 
ADDITIONAL JOB CLASSIFICATIONS/ACRONYMS:                      17 
PAYROLL POLICIES                                              18 
PAYROLL PERIODS FOR THE 2009‐2010 SCHOOL YEAR                 19 
BASIC SUBSTITUTE GUIDELINES                                   20 
CLERICAL SUBSTITUTES                                          22 
PARAPROFESSIONAL SUBSTITUTES                                  24 
TEACHER SUBSTITUTES                                           26 
SUBSTITUTE EMPLOYEE ACKNOWLEDGEMENT                           31 
APPENDIX A:  SUBSTITUTE PHONE SYSTEM QUICK REFERENCE GUIDE    32 
APPENDIX B:  SUBSTITUTE WEB BROWSER QUICK REFERENCE           34 
APPENDIX C: LOCATIONS                                         36 
APPENDIX D:  CALENDARS                                        38 
APPENDIX E:  SCHOOL START AND STOP TIMES                      40 
                                                                                                                8

         AFFIRMATIVE ACTION/EQUAL EMPLOYMENT POLICY

The Rockford Public School District is an equal opportunity employer providing opportunities for employment
and advancement without regard to race, color, creed, religion, age, gender, disability, national origin, or
ancestry. The Rockford Public School District recognizes the right of an individual to work and advance on the
basis of merit, ability, and potential.

         AMERICANS WITH DISABILITIES ACT

The District acknowledges and affirms its commitment to provide a work place with equal access for all
employees. Federal law obligates us to provide reasonable accommodations to known disabilities of employees,
unless to do so would pose an undue hardship. It is your responsibility to let your supervisor; or the Director of
Human Resources know if you need an accommodation to complete the task of your position.

Substitute employees are employed to replace regularly assigned employees who are out sick, at a professional
workshop or on personal leave. Substitute employees may also be assigned to vacancies on a temporary basis.
Inquiries concerning the application of Title IX, Section 504, or Title VI, or the Americans with Disabilities Act
of 1992, may be referred to:

                                           Rockford Public Schools
                                         Human Resources Department
                                             201 S. Madison St.
                                            Rockford, IL 61104
                                              (815)-966-3145

         SEXUAL HARASSMENT POLICY--GENERAL PERSONNEL

The School District shall provide employees an employment environment free of unwelcome sexual advances,
request for sexual favors, and other verbal or physical conduct, or communications constituting sexual
harassment as defined and otherwise prohibited by State and Federal law.
District employees shall not make sexual advances or request sexual favors or engage in any 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 an individual is used as the basis for
employment decisions affecting such individual; or (3) such conduct has the purpose or effect of substantially
interfering with an individual’s work performance or creating an intimidating, hostile or offensive working
environment. A violation of this policy will result in discipline or discharge.

Any district employee who is determined, after investigation, to have engaged in sexual harassment will be
subject to disciplinary action up to and including discharge. If questions please contact:
                                         Human Resources Department
                                             201 S. Madison St.
                                            Rockford, IL 61104
                                               (815) 966-3145
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         SEXUAL HARASSMENT POLICY-- STUDENTS


Sexual harassment of students is prohibited. An employee, District agent, or student engages in sexual
harassment whenever he/she makes unwelcome sexual advances, requests sexual favors, or engages in other
verbal or physical conduct of a sexual or sex-based nature, imposed on the basis of sex, that:

    1) Denies or limits the provision of education aid, benefits, services, or treatment.
    2) Makes such conduct a condition of a student’s academic status
    3) Has the purpose of effect of:
          a) Substantially interfering with a student’s educational environment
          b) Creating an intimidating, hostile, or offensive educational environment
          c) Depriving a student of educational aid, benefits, services, or treatment
          d) Making submission to or rejection of such unwelcome conduct the basis for academic decision
              affecting a student.

Any district employee who is determined, after investigation, to have engaged in sexual harassment will be
subject to disciplinary action up to and including discharge. If questions please contact:
                                         Human Resources Department
                                             201 S. Madison St.
                                            Rockford, IL 61104
                                              (815) 966-3145

         OSHA STANDARDS


The Health Services Department is responsible for completing Blood Borne Pathogen training for all new
District 205 employees. It is mandatory that all new employees attend and complete one training session
during their district tenure. The training sessions will be conducted in Room 207 at the Board of Education
office; 201 S. Madison St. You may contact the Health Services Department at 815-966-5253 if you have any
questions.


         MEDICAL RELATED ISSUES


All Substitute employees of Rockford Public Schools MUST HAVE a completed physical exam including
TB test results submitted to the Human Resources/Personnel Department within 30 days of employment.
Failure to comply will result in de-activation of the substitute’s profile.
In the event of a major medical/major illness, a doctor’s statement releasing the substitute employee to resume
regular work without restrictions is required prior to returning to work.
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          WHEN AN ACCIDENT HAPPENS AT WORK


Step 1:     Report the accident immediately to the principal, school nurse or school secretary.
Step 2:     Seek Appropriate Medical Attention.
               A. First Aid…Is this a “Band-Aid” injury? See the school nurse or use a first aid kit.
               B. If more than a “Band-Aid” injury, go to Physicians Immediate Care for treatment by a
                  physician. See attached map
               C. Go to the hospital emergency room for serious or catastrophic injuries.
               D. If you also choose to see your own physician, please notify them before the appointment
                  that it is Worker’s Compensation. For authorization they can call Sara Jones at 815-966-
                  3908.
Step 3:     Report the accident to Sara Jones, RN, Worker’s Compensation Coordinator in Human
            Resources: 815-966-3908.
               A. Phone accident in if injury requires medical treatment: 815-966-3908
               B. Complete “Employee Accident Report” form. Obtain it from the school Nurse or
                  Secretary. When completed, fax to Human Resources: 815-966-3148.
Step 4:     Supervisor will do any necessary investigation, complete “Supervisor’s Accident
            Report” and fax to Sara Jones, Human Resources.
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EMPLOYEE ACCIDENT REPORTING—FORM SAMPLE
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         DCFS MANDATED REPORTER STATUS


Employees of Rockford Public Schools are mandated reporters under the Illinois Department of Children &
Family Services Abused and Neglected Child Reporting Act [325 ILCS 5/4].
Employees (including substitutes) are required to report or cause a report to be made to the DCFS child abuse
hotline; number 1-800-25A-BUSE (the Hotline operates 24 hours/day, 7 days/week, 365 days/year) whenever
reasonable cause to believe that a child known to employee in their professional or official capacity may be
abused or neglected. An employee’s failure to report suspected child abuse or neglect may be found guilty of a
Class A misdemeanor.

         DRUG AND ALCOHOL-FREE WORKPLACE


All Rockford Board of Education properties are required by the Drug-Free Workplace Act of 1988 (Public Law
100-690), (adopted by the Rockford Board of Education on April 10, 1989) to be free of drugs. The unlawful
manufacture, distribution, dispensing, possession or use of illicit drugs and alcohol, on Board property or as part
of any of its activities is prohibited. This includes any school building or any school premises; any school-
owned vehicle used to transport students to and from school or school activities; off school property during any
school-sponsored or school-approved activity, event or function, such as a fieldtrip or athletic event where
students are under the jurisdiction of the school district.
As a condition of employment, each employee shall notify his/her supervisor of any arrest, charge or conviction
of a misdemeanor or felony. If you are convicted of a criminal drug statute for a violation occurring on Board
property, you must notify the Human Resources Department in writing, no later than five (5) calendar days after
such conviction. Violation of this policy can lead to immediate discipline up to and including termination and
referral for prosecution in accordance with Board of Education regulations and procedures.

         SMOKING/TOBACCO PRODUCTS


In order to protect students, staff, visitors, and guests of the schools from an environment that may be harmful
to them, the Rockford Board of Education prohibits smoking on all school property and in all school buildings.
For the purpose of this policy “smoking” will mean all uses of tobacco (including all “smokeless” and chewing
tobacco products), cigars, cigarettes, and pipes.


