WELCOME!

This handbook has been developed as a guide to help you better serve the young people of our community. The procedures within will help our programs operate efficiently. I encourage you to familiarize yourself with the material and to refer to the handbook as procedural or operational questions arise. This handbook is your primary source for such information. If questions are unanswered, your supervisor will be happy to work with you on specific resolutions.

Please review carefully and thoughtfully the expectations for performing your job. Consider how they will help you provide for our young people the professional service and level of excellence for which we want to be known.

Tim Foley
County Superintendent of Schools

ACCEPTANCE OF OFFER OF EMPLOYMENT

Any probationary categorical, or temporary certificated employee who fails to signify his / her acceptance of employment within the specified time frame shall be deemed to have declined the offer of employment.

1. Payroll - Release of Warrants

End-of-month payroll warrants will be distributed as instructed on the “Authorization to Release Payroll Warrants” form. (See Form 25)

In the case of an emergency, special arrangements may be made with the payroll department prior to the end of the month.

Payroll warrants will not be released early. Also, warrants will not be released to an individual other than authorized, unless a written note is on file with the Payroll Department.

2.  Payroll - Vouchers

Payroll vouchers are to be submitted for regular employees who work special projects or extra duty, non-regular employees, such as substitutes and temporary help. All extra work assignments and special projects must be approved in writing with personnel action forms prior to beginning the work.

Payroll vouchers are due in the San Benito County office of Education payroll department on the 15th of the month. The period covered by a payroll voucher is the 16th of the previous month through the 15th of the current month. (See Form 1) Payment will be made on the last working day of the current month for all regular and non-regular employees.

Payroll vouchers may be obtained from the Payroll Department.  Payroll vouchers may also be obtained online.

Payroll vouchers should be submitted for regular employees who work special projects or extra duty and non-regular employees such as substitutes and temporary help. All extra work assignments and special projects must be approved in writing with personnel action forms prior to beginning the work. Payday for hours submitted on payroll vouchers is the last working day of the month. Payroll vouchers may be obtained from the Office of the County Superintendent of Schools.

3. Payroll - Retirement - Certificated

All certificated employees of the public schools in California may be eligible for membership in the State Teacher’s Retirement System (STRS). The amount of time the employee is required to work determines if membership is mandatory or optional. The following positions qualify for mandatory membership:

1. Full-time certificated employees.

2. Substitutes completing 100 work days with one district in any one school year.

3. Adult education or part-time employees completing 60 paid hours in a pay period.

Other substitutes or part-time certificated employees may elect membership in STRS.

As a member of STRS, a portion of your monthly pay will be deducted and deposited into the retirement fund. The money you contribute earns interest and you will receive a yearly statement showing the status of your contributions.

A STRS bulletin will be mailed to you periodically from the Office of the County Superintendent of Schools, Personnel Department.

4. Payroll - Credit Union

Office of the County Superintendent of Schools employees may participate in the Steinbeck Federal Credit Union located in Salinas, California or County Federal Credit Union of Santa Clara County. For information on these credit unions, contact the Office of the County Superintendent of Schools, Payroll Department.

5. Personnel - Health and Welfare Benefits

The Office of the County Superintendent of Schools participates in group medical coverage, dental insurance, and vision coverage for certificated employees.

Brochures and information on Health and Welfare coverage may also be obtained from the Office of the County Superintendent of Schools, Personnel Department.

6. Personnel - Absence from Duty

Absence verification forms shall be completed each month. The form must be signed by the employee and supervisor and submitted to the Personnel Department by the fifth working day of the month. (See Form 2)

7. Personnel - Accumulated Sick Leave  /  Vacation

Current information on unused sick leave and / or vacation may be obtained from the Office of the County Superintendent of Schools, Personnel Department.

8. Accounts Payable - Mileage Claims

Mileage claim forms may be picked up at the Office of the County Superintendent of Schools, Business Department. Mileage claims must be approved by the program supervisor. Warrants will be mailed to the address on file in the Office of the County Superintendent of Schools. (See Forms 3 & 4)

9. Accounts Payable - Purchase Orders

Purchase orders must be completed and processed for all purchases and reimbursements made by the Office of the County Superintendent of Schools. All purchase orders must include all vendor information, a detailed description of the items purchased, the unit cost, and the total cost for the entire purchase order. In addition, all purchase orders must be approved by the program supervisor and Superintendent. (See Form 5)

10. Accounts Payable - Conference Attendance / Reimbursement

All conferences must be approved by the County Superintendent of Schools prior to attendance. Copies of the approved Conference Attendance Request Form and the Conference Reimbursement Claim Form may be obtained at the Office of the County Superintendent of Schools Business Department or your respective site, along with a copy of the procedure for both forms. (See Forms 6 and 7)

11. State School Attendance Registers

State School Attendance Registers are required to be kept by all certificated staff. Registers can be obtained from the Accounts Receivable Department at the Office of the County Superintendent of Schools. Due to the fact that the registers are the County Office of Education’s only source of information for reporting attendance, it is imperative that all teachers maintain their registers properly. Each daily attendance record page and page 16 of the register must be signed by the teacher. (See Form 15)

12. Payment of Salary - Before a payroll warrant can be released, the following documents must be on file with the Personnel Office of the County Superintendent of Schools:

1. A valid California credential covering your area of employment

2. W-4 Withholding Tax Form

3. A freedom from Tuberculosis Certificate

4. A copy of your Social Security Card

5. Immigration and Naturalization Service Form I-9, with accompanying documents

It is imperative that the County Superintendent of Schools, Personnel Department be notified when you move in order to avoid any delay in receiving mail.

