EMPLOYEE POLICIES AND PROCEDURES
Edkey, Inc. EMPLOYEE HANDBOOK
This employee handbook is provided to help you understand the policies and procedures of Edkey, Inc. (Edkey). Inside, you will find Edkey’s Core Values, Employee Policies, Holiday Calendars, and more in one easy to use booklet.
Because understanding and complying with School policies, procedures, and rules are so important, you will be asked to sign an Employee Acknowledgment. You will be given seven (7) days to review this Handbook and have any questions you have answered before signing the Acknowledgment. By signing the Acknowledgment and continuing to work for Edkey after receiving this Handbook, you are signaling your acceptance of all policies, procedures, rules, and other provisions contained in this handbook. A copy of the Acknowledgment is in this handbook for your reference.
THIS HANDBOOK DOES NOT ALTER THE “AT-WILL” NATURE OF YOUR EMPLOYMENT. YOU HAVE THE RIGHT TO TERMINATE YOUR EMPLOYMENT AT ANY TIME, WITH OR WITHOUT CAUSE OR NOTICE, AND EDKEY HAS THE SAME RIGHT. YOU SHOULD UNDERSTAND THAT EDKEY HAS THE RIGHT TO CHANGE THE COMPENSATION, DUTIES, ASSIGNMENTS, RESPONSIBILITIES, OR GEOGRAPHIC LOCATION OF YOUR JOB AT ANY TIME, WITH OR WITHOUT CAUSE. WHILE EDKEY BELIEVES IN THE PROCEDURES AND POLICIES CONTAINED IN THIS HANDBOOK, THEY ARE FOR INFORMATIONAL PURPOSES, AND THEY DO NOT CONSTITUTE AN EXPRESS OR IMPLIED EMPLOYMENT CONTRACT. FURTHERMORE, YOUR STATUS AS AN “AT-WILL” EMPLOYEE MAY NOT BE CHANGED, EXCEPT IN WRITING SIGNED BY THE EMPLOYEE AND THE PRESIDENT OF EDKEY.
If you have any questions about your employment obligations, rights or benefits, speak to your supervisor.
Welcome to Edkey!
ACKNOWLEDGMENT AND AGREEMENT
I have received a copy of Edkey’s Employee Policies and Procedures Handbook. By signing this Acknowledgment, I am declaring that I have read the Handbook and agree to abide by the rules and policies set forth in it, including the anti-harassment policy.
I understand that the Handbook is a set of general guidelines concerning employment at Edkey. Edkey may modify, revoke, or change any of the provisions of the handbook at any time, with or without advance notice to me. I understand that in the event of an apparent conflict with the policies, Edkey’s interpretation of the Handbook shall be followed. I also understand this Handbook replaces any previous handbook, manual, or policy statement issued to me before today. I acknowledge I have been given not less than seven (7) days to review this Handbook. By continuing to work for Edkey, I am signing my consent and agreement to the changes made in policy by this Handbook and Edkey’s right to make amendments in the future.
Notwithstanding any provision of the Handbook, I understand that my employment is “at-will,” which means my employment may be terminated with or without cause and with or without notice, at any time by me or by Edkey and that my employment will continue only for as long as Edkey desires my services. I understand that Edkey has the right to change the compensation, duties, assignments, responsibilities, or geographic location of my job at any time, with or without cause. While Edkey believes in the procedures and policies contained in this Handbook, they are for informational purposes, and do not constitute an express or implied employment contract. I understand that no employee or representative of Edkey has any authority to make any agreement to alter the at-will nature of my employment. I understand that only a written agreement expressly detailing new terms of employment and signed by me and the President of Edkey can change my at-will employment status.
TABLE OF CONTENTS
|1. About Edkey||
||Skip to Section 1|
|A. Core Values||
||Skip to Section 1-A|
||Skip to Section 1-B|
|2. The Employment Relationship||
||Skip to Section 2|
|A. At-Will Employees||
||Skip to Section 2-A|
|B. Fingerprinting Requirement||
||Skip to Section 2-B|
|C. Your Job Classification||
||Skip to Section 2-C|
|3. Equal Employment Opportunity||
||Skip to Section 3|
||Skip to Section 4|
|5. Americans With Disabilities Act||
||Skip to Section 5|
||Skip to Section 6|
|7. Employment Policies||
||Skip to Section 7|
|A. Employment of Close Relatives||
||Skip to Section 7-A|
||Skip to Section 7-B|
|C. Employee Classification and Paid Leave||
||Skip to Section 7-C|
||Skip to Section 7-D|
|E. Employee Absences||
||Skip to Section 7-E|
|F. Other Leaves||
||Skip to Section 7-F|
||Skip to Section 8|
|A. Staff Conduct||
||Skip to Section 8-A|
|B. Staff Conduct with Students||
||Skip to Section 8-B|
|C. Drug-Free Workplace||
||Skip to Section 8-C|
||Skip to Section 8-D|
||Skip to Section 8-E|
|F. Progressive Discipline Policy||
||Skip to Section 8-F|
|9. Child Abuse Reporting||
||Skip to Section 9|
||Skip to Section 10|
|A. Telephone Use||
||Skip to Section 10-A|
|B. School Property||
||Skip to Section 10-B|
|C. School Vehicles||
||Skip to Section 10-C|
|D. Edkey Information Technology (IT) Procedures and Policies||
||Skip to Section 10-D|
|G. Community Use of School Facilities Policy||
||Skip to Section 10-G|
|11. Safety and Health||
||Skip to Section 11|
||Skip to Section 12|
|13. Staff Participation in Political Activities||
||Skip to Section 13|
||Skip to Section 14|
|15. Dress Code||
||Skip to Section 15|
|16. Constructive Discharge||
||Skip to Section 16|
|17. Confidentiality / Non-Disclosure||
||Skip to Section 17|
||Skip to Section 17-A|
|B. Public Records||
||Skip to Section 17-B|
|18. Personnel Records||
||Skip to Section 18|
||Skip to Section 19|
||Skip to Section 19-A|
||Skip to Section 19-B|
||Skip to Section 19-C|
|D. Time Cards||
||Skip to Section 19-D|
||Skip to Section 19-E|
|F. Workers’ Compensation Insurance||
||Skip to Section 19-F|
||Skip to Section 19-G|
|20. Performance Evaluation||
||Skip to Section 20|
||Skip to Section 21|
|22. Confidential Information – Work Products||
||Skip to Section 22|
|23. Travel and Other Expense Reimbursement Policy||
||Skip to Section 23|
Download the full Employee Handbook in PDF Format.
