ISD 833 Employee Orientation Handbook PDF

South Washington County Schools
2010 - 2011 Employee Orientation Handbook

The mission of South Washington County Schools is to empower all learners with the knowledge, skills and attitudes for success. www.sowashco.k12.mn.us
South Washington County Schools

District Service Center 7362 E. Point Douglas Road S. Cottage Grove, MN 55016 Phone: 651.458.6300
WELCOME TO SOUTH WASHINGTON COUNTY SCHOOLS
Congratulations on your decision to join South Washington County Schools. You are essential in helping us serve the needs of our growing and diverse student population.
The mission of South Washington County Schools is to empower all learners with the knowledge, skills and attitudes for success.
We can accomplish this mission together and empower each and every student to achieve his/her own individual potential. We hope that you will find your employment with us fulfilling as we support each other in our common goal. The purpose of this handbook is to provide you with valuable information that you will need throughout your employment with our District. You will find that the District website is an excellent resource, as well as your Human Resource, Benefit and Payroll Staff.
Serving all or parts of Cottage Grove, Newport, St. Paul Park, Woodbury, and Afton, Denmark and Grey Cloud Island Townships.
w w w . so w a sh c o . k 1 2 . m n . u s
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TABLE OF CONTENTS
DISTRICT INFORMATION ........................................................................................................................................ 4
DISTRICT SCHOOL BUILDING DIRECTORY ............................................................................................................... 4 DISTRICT MAP .............................................................................................................................................................. 5 DISTRICT SERVICE CENTER PHONE DIRECTORY ................................................................................................... 6 HUMAN RESOURCE/BENEFIT/PAYROLL CONTACTS ............................................................................................... 8 2010 SCHOOL BOARD MEMBERSHIP ........................................................................................................................10 SOUTH WASHINGTON COUNTY SCHOOLS STRATEGIC PLAN ..............................................................................11 2010-2011 K-12 SCHOOL CALENDAR ........................................................................................................................12 2010-2011 SCHOOL BUILDING HOURS......................................................................................................................13
EMPLOYEE INFORMATION...................................................................................................................................14
EMPLOYEE RESOURCE WEBSITES ..........................................................................................................................14 STAFF IDENTIFICATION BADGES ..............................................................................................................................15 EMPLOYEE ASSISTANCE PROGRAM ........................................................................................................................15 DISTRICT E-MAIL USAGE STANDARDS.....................................................................................................................16 E-MAIL ACCOUNT INFORMATON ...............................................................................................................................17 EMERGENCY CLOSINGS ............................................................................................................................................18 DISTRICT 833 BARGAINING UNIT REPRESENTATIVES ...........................................................................................20
SCHOOL BOARD POLICIES .................................................................................................................................21

404.1 STAFF IDENTIFICATION BADGES ....................................................................................................................22 407 413 418 419 423 429 501 EMPLOYEE RIGHT TO KNOWEXPOSURE TO HAZARDOUS SUBSTANCES ..............................................22 HARASSMENT AND VIOLENCE ........................................................................................................................24 DRUG FREE WORKPLACE / DRUG FREE SCHOOL ........................................................................................30 TOBACCO FREE ENVIRONMENT .....................................................................................................................30 EMPLOYEE-STUDENT RELATIONSHIP ............................................................................................................30 TECHNOLOGY ACCEPTABLE USE AND SAFETY POLICY .............................................................................30 SCHOOL WEAPONS POLICY ............................................................................................................................37
PAYROLL INFORMATION ......................................................................................................................................38

SALARY ELECTION PROCEDURE ..............................................................................................................................40 2010/2011 VOUCHER PAYROLL SCHEDULE .............................................................................................................41 PAYROLL VOUCHER & TIME-OFF REPORTING FORM ............................................................................................42 VIEWING/PRINTING YOUR PAYCHECK .....................................................................................................................44 REQUEST/REPORT TIME OFF ....................................................................................................................................47 SUB SYSTEM INFORMATION .....................................................................................................................................49 EMPLOYEE UNPAID LEAVES OF ABSENCE .............................................................................................................50 TAX INFORMATION .....................................................................................................................................................52 RETIREMENT ...............................................................................................................................................................53 TSA INFORMATION .....................................................................................................................................................54 FLEXIBLE SPENDING ..................................................................................................................................................55 WELLNESS AT WORK .................................................................................................................................................56 WORKERS COMPENSATION ......................................................................................................................................57
DISTRICT INFORMATION
DISTRICT SCHOOL BUILDING DIRECTORY

Alternative Learning Center
8400 E. Pt. Douglas Rd. S.
458-6660
Oltman Middle School
768-3500
Laura McKenzie: 458-6665
Cottage Grove, MN 55016-3324 Fax 458-6666 Michael Mahaffey, Principal
1020 Third Street Pat Shutes: 768-3501 St. Paul Park, MN 55071-1601 Fax 768-3555 Becky Schroeder, Principal
Armstrong Elementary
768-4100
Park High School

th
768-3700
8855 Inwood Ave. S. Martha Ross: 768-4101 Cottage Grove, MN 55016-3300 Fax 768-4111 Tom Berg, Principal
8040 - 80 Street S Judy Pekarek: 768-3702 Cottage Grove, MN 55061-2097 Fax 768-3705 Dr. Efe Agbamu, Principal
Bailey Elementary
768-4800
Pine Hill Elementary
768-3901
4125 Woodland Drive Nancy Lienhard: 768-4801 Woodbury, MN 551029 Fax 768-4849 Molly Roeske, Principal
9015 Hadley Ave. S. Jill Lynch: 768-3901 Cottage Grove, MN 55016-3801 Fax 768-3940 Kevin Samsel, Interim Principal
Cottage Grove Elementary

th
768-5800
Pullman Elementary
768-3600
7447 65 St. So. Judy Nicklay: 768-5801 Cottage Grove, MN 55016 Fax 768-5899 Carl Aegler, Principal
1260 Selby Ave Donna Cavalluzzi: 768-3601 St. Paul Park, MN 55071-1265 Fax 768-3666 Ed Ross, Principal
Cottage Grove Middle School
768-6800
Red Rock Elementary
768-5600
9775 Indian Blvd S. Mary Nast: 768-6804 Cottage Grove, MN 55016-3651 Fax 768-6828 Elise Block, Principal
3311 Commonwealth Ave Wendy Ness: 768-5601 Woodbury, MN 55125 Fax 768-5672 Andrew Caflisch, Principal
Crestview-Nuevas Fronteras
th
768-3800
Royal Oaks Elementary
768-4700
7830 80 Street S. Linda Johnson: 768-3860 Cottage Grove, MN 55016-2051 Fax 768-3888 Rich Romano, Principal
7335 Steepleview Road Colleen Young: 768-4701 Woodbury, MN 55125-1598 Fax 768-4777 Theresa Blume-Thole, Principal
East Ridge High School
768-2300
Woodbury Elementary
768-4600
4200 Pioneer Drive Maureen Kostka: 768-2301 Woodbury, MN 55129 Fax 768-2305 Aaron Harper, Principal
1251 School Drive Mary Anderson: 768-4650 Woodbury, MN 55125-2922 Fax 768-4646 Kristine Schaefer, Principal
Grey Cloud Elementary
768-4200
Woodbury High School
768-4400
9525 Indian Blvd. S. Linda Knorr: 768-4201 Cottage Grove, MN 55016-3603 Fax 768-4242 Laura Loshek, Principal
2665 Woodlane Drive Nancy Anderson: 768-4409 Woodbury, MN 55125-2922 Fax 768-4412 Linda Plante, Principal
Hillside Elementary
768-4000
Woodbury Middle School
768-4500
8177 Hillside Trail S. Pam Anacker: 768-4001 Cottage Grove, MN 55061-3270 Fax 768-4004 Erin Shadick, Principal
1425 School Drive Jeanne Luebker: 768-4501 Woodbury, MN 55125-2098 Fax 768-4567 Kari Lopez, Principal Valley Crossing Community School 702-5700 9900 Park Crossing Judy Carlson: 702-5772 Woodbury, MN 55125-5023 Fax 702-5770 Mary Anderson, Principal
Lake Middle School
768-6400
3133 Pioneer Dr. Becky Carlson: 768-6404 Woodbury, MN 55125-9664 Fax 768-6428 Todd Hochman, Principal
Liberty Ridge Elementary
768-5900
Transportation Department
8587 W. Point Douglas Drive Cottage Grove, MN 55016
768-5303
Fax 768-5313
11395 Eagle View Blvd. Cathy Bauer: 768-5901 Woodbury, MN 55129 Fax:768-5905 Michael Moore, Principal
Middleton Elementary
768-4900
9105 Lake Road DeDe Whipple: 768-4901 Woodbury, MN 55125-9699 Fax 768-4950 Julie Nielsen, Principal
District Program Center Community Ed, ECFE, Special Services 458-6600

8400 E. Point Douglas Rd. S. Cottage Grove, MN 55016-3324
Fax CE 458-6620 Fax SS 458-6689
Newport Elementary
th
768-4300
851 6 Ave Donna Romaniski: 768-4301 Newport, MN 55055-1264 Fax 768-4333 Aaron Krueger, Principal
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District Service Center - Administration 7362 E. Point Douglas Rd. S. 458-6300

Cottage Grove, MN 55016-3025
DISTRICT MAP
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DISTRICT SERVICE CENTER Phone Directory

7362 E. Point Douglas Road S. Cottage Grove, MN 55016-3025
Revised: January 2011
DISTRICT SERVICE CENTER PHONE DIRECTORY
RECEPTIONIST Leslie Tianen ......................................... 458-6300 ADMINISTRATION Superintendent MARK T. PORTER .............. 6201 Mary Amidon ................................................ 6201 Assist Superintendent DAVE BERNHARDSON .. 6208 Assist Superintendent KEITH RYSKOSKI .... 6203 Susie Oleson ................................................ 6345 Assist to the Supt/Operations MIKE VOGEL. 6276 COMMUNICATIONS / Window / Mirror BARBARA BROWN, Director ....................... 6209 Shirley Amland ............................................. 6210 Kay Pavel, Communications Specialist ......... 6306 Sharon Jerome, TV Producer ................ 768-3734 EQUITY & INTEGRATION JEFF ALDEN POPE, Director ....................... 6346 Lynn Deiman, Office Manager ...................... 6273 * Sarah Sirna, Multicultural Literacy Coord ...... 6259 Warren Taylor, Outreach Coord.................... 6316 Richard Webb, Professional Dev Coord ....... 6347 FACILITIES JOHN DOTH, Director .................................. 6289 Jim Bain, Safety and Energy Manager .......... 6294 Bob French, Maintenance Supv.................... 6308 Mick Greiner, Assist Director ........................ 6274 Linda Kokes, Office Coord ............................ 6309 * Fred Oltman, General Maintenance .............. 6296 Mechanical Maintenance Crew ..................... 6295 Roger Palodichuk, Grounds .......................... 6297 Lisa Stgeberg-DeLaittre, Acct Specialist ..... 6307 * FINANCE / PURCHASING AARON BUSHBERGER, Director ................ 6260 Jody Antoniou ............................................... 6277 Lori Dalluhn .................................................. 6269 Deja Grant .................................................... 6267 Julie Munger ................................................. 6268 Sue Pojanowski ............................................ 6275 Mary Spies ................................................... 6266 GIFTED & TALENTED NANCY VAGUE, Program Coordinator ........ 6212 Laura Vogel, Support Specialist .................... 6246
HUMAN RESOURCES / PAYROLL / BENEFITS DENISE GRIFFITH, Director ........................ 6255 Kim Bain, HR Specialist ............................... 6252 Jessica Berreth, HR Specialist ..................... 6237 Debra Farrington, Payroll Specialist ............. 6265 Sue Kean, Payroll Specialist ........................ 6225 Katie Kimlinger, Receptionist ........................ 6330 Theresa Lenarz, HR Specialist ..................... 6279 Sheila Lynch, Benefits Specialist .................. 6263 Karin Manning, HR Specialist ....................... 6278 Cathy Miller, HR Generalist .......................... 6254 Liz Miller, Benefits Specialist ........................ 6264 Carrie Reagan, Payroll Specialist ................. 6262 Lyn Rubel, Benefits Specialist ...................... 6264 Lynn Schmidt, Payroll Specialist................... 6304 Patti Troendle, HR Specialist ........................ 6249 Mary Ann Winters, HR Specialist.................. 6253 MEDIA SERVICES Diana Noto, Office Coord/AV Purchases/Webrary .. 6224 Dawn Tipcke, Webrary/Circulation/Textbooks ....... 6222 NUTRITION SERVICES BARB OSTHUS, Director ............................. 6281 Pat Brown .................................................... 6303 Assistant Director ......................................... 6282 Hanne Messerich ......................................... 6284 Dorie Pavel .................................................. 6283 Rose Rotter .................................................. 6280 * Trainers ........................................................ 6302 PRINT CENTER JEFF DARSOW, Supv/Operator................... 6286 Rochelle Busch, Day Operator ..................... 6285 Theresa Hollingsworth, Evening Operator .... 6285 STUDENT INFORMATION - Enrollment/Records TRISHA TURITTO, Manager ........................ 6235 Pat Bigham Campus Data Entry/W/D ........ 6317 Teresa Crawford - Campus .......................... 3000 Cheryl Moehrle - Enrollment ......................... 6328 Glenda Nordquist - Coding ........................... 6233 Bonnie Schmuck - Boundaries, Address Changes, Home School, Pre-K Database ....... 6236 Mary Schooley - Transfers, Open Enrollment ... 6230 * Diploma Verification/Transcripts ................... 6232 Carolyn Muhvich, Intern ............................... 6292
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DISTRICT SERVICE CENTER Phone Directory