It is the responsibility of each certificated employee to become familiar with the information contained in “A Community Education Handbook” on Child Abuse (Medical and Non-Medical Practitioner’s Responsibilities). (Reference Appendix A)

CONFERENCE / WORKSHOP ATTENDANCE / REIMBURSEMENT PROCEDURE

All conferences must be approved by the County Superintendent of Schools prior to attendance. A conference is any meeting scheduled out of town that requires staying overnight. The procedures for requesting conference attendance, and reimbursement for those attended, are as follows:

I. Conference Attendance Procedure:

1. A Conference Attendance Request Form must be filled out at least two (2) weeks in advance of conference. The employee keeps one copy and submits two (2) copies to his / her immediate supervisor. All areas on request must be completed and must include the location (city, state) of the conference. Estimate costs and attach purchase orders referencing the conference request number for all appropriate aspects of the conference (i.e., hotel, travel, registration etc.) (See Form 6)

2. If the immediate supervisor disapproves, he / she will check the appropriate box and return the form to the originator. Conference attendance will be disallowed.

3. If the immediate supervisor approves, he / she will check the appropriate box and forward to the County Superintendent of Schools.

4. If the County Superintendent of Schools does not approve, he will check the appropriate box and send one (1) copy to the employee, and one (1) copy to the Business Department. The conference attendance will be disallowed.

5. If the County Superintendent of Schools approves the conference, he will check the appropriate box and send one (1) copy to the employee  and one (1) copy to the Business Office. The conference attendance will  be approved. The yellow copy is forwarded to the Personnel Department for their records.

6. If the conference attendance is approved and advance funds are requested,  the Business Department copy of the request must be received by the Business Department one (1) week in advance of the conference. Personal advances will only be approved for special circumstances.

7. Warrants will be made by the usual manual warrant process and will be available for pickup at the Office of the County Superintendent of Schools.

II. Conference Reimbursement Procedure:

1. Actual expenditures must be submitted within two (2) weeks of the conference through the use of the Conference Reimbursement Form. (See Form 7)

2. The Conference Reimbursement Claim Form must be accompanied by all receipts. All receipts must be original with vendor’s name and location, and cannot be altered. Altered receipts will be rejected. You must have receipts for the following:

a. Transportation, except personal car

b. Lodging

c. Registration

d. Meals

e. Supplies

3. If the claim is not accompanied by appropriate receipts, it will be rejected.

4. The claim must be signed by the immediate supervisor and must have the approved Conference Attendance Request number on it.

5. If an employee does not have an approved Conference Attendance Request on file in the Business Office, the claim may be rejected.

6. Meals and lodging costs on Conference Reimbursement Claims will be paid the lesser of per diem or actual cost. Any amount exceeding per  diem may be disallowed or must have County Superintendent’s approval of excess. Any costs on Conference Reimbursement Claims exceeding amount on Conference Attendance Request may be disallowed or must have County Superintendent approval of excess.

7. Per diem rates for meals and lodging are the same as the State Department of Education (See Mileage and Subsistence Allowance Reimbursements section on next page).

8. Conference Reimbursement Claims will be paid through the accounts payable process.

III. Workshops:

Staff attendance for all out-of-town workshops must be approved by the Superintendent. A workshop is any meeting scheduled that does not require an overnight stay but which requires the employee to be away from his / her regular employment station. The procedure for requesting workshop attendance and reimbursement for those attended are as follows:

1. A Conference Attendance Request Form must be filled out and submitted to the program administrator at least two (2) weeks in advance of the workshop. Purchase orders must also be attached referencing the request number if purchase order is required. Indicate on request and purchase order if prepayment is necessary.

2. Under date of workshop, enter date and state, “Workshop - No Overnight Stay."

3. If the immediate supervisor disapproves, he / she will check the appropriate box and will send a copy to the Business Department and one (1) to the originator. The workshop attendance will be disallowed.

4. If the immediate supervisor approves, he / she will check the appropriate box and will forward it to the County Superintendent of Schools.

5. If the County Superintendent of Schools does not approve, he will check  the appropriate box and one (1) copy will be sent back to the employee and one (1) copy will be retained in the Business Department. The workshop attendance will be disallowed.

6. If the County Superintendent of Schools approves the workshop, he will check the appropriate box and one (1) copy will be sent back to the employee and one (1) copy will be retained in the Business Department. The yellow copy will be forwarded to the Personnel Department for their records.

7. No advances will be approved for workshops.

8. Reimbursement procedures for workshops are the same as for conferences.

IV. Mileage and Subsistence Allowance Reimbursement

Portions of the following allowances are taken from the California State Department of Education Personnel Administration regulations and are to be utilized for travel reimbursement for this office.

1. Mileage Expense

The standard rate for mileage reimbursement for employees is 31 cents per mile.

2. Subsistence Allowance

There is no longer a distinction between statewide and high cost areas for the subsistence allowance reimbursement. The reimbursement rates for short-term travel are as follows:

Breakfast $ 5.50

Lunch $ 9.50

Dinner $17.00

Incidentals $ 5.00

TOTAL $37.00

The authorized allowance for meals or lodging will be paid provided the travel time meets the following requirements:

Breakfast: Breakfast may be claimed if travel began at or prior to 6 a.m. and terminated at or after 9 a.m.

Lunch: Lunch may be claimed if travel began at or prior to 11 a.m. and terminated at or after 2 p.m.

Dinner: Dinner may be claimed if travel began at or prior to 4 p.m. and terminated at or after 7 p.m.

Lodging: Lodging may be claimed if travel is extended overnight.

3. Lodging

Statewide, without a lodging receipt: $47.00

Statewide, with a lodging receipt: Actual lodging up to $79.00 plus taxes on entire cost of lodging rate.