1. About Edkey
A. Core Values
Edkey was founded on these simple core values:
- We know every child and we exist to meet their needs.
- We respect and we are kind and courteous to all people, at all times and in all communications.
- We lead by agreement.
- We continually strive for excellence.
The Administrative office is located at 1460 South Horne Street, Mesa, Arizona 85204. Schools:
American Heritage Academy
Arizona Conservatory for Arts and Academics
Children First Academy of Phoenix
Children First Academy of Tempe
Sequoia Charter School Elementary
Sequoia Charter School Secondary
Sequoia Choice Schools Arizona Distance Learning
Sequoia Choice Star Academy
Sequoia Choice Village School
Sequoia Pathfinder Academy at Eastmark
Sequoia Pathway Academy
Sequoia School for Deaf and Hard of Hearing
Sequoia Village School
2. The Employment Relationship
A. At-Will Employees
Employment with Edkey is terminable at will. This means that you or Edkey may terminate the employment relationship for any reason, or no reason, at any time and without notice. Any modification with respect to the term of an individual’s employment must be in writing and approved by the President.
This Employee Handbook is not a contract and does not create any rights for employees or obligations for Edkey. Edkey reserves the unconditional right to modify, delete, or make any changes or exceptions to anything contained in the Employee Handbook without notice. Oral statements and representations or promises that contradict this Employee Handbook, including promises of employment for any specified period of time, are not binding on Edkey.
B. Fingerprinting Requirement
All instructional employees, including all individuals engaged in instruction as classroom and laboratory teachers, supervisory teachers, speech therapists, and principals, must obtain a State of Arizona Department of Public Safety Identity Verified Prints (IVP) Fingerprint Clearance Card. All contractors, subcontractors, vendors, or their employees who provide services to Edkey on a regular basis must also obtain an IVP Fingerprint Clearance Card.
Instructional employees are not permitted to continue to engage in instructional activities after the expiration of their IVP Fingerprint Clearance Card. Therefore, all instructional employees must renew their IVP fingerprint cards in a timely manner.
All non-certificated personnel and volunteers who provide services directly to pupils without the supervision of a certificated employee and who are not the parent or guardian of a student who attends Edkey shall be fingerprinted as a condition of employment. Personnel required to be fingerprinted must complete a notarized form indicating whether they are awaiting trial on, have been convicted of, admitted in open court, or pursuant to a plea agreement have committed any of the following crimes:
- Sexual abuse of a minor.
- First or second degree murder.
- Sexual assault.
- Sexual exploitation of a minor.
- Felony offenses involving contributing to the delinquency of a minor.
- Commercial sexual exploitation of a minor.
- Felony offenses involving sale, distribution or transportation of, offer to sell, transport, or distribute or conspiracy to sell, transport or distribute marijuana or dangerous or narcotic drugs.
- Felony offenses involving the possession or use of marijuana, dangerous drugs or narcotic drugs.
- Misdemeanor offenses involving the possession or use of marijuana or dangerous drugs.
- Burglary in the first degree.
- Burglary in the second or third degree.
- Aggravated or armed robbery.
- A dangerous crime against children as defined in section 13-705.
- Child abuse.
- Sexual conduct with a minor.
- Molestation of a child.
- Aggravated assault.
- Exploitation of minors involving drug offenses.
Bus drivers are required to submit fingerprints at the time of their processing for a CDL License. Fingerprinting is handled by the Transportation Department prior to allowing the individual to drive a bus. Other members of the Transportation Department, who do not have direct contact with students or who do not hold an instructional position, will have fingerprints processed by the Department of Public Safety and the FBI but are not required to have a fingerprint clearance card.
Employees whose term of employment is less than one week – who will not have contact with students are not required to submit fingerprints for processing.
Any Edkey employee who is arrested or charged with any of the above crimes must report such arrest or charge to the President. Failure to report will result in discipline, up to and including termination of employment.
C. Your Job Classification
It is the intent of Edkey to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to terminate the employment relationship at will at any time is retained by both the employee and Edkey.
Each employee is designated as either nonexempt or exempt from federal and state wage and hour laws. Nonexempt employees are entitled to overtime pay under specific provisions of federal and state wage and hour laws. An employee’s nonexempt or exempt classification will be determined based on the guidelines established by the Fair Labor Standards Act (FLSA). As a result, the method of base pay received (hourly or salary) will not necessarily determine the employee’s nonexempt or exempt status. An employee’s nonexempt or exempt classification may be changed only upon written notification by Edkey.