         WEAPONS ON SCHOOL PROPERTY


Rockford Public Schools prohibits ANY INDIVIDUAL to possess or carry, whether openly or concealed; any
weapon/s in any public school building, bus, campus, grounds, etc. Such violation is a felony. A violation of
this policy will result in immediate discharge.
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         PERFORMANCE EVALUATIONS


To ensure satisfactory job performance, evaluations may/will be completed and submitted at any/every location.
Satisfactory performance on the evaluations generally assures continued placement on the substitute roster.
Outstanding performance may result in the substitute being placed on a school’s “priority” list. Unsatisfactory
evaluations may result in administrative action ranging from a phone call to discuss the evaluation, to dismissal
of the substitute employee. Substitutes consistently performing below acceptable standards will be purged from
the substitute roster and notified in writing. Performance evaluations could/will be reviewed when considering
qualified candidates for long term or permanent employment opportunities.

         PERSONNEL FILES


Personnel files are the property of the Rockford Public Schools. Access to information contained therein is
restricted and confidential, except as may be required by State and Federal Law.
Authorized representatives of the District and the employee are allowed to review the file. Access may be
granted to others in accordance with the Freedom of Information Act provisions. An employee must place a
request in writing to allow a designee to review the personnel file, indication of review will be documented.
There must be reasonable advance notice in order to review materials in a file. There is a nominal fee charged to
make copies and the cost is at the employee’s expense.
No file or documentation contained therein may be removed from the Human Resources Department.


         CHANGE PERSONAL INFORMATION


It is the substitute employees’ responsibility to notify Human Resources of any changes in their employee
information. Forms are available in the Human Resources Department. It is essential that timely information
such as address, telephone number and name change be reported to the Human Resources Department.

         PHOTO ID BADGE


ALL substitute employees will require a District photo ID badge which must be presented at every location and
displayed/visible at all times. These photo IDs will be issued through our Facilities Department between the
hours of 7:30am - 11:45am and 2:00pm - 4:00pm, Monday - Friday no appointment necessary. Our facilities
department is located within the district’s Administration Building at 201 S. Madison St.


         ELECTRONIC NETWORKS/TECHNOLOGY POLICY (AUP)


Substitutes of Rockford Public Schools have no/limited access to District electronic networks and technology
including Internet and electronic mail depending on your job classification.
Substitutes are instructed not to use District computers for personal use. They should only use District
computers when expressly instructed to do so by a District employee with the authority to authorize use of the
computer.
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Each employee or person acting on behalf of the Rockford Public Schools must sign an authorization form
before being allowed to use District electronic networks and technology, including Internet and electronic mail.
This authorization form needs to be signed only once while the user is employed in District 205. Access to
District electronic networks and technology, including Internet and electronic mail is granted as a privilege in
order to perform the responsibilities of various positions within District 205.

The authorization form reads as follows:
I will not knowingly destroy District technology, monopolize District systems, overload District networks, or
waste District technology resources.
I will not download audio and visual files (e.g. MP3 files) unrelated to the function of my position.
I will not knowingly engage in any security violations or illegal activities as defined by District 205 policies,
local, state and/or federal laws; and I will report to my supervisor any observations of such attempts or activities
by other users.
If I receive or obtain information to which I am not entitled, I will report this to my supervisor or the proper
District authorities.
I will be responsible for any unauthorized charges and fees resulting from my use of District electronic
networks and technology.
I will not knowingly access any unauthorized electronic mail accounts.
I will not knowingly tamper with District sponsored web sites or District computer records.
I acknowledge that the District is not responsible for any information that may be lost, damaged, or unavailable
using the District electronic networks and technology.
I will utilize the District’s electronic networks for purposes consistent with the curriculum adopted by the
School District, the developmental level of the students, the criteria for selection of instructional
materials/library media center materials, and completion of assigned duties.
I understand that there is no expectation of privacy in any material that is transmitted, or received via the
District’s electronic networks.
If applicable,
I will be responsible for ensuring that students and parents/guardians have signed the “Authorization for Use of
Electronic Networks and Technology” form prior to students' use of these District technology resources.
I will have the right to use the District electronic networks and technology, including the Internet and electronic
mail, for limited personal use as long as it does not interfere with my responsibilities as a staff member and in
the case of certified staff, is not done during instructional time. In the case of non-certified staff, use of the
District electronic networks and technology, including the Internet and electronic mail will be permitted so long
as it does not interfere with the completion of my assigned duties and occurs only before or after assigned work
time and/or during contractual lunch or break time.
I am responsible for complying with IT directives concerning virus infiltration/warnings.
By signing this authorization, I further acknowledge my responsibility to secure and review the Regulation-
Acceptable Use of District Electronic Networks and Technology that can be accessed on the www.rps205.com
website (follow the Technology/Electronic Networks link). I also acknowledge that I understand that should I
commit any violation, my access privileges may be revoked and any infractions on my part may result in
disciplinary action up to and including termination of employment and criminal prosecution, such being subject
to State and Federal laws and applicable bargaining unit agreements.
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             GENERAL INFORMATION/PROCEDURES:


Substitute employees are employed to replace regularly assigned employees who are out sick, at a professional
workshop or on personal leave. Substitute employees may also be assigned to vacancies on a temporary basis.
Substitute employment is part-time employment on an “as needed” basis and not a permanent position. There
are no guarantees of days or hours and assignments can and will be cancelled at any time. Substitute employees
shall not be entitled to accumulate vacation time, sick leave or other benefits that are allowed permanent full
time employees.

Medication/s - Teachers and other non-administrative employees (including substitute employees), except
qualified school nurses, shall not be required to administer medication to students. Parent(s) are responsible for
administering medication to their children. Administering medication during school hours or during school-
related activities is strongly discouraged unless it is necessary for the critical health and well being of the
student. Notify the office and allow office personnel to get/administer medication. Parent(s)/guardian(s) may
authorize their child to self-administer a medication according to the District’s procedures for student self-
administration of medication. Nothing in this policy shall prohibit any school employee from providing
emergency assistance to students, including administering medication.
LEGAL REF: 105 ILCS 5/10-20.14b and 5/10-22.21b. Adopted: 10/28/1997 – 12/12/1996

Teacher Substitutes are legally responsible for students, equipment and materials on all assignments.
Permission should be obtained from the principal’s office before computers, copiers or other equipment is used.
Teacher Substitutes are responsible for instruction in classrooms with assigned Paraprofessionals. Teacher
Substitutes are also required to remain on duty in classrooms when student teachers are responsible for
instruction. It is further expected that the substitute will assist the student teacher.
The building principal has the right to re-assign a substitute employee when deemed necessary.
Students are to be supervised at all times. It is NOT PERMISSIBLE for substitute employees to leave the
room for any reason while students are present or leave the building during planning or lunch periods. If an
emergency arises consult the principal.
No outside agency or person is to question or interview a student except in the presence of the principal of the
school. It is the duty of all professional personnel (including substitute employees) to see that this right of the
student is not violated.
Students are not excused to leave school under any circumstances without prior approval from the principal’s
office. Students who wish to be excused should be sent to the office to obtain permission. Be certain to check
with the office if the student does not return to the classroom to determine whether the proper procedure is not
violated.
Students may not be kept after school without the permission of the principal. Parents must be informed and
must approve such action before it is taken. No student who rides the bus is to be detained.

Students who have been absent with a contagious disease are not to be readmitted to a classroom without
permission from the principal’s office.
Students who appear to be ill should be sent to the office immediately, accompanied by a Paraprofessional or
another student if necessary. Accidents that involve any of the students that are under your supervision must be
reported to the principal immediately.
Confidentiality – Substitute employees have a critical responsibility to treat all matters pertaining to students
with the utmost confidentiality. Student behavior, performance, and achievement levels are not subjects of
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general conversation and should not be discussed outside of the school setting. When working with special
needs students’ substitutes must exercise an even greater degree of caution when discussing students assigned to
them. No communication may be made with parents without prior permission from the principal.
Criticism/Comparisons – Under no circumstances should a substitute criticize the full time employee they are
filling in for except to those in authority, and only, when the best interest of the students are being considered.
ANY comments comparing one school with another or comparing the students in one neighborhood with those
of another should not be made.
The substitute employee is encouraged to speak honestly about their experiences in the District. However, when
a substitute engages in unconstructive conversation about their experiences, the Mission of the District and the
goals of the school are thwarted.