Statewide with prior written approval of Superintendent, receipt required: Actual lodging in excess of $79.00 plus taxes on entire cost of lodging rate.

When approving lodging expenses that exceed $79.00 plus taxes, the following material must be attached to the travel expense claim:

1. Written approval by the Superintendent to exceed the $79.00 lodging rate (made prior to the date of travel).

2. Requests and approvals need to include:

The name and address of the establishment where the expenses are to be incurred.

The amount of the anticipated expenses.

The reason(s) why it is necessary to incur expenses in excess of $79, such as, but not limited to:

a. Employee is required to stay at the lodging site.

b. Employee is handicapped and requires “reasonable accommodations.”

c. State business will be conducted in late night meetings.

d. Cost of transportation to alternative lodging equals the cost of the rate being requested.

e. Availability of transportation to alternative lodging.

f. Availability of alternative lodging.

3. The name(s) of the traveler(s). If more than one traveler, a detailed  explanation of why one employee could not achieve the objective of the trip.

CERTIFIED CONTRACT

Coming Soon - APPENDIX C

Credential requirements are the employee's responsibility. If your position requires a specific credential, and you do not have the appropriate credential on file, no payment of salary can be given. The credential must be on file in the Office of the County Superintendent of Schools in order to receive compensation. The Personnel Department is available to give credential information and assistance when necessary.

Each school site should have a well-defined discipline policy. This policy statement should define expected behavior and includes consequences for deviations from the expected behavior.

The statement should provide details concerning:

1. Specific offenses and logical consequence.

2. Rights and responsibilities of students.

3. Description of disruptive behaviors that interfere with classroom learning.

4. Code of conduct for students.

5. Provisions for appeals, hearings, and grievances.

Parents need to be well advised of the Office of the County Superintendent of Schools’ discipline policy statement. In addition, each classroom should develop behavioral standards that are consistent with the Office of the County Superintendent of Schools’ philosophy. Classroom standards should be on display in the classroom. Each teacher should evaluate these standards with the class on a regular basis. Rewards for adherence should be given at certain intervals. If the teacher is consistent in expecting students to adhere to the classroom standards, then classroom discipline will not be a major problem.

Whenever you work, whatever the job you do, you will be in contact with many people - fellow employees in your own and other school offices, Board members, parents, students, teachers, agency personnel, and members of the general public. Remember that these people are not an interruption of your work. They are the reason for your work!

A positive attitude at your work place and in the community is one of the most valued attributes of a good employee. Treat all those with whom you work - whether in person or on the phone - with courtesy, friendliness, and tact. Make every effort to listen attentively and to provide the help or information the person is seeking. (See Appendix B)

Do not repeat confidential or personal information. Remember that, while many items are matters of public record, the release of such information is the function of specific offices or individuals. Personal information concerning students enrolled in the County Office of Education programs must be kept confidential, except under specific circumstances covered by policy.

An employee wishing to resign must submit a written request to the Office of the County Superintendent of Schools. As the employer, the County Superintendent of Schools may accept, delay or decline resignations consistent with Education Code provision and establish the effective date of resignations.

When an employee leaves the employment of the Office of the County Superintendent of Schools, it is necessary to answer certain questions which give the Personnel Office staff valuable input and advises the employee of his / her rights.

The Office of the County Superintendent of Schools has succeeded in reducing the cost of heating and lighting in several of its programs. There is still a need to continue this effort. All staff members can help by turning off the lights when they depart from the classroom. Another way of reducing the cost is to be continually aware of the room temperature and to adjust the thermostat at a constant level.

Fire drills are a mandate and a very important part of the safety activity of all schools and classes. The principal and / or administrator of each school or site shall conduct fire drills and maintain records of the activity.

A fire drill shall be conducted in all schools and classes at least once per month. To validate this requirement, it is recommended that a note be made in the school register on the day of the drill. (CAC Title 5, Section 550)

Health services provided by the County Office of Education School Nurse include dental screening, review of immunization records, health counseling, health in-services, scoliosis screening (grades 7 and 8), health education, referrals and home visits when needed. If additional services are needed, the County Office of Education School Nurse may be contacted by calling the Office of the County Superintendent of Schools.

The County Office of Education School Nurse tests students in designated grades for hearing and vision. If a teacher believes any student needs to be retested, the teacher should contact the County Office of Education School Nurse. These tests are screening tests. If the County Office of Education School Nurse believes additional testing is desirable, he / she will contact the parent or guardian.

Students eligible for Speech and Language services are those whose “....speech is abnormal when it deviates so far from the speech of other people that it calls attention to itself, interferes with communication, or causes the speaker or his listeners to be distressed.”* Students may be eligible for Speech and Language Services based on developmental norms. Typical problems include: delayed language, voice problems, stuttering, misarticulation, auditory perception, and / or pragmatics. The emphasis within the program is on acquiring the receptive and expressive language skills necessary for age appropriate, intelligible, pleasant speech.

Speech and Language services could be recommended by parent request, teacher request, screening process, and / or the School Study Team. After a referral has been made, the Language, Speech and Hearing (LSH) Specialist will make an assessment of the student’s needs and then make a recommendation. If services will be required, an Individual Educational Placement (IEP) meeting will be scheduled to write the student’s specific educational program.

*Van Riper, Charles, Department of Speech Pathology and Audiology, Western Michigan University.

Each school site should have a Student Study Team process in place. The purpose of a student study team is to allow parents, teachers, and administrators the opportunity to brainstorm solutions for any student experiencing academic, behavioral or emotional difficulties in the classroom. Consult with your site Student Team Coordinator or School Psychologist for the process and procedures used at your site.