7362 E. Point Douglas Road S. Cottage Grove, MN 55016-3025
Revised: January 2011
TEACHING & LEARNING SERVICES / REA RICK SPICUZZA, Assistant Superintendent/ Curriculum and Assessment ..................... 6290 Vicki Gardner, Office Coord .......................... 6242 * Elizabeth Catterall, RtI Specialist .................... 6248 Gretchen Chilkott, Assessment Specialist ..... 6247 Joe Clark, Data Services .............................. 6211 Gordy Denn, HS Curric /CCR Coord ...... 768-2323 Jim Glazer, Media, Technology, Relic ........... 6240 Michelle Grundner, RtI Specialist ................. 6215 Betty Johnston, Math Specialist .................... 6217 Cari Jo Kiffmeyer, Dir of Prof Develop .......... 6228 Wendy Niesl, Science Specialist ................... 6221 Charles Paulsen, Student Achievement Spec ... 6219 Tom Ross, Student Achievement Spec......... 6220 Kate Skappel, Student Achievement Spec ....... 6243 Eric Skow, Elem World Language.......... 768-3832 Donita Stepan, Literacy Specialist ................ 6305 Kelly Strand, Science Supplies ..................... 6251 Nancy Wiessner, Fine Arts Specialist ........... 6344 Jodi Witte, Grants Writer ............................... 6216 TECH SUPPORT CENTER .......................... 3000 TECHNOLOGY SERVICES AL LUNDQUIST .................................... 768-5385 Gary Blok ............................................... 768-5390 Jeff Dietsche .......................................... 768-5395 Clete Erickson ....................................... 768-5398 Ben Reichel ........................................... 768-5381 John Wallin ................................................... 3000 TRANSPORTATION ............................ 768-5303 GARY DECHAINE ................................. 768-5308 Gail Ivesdale .......................................... 768-5301 Bobbie Joson ......................................... 768-5309 Mike Miller ............................................. 768-5314 Lynn Nelson .......................................... 768-5302 Carrie Olson .......................................... 768-5321 Holly Schlicht ......................................... 768-5304 Cindy Shaver ......................................... 768-5305 Emily White ........................................... 768-5311 Bus Maintenance Shop .......................... 768-5315 WAREHOUSE BILL GOOD, Warehouse/Facility Systems Mgr . 6287 Al Domeier, Mail Driver ................................. 6288 Pete Miskowiec, Warehouse/Freight Driver .. 6288 Michelle Smith, Satellite Driver ..................... 6288 Richard Stephens, Custodian ....................... 6288
FAX NUMBERS Administration ........................................ 458-6318 Communications .................................... 458-6318 Curriculum and Assessment................... 458-6318 Equity & Integration ................................ 458-6318 Facilities ................................................. 458-6321 Finance/Purchasing................................ 458-6312 Human Resources ................................. 458-6258 Media Services....................................... 458-6318 Nutrition Services ................................... 458-6312 Payroll/Benefits ...................................... 458-6327 Student Information ................................ 458-6320 Transportation ........................................ 768-5313 ALC ........................................................ 458-6666 High School Diploma Center .................. 458-6390 Next Step Program ................................. 768-3788 Valley Crossing Community School ........ 702-5770 Armstrong .............................................. 768-4111 Bailey ..................................................... 768-4849 Cottage Grove Elem ............................... 768-5899 Crestview ............................................... 768-3888 Grey Cloud ............................................. 768-4242 Hillside ................................................... 768-4004 Liberty Ridge .......................................... 768-5905 Middleton ............................................... 768-4950 Newport Elem......................................... 768-4333 Nuevas Fronteras................................... 768-3888 Pine Hill .................................................. 768-3940 Pullman .................................................. 768-3666 Red Rock ............................................... 768-5672 Royal Oaks ............................................ 768-4777 Woodbury Elem...................................... 768-4646 Cottage Grove Middle ............................ 768-6828 Lake Middle ............................................ 768-6428 Oltman Middle ........................................ 768-3555 Woodbury Middle ................................... 768-4567 East Ridge High ..................................... 768-2305 Park High ............................................... 768-3705 Woodbury High ...................................... 768-4412
HUMAN RESOURCE/BENEFIT/PAYROLL CONTACTS

Monday through Friday from 7:30 am 4:00 pm Human Resource Specialists:
Kim Bain kbain@sowashco.k12.mn.us 7:30 am 4:00 pm 651.458.6252 Theresa Lenarz tlenarz@sowashco.k12.mn.us 8:00 am 12:00 pm 651.458.6279 Patti Troendle ptroendl@sowashco.k12.mn.us 7:30 am 4:00 pm 651.458.6249 Mary Ann Winters mwinters@sowashco.k12.mn.us 7:30 am 4:00 pm 651.458.6253 Karin Manning kmanning@sowashco.k12.mn.us 7:30 am 4:00 pm 651.458.6278 Jessica Berreth jberreth@sowashco.k12.mn.us 6:00 am 1:45 pm Mon/Wed 6:00 am 10:00 am Tues/Thurs 6:00 am - 9:00 am Fri 651.458.6237
Services Provided
New Hire Paperwork Orientations/ID Badges Job Postings Contract Interpretations Duty Calendars Personnel Action Forms (PAF) Employee Status Changes Name/Address/Phone Changes Seniority Lists Staffing Lane Changes Training & Staff Development Leave of Absences (11 days or more) Employment Verifications (verbal)
Benefit Specialists:
Sheila Lynch slynch2@sowashco.k12.mn.us 7:00 am 2:30 pm Mon-Thurs 7:00 am 1:00 pm Fri 651.458.6263 Lyn Rubel lrubel@sowashco.k12.mn.us 8:30 am 4:00 pm Tues-Fri 651.458.6264
Insurance (Health, Dental, Life & LTD) COBRA continuation coverage FMLA Leaves (family or medical) Severance Payments TSA (403B & 457) Plans TRA & PERA Retirement Plans Workers Compensation (injury reporting)
Prorating/Contract & Hourly Rate of Pay Hours Worked/Paid Employee (On-Line Payroll) Access Federal & State Tax W/H Vouchers Paid Absence Leave (PAL) Vacation Union Dues Child Support Deductions Wage Garnishments Direct Deposit Reissue/Stop Payments on Paychecks W2 Tax Forms Overpayments/Collections Employment Verifications (written) Retro Pay on Contract Settlements
Payroll Specialists:
Deb Farrington dfarring@sowashco.k12.mn.us 7:00 am 3:30 pm 651.458.6265 Sue Kean skean@sowashco.k12.mn.us 7:30 am 4:00 pm 651.458.6225 Carrie Reagan creagan@sowashco.k12.mn.us 6:30 am 3:00 pm 651.458.6262 Lynn Schmidt lschmid2@sowashco.k12.mn.us 7:00 am 3:30 pm 651.458.6304
Human Resource Generalist:

Cathy Miller cmiller8@sowashco.k12.mn.us 651.458.6254
Workers Compensation / Prevention, Return to Work & Training Job Descriptions Job Evaluation Process Employee Relations/Conflict Resolution Contract Interpretation Recruitment, Selection & Retention Performance Management, Coaching & Improvement Organizational Design Human Resource Issue Training Team Leadership
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Human Resource Director:

Denise Griffith dgriffith@sowashco.k12.mn.us 651.458.6255
HUMAN RESOURCE/BENEFIT/PAYROLL CONTACTS BY EMPLOYEE GROUP

Employee Group Human Resource Specialist Phone # Payroll Specialist Phone #
CAS Community Ed Misc. Community Ed Aquatics Custodians A-K Custodians L-Z DOSS Food Service A-K Food Service L-Z Independents (Tier 1) Independents (Tier 2,3) Independents (Tier 4) Mechanics Misc Employees (Non-certified) Office Professional subs Office Professionals PACE Paraprofessional subs Paraprofessionals (A-D) Paraprofessionals (E-K) Paraprofessionals (L-P) Paraprofessional (Q-Z) Principals KC Supervisors School Board members Students and OJT Transportation (A-L) Transportation (M-Z) Teacher Substitutes (A-F) Teacher Substitutes (G-L) Teacher Substitutes (M-R) Teacher Substitutes (S-Z) Teachers Elementary/ Special Ed/ECFE Teachers Secondary/ Special Ed/ALC/ABE/HSDC Teachers All (A-F) Teachers All (G-L) Teachers All (M-R) Teachers All (S-Z)
Employee Group
Patti Troendle Theresa Lenarz Theresa Lenarz Mary Ann Winters Mary Ann Winters Mary Ann Winters
458-6249 458-6279 458-6279 458-6253 458-6253 458-6253
Lynn Schmidt Sue Kean Lynn Schmidt Deb Farrington Lynn Schmidt Lynn Schmidt Deb Farrington Carrie Reagan Sue Kean Carrie Reagan Sue Kean Sue Kean Carrie Reagan Lynn Schmidt Deb Farrington Sue Kean Lynn Schmidt Deb Farrington Sue Kean Lynn Schmidt Carrie Reagan Sue Kean Carrie Reagan Lynn Schmidt Deb Farrington Sue Kean Carrie Reagan Deb Farrington
458-6304 458-6225 458-6304 458-6265 458-6304 458-6304 458-6265 458-6262 458-6225 458-6262 458-6225 458-6225 458-6262 458-6304 458-6265 458-6225 458-6304 458-6265 458-6225 458-6304 458-6262 458-6225 458-6262 458-6304 458-6265 458-6225 458-6262 458-6265 458-6304 458-6225 458-6262
Theresa Lenarz Jessica Berreth Mary Ann Winters Jessica Berreth Theresa Lenzarz Patti Troendle Jessica Berreth
458-6279 458-6237 458-6253 458-6237 458-6279 458-6249 458-6237
Patti Troendle
458-6249
Mary Ann Winters Patti Troendle Kim Bain Mary Ann Winters Jessica Berreth
458-6253 458-6249 458-6252 458-6253 458-6237
Jessica Berreth
458-6237
Lynn Schmidt Sue Kean Carrie Reagan
Kim Bain Karin Manning
458-6252 See Below 458-6278 Deb Farrington Lynn Schmidt Sue Kean Carrie Reagan
Phone #
See Above
458-6265 458-6304 458-6225 458-6262
Benefit Specialist
All Employees A-L All Employees M-Z
Lyn Rubel Sheila Lynch

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458-6264 458-6263
2010 SCHOOL BOARD MEMBERSHIP

Position Director Name/Address/E-Mail Marsha Adou 1326 Belmont Drive Woodbury, MN 55125 madou@sowashco.k12.mn.us Term Jan 2010 Dec 2013 Home Phone 651-738-6438
Chair
Leslee Boyd 11204 Stonemill Farms Curve Woodbury, MN 55129 lboyd@sowashco.k12.mn.us
Jan 2008 Dec 2011
651-436-3328
Vice-Chair
Tracy Brunette Jan 2010 Dec 2013 6610 Pine Crest Trail South Cottage Grove, MN 55016 tbrunnet@sowashco.k12.mn.us Jan 2008 Dec 2011
651-769-2210
Director
Jim Gelbmann 2653 Cornelia Trail Woodbury, MN 55125 jgelbmann@comcast.net
651-739-5575
Clerk
Laurie Johnson Jan 2010- Dec 2013 1915 Jewel Drive Woodbury, MN 55125 ljohnson1@sowashco.k12.mn.us Jan 2008 Dec 2011
651-738-0687
Treasurer
Ron Kath 9038 Jensen Avenue South Cottage Grove, MN 55016 rkath@sowashco.k12.mn.us
651-769-0291
Director
David Kemper Jan 2010 Dec 2013 3392 North View Lane Woodbury, MN 55125 dkemper@sowashco.k12.mn.us
651-702-4564
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Focus on the Future

SOUTH WASHINGTON COUNTY SCHOOLS STRATEGIC PLAN
What is Strategic Planning?
Strategic planning determines where an organization is going over the next year or more, how its going to get there and how it will know if it got there or not. The focus of the plan is on the entire organization. Benefits of planning include a clearly defined purpose of the organization and realistic goals that are consistent with its mission, assurance that the organization is making effective use of its resources and tracking measures to allow for review on progress.
What process was followed in South Washington County Schools?

In August of 2005, the School Board approved a Strategic Planning process that would be coordinated through district administration. In October of 2005, a planning team of 26 representatives from the community, including the School Board, came together to discuss the mission, beliefs and goals for the district. Beyond the goals, action plans outline the specific areas to be completed as we work toward achievement of the goals. Each year, an Annual Review of the Strategic Plan tracks the progress toward achievement of the goals, provides the opportunity to update the action steps and also further develop measures for each goal area to be further developed into the future. For 2010-11 the newly updated plan will continue to be shared throughout the district and community atlarge as the fifth year of implementation unfolds. Administrators across the district will continue to rely on the Strategic Plan as building, department and individual goals are set for the coming year.
District Goals
1.
2. 3. 4. 5. We will be in the top 10% of all MN school districts in MCA II test results and ranked #1 among districts of comparable size and demographics by 2010. We will cultivate and nurture a climate that is inclusive, integrated, respectful and safe for all people. We will provide quality facilities that meet the educational needs of our stable community. We will promote student, parent and community involvement throughout all levels of the school district. We will employ a highly qualified and diverse staff through recruitment, training and ongoing systematic evaluation. We will implement and maintain an effective communications plan to ensure awareness and understanding of the school district. We will identify and implement a long term financial strategy that demonstrates fiscal accountability and that is aligned with district goals.
6.
7.
Additional Questions?
Barb Brown, Director of Communications, is serving as the Internal Coordinator for Strategic Planning. She can be reached at 651-458-6209 or bbrown6@sowashco.k12.mn.us.
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2010-2011 K-12 SCHOOL CALENDAR

JULY (2010)
6/28 6/29 6/30
1 8 15 22 29
2 9 16 23 30
July 5-9th Energy Days July 5th 12-Mo Employee Holiday
JANUARY (2011) 3 4 5 6 10 17 24 31 FEBRUARY 1 2

