CODE 6 - WORK PERIODS AND ATTENDANCE
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1 CODE 6 - WORK PERIODS AND ATTENDANCE TABLE OF CONTENTS 6.01 SCHOOL OPENINGS AND CLOSINGS 6.02 WORK DAY A. Teachers B. Administrative Personnel C. Classified Personnel D. Exceptions 6.03 WORK HOURS WHEN SCHOOLS ARE CLOSED FOR EMERGENCY REASONS OR DUE TO INCLEMENT WEATHER A. Plan A B. Plan B C. Plan C D. Plan D E. Plan E 6.04 LUNCH AND REST PERIODS 6.05 WORK YEAR A. 9 1/2 Month Employees B. 10 Month Employees C. 11 Month Employees D. 12 Month Employees 6.06 EXTRA DAYS WORKED: LESS-THAN-12-MONTH EMPLOYEES 6.07 HOLIDAYS 6.08 ABSENCE Absence Without Leave Principal's Absence from Building 6.09 PAYROLL TIME REPORTS
2 CODE 6 - WORK PERIODS AND ATTENDANCE TABLE OF CONTENTS (continued) 6.01 SCHOOL OPENINGS AND CLOSINGS 6.10 PLANNING TIME FOR ELEMENTARY SCHOOL TEACHERS 6.11 DUTY FREE LUNCH 6.12 STAFF MEETINGS A. Faculty Meetings B. Staff Development
3 WORK PERIODS AND ATTENDANCE Code SCHOOL OPENINGS AND CLOSINGS The work day for employees varies with their functions and the buildings at which they are employed. Starting times for instructional employees and other employees stationed at school buildings are dependent on the school day. Opening and Closing Times Opening and closing times are approved annually by the School Board and are reflected in the School Calendar. Dated 10/5/87 Revised 6/24/97
4 Code 6.02 WORK PERIODS AND ATTENDANCE 6.02 WORK DAY A. Teachers All employees on the teachers' salary schedule, with the exception of others on extra duty assignments, work a (7) seven hour day with the specific hours set by the building principal or the appropriate supervisor. Teachers assigned extra duty for extra pay remain at school for the additional time needed to complete the extra duty. B. Administrative Personnel All employees on the non-teaching salary schedule work an eight (8) hour day, except certain designated classified employees. Work hours for personnel in the schools are determined by the principal as required for the orderly operation of each school. Central office employees work from 8 a.m. to 4:30 p.m., Monday through Friday, under normal circumstances. All administrative employees are required to work additional time if necessary to satisfy administrative assignments. C. Classified Personnel All employees on the support salary schedule work an eight (8) hour day with some exceptions. (See below) 1. Clerical Employees Specific work hours for clerical employees in the schools are determined by the building principals. Central office and departmental clerical employees normally work from 8 a.m. to 4:30 p.m. 2. Plant Operation and Maintenance Employees Specific work hours for plant operation and maintenance employees are set by the appropriate director. In the event of early dismissal of schools, custodial personnel remain on duty unless released by the Superintendent or their designated representative. (cont.)
5 WORK PERIODS AND ATTENDANCE Code WORK DAY (continued) C. Classified Personnel (continued) 3. Instructional Assistants All instructional assistants work a seven (7) hour day, unless otherwise specified. Specific hours of work are set by the building principals. 4. Nurses All nurses work a seven (7) hour day. Hours are determined by the Chief Medical Officer. 5. Bus Drivers D. Exceptions Bus drivers are annually contracted to work a six (6) hour day (30 hour week); a seven (7) hour day (35 hour week); or an eight (8) hour day (40 hour week). Additional hours may be assigned according to departmental needs. Employees in positions designed to meet the unique requirements of exceptional education schools or special programs shall be required to work the hours and/or shifts stipulated in the position description or authorization document. Dated 10/5/87 Revised 6/24/97
6 Code 6.03 WORK PERIODS AND ATTENDANCE 6.03 WORK HOURS WHEN SCHOOLS ARE CLOSED FOR EMERGENCY REASONS OR DUE TO INCLEMENT WEATHER When it is necessary to close school because of inclement weather or for another emergency, the Superintendent shall determine which plan to be put into effect and shall notify employees prior to 5:30 a.m. through major radio and television stations. Such plan of operation to close or delay opening of school shall be approved by the School Board and distributed to all employees. Work year schedules shall be adjusted at the end of the school year pending outcome of winter weather or school closure. The following procedures shall be observed when it is necessary to delay opening or to close schools because of the weather or other emergency: PLAN A REGULAR SCHEDULE WITH MODIFIED BUS ROUTES All employees report at regular time. All afternoon activities, sports events, night school, etc., shall be determined by 11 a.m. PLAN B TWO HOUR DELAY OPENING OF SCHOOLS WITH MODIFIED BUS ROUTES All employees report at regular time. All afternoon activities, sports events, night school, etc., shall be determined by 11 a.m. PLAN C CLOSE SCHOOLS All 12-month employees are expected to report to their assigned locations or take vacation/compensatory time for the time/days they are absent. However, all ESSENTIAL 12-month employees are requested to report to their work locations. ESSENTIAL employees are defined as all school custodians and all plant services maintenance and grounds and administrative personnel. All afternoon activities, sports events, night school, etc., shall be cancelled. All 9.5-, 10-, and 11-month employees are not expected to report to their assigned locations; however, they are required to make up the time missed during designated make-up days. Exception: Employees who work at the Virginia Treatment Center, Detention Center, and Hospital Education Program are expected to report to work. (cont.)