Introduction:

The Office of the County Superintendent of Schools maintains a school supply service contract with Hollister School District. This allows all staff to have access to standard school supplies for the instructional and support programs. In order to use this process, the procedure outlined below must be followed:

1. The requisition must be typed. No handwritten requisitions will  be accepted. (See Form 10)

2. Order in numerical sequence by stock number, quantity ordered, unit of issue description.

3. Each requisition shall be signed and dated by the teacher.

4. Type in the account numbers above your name (disregard account structure at the top of the page).

5. Forward the requisition to your immediate supervisor for approval and signature.

6. The immediate supervisor should forward the form to the Office of the County Superintendent of Schools Purchasing Department,  where it will be checked for funds availability and either forwarded to the Superintendent or returned to the immediate supervisor (same procedure as a purchase order request).

7. The Superintendent will return the document to the Purchasing  Department who will forward the requisition to the Hollister Stores Warehouse.

8. The requester is responsible for picking up the order at the Hollister Stores Warehouse at Union Center and for forwarding the packing slip to the Office of the County Superintendent of Schools.

*At this time only one (1) catalogue is available and is kept at the Office of the County Superintendent of Schools.

The workday for each employee shall be determined by the Superintendent. The workday for all certificated unit members may vary depending upon the starting time for each and every school or program. The beginning and ending times may vary plus or minus 45 minutes. The total workday shall be seven (7) hours excluding a minimum of a 30-minute lunch. In addition to above hours of employment, employees may be required to attend meetings extending past normal duty hours. There can be no changes in the established workday, work week, or work year without the approval of the program administrator and the Superintendent.

Detailed lesson plans are essential for good instruction. Each teacher shall write a weekly plan covering all instructional areas. Lesson plans should reflect the curricular areas designated for that particular period of time, instructional objectives, strategies to be used, and related support data.

Lesson plan forms at San Andreas Continuation High School, Santa Ana Opportunity School and Pinnacles Court / Community Schools may be obtained from the program administrators.

Introduction:

Staff members are reimbursed for use of private vehicles used on school business. In addition, the mileage claim form is used to reimburse small expenditures that have been approved by the immediate supervisor. (See Form 3) Claims are processed monthly and reimbursement checks are written within the first part of the month following the activity. In order to receive reimbursement, the following process must be used:

1. Obtain claim forms from the Office of the County Superintendent of Schools, Accounts Payable Department. Claim forms online:

2. Complete required information.

3. Submit to the immediate supervisor for approval and submit to the  Business Department.

4. The Office of the County Superintendent of Schools Business Department will process mileage claim forms monthly.   Staff must submit claims monthly. (See Form 3)
NOTE: It is best to always keep a copy for your records.

As mandated by law, the Office of the County Superintendent of Schools maintains an extensive Disaster Preparedness Plan. The Plan outlines in detail the various types of disasters that may occur and gives a series of responses that may be used during different emergency situations. These plans are reviewed annually by each staff member in conjunction with the immediate supervisor and site administrator.

In addition, each site develops annually a specific Mini-Disaster Preparedness Plan that outlines specific staff responsibilities during emergency events. (See Appendix D)

The minimum standards for the longer day program for 1986 / 87 (the third year of the program) are:

Kindergarten -- 36,000 minutes of instruction (or 200*minutes per day for 180 days)

Grades 1-3 -- 50,400 minutes of instruction (or 280*minutes per day for 180 days)

Grades 4-8 -- 54,000 minutes of instruction (or 300*minutes per day for 180 days)

Grades 9-12 -- 64,800 minutes of instruction (or 360*minutes per day for 180 days)

*Or the 1982 / 83 levels if already higher

In accordance with Education Code requirements, daily patriotic exercise shall be conducted at the first regularly scheduled class or activity period in every public school program. The reciting of the Pledge of Allegiance to the flag of the United States of America shall satisfy this requirement. Patriotic exercise for secondary schools shall be conducted in accordance with the governing board's adopted policy. (E.C. 52720)

The Program Services Directory lists specific services provided by the various programs of the Office of the County Superintendent of Schools and the names of staff members to contact for further information. (Exhibit III)

All release of information to the press, radio, or television shall be referred directly to the Superintendent prior to its release. Pupils enrolled in the Office of the County Superintendent of Schools' programs shall not be exposed to publicity when such publicity serves the purpose of any person, group, or council which is not connected with the Office of the County Superintendent of Schools. Publicity shall not be permitted unless approved by the immediate supervisor or County Superintendent. A written clearance shall be obtained and signed by the child’s parent or guardian which permits the child to participate in the activity. Requests for talks given for service clubs shall be cleared with the immediate supervisor before being given.

PURCHASING PROCEDURE

The Office of the County Superintendent of Schools, special education sites (Santa Ana Opportunity, San Andreas Continuation, and Pinnacles Court / Community Schools) and itinerant staff are to use the following procedures for purchases, supplies, and / or services for use throughout the year:

1. Obtain Purchase Order Form from the Accounts Payable Clerk or Online - Form 5

2. Fill out all required information and submit it to the program  administrator of the program for approval.

3. The program administrator will approve and send it to the Business Department. If disapproved by the program administrator, it will be returned to the requisitioner.

4. The Business Department will check for funds availability. If no funds are available, the Business Department will return the purchase order to the program administrator. A budget transfer must be processed by the program administrator before the purchase order can be approved.

5. If sufficient funds are available, the purchase order will be submitted to the Superintendent for approval. If disapproved, the purchase order will be returned to the program administrator.

6. Purchase orders will be recorded and numbered by the Business Department. The Business Department will keep one copy, mail the   original to the vendor, and return one copy to the person requesting the purchase order.

7. Any special handling of the purchase order or other pertinent information should be submitted in memo form and attached to the purchase order.