          SMARTFINDEXPRESS AUTOMATED CALLING SYSTEM


Rockford Public Schools uses an automated calling system to offer substitute employees job assignments. It will
require a touchtone telephone or a computer with internet capabilities to access the system. A substitute profile
must exist in the database and you will NOT have access until this process is completed. All substitute
employees must call the system within 5 days of employment at 815-967-8082 to register/activate a valid
profile. You must enter an Access ID # (Employee ID number) followed by the star (*) key and a PIN number.
The PIN number will initially be your Employee ID number followed by the star (*) key. You will then have to
record your name and enter a new PIN (min. 6 digit) number followed by the star (*) key in order to continue.
Registration is critical to a substitute’s ability to work. If a substitute has not registered, access will be
denied, SmartFindExpress WILL NOT CALL with available jobs, and administrators/employees will not have
the capability to request the substitute as specified or prearranged.
SmartFindExpress is available 24 hours a day, 7 days a week. Substitute employees may call the system or log
onto sems.rps205.com to review jobs that are available during non-call out times or wait until the call out period
every evening except Saturday and/or the morning call out period every school day.
The following procedures should be followed during the morning call-out period:
   • Be ready to go when called for an assignment.
   • Have your Access ID and PIN number readily available.
   • Answer the phone promptly. Messages will not be left on answering machines.
   • Record the job number and take it, along with your District Photo ID, with you to the assignment. Please
       take note of the date/s, time and location.
Report to the school’s main office and present the following:
   • District Photo ID.
   • A valid job number. Anyone without a job number should not remain for an assignment. Working
       without a job number will be considered VOLUNTEER WORK.
You must register in the main office at every location. Sign in when you arrive and sign out at the end of the
day on all daily and long term assignments.

   If needed, refer to the substitute employee quick reference information for detailed instructions relative to
   the automated calling system or log on to www.rps205.com - Substitute Management System link to access
   Sadie, the interactive Web-Based Training link.
   • The Help Desk number is: 815-966-3051.

   Cellular/cordless phones should be used at your own risk as the system may not recognize
   the digits entered. If you experience problems check with your mobile carrier for assistance.
                                                                                                              17

         SPECIAL EDUCATION CLASSIFICATIONS/ACRONYMS

Teacher Substitutes/Paraprofessionals – When searching for available jobs via the Internet or telephone, please
be aware of the following:
   •   AU = Autism
   •   EC SPED = Early Childhood Special Education
   •   HI = Hearing Impaired
   •   INSTRUCTIONAL = self-contained classrooms; will precede English, Math, etc. on middle/high school
       Special Education classifications. Please note: the “Grade 6” job classification will only display one job
       classification but includes 2 or more of the following: English, Language Arts, Social Science, General
       Science, General Math or Resource
   •   LD/ED = Learning/Emotionally Disabled
   •   LI AU = Low Incidence Autistic
   •   LI/MI = Low Incidence/Mentally Impaired

   •   MI/SP = Mentally Impaired/Severe and Profound
   •   PE/ADAPTIVE = Special Education PE
   •   SVS OCCUP = Service Occupation assignments are Special Vocational Education classes held at
       various community sites
   •   TM TCH RES = Team Teacher Resources/Special Education resource teacher
   •   VI = Visually Impaired
   •   INSTRUCTIONAL PARA = One on one (1:1) Para appointed to a specific student to assist with
       individual needs throughout the day/building.
   •   LI/MI TUIT PARA = Low Incidence/Mentally Impaired Tuition (1:1) Para assigned to a self-contained
       classroom
   •   SPED BLDG PARA = Special Education Building Para – may have multiple students throughout the
       building


         ADDITIONAL JOB CLASSIFICATIONS/ACRONYMS:


   •   Home and Hospital = Rosecrance School Program Teacher
   •   DETENTION = Juvenile Detention Center School Program Teacher
   •   CRISIS PREVEN INTERV = Fresh Start/Fresh View Classroom Teacher
   •   PROG CURR INST = Fresh Start/Fresh View classroom teacher
   •   B/L, BL = Bilingual classroom; please note you do not have to be bilingual to accept these assignments.
   •   ESL = English as a Second Language classroom
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PAYROLL POLICIES


Pay Period:
•   Substitute employees are paid bi-weekly. Your payroll check will be mailed to the home address on file. Pay periods
    end every other Wednesday with all staff of Rockford Public School District being paid the following Friday. The
    school secretary verifies your time which is sent to the payroll department during each pay period. Questions on your
    hours or pay should be directed to those recording your time first, then to the Payroll Department at 815-966-3077.

Direct Deposit:
•   All employees are encouraged to use the direct deposit method of pay. Your pay is directly deposited into your
    preferred banking institution. Employees will receive a statement of wages on their scheduled payday. Direct deposit
    enrollment/change forms are available online or can be picked up in the Payroll Department or Human Resources
    Department. Completed forms must be filed with the Payroll Department. A pre-note is sent to check for valid
    numbers. Assuming all is correct the direct deposit will take effect on the next pay date.

Federal and State Laws:
•   Federal and State laws require that the District make certain deductions from every employee’s compensation. These
    include applicable Federal income tax, State Income Tax, Social Security, and Medicare taxes on each employee’s
    earnings up to a specified limit. The District must also deduct the employee’s share of retirement contributions
    according to their current working agreement. Note employee’s earnings subject to TRS are not subject to social
    security.

W-4 Forms:
•   All employees must complete a W-4 form filed in the payroll department. This form indicates how many allowances
    an employee is claiming and the employee’s marital status for Federal income tax reporting purposes.

•   An employee may change either the tax status or the number of dependents at any time during the year by completing
    a new W-4 form. If any of the following occur, an employee may wish to complete a new W-4; marriage, death of
    family member, or birth of a child. Changes will be processed as soon as possible.

•   If an employee has a name change, a new Social Security card must be obtained from the Social Security office
    showing the new name. The employee must then complete a new W-4 form and attach a copy of the new Social
    Security card. Names will not be changed without a copy of the new Social Security card.

Pre-Tax Deduction:
•   The following deductions are considered pre-tax for Federal income tax purposes: Medical Insurance, Dental
    Insurance, Flexible Spending Medical and Dependent Care Accounts, State Teachers’ Retirement System, and Illinois
    Municipal Retirement System. The above deductions are subtracted from the gross wages to arrive at the adjusted
    taxable wages. This is also reflected on the W-2 at the end of the year. If you have any questions concerning your
    deductions or how they were calculated please contact the Payroll Department.

Time Reporting
•   Accurately recording time worked is the responsibility of every employee. Federal and State laws require the District
    to keep an accurate record of time worked in order to calculate employee pay and benefits.

•   Time worked is all the time actually spent on the job performing assigned duties.

•   Employees should accurately record the time they begin and end their work day, including the beginning and ending
    time of each job performed.