7 WORK PERIODS AND ATTENDANCE Code WORK HOURS WHEN SCHOOLS ARE CLOSED FOR EMERGENCY REASONS OR DUE TO INCLEMENT WEATHER (continued) PLAN D CLOSE SCHOOLS AND ADMINISTRATIVE OFFICES Only pre-designated employees report, which includes specific Plant Services personnel and each school s custodian crew leader. All afternoon activities, sports events, night school, etc., shall be cancelled. Exception: Employees who work at the Virginia Treatment Center, Detention Center, and Hospital Education Program are expected to report to work. A decision shall be made by 4:30 a.m. Please listen to radio and television announcements for further details. PLAN E DISMISS EARLY - SCHOOLS ONLY AND/OR ADMINISTRATIVE OFFICES When schools are already in session and it becomes necessary to dismiss early, the Superintendent shall use the following plan: Schools and administrators shall be advised as to the time staff shall be able to leave. Once students are at school, all attempts shall be made to have students remain throughout the day due to the fact that day care arrangements and home care coverage may be uncertain, thus making it difficult to drastically adjust the dismissal schedule. All afternoon programs, sports events, night school, etc., shall be cancelled. The Assistant Superintendent for Business Services shall notify the appropriate directors who shall then communicate the decision to building administrators. Dated 7/18/83 Revised 1/25/90 Revised 6/24/97
8 Code 6.04 WORK PERIODS AND ATTENDANCE 6.04 LUNCH AND REST PERIODS Employees who regularly work 40 hours per week are allowed a total of one (1) hour during the work day for break periods, including lunch. The work day is normally 8:00 a.m. to 4:30 p.m. Employees are required to be in a working capacity no less than 7 1/2 hours per day. This either means 1/2 hour for lunch and two (2) 15 minute breaks, or one (1) hour for lunch and no other breaks. All lunch periods should be completed by 2:00 p.m. Dated 7/18/83
9 WORK PERIODS AND ATTENDANCE Code WORK YEAR A. 9 1/2 Month Employees The work year for 9 1/2-month employees shall be in accordance with the annually approved School Board calendar. In general, the work year starts during the latter part of August and terminates during the middle of June. B. 10 Month Employees The work year for 10-month employees starts five (5) work days before and ends five days after the work year of 9 1/2-month employees. C. 11 Month Employees The work year for 11-month employees begins on August 1 and ends on June 30. However, after discussing the situation with employees, departmental administrators or principals may approve a 15-day change in either direction in the contract year of 11-month employees provided such a change does not overlap with any day of the school year approved by the School Board. The Human Resources Department shall be notified in writing of this change at least 60 days before it is to take effect. In this case, established pay dates shall remain the same. D. 12 Month Employees The work year for 12-month employees begins July 1 and ends on June 30. Dated 7/18/83 Revised 6/24/97
10 Code 6.06 WORK PERIODS AND ATTENDANCE 6.06 EXTRA DAYS WORKED: LESS-THAN-12-MONTH EMPLOYEES Employees with less-than-12-month contracts who are requested to work days beyond their normal work year shall be compensated by dividing the annual salary by the appropriate number of actual working days for the contract year. 1. Written approval shall be obtained from the appropriate associate superintendent prior to the employee working extra days. All requests for extra work days are subject to availability of funds. 2. A memorandum outlining the earned time shall be submitted to the Human Resources Department. The Department shall submit the report of extra days worked to the Finance Department. Dated 7/18/83
11 WORK PERIODS AND ATTENDANCE Code HOLIDAYS Twelve-month employees are entitled to the following holidays and others as specified: New Year s Day January 1 Martin Luther King, Jr. s Birthday President's Day First Monday Following January 15 Third Monday in February Easter Monday Memorial Day Last Monday in May Independence Day July 4 Labor Day Thanksgiving Day First Monday in September Fourth Thursday in November Friday After Thanksgiving Christmas Eve December 24--half day Christmas Day December 25 (cont.)