8. Any purchase order containing a capital outlay item involving expenditure of more than $2,500 must be accompanied by three (3) estimates of the  cost of the item secured from responsible vendors.

9. Any purchase order for contracted services must be accompanied by a written contract signed by the program administrator and the party  providing the service.

10. Any purchase in excess of $21,000 for supplies or $15,000 for work to be done must go to formal bid. Contact the Assistant Superintendent, Business Services for details and process.

The California Cumulative Record Folder shall be started when the pupils first enter kindergarten or when a pupil first enters a California school. Each year certain data is placed in the cum record. Inside the folder are the following inserts: Student Data Sheet California Physical Performance (data sheet), California School Immunization Record, Standardized Tests (card), Health Insert, Registration and Health Form. All professional staff members are expected to make appropriate entries. These are not clerical tasks. (See Forms 11 and 12)

Obtaining Records for Entering Pupils - When a pupil enters a school for the first time from another district, a Request for Release of Educational Information Card should be completed by the principal, signed by the parent or guardian, and forwarded by post to the last district of attendance. (See Form 13)

When Pupils are Transferring - Before a pupil transfers to another district, the San Benito County Schools Pupil Transfer Form should be completed by the Principal, signed by the parent or guardian, and forwarded by post to the last district of attendance. (See Form 14)

Transferring California Cum Records - When a district requests a pupil’s California Cumulative Record, it should be sent at once. The local program needs to keep in perpetuity the Student Data Sheet. A copy of this form should be sent with the cum record. (See Form 11)

School Registers - The State School Register must be kept by all teachers in county programs. It is extremely important that this register be kept accurate and neat. The Daily Attendance Record of absences must be maintained on a daily basis. (See Form 15) Monthly attendance reports shall also be submitted at the end of the school month. A school month is 20 days of four (4) weeks of five (5) days each (Monday-Friday) including legal or local holidays. For the State School Register purposes, the school months are defined by the district’s adopted school calendar. (Reference Exhibit I)

Accident Reports and Emergency Procedures (Pupils) - The teacher shall complete a Student Accident Report in duplicate. One (1) copy is to be included in the cum file and the original is to be sent to the Office of the County Superintendent of Schools. (See Form 16)

Emergency Procedure - Life Threatening - (1) Deal with immediate first aid; (2) Send someone to call “911” for an ambulance (tell what kind of injury or emergency); (3) Take child to nearest emergency by car or ambulance; (4) Call emergency room and tell them child is coming; (5) If parent or guardian is not available, staff must accompany child to emergency and bring release for emergency care (School Registration and Health Form); and (6) Notify supervisors or the Office of the County Superintendent of Schools.

Employees have the Right-to-Know about hazardous materials used within the program operation. The Office of the County Superintendent of Schools maintains a Right-to-Know policy and has implemented a program to meet this safety requirement.

ATTENDANCE REGISTERS: are to be completed, signed and brought to the COE on the last day of class before Winter Break in December, at the end of the last full school month ending on or before June 30. Kindergarten and Independent Study are to be recorded in separate registers. The other grades may be combined in one register, but each teacher must record in a register. Schools participating in the Class Size Reduction program must indicate that on the registers pertaining to the program. Attendance logs are to be kept in separate binders along with any notes you may receive.

**With the passage of SB727, schools now receive their per pupil funding for “actual attendance” -- time the student is in class -- without taking into account “excused” absences. Now there will be an incentive for improving actual attendance. SB727 will have a dramatic impact on school attendance because each unit of ADA -- each student who attends school -- will now be worth more based on the adjusted revenue limit. Schools will not be hurt financially by excusing absences. They will, however, stand to gain additional revenues for every student who is actually in school.

This bill DOES NOT make any substantive changes in the laws on compulsory attendance and truancy -- meaning that the reasons for students’ absences will still have to be “verified” (parents’ notes have never been specifically required by law -- they just have always been the most common means of verification).

E.C. 46014

Pupils, with the written consent of their parents or guardians, may be excused from school in order to participate in religious exercises or to receive moral and religious instruction at their respective places of worship or at other suitable place or places away from school property designated by the religious group, church, or denomination, which shall be in addition and supplementary to the instruction in manners and morals required elsewhere in this code. Such absence shall be deemed absence in computing average daily attendance, if all of the following conditions are complied with:

(a) The governing board of the district of attendance, at its discretion, shall first adopt a resolution permitting pupils to be absent from school for such exercises or instruction.

(b) Each pupil so excused shall attend school at least the minimum school day for his grade for elementary schools and as provided by the relevant provisions of the rules and regulations of the State Board of Education for secondary schools.

(c) No pupil shall be excused form school for such purpose on more than  four (4) days per school month. It is hereby declared to be the intent of the Legislature that this section shall be permission only.

E.C. 46010

(a) The total of attendance of a pupil upon the schools and classes maintained by a school district, or schools or classes maintained by the County Superintendent of Schools during the fiscal year shall be the number of days school was actually taught for not less than the minimum school days during the fiscal year less the sum of his absences.

(b) The absence of a pupil from school or class shall not be deemed an absence in computing the attendance of a pupil if such absence was:

1. Due to illness, or

2. Due to quarantine under the direction of a county or city health officer, or

3. For the purpose of having medical, dental, optometrical, or chiropractic services rendered, or

4. For the purpose of attending the funeral services of a member of the immediate family, so long as such absence is not more than three (3) days if the service is conducted outside California, or

5. For the purpose of jury duty in the manner provided for by law.

6. Due to exclusion from school pursuant to Section 3381 of  Health and Safety Code, so long as such absence is not more than five (5) school days pursuant to Section 46010.5.

“Immediate family,” as used in this subdivision, has the same meaning as that set forth in the last sentence of Section 45194, except that references therein to “employee” shall be deemed to be reference to “pupil”.