Employees are classified based upon whether they are salaried (S) or hourly (H) employees. See Table 2.1 below for a description of each classification:
Table 2.1 – Employee Classification
|H20N||Hourly employee working less than 20 hours per week; no vacation.|
|H29N||Hourly employee working less than 29 hours per week; no vacation.|
|H33N||Hourly employee working less than 33 hours per week; no vacation.|
|H40N||Hourly employee working 40 hours per week; no vacation.|
|H40V||Hourly employee working 40 hours per week; vacation.|
|S10N||Salaried employee working 10 months; no vacation.|
|S12N||Salaried employee working 12 months; no vacation.|
|S12V||Salaried employee working 12 months; vacation.|
3. Equal Employment Opportunity
Edkey will recruit, hire, train, and promote persons in all job titles without regard to race, color, national origin or ancestry, religion, sex (including pregnancy), age (40 and over), disability, genetic information, veteran status or any other legally protected status under local, state, or federal law. Edkey will make employment decisions that further the principle of equal employment opportunity. Edkey will ensure promotion decisions are in accord with principles of equal employment opportunity by imposing valid and nondiscriminatory requirements for promotional opportunities, including factors such as skill, knowledge, experience, attitude, work quality, and performance.
Edkey will also ensure that all personnel decisions and actions, including but not limited to compensation, benefits, transfers, promotions, layoffs, returns from layoff, discipline, terminations, School-sponsored training, education, and social and recreational programs will be administered without regard to race, color, national origin or ancestry, religion, sex (including pregnancy), age (40 and over), disability, genetic information, veteran status, or any other legally protected status under local, state, or federal law.
All employees are expected to comply with this EEO Policy. Supervisors who are responsible for meeting business objectives are expected to cooperate fully in meeting our equal employment opportunity objectives and their overall performance will be evaluated accordingly.
Edkey makes a commitment to establish a workplace free from discrimination and is an equal opportunity employer. This is a commitment that must be shared by all individuals associated with Edkey. All employees are expected to conduct themselves at all times so as to provide an atmosphere free from unlawful discrimination. Pursuant to state and federal law, discrimination against any individual by reason of race, color, national origin or ancestry, religion, sex (including pregnancy), age (40 and over), disability, genetic information, veteran status, or any other legally protected status under local, state, or federal law is prohibited. Edkey strives to ensure equal opportunity for all qualified persons.
Complaints or charges of violations are to be reported immediately to your supervisor or Human Resources Manager in written form and will be promptly investigated. If the complaint involves someone in the employee’s direct line of supervision, or the employee feels uncomfortable reporting the discrimination to his/her supervisor or the Human Resources Manager, the employee may inform Mark Plitzuweit or Marla Ramos at the Administrative Office, and the complaint of discrimination will be promptly investigated. Edkey will investigate the allegation and take any appropriate action deemed necessary, which may include the termination of the offending individual.
Please be advised that Edkey is required by law to conduct a thorough investigation, and absolute confidentiality is not always possible. Adverse action will not be taken against an employee who reports or participates in the investigation of a violation of this policy on the basis that the employee made such a report or participated in the investigation process. Edkey will take prompt and appropriate remedial and/or disciplinary action to address any violations of this policy. All employees must cooperate fully with any internal investigation.
5. American with Disabilities Act Policy
Edkey is committed to providing reasonable accommodations for qualified individuals with disabilities to assist them in performing the essential functions of their employment positions. A disability is a physical or mental impairment that substantially limits a major life activity. Do not assume that Edkey is aware of an employee’s need for a reasonable accommodation. To request a reasonable accommodation, please contact the Human Resources Manager at 480-461-3200, ext. 10633.
Not all qualified individuals with disabilities or even all qualified individuals with the same disability will require the same accommodation. Once a request for a reasonable accommodation is made, the Human Resources Manager will engage in an interactive process with the employee to discuss his or her needs and to consider an appropriate reasonable accommodation. Edkey may ask for documentation regarding the type of impairment and how the impairment impacts an employee’s ability to perform the essential functions of his or her job. Edkey may request information about how an accommodation will enable the employee to perform job-related tasks. Employees will be asked to provide such information and to participate in the interactive process.
The medical records and genetic information of applicants and employees are confidential and are kept in separate medical files. The results of all medical examinations or information from inquiries about a disability are also kept confidential, and maintained in separate medical files. Disclosure of medical records and/or genetic information will only be made in limited circumstances in compliance with all applicable federal, state, and local laws, such as:
- Supervisors and managers may be informed regarding necessary restrictions on the work or duties of the employee and necessary accommodations;
- First aid and safety personnel may be informed, when appropriate, if the disability might require emergency treatment and if the individual might require some other assistance (such as help during an emergency evacuation) because of a medical condition;
- Government officials investigating compliance with the Americans with Disabilities Act, the Genetic Non-Discrimination Act, and with other similar federal, state, and local laws; and
- In addition, Edkey may be required to disclose medical information pursuant to workers’ compensation laws or for insurance purposes.
If you have any questions regarding reasonable accommodation, please contact the Human Resources Manager, at 480-461-3200, ext. 10633.
Harassment is defined as verbal or physical conduct that denigrates or shows hostility or aversion towards an individual because of race, color, religion, sex, national origin, age, disability, or pregnancy. Harassment may include various conducts relating to an individual’s protected class such as: epithets, slurs, negative stereotyping, threats, intimidation, hostile acts, unwelcome jokes, or hostile written or graphic material in the workplace.
Sexual harassment is defined as follows: unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature, such as uninvited touching or sexually-related comments, when (1) submission to the conduct is made either explicitly or implicitly a term or condition of an individual’s employment; (2) submission to or rejection of such conduct is used as the basis for employment decisions affecting the person involved; or (3) such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.