Aug 10 Tentative Primary Election. No meetings from 6-8PM New Teacher Wkshp Days August 24 and 25 Tchr Workshop Day August 30 and 31
7 14 21 28
January 17th MLK Jr. Day Holiday K-12 12-Mo. Employee Holiday No School
5 12 19 26
6 13 20 27
7 14 21 28
11 18 25
12 19 26
13 20 27
AUGUST 2 3 9 16 23 30 10 17 24 31
4 11 18 25
5 12 19 26
6 13 20 27
3 10 17 24
4 11 18 25
ATPPS - Feb 18th No students February 21st President's Day Holiday K-12 No School
7 14 21 28
8 15 22
9 16 23
SEPTEMBER 1 6 13 20 27 7 14 21 28 8 15 22 29
2 9 16 23 30
3 10 17 24
Tchr Workshop Day - Sept 1st ATPPS - September 2nd Labor Day Holiday - Sept 6th 12-Mo. Employee Holiday
MARCH 1 7 14 21 8 15 22 29
2 9 16 23 30
3 10 17 24 31
4 11 18
Mar 10 - End of 2nd Tri - 59 days March 11 - K-12 Workshop Day No School Spring Break March 14-18
25
No School Mar 14-18 Energy Days
Sept 7 - First day of school
28
Sept 14 Tentative Primary Election No meetings from 6-8PM.
OCTOBER 1 4 11 18 25 5 12 19 26 6 13 20 27 7 14 21 28 8 15 22 29
Professional Convention Oct 21 and 22 No School
APRIL 1 4 11 18 25 5 12 19 26 6 13 20 27 7 14 21 28 8 15 22 29
Spring Holiday K-12 12-Mo. Employee Holiday No School
NOVEMBER 1 2 3 8 15 22 29 9 16 23 30 10 17 24
4 11 18 25
5 12 19
Nov 2nd - Regular Election No meetings from 6-8PM
MAY 2 3 9 16 10 17 24 31
4 11 18 25
5 12 19 26
6 13 20 27
Memorial Day Holiday K-12 May 30th 12-Mo. Employee Holiday No School
Thanksgiving Holidays K-12
26
November 25 and 26 12-Mo. Employee Holidays No School
23 30
DECEMBER 1 6 13 20 27 7 14 21 28 8 15 22 29
JUNE 2 9 16 23 30 3 10 17 24 31
Dec 23-31 Energy Days Winter Break K-12 Dec 23 -Dec 31st No School Dec 23, 24, 30, 31 12-Mo. Employee Holidays Dec 2 - End of 1st Tri - 59 days Dec 3 - K-12 Workshop Day, no students
1 6 13 20 27 7 14 21 28 8 15 22 29
2 9 16 23 30
3 10 17 24
June 8 - End of 3rd Tri - 56 days June 8 - last day of school June 9 - K-12 Workshop Day ATPPS - June 10th
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2010-2011 SCHOOL BUILDING HOURS

School Elementary
Armstrong Bailey Cottage Grove Crestview Neuvas Fronteras/at Crestview Grey Cloud Hillside Liberty Ridge Middleton Newport Pine Hill Pullman Red Rock Royal Oaks Woodbury Elementary 7:30 3:30 8:15 4:15 7:30 3:30 7:30 3:30 8:15 4:15 8:15 4:15 7:30 3:30 8:15 4:15 7:30 3:30 7:30 3:30 7:30 3:30 7:30 3:30 7:30 3:30 7:30 3:30 7:30 3:30 8:10 2:40 9:20 3:50 8:10 2:40 8:10 2:40 9:20 3:50 9:20 3:50 8:10 2:40 9:20 3:50 8:10 2:40 7:55 2:25 8:10 2:40 8:10 2:40 8:10 2:40 8:10 2:40 8:10 2:40
Teachers
Students
Kindergarten
AM Armstrong Bailey Cottage Grove Crestview Neuvas Fronteras/at Crestview Grey Cloud Hillside Liberty Ridge Middleton Newport Pine Hill Pullman Red Rock Royal Oaks Woodbury Elementary 8:10 10:55 9:20 12:05 8:10 10:55 8:10 10:55 ALL DAY 9:20 12:05 8:10 10:55 9:20 12:05 8:10 10:55 7:55 10:40 8:10 10:55 8:10 10:55 8:10 10:55 8:10 10:55 8:10 10:55 PM 11:55 2:40 1:05 3:50 11:55 2:40 11:55 2:40 9:20 3:50 1:05 3:50 11:55 2:40 1:05 3:50 11:55 2:40 11:40 2:25 11:55 2:40 11:55 2:40 11:55 2:40 11:55 2:40 11:55 2:40
Secondary
Oltman Middle Woodbury Middle Cottage Grove Middle Lake Middle East Ridge High Park High Woodbury High Alternative Learning Center 7:15 3:15 7:15 3:15 7:15 3:15 7:15 3:15 7:30 3:30 7:30 3:30 7:30 3:30 7:45 3:45
13
7:55 2:25 7:55 2:25 7:55 2:25 7:55 2:25 8:35 3:05 8:35 3:05 8:35 3:05 8:45 2:35
EMPLOYEE INFORMATION
EMPLOYEE RESOURCE WEBSITES
SOUTH WASHINGTON COUNTY DISTRICT WEBSITE www.sowashco.k12.mn.us

The District external website offers employees remote access to their district e-mail, ERMA accounts and many other options to gather resource information. Through the various links you can access individual school and department sites along with specific staff information.
SHAREPOINT WEBSITE
SharePoint is the internal web site that serves as a resource for a variety of information for employees of the district. Anytime you log into a computer within the District your building SharePoint site will open on your screen. By clicking on the All Staff link at the top toolbar you can access key resources for individual district departments, schools and staff information. Also located on SharePoint is a link to 3000 which is the on-line technology support center for computers, printers and telephone problems within the District.
WHAT TYPE OF INFORMATION WILL I FIND ON THE HUMAN RESOURCES WEBSITE?

Bargaining Unit Contracts Job Descriptions Performance Evaluation Form Payroll/Benefit Forms and Helpsheets Duty Calendars Personnel Action Form Link ERMA Account Access Employee Change Form Address/Name/Telephone Changes Smartfind Express Link (Sub-Calling System) Worksite Wellness Information
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STAFF IDENTIFICATION BADGES

ID Badges are required for all permanent employees and must be worn at all times while working at the District. Your first ID badge picture will be taken and issued through the Human Resources Department at the District Service Center. Thereafter, badges are issued each calendar year and pictures are taken in the buildings at the same time as the student pictures. If you lose your badge it will cost $5.00 for a replacement. Please contact the Human Resources Department for any questions concerning badges.
EMPLOYEE ASSISTANCE PROGRAM

Horizon Health EAP Services Available to All Employees January 1, 2011
We all experience times when we need a little help with lifes challenges. Your employer understands this and is providing the HorizonCare employee assistance program (EAP) to offer support, guidance and resources to help you and your family resolve personal issues. What can the HorizonCare programs do for me? A masters level Member Advocate from Horizon Health EAP Services will confidentially consult with you over the telephone and help you find solutions and resources to meet lifes challenges. The Member Advocate will provide you with consultation, resources, an action plan and information to help you address your issue. You may also receive referrals to support groups, community resources, a Horizon network counselor or your health plan. HorizonCare services can help with the following issues, among others: Child and elder care Alcohol and drug abuse Life improvement Difficulties in relationships Stress and anxiety with work or family Depression Personal achievement Emotional well-being Financial and legal concerns Grief and loss
Is it confidential? Your calls and all counseling services are completely confidential. Information will be released only with your permission or as required by law. When is it available? Telephone consultation and online access to EAP services are always available. Simply call the toll-free number or logon to www.horizoneap.com. In emergency situations, you may call the toll-free number to speak with a licensed staff counselor who can also connect you to emergency services. Your program also includes up to three face-to-face assessment and counseling sessions. We will work with you to schedule appointments according to your needs. HorizOnline
TM
1. Enter this address in your Web browser: www.horizoneap.com 2. Enter standard as the login ID (in all lowercase letters) when prompted. 3. Enter eap4u as the password (in all lowercase letters) when prompted. Note: It is a violation of your companys contract to share this information with individuals who are not eligible for this service. HorizonCareTM for policyholders of Standard Insurance Company Call this toll-free number for access to HorizonCareTM services: 888.293.6948 TDD 866.846.5949 Available 24 hours a day, 365 days a year. What can WorkLife services do for me? WorkLife services can save you countless hours by researching and providing referrals for important issues such as: Child and elder care Adoption Daily living Education Pet care Travel A broad range of educational materials and guide books on dependent care topics is also available. How much does it cost? The HorizonCare program is paid for by your employer. If you accept a referral to services that are not a part of your HorizonCare program, you may be responsible for the costs associated with those services.
15
DISTRICT E-MAIL USAGE STANDARDS

1. Know the rules for using e-mail.
The districts Technology Acceptable Use and Safety Policy (429) is included in this booklet. All employees are responsible for understanding their responsibilities as outlined in the policy.
2. Treat e-mail as though it were a traditional printed document.

Public education is subject to statutes that provide for all documents/correspondence to be considered public information and can be requested at any time by any individual - except data privacy laws. When sending an email message, especially a message sent to a recipient outside of the district, ask yourself whether the content of that message would also be appropriate for a printed document.
3. Avoid humor in work-related e-mail.

Humor has its place, but in an email humor can cause any number of problems. If the recipient is in any way offended by the content of an email or its attachments, it may be considered workplace related harassment. As the sender, you will take responsibility for any issue individuals have with the message.
4. Make sure that e-mail will not embarrass you or the district.
Before you send out or forward any email message, ask yourself whether the contents of that message will come back to hurt you. Rumors, gossip and other issues not directly related to the districts business should be kept out of an email. Think twice about sending this unless you want everyone to be able to see it.
5. Keep personal e-mail to a minimum.

The districts acceptable use policy reminds employees that district technology resources are a privilege, not a right. District resources are to be used for district purposes.
6. Remember that the district can monitor your use of e-mail.

Anytime the district hears reports of technology policy abuse, an investigation can and does occur.
7. Minimize the size and number of e-mail attachments.

The district is a large organization and, as such, has many email accounts consuming space. The more attachments and the larger the attachments, the more issues may be experienced with recipients not being able to receive the message, space being consumed on servers, etc. Consider converting documents to smaller files (PDFs for example), posting the documents to a shared file, SharePoint or the districts web site to alleviate space if many are to view the document.
8. Take extra care when you discuss sensitive information in an e-mail.

We are in the student business. It is important to adhere to data privacy laws. Never use full student names in an email and never attach documents that relate directly to a student. You should also not use email to discuss confidential information.
9. Document and report illegal, suspicious or unusual activity to your supervisor or to a district administrator. 10. Exercise your common sense whenever you use e-mail.
Because the way that any individual or the district uses the internet is constantly evolving, there will very likely be situations that have not been addressed by the district. When in doubt or if the situation is ambiguous, review the districts current policy and apply your common sense to the situation.
16
E-MAIL ACCOUNT INFORMATON

WHEN WILL I GET MY NEW E-MAIL ACCOUNT?
The building office coordinator submits an e-mail account request for any new hires to their building Once an employee ID is assigned by HR, a new account is created and the login information is sent to the building office coordinator. New hires will get their new login and password from the building office coordinator once the process is complete.
New Teachers/Licensed staff hired during the summer will get their login information during New Teacher Workshop. If they do not attend this, the office coordinators will be sent the information after the New Teacher Workshop.
IMPORTANT INFORMATION ABOUT E-MAIL ACCOUNTS:

As of July 1, 2008, all new e-mail accounts are created using full legal names. An e-mail name is created using first initial and last name up to a maximum number of characters. In the case of duplicates (i.e. jdoe) a number will be added to the end (i.e.jdoe1, jdoe2, etc.). E-mail accounts remain active as long as the employee remains active. If an employee takes a leave of absence for a year or more, the account will be disabled. Daily subs do not have district email accounts. If a sub becomes a long-term sub they will be given an email account. Once the assignment is complete, the email portion of the account will be disabled. E-mail account will be disabled within 30 days of retirement.
DISTRICT E-MAIL SIGNATURE STANDARD