The provisions of this subdivision shall not apply in the case of pupils attending summer school, adult schools and classes, or Regional Occupational centers and programs other than pupils concurrently enrolled in a regular high school program and a Regional Occupational center or program. (A.B. 2260 Chp. 325 Stats 1989).

E.C. 45194 (In Part)

....Members of the immediate family, as used in this section, means the mother, father, grandmother, grandfather, or grandchild....., and the spouse, son, son-in-law, daughter, daughter-in-law, brother, or sister....., or any relative living in the immediate household........

E.C. 46010.5

The governing board of the district of attendance shall exclude any pupil of the district who has not been immunized properly pursuant to Chapter 7 (commencing with Section 3380) of Division 4 of the Health and Safety Code, for up to five (5) days in order to obtain such immunization, and such exclusion shall not be deemed an absence in computing average daily attendance if the following conditions are complied with: (See Exhibit V)

(a) The governing board of the district notifies the parent or guardian of the pupil that they have two (2) weeks to supply evidence that the pupil has been properly immunized or that the pupil is exempted.

(Section 3386 of the Health and Safety Code)

(b) The governing board of the district, in such notice, refers the parent or guardian of the pupil to the pupil’s usual source of medical care to obtain such immunization, or if no usual source exists, refers the parent or guardian to the county Health Department or notifies the parent that the immunizations will be administered at a school of the district.

Assembly Bill 52 - Chapter 236 (Effective January 1, 1980)

Section 46015 is added to the Education Code, to read:  46015. Except as otherwise provided in this article, the absences allowed under Section  48205 shall be deemed to be absences in computing average daily attendance and shall not generate state apportionment payments. Section 48205 is added to the Education Code, to read: 48205. Notwithstanding Section 48200, a pupil shall be excused from school for justifiable personal reasons, including but not limited to, an appearance in court, observance of a holiday or ceremony of his or her religion, or an employment conference, when the pupil’s absence has been required in writing by the parent or guardian and approved by the principal or a designated representative pursuant to uniform standards established by the governing board.

A pupil absent from school under this section shall be allowed to complete all assignments and tests missed during the absence which can be reasonably provided and, upon satisfactory completion, shall be given full credit therefore. The teacher of any class from which a pupil is absent shall be determined, pursuant to the regulations of the governing board of the school district, what assignments the pupil shall make up and in what period of time the pupil shall complete such assignments. The tests and assignments shall be reasonably equivalent to, but not necessarily identical to, the tests and assignments which the pupil missed during the absence.

Section 48980 of the Education Code is amended to read:
48980. At the beginning of the first semester or quarter of the regular school term, the governing board of each school district shall notify the parent or guardian of its minor pupils regarding the rights of the parent or guardian under Section 46014, 48205, 49403, 49423, 49451, 49472, 51240, 51550, and  56031.

No appropriation is made by this act pursuant to Section 2231 or 2234 of the Revenue and Taxation Code for the reimbursement of any school district for any costs that may be incurred by it in carrying on any program or performing any service required to be carried on or performed by it by this act. It is recognized, however, that such school district may pursue any other remedies available to it under Chapter 3 (commencing with Section 2201) of Part 4 of Division 1 of that code.

Below are examples of absences and their legends as used on the State School registers.

First Day of School 9 / 5

Tim Brown 9 / 6 It is determined that Tim does not have the proper immunizations. He returned on 9 / 10 thoroughly immunized.

9 / 12 Tim is absent because of the flu.

9 / 21 Tim starts a fight on the playground at the end of the school day on 9 / 20 and he is suspended from 9 / 21 through 9 / 24

9 / 28 Tim’s family informs the school that they are moving to Colorado today.

Building and classroom security is a key responsibility for all staff. Staff should always be alert to the condition of door and window locks and jams. If any damage has occurred that might jeopardize the security and / or ability to lockup, a work order should be submitted immediately to have repairs initiated.

1. BE CALM. The person usually is neither suffering nor in danger. Look at your watch, time the seizure duration.

2. Ease the person to the ground, protecting him / her from hard or sharp objects which might cause injury.

3. Loosen tight or restrictive clothing.

4. If salivation is excessive, turn person on his / her side.

5. Remain with the person until he / she recovers consciousness and is oriented. Be supportive and reassuring.

6. If the person appears in respiratory distress and skin is excessively blue, extend neck and gently pull on jaw. If breathing does not resume, start CPR and have someone call for medical assistance (911).

7. Call for medical assistance if the seizure is followed by other seizures in rapid succession or if the seizure lasts more than ten (10) minutes.

8. DO NOT restrain the person’s movements.

9. DO NOT force a hard object between the person’s teeth.

10. DO NOT give the person anything to drink.

11. When the person is able to be moved, place him / her on a cot and allow him / her to rest until recovery occurs.

12. If the person seizuring is a student, be sure to inform parent and log incident.

Smoking shall not be permitted in any Office of the County Superintendent of Schools building, vehicle, or classroom or while participating in any school activity.

When a teacher needs a substitute, their site must be informed. It is important that the site be informed as soon as possible because of the severe shortage of substitute teachers. Following are instructions, by site, as to how to request a substitute:

Pinnacles Court / Community School - Rosa Vallejo - 637-5393, Ext. 160 (voice mail)

San Andreas Continuation High School - Mike Sanchez - 637-9269

Santa Ana Opportunity School - Rosa Vallejo - 637-5393, Ext. 160 (voice mail)

Substitute teachers will be asked to complete a checkout sheet before leaving the class. (See Form 18) Teachers are expected to complete a Teacher’s Comment Sheet on the substitute teacher assigned to his / her class. (See Form 19)

Specific suspension and / or expulsion guidelines are available at individual school and program sites. Individual program and / or site supervisors should be consulted about these procedures. (See Exhibit IV)

The following outlines the communication and referral process to be used for programs requiring transportation for pupils.