While it is not possible to list all those additional circumstances that may constitute sexual harassment, the following are some examples of conduct that are inappropriate and meet the definition of sexual harassment or contribute to a hostile work environment and are prohibited:
- Sexual pranks, or repeated sexual teasing, jokes, or innuendo, in person or via e-mail;
- Sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life; comment on an individual’s body, comment about an individual’s sexual activity, deficiencies, or prowess;
- Displaying sexually suggestive objects, pictures, cartoons;
- Touching or grabbing of a sexual nature;
- Unwelcome leering, whistling, brushing against the body, sexual gestures, suggestive or insulting comments; and,
- Inquiries into one’s sexual experiences.
No employee may be required to submit to sexual advances in order to retain or improve his or her job. No one has the right to make the work environment intolerable because of unwanted touching, insults, unwelcome jokes, etc. No employee may discuss sexual conduct and/or sexual jokes while at work. No sexually-oriented materials or objects may be brought onto or accessed from Edkey. Any physical contact between employees at work that may be construed as sexual is strictly prohibited.
A victim of sexual harassment can be a man or a woman. The victim can be of the same sex as the harasser. The harasser may be anyone, including a supervisor, a co-worker, or a non- employee, such as a vendor, supplier, or anyone who has a business relationship with Edkey.
- It is the policy of Edkey to maintain a learning and/or workplace environment free of harassment based on disability.
- It is a violation of policy and unlawful for any staff member or outside service provider to engage in harassment based on disability of a student or staff member, or, for a student to harass another student or staff member.
- Definition: Disability Harassment occurs when an employee, who is a qualified individual with a disability (“QID”), is subjected to unwelcomed harassment based on the employee’s disability, and the harassment is sufficiently severe or pervasive to alter a term, condition, or privilege of employment.
- It is a violation of this policy and unlawful for anyone to retaliate against a person who has filed a complaint of harassment, or for cooperating in an investigation of a complaint for disability harassment. Staff members who violate this policy are subject to disciplinary action, including a verbal reprimand, suspension, or termination.
- Students who violate this policy are subject to disciplinary action, including a verbal warning, suspension, or expulsion.
- All new supervisory personnel shall receive training on this policy and their responsibilities to take immediate and appropriate corrective actions in addressing disability harassment complaints.
- Students and staff may file a written or oral complaint under this policy with the principal of the school or their supervisor.
- All new staff members shall receive a written copy of this policy as part of their orientation.
If you feel you or another employee is being subjected to harassment by any employee, customer, vendor, or supplier, you must report it at once to your supervisor. If the complaint involves someone in the employee’s direct line of supervision, then the employee must immediately inform another supervisor, administrator, corporate officer, or corporate board member. Edkey will promptly and appropriately, in a fair and reasoned manner, respond to complaints of harassment and/or retaliation through the use of appropriate investigators. The response to a complaint will include interviews of all potential victims and witnesses identified by the complainant and detailed notes of the investigation. The response will include a credibility assessment and a finding of whether harassment and/or retaliation occurred.
Should the investigator find that harassment and/or retaliation occurred, Edkey will take the appropriate corrective action to ensure that harassment and retaliation do not occur.
To the extent possible, investigations will be conducted in confidence; however, please be advised that Edkey is required by law to conduct a thorough investigation, and absolute confidentiality is not always possible. An employee found to have harassed another individual will be subject to discipline, up to and including termination.
No employee who in good faith reports harassment or participates in an investigation of such a report will be subjected to any discipline or retaliation for lodging the report or participating in the investigation of harassment or discrimination. Any act of reprisal against any person who opposes a practice forbidden under this policy, or has filed a charge, is prohibited and therefore subject to disciplinary action. Likewise, reprisal against any person who has testified, assisted, or participated in any manner in an investigation, proceeding or hearing under this policy is prohibited.
7. Employment Policies
A. Employment of Close Relatives
No person employed by Edkey may be directly supervised by a close relative (father, mother, sister, brother, son, daughter, spouse, grandparent, first cousin, grandchild, or spouse of the preceding), unless approved in writing by the President. This policy applies to all positions: summer and/or part-time work, as well as for full-time employment.
Individuals are employed because Edkey is in need of the services they provide. Excessive absenteeism hurts the mission of Edkey and places burdens on colleagues. “Absent without leave” will be considered as any instance of missed work time, full or partial days, including tardiness and early departures, because of: (1) a reason that conforms to a policy currently in effect but the maximum days provided for in that policy will be exceeded; (2) a reason that does not conform to any policy currently in effect; or (3) failure to report to work without prior notification to the Supervisor. In no case shall an employee be compensated for time lost due to being absent without leave.
An employee who cannot obtain prior approval for an absence due to illness or emergency must request approval as soon as possible. An employee who is absent from work without prior approval or who does not qualify for delayed approval is subject to disciplinary action, up to and including termination.
C. Employee Classification and Paid Leave
Paid leave varies according to the employee classification you are assigned. Table 7.1 below outlines the holidays, personal days, and vacation time available for each classification. Further discussion of holidays observed, as well as the availability of personal and vacation days are in Sections D and E below.
Table 7.1 – Classification and Benefits
|Classification||School Holidays Paid||Federal Holidays Paid||Personal Days Available||Vacation|
(Less than 20 hrs per week)
(20 to 27 hrs. per week)
|4 hrs. per holiday||4 hrs. per holiday||1 hr. per pay period||None|
(28032 Hrs. per week)
|6 hrs. per holiday||6 hrs. per holiday||1.5 hrs. per pay period||None|
(33-40 hrs. per week)
|8hrs. per holiday||8 hrs. per holiday||2 hrs. per pay period||None|
(40 hrs. per week gets vacation)
|None||8 hrs. per holiday||2 hrs. per pay period||0-4 years = 2 weeks
5-9 years = 3 weeks
10+ years = 4 weeks
|S10N||8hrs. per holiday||8 hrs. per holiday||6 days||None|
|S12N||8hrs. per holiday||8 hrs. per holiday||6 days||None|
|S12V||None||8 hrs. per holiday||6 days||0-4 years = 2 weeks
5-9 years = 3 weeks
10+ years = 4 weeks
Edkey observes the following paid Federal holidays every year:
- Labor Day
- Veteran’s Day
- Thanksgiving and the day after
- Christmas Day
- New Year’s Day
- Martin Luther King Day
- Presidents Day
- Memorial Day
- 4th of July
Each school determines which school holidays are observed, as indicated by the schedule attached to this handbook. The school holidays change every school year; therefore, please refer to this attachment to determine the school holidays your assigned campus observes.