The Strategic Plan goal on communications calls for some additional branding of the school district. Branding involves a number of things that include logos, color schemes, common styles, etc. Another purpose of branding is also to help external audiences understand who or what or where an organization or business is. As called for in the strategic plan, we will be moving toward a consistent District 833 Email Signature. The instructions to accomplish this are located on SharePoint at: http://carbon.go.swcs/sites/AllStaff/All%20Staff/Forms/AllItems.aspx As much as possible, staff signatures should be included in all sent or replied to messages. Please help to share who you are, what you do for the district and do so through the consistent look that is shown here. The goal is to have all emails in the district with consistent contact information no signatures should include roles or positions not affiliated with District 833 Schools. Your Name Title South Washington County Schools Building(s) Phone: 651-xxx-xxxx Fax: 651-xxx-xxxx www.sowashco.k12.mn.us ISD833: An east metro school district serving all or parts of the communities of Cottage Grove, Newport, St. Paul Park and Woodbury and Afton, Denmark and Grey Cloud Island Townships, Minnesota
17
EMERGENCY CLOSINGS
Listed below is the impact on employee groups as described in their master agreements as the result of emergency cancellation of school: GROUP TEACHERS IMPACT Teachers shall perform duties on that day or another day (in lieu of) as the School District may determine. If a school closing is in excess of 5 duty days, the School District shall meet and confer with the Union. If a teacher has previously arranged a paid absence leave day and there is a cancellation of school that day, the teacher will not have a paid absence leave day deducted provided other staff are not asked to report. The contract is silent. The impact is similar to teachers. In the event a school or schools are closed by the Superintendent prior to the start of the scheduled work day, employees will be expected to report to work. Employees who are unable to report to work at the scheduled starting time shall have the responsibility to notify their supervisors of their inability to report for work. Employees unable to report to work or who report late may choose one of the following three options; 1) employee may use available vacation time, personal business leave, compensatory time, or floating holiday, 2) employee may take the time without pay 3) employee shall be allowed to make up any lost time, make up time must be scheduled with the school principal or supervisor. Employees must notify the building principal or supervisor of their selected option within five working days of the date on which school was closed. In the event a school or schools are closed by the Superintendent during the scheduled work day, employees will be expected to complete the scheduled work day. Employees who must leave work early will be paid for the hours worked and may choose one of the following three options for the balance of the day; 1) employee may use available vacation time, personal business leave, compensatory time, or floating holiday, 2) employee may take the time without pay, 3) employee shall be allowed to make up any lost time, make up time must be scheduled with the school principal or supervisor. Employees must notify the building principal or supervisor of their selected option within five working days of the date on which school was closed, except in the event the Superintendent orders cessation of work due to a power outage, extreme weather conditions, or other conditions specified by the Superintendent. MAINTENANCE In the event that a school is closed for any emergency maintenance employees are to report to work at their regularly scheduled shift time unless notified otherwise. and If employees are not required to perform work as determined by the Director, the employees' wages shall be reduced accordingly, or the employee may use a vacation or personal business day.
Emergency Closings Updated 07/2010
PRINCIPALS OFFICE AND PROFESSIONAL EMPLOYEES (OPEIU)
18
EMERGENCY CLOSINGS
Listed below is the impact on employee groups as described in their master agreements as the result of emergency cancellation of school: GROUP DISTRICT OFFICE SUPPORT SPECIALISTS (DOSS) IMPACT Employees are expected to report to work as soon as possible. Employees unable to report to work at the scheduled starting time shall notify their supervisor and may apply to use available unused vacation time or personal leave for this purpose. If a driver is not notified of an emergency school closing and reports for a scheduled run, the driver shall be paid for two hours. If the schools are closed prior to the start of the scheduled workday by the Superintendent for any emergency, which does not require food service employees, the employees do not report to work and their compensation shall be reduced accordingly. However, employees who are not notified of a school closing, prior to reporting for work, shall be paid for the hours they work. If the Superintendent orders cessation of work the employees shall be paid for their full shift. If school is closed for any reason, employees may choose one of three options; 1) employee may use available personal business leave, or accrued compensatory time, 2) employee may take the time without pay, 3) employee shall be allowed to make up any lost time. Make up time must be scheduled with the building principal or supervisor. Employees who are paid on a voucher basis and who select to make up the lost time will be paid at the time the make up work is performed. Employees must notify the building principal or supervisor of their selected option within five working days of the date on which school was closed. Mechanics are expected to report to work. If a Mechanic is unable to report to work or does not work a full shift on such a day due to inclement weather, the Mechanic may use accrued and unused vacation leave or personal day during such absence. In the event a school or schools are closed by the Superintendent prior to the start of the scheduled work day, employees will be expected to report to work as soon as possible. Employees who are unable to report to work at the scheduled starting time shall have the responsibility to notify their immediate supervisor and may apply to use available unused vacation time or personal leave for this purpose. An employee may use their personal business day in the event of a school closing due to snow or district emergencies. Letters of Assignment are silent. Employees are expected to report to work as soon as possible. Employees unable to report to work or who will be late shall notify their supervisor and may apply to use unused vacation time or personal leave. Employees are expected to report to work as soon as possible. Employees unable to report to work at the scheduled starting time shall notify their supervisor and may apply to use available unused compensatory time or personal leave.
Emergency Closings Updated 07/2010
BUS DRIVERS NUTRITION SERVICES
PARAPROFESSIONALS
MECHANICS
CENTRAL ADMINISTRATION SUPERVISORS (CAS)
KIDS CLUB SUPERVISORS INDEPENDENTS
PROFESSIONAL ASSOCIATION OF CONFIDENTIAL EMPLOYEES (PACE)
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DISTRICT 833 BARGAINING UNIT REPRESENTATIVES
Bargaining Unit
BUS DRIVERS
A.O.S.B.D.
Union Business Rep

None
District Rep
Vince Langevin Gerald Scherbel Emily White
CENTRAL ADMINISTRATION SUPERVISORS

CAS
None
DISTRICT OFFICE SUPPORT SPECIALIST

DOSS
None Jannell Benson 2417 Larpenteur Ave W. St. Paul, MN 55113 jbenson@iuoe70.org Jannell Benson 2417 Larpenteur Ave W. St. Paul, MN 55113 jbenson@iuoe70.org Jannell Benson 2417 Larpenteur Ave W. St. Paul, MN 55113 jbenson@iuoe70.org Nancy Goldman 312 Central Ave., Room 444 Minneapolis, MN 55414-1089 ngoldman@here17.0rg Beth Branca 2277 Highway 36 Suite 150 Roseville, MN 55113 beth.branca@opeiu12.org None Jannell Benson 2417 Larpenteur Ave W. St. Paul, MN 55113 jbenson@iuoe70.org None Tony Vega Education Minnesota 41 Sherburne Avenue St. Paul, MN 55103 Tony.vega@educationminnesota.org
Teresa Crawford
KIDS CLUB SUPERVISORS

I.U.O.E. LOCAL 70
Heidi Wright Jennifer Herlick
MAINTENANCE
I.U.O.E. LOCAL 70
Mike Nichols John OBrien Jason Winterle
MECHANICS
I.U.O.E. LOCAL 70
None
NUTRITION SERVICES
H.E.R.E.U. LOCAL 17
Lisa DuBois Mary Panek Diane VanDerHorst
OFFICE PROFESSIONALS
O.P.I.E.U. LOCAL 12
Pat Shutes Linda Daly Linda Johnson Susan Lucas Sue Kean Patti Troendle Helene Rehm Marge Meconis Todd Hochman
PROFESSIONAL ASSOCIATION OF CONFIDENTIAL EMPLOYEES PACE
PARAPROFESSIONALS
I.U.O.E. LOCAL 70
PRINCIPALS TEACHERS
U.T.S.W.C. LOCAL 1125
Patti Diamond Diana McHenry Tom McCarthy
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SOUTH WASHINGTON COUNTY SCHOOLS

SCHOOL BOARD POLICIES
All School Board Policies are available on the District website at www.sowashco.k12.mn.us. Go to School Board and then District Policy
21
South Washington County Schools Cottage Grove, MN 55016
404.1 STAFF IDENTIFICATION BADGES

I. PURPOSE
The purpose of this policy is to promote and enhance the safety and security of students and staff. II. GENERAL STATEMENT OF POLICY
All employees must wear staff identification badges. These badges will be worn so that they are clearly visible on their person while on duty in any district building. The identification badges will be provided by the district for the purpose of promoting and enhancing the safety and security of students and staff. All volunteer and visitors must check in with the greeter desk or main office of the building and are required to wear a pass at all times when in the building.
407 EMPLOYEE RIGHT TO KNOWEXPOSURE TO HAZARDOUS SUBSTANCES

I. PURPOSE The purpose of this policy is to provide school district employees a place of employment and conditions of employment free from recognized hazards that are likely to cause death or serious injury or harm. (Minn. Stat. 182.653, Subd. 2) II. GENERAL STATEMENT OF POLICY It is the policy of this school district to provide information and training to employees who may be routinely exposed to a hazardous substance, harmful physical agent or infectious agent. III. DEFINITIONS A. B. Commissioner means the Commissioner of Labor and Industry. Routinely exposed means that there is a reasonable potential for exposure during the normal course of assigned work or when an employee is assigned to work in an area where a hazardous substance has been spilled. Hazardous substance means a chemical or substance, or mixture of chemicals and substances, which: 1. 2. is regulated by the Federal Occupational Safety and Health Administration under the Code of Federal Regulations, title 29, part 1910, subpart Z; or is either toxic or highly toxic; an irritant; corrosive; a strong oxidizer; a strong sensitizer; combustible; either flammable or extremely flammable; dangerously reactive; pyrophoric; pressure-generating; compressed gas; carcinogen; teratogen; mutagen; reproductive toxic agent; or that otherwise,
22
C.
according to generally accepted documented medical or scientific evidence, may cause substantial acute or chronic personal injury or illness during or as a direct result of any customary or reasonably foreseeable accidental or intentional exposure to the chemical or substance; or 3. is determined by the commissioner as a part of the standard for the chemical or substance or mixture of chemicals and substances to present a significant risk to worker health and safety or imminent danger of death or serious physical harm to an employee as a result of foreseeable use, handling, accidental spill, exposure, or contamination.
D.
Harmful physical agent means a physical agent determined by the commissioner as a part of the standard for that agent to present a significant risk to worker health or safety or imminent danger of death or serious physical harm to an employee. This definition includes but is not limited to radiation, whether ionizing or nonionizing. Infectious agent means a communicable bacterium, rickettsia, parasites, virus, or fungus determined by the commissioner by rule, with approval of the commissioner of health, which according to documented medical or scientific evidence causes substantial acute or chronic illness or permanent disability as a foreseeable and direct result of any routine exposure to the infectious agent. Infectious agent does not include an agent in or on the body of a patient before diagnosis. Blood borne pathogens means pathogenic microorganisms that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, hepatitis B virus (HBV) and human immunodeficiency virus (HIV).
E.
F.
IV.
TARGET JOB CATEGORIES Training will be provided to all full and part-time employees who are routinely exposed to a hazardous substance, harmful physical agent or infectious substance as set forth above.
V.
TRAINING SCHEDULE Training will be provided to employees before beginning a job assignment as follows: A. Any newly-hired employee assigned to a work area where he or she is determined to be routinely exposed under the guidelines above. Any employee reassigned to a work area where he or she is determined to be routinely exposed under the above guidelines.
B.
(Minn. Stat. 182.673)
Legal References:
Minn. Stat. Ch. 182 (Occupational Safety and Health) Minn. Rules Ch. 5205 (Safety and Health Standards) Minn. Rules Ch. 5206 (Employee Right to Know Standards)
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413 HARASSMENT AND VIOLENCE

I. PURPOSE The purpose of this policy is to maintain a learning and working environment that is free from religious, racial or sexual harassment and violence. The school district prohibits any form of religious, racial or sexual harassment and violence. II. GENERAL STATEMENT OF POLICY
A.
It shall be a violation of this policy for any pupil, teacher, administrator or other school personnel of the school district to harass a pupil, teacher, administrator or other school personnel through conduct or communication of a sexual nature or regarding religion and race as defined by this policy. (For purposes of this policy, school personnel includes School Board members, school employees, agents, volunteers, contractors or persons subject to the supervision and control of the district.) It shall be a violation of this policy for any pupil, teacher, administrator or other school personnel of the school district to inflict, threaten to inflict, or attempt to inflict religious, racial or sexual violence upon any pupil, teacher, administrator or other school personnel. The school district will act to investigate all complaints, either formal or informal, verbal or written, of religious, racial or sexual harassment or violence, and to discipline or take appropriate action against any pupil, teacher, administrator or other school personnel who is found to have violated this policy.
B.
C.
III.
RELIGIOUS, RACIAL AND SEXUAL HARASSMENT AND VIOLENCE DEFINED
A.
Sexual Harassment; Definition
1.
Sexual harassment consists of unwelcome sexual advances, requests for sexual favors, sexually motivated physical conduct or other verbal or physical conduct or communication of a sexual nature when: a. submission to that conduct or communication is made a term or condition, either explicitly or implicitly, of obtaining or retaining employment, or of obtaining an education; or submission to or rejection of that conduct or communication by an individual is used as a factor in decisions affecting that individuals employment or education; or that conduct or communication has the purpose or effect of substantially or unreasonably interfering with an individuals employment or education, or creating an intimidating, hostile or offensive employment or educational environment.
24
b.
c.
2.
Sexual harassment may include but is not limited to: a. b. c. unwelcome verbal harassment or abuse; unwelcome pressure for sexual activity; unwelcome, sexually motivated or inappropriate patting, pinching or physical contact, other than necessary restraint of pupil(s) by teachers, administrators or other school personnel to avoid physical harm to persons or property; unwelcome sexual behavior or words, including demands for sexual favors, accompanied by implied or overt threats concerning an individuals employment or educational status; unwelcome sexual behavior or words, including demands for sexual favors, accompanied by implied or overt promises of preferential treatments with regard to an individuals employment or educational status; or unwelcome behavior or words directed at an individual because of gender.
d.
e.
f. B.
Racial Harassment; Definition Racial harassment consists of physical or verbal conduct relating to an individuals race when the conduct: 1. has the purpose or effect of creating an intimidating, hostile or offensive working or academic environment; has the purpose or effect of substantially or unreasonably interfering with an individuals work or academic performance; or otherwise adversely affects an individuals employment or academic opportunities.
2. 3.
C.
Religious Harassment; Definition Religious harassment consists of physical or verbal conduct which is related to an individuals religion when the conduct: 1. 2. has the purpose or effect of creating an intimidating, hostile or offensive working or academic environment; has the purpose or effect of substantially or unreasonably interfering with an individuals work or academic performance; or otherwise adversely affects an individuals employment or academic opportunities.
25
3.
D. 1.
Sexual Violence; Definition
Sexual violence is a physical act of aggression or force or the threat thereof which involves the touching of anothers intimate parts, or forcing a person to touch any persons intimate parts. Intimate parts, as defined in Minn. Stat. 609.341, includes the primary genital area, groin, inner thigh, buttocks or breast, as well as the clothing covering these areas. Sexual violence may include, but is not limited to: a. touching, patting, grabbing, or pinching another persons intimate parts, whether that person is of the same sex or the opposite sex; coercing, forcing or attempting to coerce or force the touching of anyones intimate parts; coercing, forcing or attempting to coerce or force sexual intercourse or a sexual act on another; or threatening to force or coerce sexual acts, including the touching of intimate parts or intercourse, on another.
2.
b. c.
d.
E.
Racial Violence; Definition Racial violence is a physical act of aggression or assault upon another because of, or in a manner reasonably related to, race.
F.
Religious Violence; Definition Religious violence is a physical act of aggression or assault upon another because of, or in a manner reasonably related to, religion.
G.
Assault; Definition Assault is: 1. 2. 3. an act done with intent to cause fear in another of immediate bodily harm or death; the intentional infliction of or attempt to inflict bodily harm upon another; or the threat to do bodily harm to another with present ability to carry out the threat.
IV.
REPORTING PROCEDURES A Any person who believes he or she has been the victim of religious, racial or sexual harassment or violence by a pupil, teacher, administrator or other school personnel of the school district, or any person with knowledge or belief of conduct which may constitute religious, racial or sexual harassment or violence toward a pupil, teacher,
26
administrator or other school personnel should report the alleged acts immediately to an appropriate school district official designated by this policy. The school district encourages the reporting party or complainant to use the report form available from the principal of each building or available from the school district office, but oral reports shall be considered complaints as well. Nothing in this policy shall prevent any person from reporting harassment or violence directly to a school district human rights officer or to the Superintendent/designee. B. In Each School Building. The building principal is the person responsible for receiving oral or written reports of religious, racial or sexual harassment or violence at the building level. Any adult school district personnel who receives a report of religious, racial or sexual harassment or violence shall inform the building principal immediately. Upon receipt of a report, the principal must notify the school district human rights officer immediately, without screening or investigating the report. The principal may request, but may not insist upon a written complaint. A written statement of the facts alleged will be forwarded as soon as practicable by the principal to the human rights officer. If the report was given verbally, the principal shall personally reduce it to written form within 24 hours and forward it to the human rights officer. Failure to forward any harassment or violence report or complaint as provided herein will result in disciplinary action against the principal. If the complaint involves the building principal, the complaint shall be made or filed directly with the Superintendent/designee or the school district human rights officer by the reporting party or complainant. In the District. The School Board hereby designates the Superintendent/designee as the school district human rights officer(s) to receive reports or complaints of religious, racial or sexual harassment or violence. If the complaint involves a human rights officer, the complaint shall be filed directly with the Superintendent/designee. The school district shall conspicuously post the name of the human rights officer(s), including mailing addresses and telephone numbers. Submission of a good faith complaint or report of religious, racial or sexual harassment or violence will not affect the complainant or reporters future employment, grades or work assignments. Use of formal reporting forms is not mandatory. The school district will respect the privacy of the complainant, the individual(s) against whom the complaint is filed, and the witnesses as much as possible, consistent with the school districts legal obligations to investigate, to take appropriate action, and to conform with any discovery or disclosure obligations.
C.
D.
E. F.
G. H.
V.
INVESTIGATION A. By authority of the school district, the human rights officer, upon receipt of a report or complaint alleging religious, racial or sexual harassment or violence, shall immediately undertake or authorize an investigation. The investigation may be
27