•   Tampering, altering, or falsifying time records or recordings may result in disciplinary action up to and including
    termination.
                                                19


PAYROLL PERIODS FOR THE 2009-2010 SCHOOL YEAR



      Payroll Periods              Pay Date
      06/18 - 07/01/09             07/10/09
      07/02 - 07/15/09             07/24/09
      07/16 - 07/29/09             08/07/09
      07/30 - 08/12/09             08/21/09
      08/13 - 08/26/09             09/04/09
      08/27 - 09/09/09             09/18/09
      09/10 - 09/23/09             10/02/09
      09/24 - 10/07/09             10/16/09
      10/08 - 10/21/09             10/30/09
      10/22 - 11/04/09             11/13/09
      11/05 - 11/18/09             11/25/09
      11/19 - 12/02/09             12/11/09
      12/03 - 12/16/09             12/24/09
      12/17 - 12/30/09             01/08/10
      12/31 - 01/13/10             01/22/10
      01/14 - 01/27/10             02/05/10
      01/28 - 02/10/10             02/19/10
      02/11 - 02/24/10             03/05/10
      02/25 - 03/10/10             03/19/10
      03/11 - 03/24/10             04/01/10
      03/25 - 04/07/10             04/16/10
      04/08 - 04/21/10             04/30/10
      04/22 - 05/05/10             05/14/10
      05/06 - 05/19/10             05/28/10
      05/20 - 06/02/10             06/11/10
      06/03 - 06/16/10             06/25/10
      06/17 - 06/30/10             07/09/10
      07/01 - 07/14/10             07/23/10
      07/15 - 07/28/10             08/06/10
      07/29 - 08/11/10             08/20/10
                                                                                                                  20


         BASIC SUBSTITUTE GUIDELINES


This is a review of Rockford Public Schools basic guidelines for all substitute employees. Since we want you to
work everyday and be a respected member of the staff where you are providing a service, these points of
emphasis should be taken seriously by you.
                      PLEASE REMEMBER TO HAVE A JOB NUMBER AND
                  DISTRICT PHOTO ID WHEN YOU ARRIVE AT AN ASSIGNMENT.

We can not compensate you without a job number. If a teacher, administrator or secretary verbally requests you
for an assignment without providing a job number, it is your responsibility to call or log onto SmartFindExpress
and verify that YOU are the assigned substitute before you report to the building.

Arrival and Dismissal
   •   Access the system and review your assignment for changes, cancellations and/or special
       instructions. Please make sure you have the correct date, time and location prior to your departure.
   •   Please park in designated areas for staff not in the visitor spaces. All district High Schools have a
       TICKET/TOW POLICY. District issued PARKING PASS/PERMIT must be placed on the front
       passenger side of your car’s dashboard when you arrive to any High School worksite.
   •   If you accept an assignment after the start time please call the school and inform them of your arrival
       time. You have up to one hour from the time you accept the assignment to report to the building.

   •   Report to the schools main office with your job number/District Photo ID. Check in on the sign-in sheet
       provided and sign-out at the end of day on every assignment.
   •   All Substitutes are to remain on site for the full scheduled time unless released by the principal.
       Please do not leave the building without prior approval.

Canceling an Assignment
   •   If cancelation is necessary, please cancel as early as possible to ensure adequate coverage. In order to
       cancel an assignment you must access the sub system via telephone or internet and withdraw your name
       from assigned job.
   •   If you need to cancel on the day of the assignment, please access the SEMS system via phone or internet
       and withdraw immediately. Waiting until 7:30am or later to cancel any job on the day of an assignment
       is NOT ACCEPTABLE without a valid reason.

   •   Notify the school immediately after cancellation. It is important that YOU make contact with the
       building so that they can plan accordingly. If you can not make contact with the school, please call the
       Help Desk at 815-966-3051 and leave a message including the assigned job number.

   •   If you can not commit to the entire schedule of an assignment DO NOT ACCEPT THE JOB.

   •   Failure to report to an assignment without notifying the school may result in an automatic two (2)
       week suspension. Continuous cancellations prior to/the day of an assignment is not good practice
       and may project unreliability.
                                                                                                                    21

General Protocol
  •   Substitute employees are to dress professionally/appropriately for all assignments.
  •   Be positive and respectful to staff and students.
  •   There is no guarantee of a secure location to store personal items. It is strongly suggested you bring only
      necessary items.
  •   Do not touch/disturb personal items (unless specifically instructed to do so) and do not allow students to
      touch/disturb any personal items as well.
  •   Please refrain from discussing any/all controversial topics (drugs, sex, politics, religion, weight, etc.).
      Open dialogue regarding any of these topics sets the stage for a misunderstanding.
  •   Students should not be left unattended.
  •   Do not strike students with an open or closed hand, place your hands on, push, shake or do anything that
      may be interpreted as physical assault.

  •   Negative remarks, comments and profanity are NEVER ACCEPTABLE, verbal or written.
  •   Use other staff members as a resource and don’t hesitate to ask for assistance. Always remember to
      “work as a team” in difficult situations.
  •   Unauthorized printed material/videos must be pre-approved by building principal prior to classroom use.
  •   Eating, reading the newspaper/magazine, taking care of personal business, talking on the phone and
      grooming during working hours are NOT ACCEPTABLE.
                                                                                                                22


           CLERICAL SUBSTITUTES


Clerical Substitutes staff is employed to replace regularly assigned employees who are out sick, at a
professional workshop or on personal leave. Substitute employees may also be assigned to temporary vacancies
until a qualified candidate is employed. While on an assignment, substitute employees should follow the same
policies and procedures that are established for regular employees.

Conditions of Employment
Qualifications
All substitute employees must posses a high school diploma or equivalent and submit a physical/TB testing
form within 30 days of employment. Clerical substitutes are required to pass the proficiency exam.

Compensation
Clerical substitutes are paid hourly. The hourly rates vary and are dependent on the job/work classification.

Assignment Parameters
You are engaged to work as a substitute to cover specific clerical duties. The employee makes every attempt to
convey the most current information regarding needs of the school via the SmartFindExpress automated system.

All clerical work 8 hour days. If the job you pick up is not a half day (4 hours) or a full day (8 hours) please
contact the school and ask for clarification. If you cannot reach the school before going to the job please arrive
by 7:30 a.m. or noon if a half day.

Report to the main office with your job number and District Photo ID. Check in on the sign-in sheet provided
and sign-out at the close of everyday for all assignments. Inquire about a clerical sub folder for detailed
information on the school.

Working Conditions for an 8 hour day: you will receive a ½ hour duty free lunch and two 15 minute breaks.
You cannot put them together and take an hour lunch. You cannot take the time at the end of the day and leave
an hour early. Lunches are mid day. Check with the principal as to what time the office will be covered so that
you can leave the area during your duty free lunch. Break rooms or “staff lounges” are available at every
school for breaks and lunches.

Eating, reading the newspaper/magazine, taking care of personal business, talking on the phone and grooming
in the office are NOT ACCEPTABLE.

Canceling an Assignment
Notify the school immediately after cancellation. It is important that YOU make contact with the building so
that they can plan accordingly. If you cannot make contact with the school, please call Kathi Jentoft at 815-966-
3103 or via Internet at jentofk@rps205.com and leave a message including the assigned job number.

SmartFindExpress
Substitute employees will be offered work on a daily basis as needed by the SmartFindExpress automated
system. When called, you will be given the following information:
       •    Name of school to which you are to report.
       •    The person’s name for which you will be substituting.
       •    The job classification (clerical, SPED Para, Instructional Para, etc.) and date(s).
       •    The time when you are to arrive and leave.
                                                                                                            23

       •   Upon acceptance you will receive a job number for that assignment. If you do not receive a job
           number you are not assigned to that job.
Morning call out starts at 5:30a.m every school day and from 5:30pm to 9:30p.m in the evening except on
Saturday and Sundays preceding a Holiday. Please note: You do not have to wait for the system to call. You can
access SmartFindExpress during non-call out times to view any possible job opportunities for the day, week or
month.

Attire:
Substitute employees are to dress professionally/appropriately for all assignments. Your attire is a crucial
element. Looking professional in the school setting is very important. You can potentially receive an
unsatisfactory appraisal and be blocked from a school due to inappropriate dress. Below are a few examples of
what you should and should not wear.
   •   Blue jeans should not be worn as they may not be acceptable by all administrations. Check with the
       school before wearing as some schools have uniform regulations.
   •   Low cut necklines, midriff shirts, shorts, mini-skirts, and tube tops are NOT acceptable.
   •   Sheer clothing that exposes undergarments is NOT acceptable.
   •   Headgear (hats, visors, caps, etc) is NOT acceptable.
   •   Flip-flops are NOT acceptable.
   •   Sunglasses should NOT be worn as an accessory while on assignment.
   •   Jogging suits should NOT be worn.
   •   Paraphernalia/Logo T-shirts should NOT be worn.
                                                                                                                   24


           PARAPROFESSIONAL SUBSTITUTES


Paraprofessional Substitutes are employed to replace regularly assigned employees who are out sick, at a
professional workshop or on personal leave. Substitute employees may also be assigned to temporary vacancies
until a qualified candidate is employed. While on an assignment, substitute employees should follow the same
policies and procedures that are established for regular employees.