12 Code 6.07 WORK PERIODS AND ATTENDANCE 6.07 HOLIDAYS (continued) Exceptions 1. Should school be operating on any of the listed holidays, a compensatory day shall be added to the accumulated vacation allowance. 2. When Christmas Day or New Year s Day falls on a Saturday or Sunday, they shall be observed on the following Monday. Because of its unique relation to Christmas Day, when Christmas Eve falls on a Saturday or Sunday, it shall be observed as a half-day holiday on the preceding Friday. Dated 7/18/83 See: School Board Bylaws and Policies, Section Holidays Revised/Adopted 6/20/96
13 WORK PERIODS AND ATTENDANCE Code ABSENCE All employees are expected to be present during assigned periods, unless their absence is for an approved reason and proper notification has been given. Employees on the Teachers' Salary Schedule 1. Beginning of School Year Teachers and other individuals on the teachers' salary schedule who fail to report at the beginning of the session at the time specified in their contracts shall lose full pay for each day's absence unless the absence is caused by personal illness, death in the immediate family, or reason for which absence has been approved in advance by the Superintendent or designee. 2. During School Day Teachers shall consult their principals or designees when they wish to leave the school premises during the school day. 3. Notification of Absences Whenever a teacher knows in advance that he/she shall be absent from school for any reason, he/she shall notify the principal as early as possible. A teacher absent because of emergency illness shall follow the procedure established by the Superintendent's office (Call the Centrex Office before 6:00 a.m.). Dated 7/18/83
14 Code 6.08 WORK PERIODS AND ATTENDANCE ABSENCE: ABSENCE WITHOUT LEAVE An unauthorized absence from duty during required hours of attendance, whether for a day or more or for any part of a day, shall be treated as absence without leave. Such an absence shall be without pay and may be made grounds for disciplinary action. 1. When employees are absent due to circumstances beyond their control and when they are unable to consult their immediate supervisors, their absence may be authorized by a later grant of leave. 2. Absence without approved leave for five (5) consecutive work days may be grounds for dismissal. Dated 7/18/83
15 WORK PERIODS AND ATTENDANCE Code ABSENCE: PRINCIPAL'S ABSENCE FROM BUILDING If a principal finds it necessary to leave his/her building for a short time, the central administrative office need not be notified, but the school secretary should be informed of the principal's whereabouts. If the principal has to be out of his/her building for an extended period of time, he/she shall consult with his/her immediate supervisor. For absences which shall extend for the day, or the greater part of the day, permission shall be secured from the appropriate supervisor. Dated 7/18/83 Revised 6/24/97
16 Code 6.09 WORK PERIODS AND ATTENDANCE 6.09 PAYROLL TIME REPORTS The payroll time reports are used to report absences and regular and overtime hours worked of all salaried and hourly employees. They are submitted to the payroll section of the Finance Department according to established schedules. Procedures for Submitting Reports Instructions for the submission of all payroll time reports follow: 1. Carefully review all names listed on pre-printed time sheets to ensure that all employees are still active in your school/department. If an employee is no longer active, place a line through his/her name and affix a note indicating location of reassignment or termination date. 2. Reports shall be clear and clean. 3. Only the "original" of all pre-listed pages shall be signed by the director, principal or other authorized employee and received in the Finance Department by noon on the last day of the reporting period. 4. Payroll time reports shall be personally delivered to the Finance Department on the 16th floor of City Hall. 5. Payroll time reports shall never be submitted through the inter-office or regular school mail. Dated 10/5/87
17 6.10 Planning Time for Elementary School Teachers Purpose The purpose of this policy is to ensure elementary teachers are allowed time to prepare and plan. Scope This policy applies to all elementary teachers. Policy 7.60 Planning Time for Elementary Teachers The School Board shall seek to ensure that all elementary school teachers employed by the school division are provided at least an average of 30 minutes per day of planning time during the students school week. Procedure 1. Each elective coordinator will provide a schedule of itinerant teachers to the appropriate stakeholders (i.e.: Principal, Executive Director of Elementary and Coordinator of Elementary Staffing) 2. Principals will develop an incremental schedule that will ensure elementary teachers at least 150 minutes (2.5 hours) planning time during the students school week. Scheduling should coincide with school staffing and elective programs. Impact and Responsibility Principal will develop an incremental schedule. Teachers will adhere to the schedule. Who is responsible or approves Principal is responsible for scheduling in conjunction with the appropriate content specialists. Documentation School Board Policy 7.67 Code of Virginia Section Planning time for school teachers. Interpretation The Superintendent or his/her designee Revised To be reviewed 2011
18 Code 6.11 WORK PERIODS AND ATTENDANCE 6.11 DUTY FREE LUNCH All teachers shall have each day, at a reasonable time, a lunch period of the same duration as that afforded pupils, during which time no duties are assigned them except in emergencies or when special events occur. Dated 6/24/97
19 WORK PERIODS AND ATTENDANCE Code STAFF MEETINGS A. Faculty Meetings Where possible principals shall plan staff meetings to address substantive school business matters at consistent times throughout the school year. B. Staff Development Staff Development meetings shall be planned by the principal in conjunction with the School Planning Management Team. Dated 6/24/97
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