conducted by school district officials or by a third party designated by the school district.
B.
The investigation may consist of personal interviews with the complainant, the individual(s) against whom the complaint is filed, and others who may have knowledge of the alleged incident(s) or circumstances giving rise to the complaint. The investigation may also consist of any other methods and documents deemed pertinent by the investigator. In determining whether alleged conduct constitutes a violation of this policy, the school district should consider, but is not limited to, the surrounding circumstances, the nature of the behavior, past incidents or past or continuing patterns of behavior, the relationships between the parties involved and the context in which the alleged incidents occurred. Whether a particular action or incident constitutes a violation of this policy requires a determination based on all the facts and surrounding circumstances. In addition, the school district may take immediate steps, at its discretion, to protect the complainant, pupils, teachers, administrators or other school personnel pending completion of an investigation of alleged religious, racial or sexual harassment or violence. The investigation will be completed as soon as practicable. The school district human rights officer shall make a written report to the Superintendent/designee upon completion of the investigation. If the complaint involves the Superintendent/designee, the report may be filed directly with the School Board. The report shall include a determination of whether the allegations have been substantiated as factual and whether they appear to be violations of this policy.
C.
D.
E.
VI.
SCHOOL DISTRICT ACTION A. Upon receipt of a report, the school district will take appropriate action. Such action may include, but is not limited to, warning, suspension, exclusion, expulsion, transfer, remediation, termination or discharge. School district action taken for violation of this policy will be consistent with requirements of applicable collective bargaining agreements, Minnesota and federal law and school district policies. The result of the school districts investigation of each complaint filed under these procedures will be reported in writing to the complainant by the school district in accordance with state and federal law regarding data or records privacy.
B.
VII.
REPRISAL The school district will discipline or take appropriate action against any pupil, teacher, administrator or other school personnel who retaliates against any person who makes a good faith report of alleged religious, racial or sexual harassment or violence or any person who testifies, assists or participates in an investigation, or who testifies, assists or participates in a proceeding or hearing relating to such harassment or violence. Retaliation includes, but is not limited to, any form of intimidation, reprisal or harassment.
28
VIII.
RIGHT TO ALTERNATIVE COMPLAINT PROCEDURES These procedures do not deny the right of any individual to pursue other avenues of recourse which may include filing charges with the Minnesota Department of Human Rights, initiating civil action or seeking redress under state criminal statutes and/or federal law.
IX.
HARASSMENT OR VIOLENCE AS ABUSE A. Under certain circumstances, alleged harassment or violence may also be possible abuse under Minnesota law. If so, the duties of mandatory reporting under Minn. Stat. 626.556 may be applicable. Nothing in this policy will prohibit the school district from taking immediate action to protect victims of alleged harassment, violence or abuse.
B.
X.
DISSEMINATION OF POLICY AND TRAINING A. This policy shall be conspicuously posted throughout each school building in areas accessible to pupils, staff members and the public. This policy shall be given to each school district employee and independent contractor at the time of entering into the persons employment contract. This policy shall appear in the student handbook. The school district will develop a method of discussing this policy with students and employees. The school district may implement violence prevention and character development education programs to prevent and reduce policy violations. Such programs may offer instruction on character education including, but not limited to, character qualities such as attentiveness, truthfulness, respect for authority, diligence, gratefulness, self-discipline, patience, forgiveness, respect for others, peacemaking, and resourcefulness. This policy shall be reviewed at least annually for compliance with state and federal law.
B.
C. D.
E.
F.
Legal References:
Minn. Stat. 121A.03, Subd. 2 (Sexual, Religious and Racial Harassment and Violence Policy) Minn. Stat. Ch. 363A (Minnesota Human Rights Act) Minn. Stat. 626.556 et seq. (Reporting of Maltreatment of Minors) 42 U.S.C. 2000e et seq. (Title VII of the Civil Rights Act)
29
418 DRUG FREE WORKPLACE / DRUG FREE SCHOOL

I. PURPOSE The purpose of this policy is to maintain a safe and healthful environment for employees and students by prohibiting the use of alcohol, toxic substances and controlled substances without a physicians prescription. Please refer to School Board 418 Drug Free Workplace / Drug Free School Policy for more information. All School Board policies are located on the District website at www.sowashco.k12.mn.us. Go to School Board and then District Policy.
419 TOBACCO FREE ENVIRONMENT

I. PURPOSE The purpose of this policy is to maintain a learning and working environment that is tobacco free. Please refer to School Board 419 Tobacco Free Environment School Policy for more information. All School Board policies are located on the District website at www.sowashco.k12.mn.us. Go to School Board and then District Policy.
423 EMPLOYEE-STUDENT RELATIONSHIP

I. PURPOSE The school district is committed to an educational environment in which all students are treated with respect and dignity. Every school district employee is to provide students with appropriate guidance, understanding and direction, while maintaining a standard of professionalism, and acting within accepted standards of conduct. Please refer to School Board 423 Employee-Student Relationship Policy for more information. All School Board policies are located on the District website at www.sowashco.k12.mn.us. Go to School Board and then District Policy.
429 TECHNOLOGY ACCEPTABLE USE AND SAFETY POLICY

BELIEF STATEMENT It is the belief of South Washington County Schools that students, staff, and community members should have access to district communication systems, networks, and an array of
30
emerging technology resources to enhance the educational process of teaching, learning and the delivery of curriculum. Each user is responsible for his/her use of technology, whether personal or district provided. It is a joint responsibility of district personnel and all users to become educated about the responsibilities and expectations of using technology.
I.
PURPOSE
The purpose of this policy is to set forth guidelines for the use of district and personal technology resources and acceptable and safe use of those resources.
II.
GENERAL STATEMENT OF POLICY In making decisions regarding user access to the district technology resources, including electronic communications, the school district considers its own stated educational mission, goals, and objectives. Electronic information research skills are now fundamental to preparation of citizens and future employees. Access to the school district technology resources enables users to explore thousands of libraries, databases, bulletin boards, and other resources while exchanging messages with people around the world for the purpose of teaching and learning. The school district expects that faculty will blend thoughtful use of the school district technology resources throughout the curriculum and will provide guidance and instruction to students in their use.
III.
LIMITED EDUCATIONAL PURPOSE Users are expected to use technology resources through the district system to further educational and personal goals consistent with the mission of the school district and school policies. Uses which might be acceptable on a users private personal account on another system may not be acceptable on this limited-purpose network.
IV.
USE OF DISTRICT SYSTEM All district technology resources, including but not limited to district computers, communications systems and the Internet, must be used in support of education and academic research and must be used in a manner consistent with the educational mission and objectives of the district. Activities that are permitted and encouraged include: 1. 2. 3. 4. school work; original creation and presentation of academic work; research on topics being studied in school; and research for opportunities outside of school related to community service, employment or further education.
Personal technology may be connected to the Districts network or systems with permission from the Technology staff or designee. Permission to connect personal technology may be
31
South Washington County Schools Cottage Grove, Mn 55016
granted if it complies with district standards and is compatible with the districts systems. District technology staff will not support personal technology. The district is not liable for damage or theft that may occur while using personal technology in the district. V. UNACCEPTABLE USES Access and use of the district technology resources are a privilege, not a right. Depending on the nature and degree of the violation and the number of previous violations, unacceptable use of the district technology resources may result in one or more of the following consequences: suspension or cancellation of use or access privileges; payments for damages and repairs; discipline under other appropriate school district policies, including suspension, expulsion, exclusion or termination of employment; or civil or criminal liability under other applicable laws. A. The following uses of the school district system and Internet resources or accounts are considered unacceptable: 1. Users will not use the school district system to access, review, upload, download, store, print, post, receive, transmit or distribute: a. b. c. d. e. pornographic, obscene or sexually explicit material or other visual depictions that are harmful to minors; obscene, abusive, profane, lewd, vulgar, rude, inflammatory, threatening, disrespectful, or sexually explicit language; materials that use language or images that are inappropriate in the education setting or disruptive to the educational process; information or materials that could cause damage or danger of disruption to the educational process; and materials that use language or images that advocate violence or discrimination toward other people (hate literature) or that may constitute harassment or discrimination.
2.
Users will not use the school district system to knowingly or recklessly post, transmit or distribute false or defamatory information about a person or organization, or to harass another person, or to engage in personal attacks, including prejudicial or discriminatory attacks. Users will not use the school district system to engage in any illegal act or violate any local, state or federal statute or law. Users will not use the school district system to vandalize, damage or disable the property of another person or organization, will not make deliberate attempts to degrade or disrupt equipment, software or system performance by spreading computer viruses or by any other means, will not tamper with, modify or change the school district system software, hardware or wiring or take any action to violate the school districts security system, and will not
32
3. 4.
use the school district system in such a way as to disrupt the use of the system by other users. 5. Users will not use the school district system to gain unauthorized access to information resources or to access another persons materials, information or files without the implied or direct permission of that person. Users will not use the school district system to post private information about another person, personal contact information about themselves or other persons, or other personally identifiable information, including, but not limited to, addresses, telephone numbers, school addresses, work addresses, identification numbers, account numbers, access codes or passwords, labeled photographs or other information that would make the individuals identity easily traceable, and will not repost a message that was sent to the user privately without permission of the person who sent the message. Users will not attempt to gain unauthorized access to the school district system or any other system through the school district system, attempt to log in through another persons account, or use computer accounts, access codes or network identification other than those assigned to the user. Users will not use the school district system to violate copyright laws or usage licensing agreements, or otherwise to use another persons property without the persons prior approval or proper citation, including the downloading or exchanging of pirated software or copying software to or from any school computer, and will not plagiarize works they find on the Internet. Users will not use the school district system for conducting business, for unauthorized commercial purposes or for financial gain unrelated to the mission of the school district. Users will not use the school district system to offer or provide goods or services or for product advertisement. Users will not use the school district system to purchase goods or services for personal use without authorization from the appropriate school district official.
6.
7.
8.
9.
B.
If a user inadvertently accesses unacceptable materials or an unacceptable Internet site, the user shall immediately disclose the inadvertent access to an appropriate school district official. In the case of a school district employee, the immediate disclosure shall be to the employees immediate supervisor and/or the building administrator. This disclosure may serve as a defense against an allegation that the user has intentionally violated this policy. In certain instances, a user also may be granted access to otherwise unacceptable materials if necessary to complete an assignment and if done with the prior approval of and with appropriate guidance from the appropriate teacher or, in the case of a school district employee, the building administrator. A student or employee engaging in unacceptable uses of the Internet when off district premises and without the use of the district system also may be in violation of this policy as well as other district policies. In situations when the district receives
33
C.
a report of an unacceptable use originating from a non-school computer or resource, the district shall investigate such report to the best of its ability. Students or employees may be subject to disciplinary action for such conduct including, but not limited to, suspension or cancellation of the use or access to the district computer system and the Internet, and discipline under other appropriate district policies, including suspension, expulsion, exclusion, or termination of employment. VI. FILTER A. With respect to any of its computers with Internet access, the School District will monitor the online activities of minors and employ technology protection measures during any use of such computers by minors and adults. The technology protection measures utilized will block or filter Internet access to any visual depictions that are: 1. 2. 3. B. Obscene; Child pornography; or Harmful to minors.
The term harmful to minors means any picture, image, graphic image file, or other visual depiction that: 1. 2. Taken as a whole and with respect to minors, appeals to a prurient interest in nudity, sex, or excretion; or Depicts, describes, or represents, in a patently offensive way with respect to what is suitable for minors, an actual or simulated sexual act or sexual contact, actual or simulated normal or perverted sexual acts, or a lewd exhibition of the genitals; and Taken as a whole, lacks serious literary, artistic, political, or scientific value as to minors.
3. C.
An administrator, supervisor or other person authorized by the Superintendent/designee may disable the technology protection measure, during use by an adult, to enable access for bona fide research or other lawful purposes. Parents and guardians must be aware that technology protection measures utilized to block or filter Internet are not completely fail-safe and while at school, direct supervision by school personnel of each student using a computer is desired but not always possible.
D.
VII.
CONSISTENCY WITH OTHER SCHOOL POLICIES Use of the District technology resources shall be consistent with school district policies and the mission of the school district.
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VIII.
LIMITED EXPECTATION OF PRIVACY A. By authorizing use of the school district system, the school district does not relinquish control over materials on the system or contained in files on the system. Users should expect that all communications transmitted or received on the district system are PUBLIC INFORMATION and can be given to law enforcement agencies WITHOUT the users prior consent. Routine maintenance and monitoring of the school district system may lead to a discovery that a user has violated this policy, another school district policy, or the law. An individual investigation or search will be conducted if school authorities have a reasonable suspicion that the search will uncover a violation of law or school district policy. School district employees should be aware that the school district retains the right at any time to investigate or review the contents of their files and e-mail files. In addition, school district employees should be aware that data and other materials in files maintained on the school district system may be subject to review, disclosure or discovery under Minn. Stat. Ch. 13 (the Minnesota Government Data Practices Act). The school district will cooperate fully with local, state and federal authorities in any investigation concerning or related to any illegal activities or activities not in compliance with school district policies conducted through the school district system. Works created by district employees in the course of their duties and using the district system are the property of the district as works made for hire.
B.
C.
D.
E.
F.
IX.
INTERNET USE AGREEMENT A. The proper use of the Internet, and the educational value to be gained from proper Internet use, is the joint responsibility of students, parents and employees of the school district. This policy requires the permission of and supervision by the schools designated professional staff before a student may use a school account or resource to access the Internet. The district permits students to use the Internet at school as part of classroom activities. Parents/guardians must notify the building principal/designee in writing if permission is not granted. Parents/guardians who permit a student to use the Internet at school: 1. 2. recognize the risks of allowing students to access the Internet; are responsible for reviewing the Technology Acceptable Use and Safety Policy with the student; and
35
B.
C.
3.
are responsible for teaching the student how to make wise choices regarding the use of the Internet, including understanding what material is acceptable for them to review on the Internet.
D.
Parents are responsible for monitoring their students use of the school district system and of the Internet if the student is accessing the school district system from home or a remote location.
X.
LIMITATION ON SCHOOL DISTRICT LIABILITY Use of the school district system is at the users own risk. The system is provided on an as is, as available basis. The school district will not be responsible for any damage users may suffer, including, but not limited to, loss, damage or unavailability of data stored on school district diskettes, tapes, hard drives or servers, or for delays or changes in or interruptions of service or misdeliveries or nondeliveries of information or materials, regardless of the cause. The school district is not responsible for the accuracy or quality of any advice or information obtained through or stored on the school district system. The school district will not be responsible for financial obligations arising through unauthorized use of the school district system or the Internet.
XI.
USER NOTIFICATION A. All users shall be notified of the school districts Technology Acceptable Use and Safety Policy.
XII.
IMPLEMENTATION; POLICY REVIEW A. The school district administration may develop appropriate user notification forms, guidelines and procedures necessary to implement this policy for submission to the School Board for approval. Upon approval by the School Board, such guidelines, forms and procedures shall be an addendum to this policy. B. The administration shall revise the user notifications, including student and parent/guardian notifications, if necessary, to reflect the adoption of these guidelines and procedures. The school district Internet policies and procedures are available for review by all parent/guardian, staff and members of the community. Because of the rapid changes in the development of the Internet, the School Board shall conduct a review of this policy as necessary.
C.
D.
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Legal References:
15 U.S.C. 6501 et seq. (Childrens Online Privacy Protection Act) 17 U.S.C. 101 et seq. (Copyrights) 20 U.S.C. 6701 et seq. (Enhancing Education through Technology Act of 2001) 47 U.S.C. 254 (Childrens Internet Protection Act of 2000 (CIPA)) 47 C.F.R. 54.520 (FCC rules implementing CIPA) Minn. Stat. 125B.15 (Internet Access for Students) Minn. Stat. 125B.26 (Telecommunications/Internet Access Equity Act) South Washington County Policy 506 (Student Discipline) South Washington County Policy 514 (Bullying Prohibition) United States v. American Library Association, 123 S.Ct. 2297 (2003)
501 SCHOOL WEAPONS POLICY