Hourly Employee Paid Holidays by School
If you are being paid for a School Holiday, you cannot receive pay for both hours worked and the School Holiday pay unless the following exception occurs:
If the location where you are employed is observing a school holiday, you may be asked by a Department Manager to work at a location that is not on School Holiday. In this situation, you will be paid for both the School Holiday and the hours worked, and the School Holiday hours. These additional hours will not qualify for overtime pay, and you will not receive overtime pay for any hours worked at another school location other than your own. Hours paid for time not worked, such vacation pay or holiday pay, do not count as hours worked for purposes of computing overtime pay.
E. Employee Absences
1) VacationEmployees whose job responsibilities require them to work during school holidays (i.e. Fall Break, Winter Break and Spring Break) will be given vacation time. Examples of these employees included are (without limitation), Assistant Superintendents, Principals, Assistant Principals, Dean of Students, Counselors, Secretaries, and Registrars. Approval of vacation days for these employees must be obtained from those employees’ supervisors prior to the date of the leave request. Any such vacation request will be complied with to the best of the operational needs. The table above shows your class and all employees in this class are H40V or S12V in the table. Vacation time is granted on July 1st for the current fiscal year, I.E. if you are entitled to 80 hours and you are employed on July 1st you will receive 80 hours for use in the current fiscal year. Employees hired after July 1st that are entitled to vacation earned at a rate of 1/24 of the 80 hours each payday. Vacation days not used during the current fiscal year will be forfeited and are not cumulative from one fiscal year to the next. If you are paid for school holidays, you will not receive vacation time for those school holidays. The amount of vacation provided is commensurate with the number of years of service to Edkey. Years of services are determined as of July 1st of the current fiscal year. As described in Table 7.1 above, the corresponding service years and vacation time available is as follows::
Years of Service
If an employee position changes from one that is eligible for vacation time to one that is not eligible for vacation he/she will retain his/her available hours until June 30, of that fiscal year at which time if they have not been used they will be forfeited.
2) Personal Sick Leave
- The term Personal/Sick Leave is a generic term that includes both Personal Days and Sick Time.
- Sick Time is a benefit that is available when an illness or injury requires an employee to miss work.
- Personal Days are a benefit that is available for personal issues that require an employee to miss work.
- Personal/Sick Leave is assigned to salaried employees at the beginning of each school year.
- Personal/Sick leave for those hourly employees in the H20N, H29N, H33N, H40N and H40V classifications will accrue their personal leave as indicated in Table 7.1.
- An employee may request Personal/Sick Leave after 90 days of employment.
- Employees will be paid for accrued Personal/Sick Leave upon separation up to the maximum number of hours in the current fiscal year between the date of separation and the last day of the fiscal year.
- If an employee’s position changes from one that is eligible for personal/sick time to one that is not eligible for personal/sick time he/she will retain his/her available hours until June 30 of the fiscal year during which they transition to a non-eligible position, at which time if the personal/sick leave has not been used, it will be forfeited.
- Personal/Sick leave can be accrued to a maximum of 48 hours and is cumulative from one school year to another. All employees, regardless of their classification, cease to accrue Personal/Sick leave when the maximum amount of personal/sick time has been reached.
Use of Personal/Sick Leave:
- Whenever possible, the employee is expected to notify his/her Supervisor prior to requesting Personal/Sick Leave. The Supervisor has the right to require from the employee a physician’s statement verifying the existence of a medical issue.
- Prior to using personal/sick leave, all Teachers are required to have an emergency portfolio for use by a substitute; including lesson plans as required by the school operating manual.
- Personal/Sick time may be used for illness of immediate family (Spouse, children, stepchildren, parents, and the grandparents of the employee) and/or for other personal reasons.
- Personal/Sick time may be used for routine medical appointments.
- If an employee requests a personal leave greater than the employee’s accrued Personal/Sick time, the employee may request an unpaid leave of absence.
- Personal/Sick leave must be exhausted as part of FMLA leave for eligible employees. For example, an FMLA eligible employee who requests leave for 20 days and has accrued 6 days of Personal/Sick leave must take 6 days of paid leave and 14 days of unpaid leave. See FMLA Policy.
Donation of Personal/Sick Days:
An employee may request from Human Resources the donation of personal/sick days from other employees for his/her use, subject to the following:
- An employee request for a donation of personal days will be reviewed for approval by a committee consisting of the Human Resources director, an administrator from the requesting employee’s work site, and one additional individual appointed by the President of the company.
- All employee requests shall be completed by the Human Resources department, upon approval by the review committee.
- The requesting employee must have exhausted all of his/her accumulated personal/sick days and vacation days, if applicable.
- The requesting employee must present satisfactory medical evidence of a disability or illness (excluding work-connected accidents) to Human Resources for review.
- The requesting employee shall have been employed by the company for at least 120 days at the time of the request.
- A requesting employee may receive up to sixty (60) donated days in any twelve (12) month period.
- Employees wishing to donate personal/sick days may only donate one (1) day per fiscal year and must do so in writing (emails are an acceptable form of writing).