Conditions of Employment
Qualifications
All substitute employees must posses a high school diploma or equivalent and submit a physical/TB testing
form within 30 days of employment. Paraprofessionals seeking permanent employment are required to submit
Highly Qualified Certificate to Human Resources/ Personnel Department prior to submitting an application.

Assignment Parameters
You are engaged to work as a substitute to cover a specific classroom. The employee makes every attempt to
convey the most current information regarding needs of the school via the SmartFindExpress automated system.

There may be occasions where the Principal may need to change your assignment. Therefore, the Principal
reserves the right to place you in another position at his/her discretion.
You must show a district issued photo identification card before you leave the office. Sign-in sheets should be
available at each location. Record your name as it appears on your Picture ID. Also record the Job Number, date
and hour of arrival. It is imperative that you sign in when you arrive and sign out upon your departure in the
afternoon. DO NOT SIGN IN AND OUT SIMULTANEOUSLY.
Paraprofessional assignments to classrooms where family members are in attendance should be refused.
Paraprofessionals are to arrive 15 minutes prior to the actual school start time. You can be considered late if you
report after this time. Accumulation of late entries may result in deactivation from the system.
YOU ARE EXPECTED TO REMAIN AT SCHOOL DURING THE ENTIRE ASSIGNMENT.
Please keep in mind that there is no guarantee there will be a secure place to store any personal items at any
school building/worksite. It is strongly suggested that you bring only necessary items such as a district issued
photo ID, sack lunch or small amounts of cash needed for the day.
Make certain you have a job number, the correct date and location for the day’s assignment.
If questioned, anyone without a job number can not remain for an assignment.

Compensation
Paraprofessional substitutes are paid at an hourly rate.
Paraprofessionals who have completed specialized training for self-contained classrooms will receive an
increase in the hourly rate when working in the designated self-contained job classifications only.

SmartFindExpress
Substitute employees will be offered work on a daily basis as needed by the SmartFindExpress automated
system. When called, you will be given the following information:
       •   Name of school to which you are to report.
       •   The person’s name for which you will be substituting.
       •   The job classification (clerical, SPED Para, Instructional Para, etc.) and date(s).
                                                                                                             25

       •   The time when you are to arrive and leave.
       •   Upon acceptance you will receive a job number for that assignment. If you do not receive a job
           number you are not assigned to that job.
Morning call out starts at 5:30a.m every school day and from 5:30pm to 9:30p.m in the evening except on
Saturday and Sundays preceding a Holiday. Please note: You do not have to wait for the system to call. You can
access SmartFindExpress during non-call out times to view any possible job opportunities for the day, week or
month.

Attire:
Substitute employees are to dress professionally/appropriately for all assignments. Your attire is a crucial
element. Looking professional in the school setting is very important. You can potentially receive an
unsatisfactory appraisal and be blocked from a school due to inappropriate dress. Below are a few examples of
what you should and should not wear.
   •   Casual shoes are preferable; however, tennis shoes may be worn for physical education assignments.
   •   Blue jeans may not be acceptable by all administrations. Check with the school before wearing as some
       schools have uniform regulations. Low cut necklines, midriff shirts, short shorts, mini-skirts and tube
       tops are NOT acceptable.
   •   Sheer clothing that exposes undergarments is NOT acceptable.
   •   Large dangling earrings, necklaces, chains or lanyards should not be worn.
   •   Strong perfumes/colognes should not be worn.
   •   Headgear (hats, visors, caps, etc) is NOT acceptable.
   •   Flip-flops and house shoes are NOT acceptable.
   •   Sunglasses should NOT be worn as an accessory while on assignment.
   •   Jogging suits should be reserved for physical education assignments. However, jogging suits with
       lettering across the rear should NOT be worn.
   •   Paraphernalia/Logo T-shirts should NOT be worn.
   •   Tank tops/T-shirts should not be worn
Eating, reading the newspaper/magazine, taking care of personal business, talking on the phone and grooming
while students are present are NOT ACCEPTABLE and should be done outside of the building/classroom or
during your scheduled lunch period.
                                                                                                                    26


          TEACHER SUBSTITUTES

Teacher Substitutes are employed to replace regularly assigned teachers who are out sick, at a professional
workshop or on personal leave. Teacher Substitutes may also be assigned to temporary vacancies until a
certified teacher is employed. While on an assignment, Teacher Substitutes are the “teacher of record” and
should follow the same policies and procedures that are established for regular teachers.

Conditions of Employment

Qualifications
All Teacher Substitutes must have a valid teaching or substitute teaching certificate and submit a physical/TB
testing form within 30 days of employment. Substitutes who hold a substitute certificate are generally not
allowed to teach more than ninety (90) days and certified teachers up to 120 days. Retired teachers are limited
to 120 days by TRS stipulations.

Assignment Parameters
You are engaged to work as a substitute teacher to cover a specific classroom. The employee makes every
attempt to convey the most current information regarding needs of the school via the SmartFindExpress
automated system. However, there may be occasions where the Principal may need to change your assignment.
Therefore, the Principal reserves the right to place you in another position at his/her discretion.
YOU ARE EXPECTED TO REMAIN AT SCHOOL DURING THE ENTIRE ASSIGNMENT
AS RECORDED ON THE SUBSTITUTE SYSTEM.
       Example: If you accept an assignment from 7:45 to 2:50 and your first hour is a planning period or the
       last assigned class ends at 1:00, you report at 7:45 and REMAIN ONSITE AND AVAILABLE until
       2:50.

You are engaged to substitute for specific time periods. Acceptance of a full-day assignment means that you
have an obligation to work up to 5 contact periods at the secondary level, and 5-1/2 hours at the elementary
level. If you are engaged to come in for a full day, and your specific assignment does not meet the minimum for
a full day’s pay, you may be asked to cover another teaching assignment.
       Example: at a full-day high/middle school assignment, you may be initially assigned to cover a 4-class
       schedule. The principal may require you to cover a 5th class, which would be considered part of a full-
       day assignment.
There is no additional pay when student attendance exceeds the expected maximum class size.
There is no additional pay for missed planning periods at the elementary level.
Assignments to classrooms where family members are in attendance should be refused.
Report to the assignment no later than15 minutes/preferably 30 minutes prior to school start times. You will be
considered late if you report after this time. Accumulation of late entries may result in de-activation from the
substitute system.
Please keep in mind that there is no guarantee there will be a secure place to store any personal items at any
school building/worksite. It is strongly suggested that you bring only necessary items such as a district photo
ID, sack lunch or small amounts of cash needed for the day.
In the event of a late call, you will have up to one (1) hour to get to your location. Please call the school and
inform them you have accepted the position and give an approximate arrival time.
                                                                                                                27


Make certain you have a job number, the correct date and location for the day’s assignment.
Anyone without a job number should not remain for an assignment.
Failure to report on an assignment without cancelling the job from the system and notifying the school may
result in an automatic two (2) week suspension and a mandatory meeting before returning to work.
You must show a district issued photo ID before you leave the office. Sign-in sheets should be available at each
location. Record your name as it appears on your Picture ID. Also record the Job Number, date and hour of
arrival. It is imperative that you sign in when you arrive in the mornings and sign out upon your departure in the
afternoon. DO NOT SIGN IN AND OUT SIMULTANEOUSLY.

Before leaving the office to start your day, ask for the teachers’ substitute folder or schedule. Determine
whether the school day will operate normally (i.e. fire drill, assembly, etc.). Read the notices on the office
bulletin board. Check the teachers’ mailbox for bulletins, messages or announcements. Leave all personal mail
in the box.