I. PURPOSE The purpose of this policy is to assure a safe environment for students, staff and the public. II. GENERAL STATEMENT OF POLICY No student or nonstudent, including adults and visitors, shall possess, use or distribute a weapon when in a school location except as provided in this policy. The school district will act to enforce this policy and to discipline or take appropriate action against any student, teacher, administrator, school employee, volunteer or member of the public who violates this policy.
Please refer to School Board 501 School Weapons Policy for more information. All School Board policies are located on the District website at www.sowashco.k12.mn.us. Go to School Board and then District Policy.
37
PAYROLL INFORMATION
The Payroll Department strives to process your checks as efficiently and accurately as possible. Therefore, it is crucial that forms, vouchers, etc., are submitted by the required deadlines. You are strongly encouraged to review your check information each payday through ERMA (Employee Access). If you have any questions regarding your pay, please feel free to contact your designated Payroll Specialist. Contact information can be found elsewhere in this manual.
Payroll Voucher (timesheet) Deadline

Refer to the current Voucher Payroll Schedule to determine the date vouchers are due to the Payroll Department. The schedule also shows which voucher dates are being paid on each payroll. Most buildings and departments have their own due dates for submission of payroll vouchers to their office coordinator, so make sure you find out when they are due to your office coordinator.
Supplemental Checks
Supplemental checks are issued on the day after payday. It is the employees responsibility to notify Payroll of any errors by 10:00 am on the day after the payday to receive a supplemental check that day. Any notification of errors received after 10:00 am will be processed one week after the original payday.
Name, Address, or Phone Number Changes

Please notify the office coordinator in your building, or your department supervisor, with any name or address changes as soon as possible. Your change information will be shared with Human Resources, Payroll, and Benefits Departments as well as with the Technology Department if an email name change is required. Before a name change can be processed, you must bring your new social security card to the Human Resources Department for verification. You should also contact your specific retirement fund (PERA or TRA), as well as your TSA vendor, to change your name and/or address in their records too.
Turnaround Time on Changes

To request a change in voluntary deductions (i.e., tax withholding, insurance, flexible spending, etc.) send your completed form to the Payroll or Benefits Department for processing. Payroll requires one full pay cycle to process any changes; including direct deposit changes.
Forms Availability
Payroll forms and information are available on the Districts website. Go to the district website at www.sowashco.k12.mn.us and click on Staff to access the Payroll and Benefits webpage. Many forms are available to print and complete on the webpage.
Payroll Information Updated 05/2010 38
PAYROLL INFORMATION
Direct Deposit of Paychecks
Direct deposit of paychecks is mandatory for all employees of South Washington County Schools. (Legislative Act was approved by Gov. Pawlenty and became effective on 8/1/04. See MN Statute 471.426). Direct deposit is simply a way to have your paycheck electronically deposited into the checking or savings account(s) of your choice. Funds can be deposited in up to 10 accounts for each employee. Funds are deposited into the employees account on payday and you never need to worry about your check getting lost in the mail, stolen, or forged. It is a very convenient, secure, and reliable way to be paid. Payroll can direct deposit funds into any bank or credit union that accepts direct deposit. To sign up for direct deposit, simply fill out the direct deposit form and submit it to the Payroll Department. Only employees who are considered un-bankable with any bank or credit union are exempt from participating in direct deposit.
Pay Day Schedule

Paydays are twice a month, on the 15th and the 30th. If either of those days falls on a weekend, paychecks are issued on the preceding Friday. Vouchers are generally paid two to three weeks after they are submitted and are still paid in full week increments. The payroll schedule shows which vouchers are paid on what payday. Pay information is available on-line through ERMA (Employee Access). Paper checks (for employees who are unable to have direct deposit) will not have stub information printed on them, so employees will need to use ERMA (Employee Access) to view the detail of their pay amount.
Payroll Information Updated 05/2010 39
SALARY ELECTION PROCEDURE

Overview
South Washington County Schools has identified the following procedure to comply with Section 409A regulations of the Internal Revenue Code. Section 409A applies to compensation that workers earn in one year but that is not paid until a future year. This is referred to as nonqualified deferred compensation. If deferred compensation covered by section 409A meets the requirements of section 409A, then section 409A has no effect on the employees taxes. The policy below meets current 409A requirements.
Definitions
Election Deadline: This is the earlier of the due date listed in the collective bargaining agreement or the day immediately prior to the first day worked in the contract year. For newly hired employees, the election deadline is the day immediately prior to the first day worked. Valid Pay Election: This is an election that has been made in writing and submitted to Human Resources by the election deadline.
Procedures
Employees whose collective bargaining agreements allow for an option in payment method must submit a valid pay election by the election deadline. This election should be submitted on the designated pay options form. The election is irrevocable for the entire contract year. Employees do not need to re-elect each year. The election will remain in effect until superseded by a new valid election. For Teachers choosing between lump sum and summer pay, if no election is made by the first day worked in the contract year, the pay will default to lump sum. This default election cannot be changed for the duration of the contract year. It can only be changed by making a new valid election by the election deadline for the subsequent contract year. If an employee who elects to receive summer pay retires, resigns, or is otherwise released from employment, the pay option automatically reverts to the lump sum option. If a prorated employee (regardless of lump sum or summer pay election) takes an unpaid leave of absence greater than 10 days, the contract will be paid out based on completed duty days, and will be reinstated upon return. An unpaid leave of absence does not constitute a change in pay election upon return from leave. For full-time Office Professional, Paraprofessional, and Food Service employees choosing between prorated pay and voucher pay, if no election is made by the election deadline, the pay will default to voucher pay. This default election cannot be changed for an assignment for the duration of the contract year. It can only be changed by making a new valid election by the election deadline for the subsequent contract year. New assignments are allowed a new pay election as long as this pay election for the assignment meets the election deadline. If an employee who has elected to be prorated takes an unpaid leave of absence greater than 10 days, the contract will be paid out based on completed duty days, and will be reinstated upon return. An unpaid leave of absence does not constitute a change in pay election upon return from leave.
Salary Election Updated 06/2010
40
2010/2011 VOUCHER PAYROLL SCHEDULE

PAY PERIOD
Vouchers paid on paydate DUE DATE IN PAYROLL By 4pm that day (coded and approved)
PAY DATE 07/15/10 07/30/10 08/13/10 08/30/10 09/15/10 09/30/10 10/15/10 10/29/10 11/15/10 11/30/10 12/15/10 12/30/10 01/14/11 01/28/11 02/15/11 02/28/11 03/15/11 03/30/11 04/15/11 04/29/11 05/13/11 05/27/11 *
(*30th is Holiday)
06/06/10 06/13/10 06/20/10 06/27/10 07/04/10 07/11/10 07/18/10 07/25/10 08/01/10 08/08/10 08/15/10 08/22/10 08/29/10 09/05/10 09/12/10 09/19/10 09/26/10 10/03/10 10/10/10 10/17/10 10/24/10 10/31/10 11/07/10 11/14/10 11/21/10 11/28/10 12/05/10 12/12/10 12/19/10 12/26/10 01/02/11 01/09/11 01/16/11 01/23/11 01/30/11 02/06/11 02/13/11 02/20/11 02/27/11 03/06/11 03/13/11 03/20/11 03/27/11 04/03/11 04/10/11 04/17/11 04/24/11 05/01/11 05/08/11 05/15/11 05/22/11 05/29/11 06/05/11 06/12/11
thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru thru
06/12/10 06/19/10 06/26/10 07/03/10 07/10/10 07/17/10 07/24/10 07/31/10 08/07/10 08/14/10 08/21/10 08/28/10 09/04/10 09/11/10 09/18/10 09/25/10 10/02/10 10/09/10 10/16/10 10/23/10 10/30/10 11/06/10 11/13/10 11/20/10 11/27/10 12/04/10 12/11/10 12/18/10 12/25/10 01/01/11 01/08/11 01/15/11 01/22/11 01/29/11 02/05/11 02/12/11 02/19/11 02/26/11 03/05/11 03/12/11 03/19/11 03/26/11 04/02/11 04/09/11 04/16/11 04/23/11 04/30/11 05/07/11 05/14/11 05/21/11 05/28/11 06/04/11 06/11/11 06/18/11
Friday 6/25/10 Friday 7/9/10 Friday 7/23/10 Friday 8/6/10 Friday 8/20/10 Friday 9/10/10 Friday 9/24/10 Friday 10/8/10 Friday 10/22/10 Friday 11/5/10 *Wednesday 11/24/10
(*holiday week)
Friday 12/10/10 *Wednesday 12/22/10

(*holiday week)
Friday 1/7/11 Friday 1/21/11 Friday 2/4/11 Friday 2/25/11 Friday 3/11/11 Friday 3/25/11 Friday 4/8/11 *Thursday 4/21/11
(*Friday holiday)
Friday 5/6/11 Friday 5/27/11 Friday 6/10/11 Friday 6/24/11