1. The program supervisor is responsible for notifying, in writing, the parent / guardian of program and site placement.

2. The program supervisor will determine the transportation needs of pupils.

3. The program supervisor will refer to the Lead Bus Driver, in writing, those pupils who need transportation for the beginning of the school year by July 15 by means of a projected class list.

4. As new referrals or changes in pupil transportation are developed, the Lead Bus Driver must be notified, in writing, at least three (3) working days before the new pick-ups or changes will occur. The completion of the  Transportation Referral Form will facilitate any changes. (See Form 20)

5. The Lead Bus Driver will notify the parent / guardian, in writing, regarding the proper pick-up and delivery site and time and driver information.

Contracts with Public Carriers or Other Persons

1.1 Contracts with public carriers shall provide for reimbursement at a rate no greater than that established by the California State Public Utilities Commission.

1.2 Public carriers or other persons entering into contract with the school district shall deposit with the school district office, prior to  the signing of a contract, a copy of an insurance policy or certificate of insurance signed by the insurance company. A copy is requested to be sent to the Office of the County Superintendent of Schools for filing.

1.2.1 The school district shall be named as an additional insured party.

1.2.2 Such documents shall show amounts of liability coverage and the expiration date.

1.2.3 Liability coverage shall be a limit acceptable to the school district board.

1.3 Contract carriers must agree to comply with applicable laws, rules  regulations established by the State of California and the school  district board.

1.4 Contract bus carriers and drivers must be School Pupil Activity Bus (S.P.A.B.) certified.

2. Persons transporting pupils not under contract or receiving reimbursement from the school district for this purpose:

2.1 District employees transporting pupils within the scope of employment are covered by the employee’s insurance and the insurance carried by  the school district.

2.2 Parents transporting their own children or any other children are not at any time covered by the school district insurance policy.

The teacher shall not transport pupils, except as authorized by the immediate supervisor.

Another legal requirement for all personnel working with students is to maintain a current Freedom from Tuberculosis Certificate on file with the Office of the County Superintendent of Schools. The San Benito County Office of Education contracts with the San Benito County Health Department who will administer a skin test and reading. Check with the Personnel Office for times and days of testing.

The legislature finds that the use by any person, including a pupil, of any electronic listening or recording device in any classroom of the elementary and secondary schools without the prior consent of the teacher and the principal of the school is prohibited. Any person, other than a pupil, who willfully violates this section shall be guilty of a misdemeanor.

Any pupil violating this section shall be subject to appropriate disciplinary action.

This section shall not be construed as affecting the powers, rights, and liabilities arising from the use of electronic listening or recording devices as provided for by any other provision of law. (Added by Stats 1974. Ch 235) E.C. 51512.

Within twenty-four (24) hours, the teacher shall notify his / her immediate supervisor of any acts of vandalism or thefts from any building. The teacher shall prepare a list of damage and missing articles and details. Do not leave money in the building overnight. The administrator shall notify the Assistant Superintendent of Business Services of any acts of vandalism or thefts.

In an effort to make our campuses enjoyable places, care of school property needs to be the responsibility of all students. Occasionally, thoughtless or immature students commit malicious acts which add to school cost and contribute to the inconvenience of other students by writing in textbooks, on desks, on walls, etc. State law indicates that parents / guardians are financially responsible for vandalism committed by their child.

Teachers will only receive classroom visitors after an appointment has been scheduled and confirmed with individual instructors.

Employees shall not bring their own children to work.

All visitors need to check into the main office of the school before entering the classroom.

A process has been developed to ensure that maintenance projects are performed and / or coordinated for the Office of the County Superintendent of Schools operating programs.

The Accounts Payable Department will coordinate maintenance operations at other Office of the County Superintendent of Schools program sites. Large tasks which require bidding or significant labor and resources will be handled on a one-on-one basis with the appropriate staff.

Work Order Request Forms are to be completed by the “originator” and given to their program administrator for approval. The program administrator either approves or disapproves the work order request. If the request is disapproved, it is sent back to the originator, if it is approved, it is sent to the Accounts Payable Department. The Accounts Payable Department will contact the originator concerning specifics of the request. The originator is to complete the lower portion of the request from after the job is complete. No payments will be rendered until that portion of the form is received by the Accounts Payable Department. (See Form 23)

The minimum work year for full-time certificated staff is 184 days. The workdays are determined by the Office of the County Superintendent of Schools with input from the certificated associated representatives, district superintendents and management. Each of the school districts adopt their own school calendars.

Faculty meetings are projected to be held once a week. Meetings will be scheduled by each site's administrator.

WORKER COMPENSATION CLAIMS
(On-The-Job Injury Procedure)

1. Injury occurs

2. Report to supervisor and Assistant Accountant / Payroll immediately

a. Complete Employee / Supervisor Report of Accident / Injury Report. (See Form 21)

b. Send all but the last copy of the report to the Assistant Accountant / Payroll.

1. Injury occurs

a. If emergency or evening injury, the employee must report the injury to his / her immediate supervisor the next day.

b. The immediate supervisor is to follow-up if not contacted by the employee within 24 hours.

2. All injuries are to be reported to supervisor immediately (within 24 hours).

a. Complete Employee / Supervisor Report of Accident / Injury Report.