3) Other Leaves
a. Jury DutyEdkey encourages employees to fulfill their legal and civic responsibility, which includes jury duty and court appearances. Employees must provide documentation of the court appearance or jury duty to their supervisor as soon as possible. Non-exempt employees will be paid for a maximum of five (5) days for jury duty. Exempt salaried employees who are absent from work for part of a week for jury duty will be paid their regular salary for the week. When serving judicial duty, employees must notify their supervisor daily if they are expected to be absent from work. Employees are required to return to work as soon as the duty is completed. Employees must provide their supervisor with a certification of services, provided by the Jury Commissioner, when jury duty is completed. Employees must reimburse Edkey for jury duty pay received within the granted leave time when such payment is made directly to the employee.
b. Death in the Family/Funeral LeaveIf an eligible employee should suffer the death of an immediate family member, the employee will be entitled to two (2) days with the approval of a supervisor to make funeral arrangements and attend services. For this purpose, “immediate family members” are defined as mother; father, brother, sister, spouse, child, grandparent, and the same relatives of the employee’s spouse. Requests for time off related to the death of any individual other than an immediate family member may be granted without pay. Your supervisor may request supporting documentation of the death. Payment for bereavement will not be counted as hours worked for overtime purposes.
c. Family and Medical Leave Act of 1993 (FMLA)Purpose
To describe Edkey’s family and medical leave policies.
Edkey allows employees to take up to 12 weeks of leave, paid and unpaid, in a 12- month period. The leave is available to care for a child after birth or adoption or due to a serious health condition of the employee and his or her parent, spouse or child. This policy is intended to comply with the requirements of federal law.
Eligibility – Edkey will allow you to take up to 12 weeks of leave from your job in a 12-month period if you are an “eligible employee.”
Leave is available for the following events:
- Birth of a child, and to care for the child (must be taken within one year of the birth).
- Placement of a child for adoption or foster care.
- To care for a seriously ill spouse, child or parent as defined by the applicable FMLA Regulations.
- Because of your own serious health condition that makes you unable to perform the essential functions of your job.
To be an “eligible employee,” you must satisfy the following conditions:
- You must have worked for Edkey for at least 12 months (need not be consecutive).
- You must have worked at least 1,250 hours during the 12 consecutive months preceding the start of your requested leave.
- You must work at an eligible worksite.
- You work at an “eligible worksite” if at least 50 employees, including part- time employees, work within a 75-mile radius of you.
- The 12-month period (during which up to 12 weeks of leave is available) is a rolling 12-month period measured backward from the date leave is requested or taken.
Application for Leave – To qualify for a leave, you must apply using the “Application for Family or Medical Leave of Absence.” The completed application must state the reason for leave, the duration of the leave, and the starting and ending dates of the leave. All applications are kept confidential and separate from your personnel file. In the event of a foreseeable leave of absence, you must apply 30 days prior to the day you want to start your leave. If you fail to do so, your leave starting date may be delayed for up to 30 days after you do apply. In the case of a leave that is not foreseeable, you must notify Edkey as soon as possible, generally within one or two days. After you submit your application for leave, the employer will determine whether you need to provide additional information.
Edkey also will ask you to submit an application for leave after you have missed five (5) consecutive days of work, or if you request days off or time off in advance, other than for vacation.
Edkey will determine whether or not you meet the eligibility requirements at the time you apply for the leave.
Approval of Leave – Edkey will approve or disapprove of the leave as qualifying under this policy as soon as practical after all required information is received from you.
In no event will Edkey tolerate outside employment in any capacity. Any outside employment or work for compensation on any basis by an employee on a leave under this policy will result in immediate dismissal and forfeiture of all rights under this policy.
Medical Certificates – You will be required to provide a certification of a health care provider if you request a leave to care for a seriously ill family member or if you request a leave because you are unable to perform your job due to a serious health condition. The certification must state the date on which the health conditions commenced, the probable duration of the conditions, and the appropriate medical facts regarding the condition. You must use the form, “Certification of Physician or Practitioner,” available from the human resources office. You must give your physician or practitioner a copy of your most recent job description. A similar certification will be required for a reduced hours or intermittent leave due to your health condition or that of your family member. In that case, the certification must be completed to state that such a leave is medically necessary, the expected duration, and a schedule of your leave.
Edkey may require a second certification at its own expense if it wants to confirm the first opinion. Edkey designates or selects this physician or practitioner for the second certification. Edkey may require a third certification, again at Edkey’s expense, if the first two opinions conflict, by a physician or practitioner jointly approved by you and Edkey. This third opinion is binding on everyone.
Intermittent or Reduced Hour Leaves – You may be able to work reduced hours or take an intermittent leave (in other words, you can take hours or days off, rather than leaving work altogether for 12 weeks). The total leave is still limited to 12 weeks per year. The leave must be medically necessary to care for a seriously ill family member or due to your own illness, provided the physician or practitioner certifies it as medically necessary.
This type of leave schedule will need to be pre-approved by Edkey, if it is requested for the care of a son or daughter following birth or preceding adoption or foster care placement, and approval is at Edkey’s sole discretion for these events. Edkey may require you to have a schedule that does not disrupt its business operations.
If you must take leave on such a schedule due to the need to care for your ill family member or due to your own poor health, Edkey may transfer you to a position for which you are qualified (without your approval) that better accommodates your new schedule, while still providing you with equivalent pay and benefits.
Substitution of Paid Leave – You generally must use up your accrued paid vacation, personal, sick and other paid days off as part of your 12 weeks of leave. If you are taking paid time off when you have an event qualifying for a leave under this policy, your 12 weeks will be measured from the date of the event. Health Benefits During Leave – Edkey will continue to provide you with coverage under our health plans under the same conditions as when you were not on leave. You also will be eligible for and subject to any new health plans or changes to the existing health plan that take effect while you are on your leave. Your regular health benefits will end when you indicate that you will not be returning to work, but you may choose to elect continued medical coverage under our plan at your expense at that time.