SmartFindExpress
Teacher Substitutes will be offered work on a daily basis as needed by the SmartFindExpress automated system.
When called, you will be given the following information:
       •   Name of school to which you are to report.
       •   The person’s name for which you will be substituting.
       •   The job classification (grade level and/or subject) and date(s).
       •   The time when you are to arrive and leave.
       •   Upon acceptance you will receive a job number for that assignment. If you do not receive a job
           number you are not assigned to that job.
Morning call out starts at 5:30 a.m. every school day and evenings from 5:00 p.m. to 9:30 p.m., except on
Saturday and Sunday preceding a Holiday. Please note: You do not have to wait for a call from the system. You
can access SmartFindExpress during non-call out times to view any possible job opportunities for the day, week
or month.

Canceling an Assignment
If cancelation is necessary, please cancel as early as possible to ensure adequate coverage. In order to cancel an
assignment you must access the sub system via telephone or internet and withdraw your name from assigned
job.

If you need to cancel on the day of the assignment, please access the SEMS system via phone or internet and
withdraw immediately. Waiting until 7:30am or later to cancel any job on the day of an assignment is NOT
ACCEPTABLE without a valid reason. Notify the school immediately after cancellation. It is important that
YOU make contact with the building clerical so that they can plan accordingly. If you can not make contact
with the school, please call the Help Desk at 815-966-3051 or via Internet at saavedm@rps205.com and leave a
message including the assigned job number. Failure to report to an assignment without notifying the school may
result in an automatic two (2) week suspension. Continuous cancellations prior to/the day of an assignment is
not good practice and may project unreliability.
If you can not commit to the entire schedule of an assignment DO NOT ACCEPT THE JOB.

Compensation
The pay rate is authorized by the Board of Education, and is intended to be a competitive rate in this area.
Teachers are paid on a half or full day basis. Long term is considered as 15 consecutive days or more in the
same assignment.
                                                                                                                28


Show-up pay is issued when you report to a valid assignment as directed, with a job number; and the building
does not require your services. To receive the show-up pay you must call the Substitute Department to verify
and/or accept any open positions in the district that may exist.
If you decline any open/unfilled position for that day you will forfeit payment. If your services are not required
at any location and you are sent home, you will receive the half-day rate.

Partial Workday Pay Schedule:
HALF DAY RATE = 3 classes/secondary             FULL DAY RATE = 4 (full classes) to 5 classes/secondary
                3 hours/elementary                              4 (full) + hours/elementary
These are actual contact classes/hours. Planning periods/lunch hours will not be counted towards the partial
workday hours.
Additional Pay Secondary Level Only: After fulfilling/following an authorized assignment at the high/middle
school site and you are asked to cover a 6th class, you will receive an additional hour of pay at the short-term
daily rate.

Priority Incentive:
A $200.00 monthly bonus (September through May) will be paid for daily assignments only if:
       (1) You are available for all locations/grade levels.
       (2) You are available each/every day of that month.
       (3) You accept all substitute teaching assignments made during that month.
There is a minimum requirement of 15 actual workdays (in a full month) to qualify for the bonus. Meeting the
15 day requirement does not guarantee the bonus. If there is an unfilled classroom on a day when you are
available but not assigned to work in our district, you will be disqualified for the month.
It is the substitute’s responsibility to call the help desk or check the system when they have not been called
during evening/morning callout for any possible open/unfilled job opportunities. The bonus will be paid by the
end of the following month.

Teachers’ Retirement System (TRS) Contribution
As required by state statute, Teacher Substitutes are covered under the Illinois Teachers’ Retirement System
(TRS). As such, employee contribution rates are set by TRS. The current contribution rate (as of July 1, 1998)
is 9.4% of pay, which is paid by the Rockford Board of Education.

Your earnings are treated as creditable earnings by TRS for determination of any available pension benefits.
However, if you are engaged in substitute teaching for a limited time period, and you do not expect to pursue a
teaching career, you may wish to apply for a refund of the TRS contributions made on your behalf. TRS
requires that you apply four months after the last day of teaching, following your official resignation.
Please contact TRS for specific information at (800) 877-7896.

Responsibilities
   •   Arrive 15 to 30 minutes prior to school start time. This will allow you the opportunity to go over all
       instructions left by the classroom teacher or to prepare for a vacant position.
   •   If you arrive after school begins, immediately give the students a brief assignment. This will allow you
       time to review lesson plans and/or substitute folder.
   •   Inquire about building procedures, discipline policy (who/when/how to call for assistance) and any
       special activities planned for the day.
                                                                                                                   29


   •   Ask to “check-out” a room key. If you are not issued a temporary room key ask how lockdown
       procedures are to be handled.
   •   Follow lesson plans in full. Deviation from prepared plans is not advisable. Before you leave you must
       complete the Assignment Evaluation form and please note any adjustments.
   •   Make sure all material/equipment is returned to original location and room is left in good condition.
   •   Be clear about the attendance procedures and classroom admission/dismissal duties for that site.

   •   Unless the teacher has given instructions to use classroom computers, they are to remain off.
   •   Avoid giving punishment to the entire class as well as any type of rewards without specific instructions
       from the classroom teacher. There may be allergies/specific behavior programs in place.

Classroom Management Guidelines
Control of the classroom is of primary importance. The suggestions that appear below can help you and your
students have a pleasant and worthwhile experience.
       •   Before the class arrives, write your name on the board, review the day’s schedule and become
           familiar with related activities.
       •   Look for classroom management/discipline plans in the Substitute Folder.
       •   Greet your students at the building entrance/classroom door. Standing by the door and greeting
           students as they enter the room is often helpful. When the class has arrived, introduce yourself and
           immediately start on the day’s schedule.
       •   Get up and move around. Circulate! Movement throughout the classroom will assist you in keeping
           students on task and helps to eliminate negative behavior.
       •   The use of students’ names often prevents problems. If a seating chart is available, use it. Use of a
           clipboard will help!
       •   Use progressive discipline techniques, i.e. maintain low voice, private conference, asking the teacher
           next door to take the offending student, a confidential note to the office and accentuating positive vs.
           negative behavior.

       • KEEPING THE STUDENT ENGAGED IN LEARNING IS THE MOST EFFECTIVE
           CLASSROOM MANAGEMENT TECHNIQUE.

Instruction
Be certain to use lesson plans when they are available.

Spend the entire time working with and for the students. Maintaining order alone is not sufficient. The
substitute teacher is expected to carry out the work of the regular teacher. No personal work of any kind
should be done. Refrain from using the computer unless specified to do so in the lesson plans.

Discipline
Remember that no disciplinary action can be taken that will jeopardize the health and/or safety of students or
that will be a personal liability to the substitute.
           •   Do not administer corporal punishment.
                                                                                                                   30


          •   Do not use negative language or gestures.
          •   Do not strike students with open or closed hands, place your hands on, push, shake or do anything
              that may be interpreted as physical assault.
          •   Do not leave students unattended.
          •   Do not cause students to miss lunch or the bus.
          •   Do not threaten students, verbally, written or otherwise.
If disciplinary problems arise which you are unable to manage, contact the principal or other building
administrator assigned to discipline for immediate assistance. Never leave students unsupervised.

Attire:
Your attire is a crucial element in attaining control of the classroom. Looking the part of a teacher is as
important as playing the part. Also, you can potentially receive an unsatisfactory appraisal and be blocked from
a school due to inappropriate dress. Below are a few examples of what you should and should not wear.