3. Deliver accident report to the Office of the County Superintendent of Schools  before going to the doctor.

4. The Office of the County Superintendent of Schools will complete the Medical Referral Form: (See Form 22)

a. Form is given to injured employee.

b. Employee takes form to the doctor.

c. Doctor must complete the Return to Work Authorization Form. (See Form 22)

d. The Return to Work Authorization Form must be on file with the Office of County Superintendent of Schools and / or immediate supervisor before the employee may resume his / her duties.

e. Should employee be unable to return to work, per doctor’s instructions, the employee is to notify the Office of the County Superintendent of Schools immediately.

f. If restrictions are placed on the employee regarding work duties, the employee is to notify the Office of the County Superintendent of Schools immediately.

Only under emergency situations should an employee go to the doctor or hospital without following the above procedures.

Should you have questions, please contact the Assistant Accountant / Payroll at the Office of the County Superintendent of Schools.

If an employee has PREVIOUSLY SELECTED A PHYSICIAN prior to his injury:

a. The district selects the doctor or clinic for the first 30 days.

b. If during the first 30 days, the injured employee is not satisfied  with the choice of doctor or clinic, he / she may request a change of doctor.

The employee selected physician of choice must be in the employee’s file prior to the injury.

Our number one priority is to provide students with the learning and social skills they will need for a self-sufficient future. We will strive to achieve this goal through a school environment that is varied and structured, both educationally and socially.

Our purpose is to make the San Benito County Office of Education sites productive and enjoyable places to be. With each student's assistance, our goal is to establish this atmosphere at our schools.

It is imperative that certain behaviors which are beneficial to the existence of our desired community be encouraged and that certain destructive behaviors be prohibited.

1. Show respect for yourself, other students, teachers, substitutes and all others at school.

2. Foster school spirit by attending and taking part in school activities.

3. Respect school property and the property of others.

4. Be considerate of others in your words and actions.

1. Students are expected to assume responsibility for bringing all necessary and required materials to class.

2. Students are expected to take care of school property, including materials furnished to them.

3. Students shall meet each teacher's standards concerning class procedures.

All required textbooks are issued by the school. Each student is held accountable for the care and safe keeping of books assigned to him / her. Lost books or unduly damaged books are the financial responsibility of the student to whom they were issued.

Fighting (or any form of violence) will not be tolerated at school. When a fight occurs, all parties involved will be suspended. If any student is having a problem with another student, it is his / her responsibility to inform a teacher or administrator who will work with the students to resolve the conflict.

Homework is considered an extension of the classroom learning experience. Frequently, students will have the opportunity to complete assignments in class, however, students must expect to spend some time outside of class on "homework." The community offers many resources for learning and there will be times when the student will be required to interact with their community as a part of an assignment.

Students should not bring pagers, radios or walkman radios to school unless they have prior permission from a teacher or administrator. Any student who brings these items to school will have them confiscated and they will be returned to the parent / guardian.

One of the greatest strengths at our schools is the multiplicity of races and beliefs of our student body. To insure that each person is treated uniquely and respectfully, we request the following: improper language which includes racial insults or derogatory terms will not be tolerated; improper language applies also to written language.

Tolerance and mutual respect are key in promoting harmony among people.

Each nine week period students will receive a letter grade and they may earn 2.5 credits for each class they successfully complete.

Proficiency / deficiency notices are sent home to parents at approximately the middle of each grading period. Proficiency notices inform parents / guardians of good work or positive improvements and should result in positive interaction between parent / guardian and the student. Deficiency notices inform parents when there are academic or behavior problems which may affect grades or credits. Parents should contact the teacher if they have any questions about the notice or how the student may improve. Students should also discuss the notice with their teacher to be sure they understand what they need to do to improve the situation.

If it becomes necessary for a student to take any form of medication at school, a signed note from a parent / guardian must be submitted to the office along with the medication labeled with the student's name and specific directions. All medications will be dispensed through the main office.

Teachers are not to dispense any type of medication to students.

San Benito County Office of Education has entered into a pilot program to reimburse staff for tuition costs for certain courses. The program is intended to further meet the needs of Limited English Proficient (LEP) students and to improve the educational process.

APPLICATION PROCESS

Staff members who wish to participate in the program must complete a "Tuition Program Application Form." these must be completed and approved prior to the commencement of classes. Reimbursement will be made in increments; i.e., 50% after registration and submission of claim and 50% after successful completion of course work. The approval of the individual applications will be made by the site administrator and County Superintendent of Schools. The following criteria will be used in processing application approval:

• Course work in relation to student needs

• Course work language upgrades

• Institutions must be approved

• Course work is beyond basic credential requirements

• Budget resources are available within the program budget

LIMITATIONS AND STAFF COMMITMENT

The program does have limitations, requires staff commitment for future service and successful completion of all course work. The following will apply:

• The reimbursement program will pay up to $700 for tuition costs per year.

• All courses must be taken on personal time. No early release from the instructional work day will be approved.

• Travel costs will not be reimbursed.

• Institutions must be located within California, preferably within the Central Coast Region.

• Staff must commit to ongoing employment, your offer with San Benito County Office of Education on a year for year basis upon completion of the course. If tuition is paid during the year, the staff member commits to a year of continued service the next year. If the staff member resigns from San Benito County Office of Education, the reimbursement will be refunded to the employer by the staff member.

• This is a pilot program and San Benito County Office of Education may cease implementation at any time. All staff in the program at the time of program termination will have reimbursement made if all other criteria are met.

In the event of a LIFE THREATENING injury, the nurse should be contacted even if she is at another campus.  Although she will probably not arrive before the ambulance, she may be needed to relay medical information from records.  She will be present if the decision is made not to transport by ambulance, and she will be better able to follow up on the incident by being informed from the outset.

460 Fifth Street - Hollister, California 95023
Phone: 831.637.5393
Fax: 831.637.0140
E-mail: sbcoe@sbcoe.k12.ca.us