41
06/15/11 06/30/11 07/15/11
PAYROLL VOUCHER & TIME-OFF REPORTING FORM INFORMATION
Employees who are prorated do not need to complete vouchers in order to be paid for their contracted position. A voucher should be completed if hours are worked in addition to your contracted position (i.e., overtime, subbing, etc.). Voucher-paid employees should complete a voucher at the end of each week/pay period for hours worked during that week/pay period. Some buildings turn in vouchers every week and some only once a pay period, so make sure you check with your office coordinator to find out how payroll is processed in your building. Time-off (paid or unpaid) is also recorded on the payroll voucher in addition to being reported in ERMA (Employee Access). Food Service employees and Transportation Bus Drivers/Assistants use alternate tracking methods, so if you are in either of these groups, check with your supervisor on how to complete their form. You should use your full legal name (no nick names) and record the last four digits of your social security number for verification purposes. Include your bargaining group on the voucher to ensure that it gets to the right Payroll Specialist. The Detail of Hours Worked section on the voucher is not required by Payroll, but check with your supervisor to see if they need you to fill out that piece. The Summary of Hours Worked/Absent is required, and should be completed and hours totaled. Be sure to sign your voucher and forward it to your supervisor or principal within their deadlines so that they may approve the voucher and submit it to Payroll before the due date. NOTE: Voucher-paid employees are required to report their absences through ERMA as well as on their payroll voucher. The time-off should be entered in ERMA before the voucher is received in Payroll. ERMA instructions are located elsewhere in this manual.
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SOUTH WASHINGTON COUNTY SCHOOLS PAYROLL VOUCHER & TIME-OFF REPORTING FORM
LEGAL NAME: Quirrel, Grace A.
Office Professional Office Prof Sub Teacher Teacher Sub
BUILDING: DSC
7777 EXPLANATION OF WORK:
______________ CE Aquatics
LAST 4 DIGITS OF SS#:

Maintenance Student/OJT
Classroom Para
BARGAINING GROUP: (Main/Primary job type) BARGAINING GROUP: (Main/Primary job type)
(MUST INCL FOR SUB)
Kids Club Supervisor Community Ed Misc
RATE OF PAY: RATE OF PAY: SUB JOB#: 12.25
Highly Qualified Paraprofessional Paraprofessional
Paraprofessional Substitute
(MUST INCLUDE FOR SUB)
SUBBING FOR:
REASON FOR SUB:
DETAIL OF HOURS WORKED - This section is OPTIONAL unless required by your supervisor.
DATES TIME IN TIME OUT TIME IN TIME OUT TOTAL HRS
SUMMARY OF HOURS WORKED OR ABSENT (Use Time Off codes from chart below) -- This section is REQUIRED
DATE ABSENT CODE & HOURS ABSENT STRAIGHT HRS OT / OTHER HRS Time Off reporting on vouchers is for VOUCHER-PAID employees only; time-off MUST be reported in ERMA prior to submitting on this voucher.
CODE FNR PB FAM DESCRIPTION OF ABSENCE Funeral Personal Business/ Child Activity Family Illness Child>18 Spouse Parent Other ___________________ CODE PIL DD DESCRIPTION OF ABSENCE Personal Illness Doctor/Dental CODE WC HOL/FLH DESCRIPTION OF ABSENCE Workers Comp Holiday/Floating
5/3/10
5/4/10
5/5/10 6.25 PIL
5/6/10 4 DD 2.25
5/7/10
5/10/10
5/11/10
5/12/10
5/13/10 6.25 FAM
5/14/10
Voucher Totals:
16.5 6.25 46
6.25
6.25
6.25
6.25
6.25
6.25
62.5 # OF HRS @ ACCT CODE: 01 - 320 - 410 - 000 - 740 - 161

# OF HRS @ ACCT CODE: # OF HRS @ ACCT CODE:
$ $ $
child<18
I certify that the information reported on this form is true and accurate, and all paid absence is in accordance with my employment contract. Employee Signature Date
5/14/10
I certify that the information reported on this form is true & accurate, and authorize this voucher for payment. Signature of Approval (must be on file as authorized signer) Date
ERMA (Employee Access) Instructions
VIEWING/PRINTING YOUR PAYCHECK

1. Your User Name and Password will be sent by your Payroll Specialist in the mail or by email. 2. Go to the District website (www.sowashco.k12.mn.us) and click on Staff; then click on the link to ERMA. 3. Enter your login and password (remember the last 3 digits of your user name are numbers not letters):
User Name: Password:
4. Click the
box on the first row.
5. Click the
box on the second row.
6. Click the
box on the third row.
7. Your checks are listed on this screen. To view the detail of any check, simply click on the check number, or highlight the line and click show check.
44
8. Your check will pop up the screen. Click the print screen will pop up and click this print button as
on button. This youll need to well.
9. The screen below indicates ERMA is working to produce a copy of your check information. Once it is done, the status will change from Queued to Completed and another instruction screen will pop up. You have to WAIT for that screen before you can print the copy. Click on Display Report.
45
10. All your hard work is ready to pay off. This is a copy of your check information. Click the printer on the left side of the screen. When the print screen pops up, make sure you have the correct printer selected and click OK. Once your check information has printed, you will need to use the X, Back and Exit buttons to exit ERMA.
ERMA Check Viewing & Printing Instructions Updated 05/2010 46
ERMA (Employee Access) Instructions
REQUEST/REPORT TIME OFF

11. Go to the District website (www.sowashco.k12.mn.us) and click on Staff; then click on the link to ERMA. 12. Enter your login and password. 3. Click the box.
4. Click on
in the upper right-hand corner of the screen.
5. Input the type of time off, reason, date, and the number of hours requested. The description is required for documenting child school activity absences as well as personal business reasons for some bargaining groups. It can also be used for additional explanation to your supervisor.
Time Off Code (required) Reason (required) Description Start Date (required) Hours (required) Start Time (optional)
47
6. If appropriate, check the box to notify an additional employee and then select the name of that employee by clicking on Select an Employee. (For example, health assistants should notify the office coordinator when requesting time off from their direct supervisor.) 7. Click Save.
An e-mail will automatically be sent to your supervisor alerting them of the request. Once they approve it through ERMA you will receive an e-mail notification that it has been approved and the data automatically uploads to Payroll. You do not need to submit a voucher for this time off; however, voucher-paid employees should record the absence on their voucher as well. If you are a paraprofessional, teacher, or office professional and you havent already done so, dont forget to request a substitute on SmartFind Express. The reason for your absence in the sub system must match the reason you entered in ERMA. The systems do not currently interface; therefore, both entries are required for your absence (651-458-6257 or website https://sems.district833.org/logOnInitAction.do). You can view the detail of your time off history by selecting any of the options from the menu on the left hand side of the screen. Contact your payroll specialist if you need assistance using this automated time off feature.
ERMA Time-Off Instructions Updated 05/2010
48
SUB SYSTEM INFORMATION

South Washington County School District uses an automated substitute system called SmartFind Express to report absences for teachers, paraprofessionals, and office employees and to secure subs for these employees when needed. When you are hired with the district, you should be given an Employee or Substitute Quick Reference Card, which will provide you with detailed instructions on how to use this automated system. You can also find this information on the district website. Please refer to the specifics below to guide you in the registration process and update of your personal profile.
Employee Information
If you are a teacher, paraprofessional, or office employee with the district, you will be asked to report all of your absences on SmartFind Express. In order to use this system, you will need to follow the instructions below to register with the system and create your PIN #. 1. You will need to register over the telephone with the sub system Call 651-458-6257 You will be prompted to enter your Access ID # followed by the * key. Your Access ID# is your Employee ID# from ERMA. To retrieve from ERMA: Log into ERMA (Please note: Login and Password to access ERMA come from your Payroll Specialist. If you dont receive this information you will need to contact your Payroll Specialist). Go to: "General Information," "Demographic Information," look for "Employee ID." Also Note: If you were previously a substitute with our district you will keep the same Access ID and PIN # you used as a substitute (and will not need to follow these instructions to register with the sub system. You will next be prompted for your PIN # followed by the * key. Since you dont have one yet, you will re-enter your Access ID # (the one you entered in the previous step). Once you do this, the system will walk you through the registration process, which will include you creating your own PIN # (at least 6 numbers long). 2. Once registered, you can access the sub system on-line or by telephone. There is a link to the on-line system (SmartFind Express) on our district website under "Staff." 3. Once on SmartFind Express, please verify that your work location and classification are correct. If they are incorrect, or if you transfer buildings during the school year, please contact Jessica Berreth at 458-6237 or jberreth@sowashco.k12.mn.us. 4. The blue Employee Quick Reference Card has step by step instructions on using the sub system. If you have any questions, contact Jessica.
Substitute Information
If you are a teacher, paraprofessional, or clerical sub, you will be using SmartFind Express to secure subbing assignments. Please follow the registration instructions under #1 above to register with the system and activate your subbing profile. The only difference is that you will be given your Access ID # at your substitute orientation session. You will also be given a pink Substitute Quick Reference Card that will guide you in using the system. Feel free to contact Jessica Berreth at 651-458-6237 or jberreth@sowashco.k12.mn.us with any questions about using the system.
49
EMPLOYEE UNPAID LEAVES OF ABSENCE

What You Should Know
Unpaid Leaves (less than 11 days): About your paycheck Any vouchers will be paid according to the regular payroll schedule. For prorated employees, unpaid days will simply be docked from your next paycheck. Unpaid Leaves (11 or more days): About your paycheck Any vouchers for time worked prior to your leave will be paid according to the regular payroll schedule. Prorated/contract pay will be paid off on the payday following your last day worked. Human Resources and Payroll calculate the number of days you have worked prior to your leave and determine the difference between what you have been paid already and what you have earned to date. (Very often, the employees last check is larger than normal.) You will not continue to receive paychecks while on leave. About your Paid Absence Leave (PAL) balance Unless otherwise specified in your collective bargaining agreement, your PAL hours are earned on a monthly basis even though they are posted to your balance up front. When going on an unpaid leave of absence, Payroll may recalculate the amount of PAL you have earned during the year based on the number of days worked in the current year. (PAL is not earned while on an unpaid leave.) Your PAL accrual for the current year may be adjusted (if necessary) based on the recalculation. Recalculation may be done at the time of your leave or upon your return from leave. About your insurance benefits For all employee groups, FMLA protection may apply for qualifying medical leaves. FMLA protects your job and your benefits during the period in which FMLA applies. For all non-teacher employee groups, the district contribution amount toward monthly insurance premiums is only earned if you work (or if FMLA applies) at least one day of the month in which you go on unpaid leave. For teachers only, if your unpaid leave is 30 days or less, your insurance benefits remain in tact. For leaves that are longer than 30 days, the number of days worked in the contract year prior to your unpaid leave determines the number of months of paid insurance benefits. You may continue health, dental, and life insurance coverage through COBRA by paying the full premium amount. Contact your Benefit Specialist for additional information about COBRA continuation coverage. About your flexible spending deductions If you are enrolled in the medical flexible spending reimbursement plan at the time you take an unpaid leave, you have the option of accelerating deductions from your last check(s) to take full advantage of the reimbursement program, or you may cancel your participation effective with the date of your leave. You should contact your Benefit Specialist as soon as possible to inform them of your choice. About your tax form You will receive your W-2 tax form in January of the following year. Be sure to inform the district of any address change to ensure that your tax form and any other mailings are sent to your current address. About your return from leave When you plan to return from an extended leave (11+ days), you should contact your Human Resources Specialist to confirm your date of return and reinstate your pay.
50
South Washington County Schools Leave of Absence Request Form

(11 days or more)
Leave of Absence Request Forms should be completed by the employee and submitted to the supervisor for approval prior to the start of the leave Date _______________ Name ________________________________________________ Assignment(s) _________________________________________ Building(s) ____________________________________________ PAID LEAVE OF ABSENCE REQUEST DATES First day of leave: _________________ Last day of leave: _________________
(to the extent hours are available):
Total work days: _________ Hours per day/FTE: _________
Reason for Paid Leave of Absence Request Medical Maternity - doctors note must be attached * Surgery - doctors note must be attached * Other- doctors note must be attached * please explain ____________________________________________________ Military Military - military orders must be attached UNPAID LEAVE OF ABSENCE REQUEST DATES: First day of leave: _________________ Last day of leave: _________________ Total work days: _________ Hours per day/FTE: _________
Reason for Unpaid Leave of Absence Request Medical (includes maternity) - doctors note must be attached * Military - military orders must be attached Personal Please explain reason checked above ___________________________________________
Employee Signature _________________________________________ Supervisor / Principal Approval _________________________________ Asst Supt / Dir Special Ed Approval _____________________________ Dir / Human Resources Approval _______________________________ School Board Approval - Meeting Date: ________________
Date ______________ Date ______________ Date ______________ Date ______________
* Additional medical certification forms may be required for FMLA and will be sent by the Benefits Department
51
TAX INFORMATION
Income tax withholding from regular paychecks is based on the Employees Withholding Allowance Certificate (W-4) filled out by you, the employee. Payroll will use the same withholding allowance election for both federal and state withholding unless you indicate something different on your form. Withholding changes are accepted throughout the year with the completion of a new W-4. Payroll needs a completed W-4 you before we can process your first check. Your election will remain in effect until you change it; unless you are claiming exempt status. Any employee who claims exempt status on their W-4 must complete a new W-4 in January of each year; per IRS regulations. Exempt status is only valid for one year. If a new W-4 is not received in Payroll before February 15th of each year, we are required to change your withholding to single status with zero allowances. All back pay and severance checks are subject to a mandatory 25% federal withholding and 6.25% state withholding in addition to the regular FICA and Medicare deductions. FICA deductions for 2010 are at a rate of 6.2% with a salary maximum of $106,800.00 and Medicare deductions are at a rate of 1.45% (no maximum). W-2 forms are mailed to all employees in January of each year. You can now print your W-2 from ERMA (Employee Access) as well. Instructions are on the district website.
Tax Information on Your Paycheck:

Gross pay - flex spending deductions - health & dental insurance deductions - TSA deductions - PERA or TRA deductions + imputed value of insurance dependents who arent tax dependents + group term life tax = Federal Taxable Wages
Gross pay - flex spending deductions - health & dental ins deductions + employer contributions to a 457 plan + imputed value of insurance dependents who arent tax dependents + group term life tax = Social Security Wages
Tax Information Updated 05/2010
52
RETIREMENT PERA (Public Employees Retirement Association)

PERA is a retirement plan for public employees in Minnesota. Membership is mandatory for all non-temporary employees. Substitutes, and other temporary employees, who earn $425 in a one month period are automatically enrolled in PERA. PERA deductions are at 6.00% of the employees gross pay and the District matches at 7.00%. The contribution amounts are forwarded to PERA each payday and invested for you. If you have questions regarding your PERA balance, withdrawing funds, or changing beneficiaries, please contact PERA directly at (651) 296-7460.
TRA (Teachers Retirement Association)