If you are receiving a paycheck due to using paid days off, the premiums may be deducted pre-tax, provided you designate that you agree to this treatment when you apply for the leave. Otherwise, you must pay the premiums on an after-tax basis at two week intervals. You must pay your premium contributions toward health care benefits by sending them to the address below:
Edkey, Inc.Edkey will continue to pay its share of the health premiums, if any. Your health coverage will be terminated following a 30-day grace period if you fail to pay your required premiums.
1460 S. Horne St.
Mesa, Arizona 85204
Edkey may collect its premiums relating to the unpaid portion of your leave (and any paid on your behalf, should you fail to pay them) from you if you fail to return to work. The only exceptions to Edkey’s reimbursement rights are if (1) the event that prevents you from returning to work is a serious health condition of you or your family member or (2) is beyond your control (as determined by Edkey in its sole discretion). Edkey will require you to provide a certification of the serious health condition within 30 days of Edkey’s request, if the event preventing your return to work is a serious health condition. If you fail to provide the certification, the company can recover the premiums paid on your behalf during the leave period.
An employee is not entitled to the accrual of any seniority or employment benefits that would have occurred if not for the taking of the leave. An employee who takes family or medical leave will not lose any employment benefits that accrued before the date leave began.
Return to Work and Restoration of Job – Prior to returning from a leave, you must obtain a fitness for duty certification from your physician. Upon returning from a leave under this FMLA policy, you will be entitled to be restored to the same position you held when your leave started, or to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment. Edkey cannot guarantee that an employee will be returned to his or her original job. If you cannot be returned to your original job, you will be assigned to an equivalent position with equivalent pay and benefits. The equivalent position will be determined by Edkey, in its sole discretion, under federal guidelines.
Some key employees (those in the top 10% of the workforce in terms of compensation for a 75-mile radius) may not be eligible for reinstatement. If the return of a key employee would cause substantial and grievous economic injury to the employer, based on factors such as workplace disruption, Edkey can deny his or her reinstatement. If you desire more information about the rules relating to key employees, please ask your benefits manager for details. You will be notified after you apply for a leave whether or not you are a “key employee,” and that if you are, you may not be eligible for reinstatement.
Instructional Employees – If the intermittent or reduced time-off leave is for an instructional employee, one whose principal responsibility is to instruct students in the classroom, small setting or individually, Edkey can require the employee to take the leave for a specific duration not greater than the planned duration of treatment, or Edkey can temporarily transfer an employee to an alternate position or worksite with comparable pay and benefits, which better accommodates the recurring periods of leave. However, the leave must be requested to care for a qualifying family member or as a result of the employee’s serious health condition; must be based upon planned, foreseeable medical treatment; and must be for more than twenty percent of the working days in the leave period.
If an instructional employee needs to take family and medical leave near the end of the semester, the instructional employee might be required to continue leave through the end of the semester under the following circumstances:
- If the employee leave begins more than five weeks before the end of the semester, the leave is scheduled to last longer than three weeks, and the employee will return during the last three weeks of the semester.
- If the employee leave begins less than five weeks before the end of the semester, the leave is scheduled to last longer than two weeks, and the employee will return during the last two weeks of the semester.
- If the employee leave begins less than three weeks before the end of the semester and the scheduled leave is longer than five days.
Upon your return, you will also be entitled to participate in all of the employee welfare benefit plans you participated in prior to your leave, without meeting any otherwise applicable qualification requirements (such as satisfying a waiting period or pre-existing condition waiting period, waiting for open enrollment, or passing a medical examination). Any increases in benefits that do not depend on seniority or accrual during the leave period will be provided upon your return. Additional Information – You may obtain additional explanation by contacting our FMLA Coordinator at the address below:
Patric R. Greer
1460 S. Horne St. Mesa, Arizona 85204
480-461-3200 EXT 10635
d. Military Service
An employee who is called to temporary active duty or required to participate in training as a member of a military reserve organization will be granted a leave of absence in accordance with applicable state and federal laws. The Uniformed Services Employment and Reemployment Rights Act (USERRA) also prohibits employers from discriminating against past and present members of the uniformed services, and applicants to the uniformed services.
i. Reemployment Rights
An employee is entitled to be restored to the job and benefits he/she would have attained if he/she had not been absent due to military service if:
- Edkey received advance written or verbal notice of the service;
- The employee has five years or less of cumulative service in the uniformed services while with Edkey;
- The employee returns to work or applies for reemployment in a timely manner after the conclusion of the service; and
- The employee had not been separated from service with a disqualifying discharge or under other than honorable conditions.
ii. Health Insurance Coverage
If an employee leaves Edkey to perform military service, the employee has the right to elect to continue the existing employer-based health plan coverage for up to twenty-four months. If the employee elects to not continue coverage, the employee is entitled to be reinstated to Edkey’s health plan upon reemployment without waiting periods or exclusions.
A. Staff Conduct
All staff members on school property or using school property for any purpose shall refrain from engaging in:
- Any conduct intended to obstruct, disrupt, or interfere with teaching, research, service, administrative, or disciplinary functions, or any activity sponsored or approved by the Board.
- Physical or verbal abuse of, or threat of harm to, anyone on property owned or controlled by Edkey or at functions sponsored or supervised by the school.
- Damage or threat of damage, to property of the school, regardless of location, or property of a member of the community or a visitor to the school, when the property is located on premises controlled by the school.
- Forceful or unauthorized entry to or occupation of the school’s facilities, including buildings and grounds.