   •   Casual shoes are preferable; however, tennis shoes may be worn for physical education assignments.
   •   Blue jeans may not be acceptable by all administrations. Check with the school before wearing as some
       schools have uniform regulations.
   •   Low cut necklines, midriff shirts, shorts, mini-skirts and tube tops are NOT acceptable.
   •   Sheer clothing that exposes undergarments is NOT acceptable.
   •   Strong perfumes/colognes should not be worn.
   •   Headgear (hats, visors, caps, etc.) is NOT acceptable.
   •   Flip-flops and house shoes are NOT acceptable.
   •   Sunglasses should NOT be worn as an accessory while on assignment.
   •   Jogging suits should be reserved for physical education assignments. However, jogging suits with
       lettering across the rear should NOT be worn.
   •   Paraphernalia/Logo T-shirts should NOT be worn.
   •   Tank tops/T-shirts should not be worn

Completing the Assignment
Be certain that all material/equipment is returned to original location and the classroom is left in good
order.
Use the last five minutes of the day (or class period) for collecting materials and organizing them for the next
day. Have students help pick up litter from the floor. Leave the teacher’s desk in good order.
Remain in the classroom until all students have been dismissed. On occasion other duties will need to be
completed. Do not leave the building before the scheduled closing time for teachers. A principal has the
right to expect both regular and Teacher Substitutes to be on duty.
Written work assigned by the substitute teacher should be corrected and left for the regular teacher. Return
supplies, equipment and other items that have been borrowed to their proper places. Complete the Substitutes
Evaluation form and leave a copy along with keys in the main office.
                                                                                               31


        SUBSTITUTE EMPLOYEE ACKNOWLEDGEMENT


As a substitute employee I understand that substitute employment is on an “as needed basis”
and not a permanent position. That there are no guarantees of days/hours and assignments
can/will be cancelled at any time. I further acknowledge that I have received, reviewed and will
abide by the standards, policies, and procedures defined/referenced in the following document:

                                Substitute Employee Handbook
I understand the information in this handbook is subject to change. I understand that changes in
district policies may supersede, modify, or eliminate the information summarized in this
handbook. As the district provides updated policy information, I accept responsibility for
reading and abiding by the changes.
I understand that no modifications to contractual relationships or alterations of at-will
relationships are intended by this handbook.
I understand that I have an obligation to inform my supervisor or department head of any
changes in personal information, such as phone number, address, etc. I also accept
responsibility for contacting my supervisor or Department of Human Resources if I have
questions or concerns or need further explanation.
I MUST have a job number before starting an assignment; working without a job number will
be considered volunteer work and I will not be compensated.
My Access ID (and telephone number) will be placed in the SmartFindExpress substitute system
and will be accessible to all administrators/staff.
I am required to:
      Submit a completed physical form with TB test results, and (if applicable) an official
      certified teaching/substitute teaching certificate within thirty (30) days of employment.
      Register/activate profile via telephone within five (5) days of board approval/orientation.
      And, as a Substitute Teacher/Paraprofessional; work a minimum of ten (10) days per
      semester to remain on active status.
      I further acknowledge that I will comply with the above listed requirements in a timely
      manner. That failure to due so will result in suspension from the substitute roster and
      forfeiture of any/all future scheduled assignments.
                                                                                                                                                          32


             Appendix A: Substitute Phone System Quick Reference Guide

System Phone Number 815-967-8082                                 Help Desk Phone Number 815-966-3051

ACCESS ID                                                                               PIN
                        (Employee ID number)                                                (min. 6 digit number after activation)

System Calling Times

Week Day Today’s Jobs                                                                                Future Jobs

Weekdays          Starts at 5:30 a.m.                                                                5:00 – 9:30 p.m.
                  Continues until jobs are 50% completed
Saturday          None                                                                               None
Sunday            None                                                                               5:00 – 9:30 p.m.
Holidays          None                                                                               5:00 – 9:30 p.m.
Decline/Cancellation Reasons
Number Description            Number Description
1 Illness                     2 Personal Business
3 Working Elsewhere           4 Bldg location/Environment
6 Subject Matter
Please note: If you can not work on any given date you must access the system and enter “Modify Unavailability Date” to
enter the day/s.
Substitute Call-in Registration
Enter your Access ID (Employee ID number is located on payroll stub), followed by the star (*) key. Enter
your PIN followed by the star (*) key. NOTE: If you have never activated your profile you must enter your Access
ID as your PIN followed by the star (*) key. Once you’ve gained access you will have to record your name and change
your PIN number to at least a 6 digit number to proceed.

Name does not exist                 Record your name, press                   1. Hear your                       1. Modify, enter telephone,
                                    star (*) key when done.                   telephone number                   star (*) key
                                    1. Accept                                 1. Modify                          1. Correct
                                    2. Re-enter                               9. Exit to next step               5. Re-enter
                                    9. Exit and hang-up                                                          9. Exit to next step




PIN is not valid
                                    Enter a PIN at least 6                    Hear your PIN
                                    digits in length, star (*)                1. Correct
                                    key.                                      8. Re-enter
                                                                              9. Exit and hang-up



System Call-Out (for Job Offers and Cancellation Notifications)
Enter your Access ID (Employee ID Number), followed by star (*) key. Enter your PIN, followed by the star
(*) key, or Enter the star (*) key to make the system wait for 2 minutes to enter your Access ID. After 2 minutes the
system will hang-up.
Job Offer
                                               1. Job Offer                              1. Hear Job Description
 1. To hear job offer                          1. To Hear Job Description                1. Accept Assignment                 1. Accept Job Assignment
 2. Set Do Not Call                                                                      2. Repeat Job Description
                                               2. Decline Job                                                                 Hear Job Number
 9. Exit and hang-up                                                                     3. Decline Assignment                1. Hear Job Number again
                                                                                                                              2. Repeat Job Description
                                                                                                                              9. Exit
                                             2. Set Do Not Call                        2/3. Decline Assignment
Job Cancellation Notification                1. Accept time offered                    Enter decline reason, star (*)
  Hear Cancellation Notification             2. Enter earlier time                     key. A list of reasons is
  1. Repeat job cancellation                       HHMM, 1 =am 2=pm                    played.
  9. Exit and hang-up                        9. Exit and hear the job offer            1. Accept
                                                                                       2. Re-enter
                                                                                       9. Exit and repeat this step
                                                                                                                                           33


Substitute Call-in:
Enter Access ID, followed by the star (*) key, Enter PIN, followed by the star (*)key, then listen to announcements.

 1. Review or Cancel Assignments                 1. Review/Cancel                 2. Cancel Assignment             Cancel reason
 2. Hear Available Jobs                          1. Repeat assignment             1. Accept cancellation           1. Accept
 3. Change your Callback Number                  2. Cancel assignment              Enter cancellation reason,      2. Re-enter
 4. Review or Modify Do Not Call Times           8. Hear next assignment          star (*) key                     9. Exit and hear next
 5. Review or Modify Unavailability Dates        9. Exit to menu options          A list of reasons is played         assignment
 6. Review or Modify Daily Availability                                            9. Exit (Do not cancel)
 7. Change your PIN or Re-record Name
 9. Exit and hang-up
                                                                                                                   3. Decline Assignment -
                                                 2. Hear Available Jobs                                            Enter Decline Reason,
                                                 1. Repeat Assignment
                                                 2. Accept assignment             2. Accept assignment -           star (*) key
                                                 3. Decline assignment            Hear job number                  A list of reasons is played
                                                 8. Hear next assignment          1. Repeat Job number               1. Accept
                                                 9. Exit to menu options          8. Hear next assignment            2. Re-enter
    •       The Review / Cancel and Available                                     9. Exit to menu options            9. Exit and hear next
            Jobs list is played in job number                                                                           assignment
            order                                3. Change callback
                                                 number                           1. Modify callback #
                                                 Hear callback #                                                   New callback#
                                                                                  Enter number, star (*) key        played
                                                 1. Modify
                                                 9. Exit to menu options                                           1. Correct
                                                                                                                   2. Re-enter
                                                                                                                   9. Exit to menu
                                                                                                                   options
                                                 4. Do Not Call                   1. Enter a time
                                                 1. Enter a time                  1. Accept time offered
                                                 2. Remove setting                2. Enter a time                  2. Enter time
                                                 9. Exit to menu options          9. Exit to menu options          Enter HHMM
                                                                                                                   1=am
                                                                                                                   2=pm