TRA is a retirement plan for teachers in Minnesota. Membership is mandatory for certified teachers in all work assignments. TRA deductions are at 5.50% of the employees gross pay and the District matches at 5.50%. The contribution amounts are forwarded to TRA each payday and invested for you. If you have questions regarding your TRA balance, withdrawing funds, or changing beneficiaries, please contact TRA directly at (651) 296-2409.
TSA (Tax Sheltered Accounts)

Participation in a TSA is optional. A tax sheltered account is a tax-deferred retirement investment plan such as the 403b and 457 plans offered through the District. The terms 403b and 457 refer to sections of the IRS Code which define the rules by which pre-tax investments may be made through payroll deduction. For more information on TSAs see the TSA Information page in this manual. These voluntary saving plans supplement the mandatory defined-benefit pension plan (such as TRA or PERA) to which you already belong. Together they will help you be prepared for a more comfortable and secure life after you retire. Any employee may participate in a TSA. Some bargaining units have negotiated a district match to TSA contributions. (See your employment contract to determine if you qualify for a district match.) If you have questions about TSAs, or if you need enrollment materials, contact your Benefit Specialist.
Retirement Overview Updated 05/2010
53
TSA INFORMATION
Q: What is a TSA? A: A Tax Sheltered Account (TSA) is a tax-deferred retirement investment plan such as the 403b and 457 plans offered through the District. Pre-tax investing allows money to be deducted from your paycheck without current taxation. Tax-deferred retirement investment programs are a valuable part of your employee benefits. These voluntary saving plans supplement the mandatory defined-benefit pension plan (such as TRA or PERA) to which you already belong. Together they will help you be prepared for a more comfortable and secure life after you retire. Q: Am I eligible to participate in a TSA plan?
A: Yes, the District allows any employee to participate, as long as he/she are willing to comply with IRS regulations pertaining to contribution limits and participation rules. Employees who ignore or refuse to comply with these regulations will not be allowed to continue participating in the District-sponsored TSA program. To maintain contribution accuracy, it is much easier for Benefits Department to monitor your deduction amounts if you receive paychecks consistently each payday. Please note that for employees who are voucher paid, if your TSA deduction amount exceeds the amount of your paycheck on a particular payday, the deduction will not be taken on that payday.
Q:
How do I get started?
A: Your first step is to contact an agent who can help you set-up a TSA. You may also choose to bypass an agent and deal directly with a TSA provider. Please keep in mind that it is against School Board policy for TSA vendors or investment reps to solicit your business on school property during school hours, so please schedule an appointment with them outside of regular business hours. Once your TSA is set up, send a completed Salary Reduction Agreement to the Benefits Department to initiate payroll deduction.
Q:
Where do I find a financial advisor or investment reps?
A: For your convenience the District has listed agent information on the approved List of Participating Companies and Plans document. There may be other investment reps, or financial advisors, licensed to sell the products through these companies that are not listed on this document. If you have a specific investment rep or financial advisor that you prefer to work with, you may be able to continue working with this person under the 403B ASP (ASPire) plan since it is an open platform plan. Have your financial advisor contact 403B ASP (ASPire) to set up his/her investment portfolio through them.
Q:
What TSA company can I invest with?
A: You can set-up a payroll deduction only with those companies listed on the Districts List of Participating Companies and Plans. The companies on this have agreed to the terms of our TSA compliance program which protects both employees and the District. The list of vendors is reviewed periodically.
Q:
How do I initiate a TSA payroll deduction?
A: Just complete the Salary Reduction Agreement form and send the completed form to the HR-Benefits Department at the DSC. This confirms for us that your account is set-up and active before payroll deductions st begin. Please note that requests to participate in or make changes to a TSA are allowed from September 1 to st May 31 each year.
Q:
Am I eligible for a matching contribution from the District?
A: Maybe, a district match is a negotiated benefit. Maximum annual match amounts vary between bargaining units, so refer to your employment contract to determine if you are eligible for a match.
Q:
What are the annual contribution limits to 403b and 457 plans?
A: The annual contribution limit to a 403b is $16,500; if you are over age 50, you can contribute an additional $5,500. The annual combined contribution and match limit to a 457 is $16,500; if you are over age 50 you can contribution an additional $5,500. 403b limits are counted separately from 457 limits, so you can maximize your retirement savings by investing in both types of plans. Plan limits are set by IRS regulations and are subject to change. An investment rep will be able to help you determine your personal contribution limits.
Your TSA Check List
Contact an investment representative, financial advisor, or TSA sales agent to assist with choosing a TSA that is right for you. Complete and sign all necessary legal documentation to set up TSA with annuity or custodial provider. Complete & sign the Districts Salary Reduction Agreement form and send it to District 833 Benefits Department
54
FLEXIBLE SPENDING
You can elect to have pre-tax dollars deducted from your payroll check to pay for daycare expenses and medical care expenses (not covered by insurance). You can participate in Flexible Spending if you are eligible for insurance benefits under your bargaining unit contract. Flexible Spending payroll deductions are taken before taxes and then are reimbursed to you for your medical or daycare expenses. So, in effect, the money you pay for medical or daycare expenses is not subject to federal, state, or social security taxes. The maximum amount for medical reimbursement is $3000.00 per calendar year. The maximum for dependent care reimbursement is $5000.00 per calendar year please note that dependent care maximum is the federal limit per household. Newly hired employees are eligible to enroll in Flexible Spending within 30 days of hire date. Employees experiencing a status change into an insurance eligible position can enroll in Flexible Spending within 30 days of their status change. Open enrollment for Flexible Spending occurs each year and generally begins in late November. If you have questions about Flexible Spending, or if you need an enrollment form, contact your Benefit Specialist.
Updated 04/2010 55
WELLNESS AT WORK
The Worksite Wellness program of South Washington County Schools
What is Wellness at Work? In the summer of 2001, South Washington County Schools started a worksite wellness program to help employees become more physically active and live a healthier lifestyle. We believe that healthier employees will be beneficial to the kids in our classes. The wellness program is designed to encourage employees to make healthy choices and provide incentives to participate in activities throughout the school year that encourage overall wellness. The program also focuses on health awareness and education for employees and their families. What is our mission? The mission of the District 833 Wellness Program is to provide opportunities and supportive programs that encourage and promote healthy lifestyle choices for all employees. Why invest in a wellness program? South Washington County Schools cares about its employees and their families. We strongly believe that healthy, happy employees create a better environment for the students in our classes. Wellness programs are based on the belief that unhealthy lifestyles can be changed with the right support structure. Daily habits play a major role in an individuals health, which includes a balance of physical, emotional, social, spiritual, and intellectual health. A result of an effective wellness program is improved employee productivity. Employees tend to have fewer and shorter absences due to illness, better morale, and better job performance. Our efforts will be through education, behavior modification, and an environment that supports healthy practices. Since health insurance premiums for coverage are directly affected by the cost of claims, fewer claims ultimately means lower annual increases in premiums and more money that can be spent on employee salaries. A wellness program is really a win-win situation for employees and the District. What can I do? Participate! Participation in the activities and events can help you make changes to improve your lifestyle. You are encouraged to participate in as few or as many as you like, and you never need to enroll in the program. The Wellness Team will offer opportunities that are fun, interesting, and award prizes. We will offer a variety of activities that can be done on your own, or with your co-workers, friends, and family. We want you to enjoy making healthy choices. Please visit our wellness website for more information: http://www.sowashco.k12.mn.us/Departments/Wellness/wellness.asp
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WORKERS COMPENSATION PROCEDURE

If you are injured at work:
VISIT HEALTH OFFICE - in your building, to complete a First Report of Injury. CONTACT CARELINE number on back of identification card that you received from Health Aid. NO MEDICAL TREATMENT AND NO LOST TIME - complete only the First Report of Injury and call Health Partners nurse line. MEDICAL TREATMENT - obtain a Report of Workability from the clinic (one workability form for each visit) give your Workability form to your buildings Health Assistant. LOST TIME - notify your Office Coordinator of all lost time due to injury and complete Lost Time Report to give to your buildings Health Assistant.
Maintenance employees, follow the same steps as above, but work with the Foreman/Head Custodian instead of the buildings Health Assistant. Kids Club Supervisors, follow the same steps as above, but work with the Site Liaison instead of the buildings Health Assistant.
WC Procedure Upated 4/2010 57
Minnesota Workers Compensation System Employee Information Sheet

What does workers compensation pay for?
Medical care for the work injury, as long as it is reasonable and necessary Wage-loss benefits for part of your lost income (there is a three-calendar-day waiting period before these
benefits start)
Benefits for permanent damage or loss of function of a body part Benefits to your spouse and/or dependents if you die of a work injury Vocational rehabilitation services if you cannot return to your pre-injury job or to your pre-injury employer
How are workers compensation benefits paid?

Your workers compensation benefits are paid by an insurance company or your employer, if your employer is self-insured. State law sets the benefit levels. Please note: pursuant to statue, the insurer can obtain medical information specific to your work injury without your authorization.
If the insurer accepts your claim for wage loss benefits and you have been disabled for more than three calendar days:
The insurer will send you a copy of the Notice of Insurers Primary Liability Determinations form stating your claim is accepted. The insurer must start paying wage-loss benefits within 14 days of the date your employer knows about your work injury and lost wages. The insurer must pay benefits on time. Wage-loss benefits are paid at the same intervals as your work paychecks.
If the insurer denies your claim for wage loss benefits:

The insurer will send you a copy of the Notice of Insurers Primary Liability Determination form stating it is denying primary liability for your claim. The form must clearly explain the facts and reasons why the insurer believes your injury or illness did not result from your work. If you disagree with the denial, you should talk with the insurance claims adjuster who is handling your claim. Your employers insurance company can answer most questions about your claim. Insurer name: Western National Phone: (952) 835-5350 or 1-800-862-6070 If you are not satisfied with the response you receive from the insurer and still disagree with the denial, you should contact the Department of Labor and Industry at one of the numbers listed below to see what to do next.
If you have other questions or need more help, call the Minnesota Department of Labor and Industry Workers Compensation Hotline:
Twin Cities and Southern Minnesota: Duluth and Northern Minnesota: (651) 284-5005 or 1-800-342-5354; TTY (651) 297-4198 (218) 733-7810 or 1-800-365-4584
Your call will be answered by experienced workers compensation specialists, who will provide instant, accurate information and assistance. Additional workers compensation information is available on the departments Web site at:
www.doli.state.mn.us
Your employer is required by law to give you this information. This material can be made available in different formats, such as large print, Braille or on audio tape, by calling the numbers printed above.
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ISD 833 Employee Orientation Handbook PDF

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South Washington County Schools

2010 - 2011 Employee Orientation Handbook

South Washington County Schools

WELCOME TO SOUTH WASHINGTON COUNTY SCHOOLS

SCHOOL BOARD POLICIES .................................................................................................................................21

PAYROLL INFORMATION ......................................................................................................................................38

DISTRICT SCHOOL BUILDING DIRECTORY

Oltman Middle School

Laura McKenzie: 458-6665

Cottage Grove, MN 55016-3324 Fax 458-6666 Michael Mahaffey, Principal

Park High School

Pine Hill Elementary

Cottage Grove Elementary

Cottage Grove Middle School

Red Rock Elementary

Royal Oaks Elementary

East Ridge High School

Grey Cloud Elementary

Woodbury High School

Woodbury Middle School

Lake Middle School

Liberty Ridge Elementary

District Program Center Community Ed, ECFE, Special Services 458-6600

District Service Center - Administration 7362 E. Point Douglas Rd. S. 458-6300

DISTRICT SERVICE CENTER Phone Directory

DISTRICT SERVICE CENTER Phone Directory

HUMAN RESOURCE/BENEFIT/PAYROLL CONTACTS

Human Resource Generalist:

Human Resource Director:

HUMAN RESOURCE/BENEFIT/PAYROLL CONTACTS BY EMPLOYEE GROUP

458-6249 458-6279 458-6279 458-6253 458-6253 458-6253

458-6279 458-6237 458-6253 458-6237 458-6279 458-6249 458-6237

458-6253 458-6249 458-6252 458-6253 458-6237

Lynn Schmidt Sue Kean Carrie Reagan

Kim Bain Karin Manning

458-6265 458-6304 458-6225 458-6262

All Employees A-L All Employees M-Z

Lyn Rubel Sheila Lynch

2010 SCHOOL BOARD MEMBERSHIP

Leslee Boyd 11204 Stonemill Farms Curve Woodbury, MN 55129 lboyd@sowashco.k12.mn.us

Jan 2008 Dec 2011

Jim Gelbmann 2653 Cornelia Trail Woodbury, MN 55125 jgelbmann@comcast.net

Focus on the Future

What process was followed in South Washington County Schools?

2010-2011 K-12 SCHOOL CALENDAR

JANUARY (2011) 3 4 5 6 10 17 24 31 FEBRUARY 1 2

No School Mar 14-18 Energy Days

Sept 7 - First day of school

Nov 2nd - Regular Election No meetings from 6-8PM

Thanksgiving Holidays K-12

November 25 and 26 12-Mo. Employee Holidays No School

2010-2011 SCHOOL BUILDING HOURS

EMPLOYEE RESOURCE WEBSITES

SOUTH WASHINGTON COUNTY DISTRICT WEBSITE www.sowashco.k12.mn.us

WHAT TYPE OF INFORMATION WILL I FIND ON THE HUMAN RESOURCES WEBSITE?

STAFF IDENTIFICATION BADGES

EMPLOYEE ASSISTANCE PROGRAM

DISTRICT E-MAIL USAGE STANDARDS

2. Treat e-mail as though it were a traditional printed document.

3. Avoid humor in work-related e-mail.

5. Keep personal e-mail to a minimum.

6. Remember that the district can monitor your use of e-mail.

7. Minimize the size and number of e-mail attachments.