    •       You may enter as many Unavailable    5. Unavailable Period            1.   Review or delete
                             periods as needed   1. Review or delete              Hear unavailable date
                                                 2. Add dates                     1. Delete
                                                 9. Exit to menu options          8. Hear next
                                                                                  9. Exit to menu options




                                                                                  2. Add dates                     2. Enter Time
                                                                                  Enter start date (MMDDYY)        Start time (HHMM)
                                                                                  Enter end date (MMDDYY)          End time (HHMM)
                                                                                  Unavailable entire day?          1=am
                                                                                  1. Yes                           2=pm
                                                                                  2. Enter time

                                                                                                                   Receive Calls?
                                                                                                                   1. Receive calls for future
                                                 6. Daily Availability            1/3. Review or delete               job offers
                                                 1. Review or delete              Availability / No calls          2. Do not receive future
                                                 2. Add time period               Daily Availability will play        calls
        •     Each day of the week is played     3. Review or delete time         1. Delete this day/time          9. Exit (without saving
                                                    period to not receive calls      period’s availability            unavailability period)
                                                 4. Add new time period to        2. Hear next time period
                                                    not receive calls             9. Exit to menu options
                                                 9. Exit to menu options
                                                                                                                   1-8 Selected day(s) of week
                                                                                  2/4. Add time period             1. All day
                                                                                  availability                     2. Enter start and end time
                                                                                  Select day of week                  (HHMM)
                                                 7. Modify PIN or                 1. Monday thru Friday               1=am
                                                 Re-record Name                   2-8 Sunday - Saturday               2=pm
                                                 1. Modify PIN                    (2) Sunday, (3) Monday, etc.
                                                 2.Change recording of name       9. Exit to menu options
                                                 9. Exit to menu options                                           2. Change recording of
                                                                                                                   Name
                                                                                  1. Change PIN                    Record your name, press
                                                                                  Enter new PIN followed by star   star (*) key when done.
                                                                                  (*) key                          1. Accept
                                                                                  1. Correct                       2. Re-record
                                                                                  8. Re-enter                      9. Exit to menu options
                                                                                  9. Exit to menu options
                                                                                                                            34


            Appendix B: Substitute Web Browser Quick Reference


Web Browser sems.rps205.com                                    Help Desk Phone Number 815-966-3051
Sign In
Open your web browser and access the SmartFindExpress Sign In page. Review the messages above the Sign In. Enter
your Access ID and PIN only. You will not use the star key, area code or dashes on the website. Review additional
announcements on your home page, if any. YOU MUST REGISTER BY PHONE BEFORE YOU CAN USE THE WEB
BROWSER.
Profile Link
Choose the Profile link to view and update your information.

Profile Tab
    • Change your Callback Number
      Enter the telephone number where you can be contacted by the system. Include the ‘1’ (long distance indicator) and
      area code only if required for the system to call you from the district office
    • Add Temporary Do Not Call setting
      Enter a time in HH:MM am or pm format for the system to resume calling
      (The maximum is 24 hours from the current time)

Schedule Tab
    • Create a New Availability Schedule
       o      Select New button
       o      Select Save button
       o      Select days of the week for the schedule by leaving boxes checked by that day
       o      Select the times you are available to work or do not want to be called. (Choose only one option)
                • Check box for all day or
                • Enter a start and end time range in HH:MM am or pm format
       o      Select Save button
       o      To Exit without saving changes, select the Return to List button

    •      Modify your Availability Schedule
          o    Choose day or days of the week you want to delete by checking the boxes by that day
          o    Select the Delete button
          o    Select the New button to add a new day of week or time. Follow the steps for “Creating a New
               Availability Schedule” as outlined above.

    •      Delete an Availability Schedule
          o     Select day(s) of the week you want to delete by checking the boxes by that day
          o     Select the Delete button

Classifications and Locations Tab
    •     Review classifications and locations you have chosen for possible assignments

Unavailability Dates Tab
    •      Create Unavailability Schedule
          o     Select the New button
          o     Enter Start and End Date Range (MM/DD/YYYY) or use the calendar icon
          o     Select the All Day check box or enter the time range in HH:MM am or pm format
          o     Select the Call for Future Assignments checkbox, if during the unavailable time period entered you
               would still like to receive calls for future assignments. Leave box unchecked if you do not want any calls
               during this time
          o     Select Save button
                                                                                                               35




     •    Delete Unavailability Schedule
         o     Place a checkmark in the desired date range box
         o     Select the Delete button

Available Jobs Link
Choose the Available Jobs link to view and accept assignments.

To view and accept jobs
   • You must be available to work all days and times of the job
   • You have specified that you will work at the location
   • You are specified for the job

Follow these steps
    • Select the date range for your search entering in the dates with forward slashes (MM/DD/YYYY) or
        using the calendar icon. Leaving dates blank will return all data
    • Press the Search button to display the list of jobs
    • Press the Details link to view the job details. Review the specifics and choose one of the following
       o     Select the Accept Job button. A job number will be assigned to you if the job has been
             successfully assigned to you. Please record this Job Number.
       o     Select the Decline Job button. Select a reason for decline from the drop-down list, then select the
             Decline Job button
       o     Select the Return to List button to return to the job listing

Review Assignments
Choose the Review Assignments link to review past, present and future assignments or to cancel an assignment

Follow these steps
    • Select format for Assignment display. List or Calendar view
    • Search for assignments
       o     Enter the date range with forward slashes (MM/DD/YYYY) for your search or use the calendar
             icon. Leaving dates blank will return all data
       o     Enter a specific job number (date range will not be used)
    • Press the Search button to display the list of assigned jobs
    • Choose the Job Number link to view job details
       o     Select the Return to List button to review other jobs assigned to you
       o     Select the Cancel Assignment button to cancel your assignment. Enter a reason for canceling from
             the pull-down list. Wait for the “Job was cancelled successfully” notification. You cannot cancel
             an assignment that has already started.
                        36

Appendix C: Locations
37
                                             38

Appendix D: Calendars District and Haskell
39
                                          40

Appendix E: School Start and Stop Times
                                                                                                          41

            SUBSTITUTE EMPLOYEE ACKNOWLEDGEMENTS

Name _____________________________________________________________
         LAST               FIRST                  MIDDLE INITIAL


Employee ID#____________________ Email address__________________________
As a substitute employee I understand that substitute employment is on an “as needed basis” and not a
permanent position. That there are no guarantees of days/hours and assignments can/will be cancelled at
any time. I further acknowledge that I have received, reviewed and will abide by the standards, policies,
and procedures defined/referenced in the following documents:

           •    Substitute Employee Handbook
 I understand the information in this handbook is subject to change. I understand that changes in district
policies may supersede, modify, or eliminate the information summarized in this handbook. As the
district provides updated policy information, I accept responsibility for reading and abiding by the
changes.
I understand that no modifications to contractual relationships or alterations of at-will relationships are
intended by this handbook.
I understand that I have an obligation to inform my supervisor or department head of any changes in
personal information, such as phone number, address, etc. I also accept responsibility for contacting my
supervisor or Department of Human Resources if I have questions or concerns or need further
explanation.
_______ Please initial to acknowledge understanding

I MUST have a job number before starting an assignment; working without a job number will be
considered volunteer work and I will not be compensated.
_______ Please initial to acknowledge understanding

My Access ID (and telephone number) will be placed in the SmartFindExpress substitute system and
will be accessible to all administrators/staff.
_______ Please initial to acknowledge understanding

I am required to:
       Submit a completed physical form with TB test results, and (if applicable) an official certified
       teaching/substitute teaching certificate within thirty (30) days of employment.
       Register/activate profile via telephone within five (5) days of board approval/orientation.
       And, as a Substitute Teacher/Paraprofessional; work a minimum of ten (10) days per semester to
       remain on active status.
       I further acknowledge that I will comply with the above listed requirements in a timely manner.
       That failure to due so will result in suspension from the substitute roster and forfeiture of any/all
       future scheduled assignments.
_______ Please initial to acknowledge understanding

Signature: ______________________________________                            Date: ___________________

								
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