- Use, possession, distribution or sale of tobacco, drugs, alcohol, imitation drugs, or drug paraphernalia or other illegal contraband on school property or at school- sponsored functions.
- Conduct or speech that violates commonly accepted standards of the school and that, under present circumstances, has no redeeming social value.
- Failure to comply with lawful direction of the school officials, security officers, or any other law-enforcement officers acting in performance of their duties, or failure to identify oneself to such officials or officers when lawfully requested to do so.
- The carrying or possession of a weapon on school grounds, unless they are peace officers or have obtained specific authorization from the appropriate school administrator.
- A knowing violation of Edkey’s policies and regulations.
- Any conduct violating any federal, state, or city law or regulation. At a minimum, all staff members will:
- Thoroughly acquaint themselves with the provisions, rules, regulations, and applicable information contained within the policies adopted by the Board.
- Conduct themselves in a manner consistent with effective and orderly education and protect the students and school property.
- Maintain order and carry out all orders given by the Superintendent concerning maintenance of order.
- Dress and maintain a general appearance to reflect their position and so as not to be detrimental to the educational program of the school.
- Immediately report to the Superintendent or to a principal who is their immediate supervisor, a violation of A.R.S. § 13-3411 when they observe a person present in a drug-free school zone who:
- Possesses or uses marijuana, peyote, dangerous drugs, or narcotic drugs; or
- Is intentionally present in a drug free zone for the purpose of selling marijuana, peyote, dangerous drugs, prescription only drugs or narcotic drugs.
Employees of Edkey who violate these rules may be subject to a warning, reprimand, suspension, or dismissal.
B. Staff Conduct with Students
Employees are expected to exercise general supervision over the conduct of students, not only while in the classroom, but also before and after school and during recess. At all times teachers and other staff members will accord students the dignity and respect that they deserve, and avoid embarrassing any student unnecessarily.
All personnel employed by Edkey are expected to relate to students in a manner that maintains social and moral patterns of behavior consistent with community standards and acceptable professional conduct.
Relationships between staff members and students that include “dating,” “courtship” or “romantic involvement” are prohibited. These behaviors deviate from ethical or professional standards and shall be deemed unacceptable and contrary to the expectations of Edkey governance. Staff/student relationships shall reflect mutual respect between staff members and students and shall support the dignity of the entire profession and educational process. At no time should employees allow themselves to be in a situation where this policy appears in violation.
Violations of the above shall be considered serious and may result in severe disciplinary action, up to and including termination of employment.
C. Drug-Free Workplace
Edkey is dedicated to maintaining a safe educational environment. Thus, Edkey has implemented a drug and alcohol free work environment policy.
No employee shall report to work while under the influence of drugs and/or alcohol. The use, sale, distribution, manufacture, or possession of alcohol, illegal drugs, hallucinogens, stimulants, sedatives, controlled substances, imitation drugs, or drug paraphernalia on Edkey property is prohibited. School property includes any school building or premises, and any school-owned vehicle or any school-owned vehicles used to transport staff members or students to and from school, school activities, or on school business. This includes the misuse of prescription drugs or any mood-altering substances while on Edkey property, Edkey paid time (i.e., conferences, training sessions), school-sponsored or school-approved activity or event, or in circumstances the school believes will adversely affect Edkey’s operations or safety.
Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment and/or notification of law enforcement authorities. The transferring, manufacturing, offering, selling or arranging for sale of any alcohol, narcotic, hallucinogen, stimulant, sedative, drug, imitation drugs, or any other mood altering substance while on Edkey property or Edkey’s time will lead to immediate termination.
Employees of Edkey shall not be under the influence of prescription or non-prescription drugs during the school day or at other times when acting as a representative of Edkey, if such medication impairs the employee’s ability to perform his or her job.
Any employee who has been charged or arrested under any criminal drug statute shall notify his or her supervisor immediately.
As a condition of employment, each employee shall abide by the terms of the school policy respecting a drug-free workplace.
Weapons are prohibited on school grounds, except for firearms in a program approved by a school and when carried by any peace officer while performing official duties.
Any employee who is aware that a student is carrying a weapon must report it immediately.
Any and all secret recording by employees in the workplace or at school-sponsored events is strictly prohibited. Violation of this rule may lead to disciplinary action, up to and including termination.
F. Progressive Discipline Policy
- To establish rules pertaining to employee conduct, performance, and responsibilities so that all personnel can conduct themselves according to certain rules of good behavior and good conduct.
- The purpose of these rules is not to restrict the rights of anyone, but rather to help people work together harmoniously according to the standards we have established for efficient and courteous service for our customers.
- Reasonable rules concerning personal conduct of employees are necessary if Edkey is to function safely and effectively.
Degrees of discipline are generally progressive and are used to ensure that the employee has the opportunity to correct his or her performance. There is no set standard of how many oral warnings must be given prior to a written warning or how many written warnings must precede termination. Factors to be considered are:
- How many different offenses are involved
- The seriousness of the offense
- The time interval and employee response to prior disciplinary action(s)
- Previous work history of the employee
The employee will generally be given three opportunities to change the unwanted behavior:
- The employee will be given a verbal explanation of the errant behavior, including identifying for the employee Edkey’s policy governing the behavior. In addition, the employee will be advised of the consequences of further infractions of the policy in question. If no further problems occur with regard to the issue raised at the verbal warning stage, no further disciplinary action will be taken. However, the supervisor must document the verbal warning in the employee’s personnel file.
- If the problem persists, the employee will be given a written explanation of the errant behavior, including a reiteration of Edkey’s policy regarding the behavior. In addition, the employee will be advised that continuation of the problem may lead to suspension without pay for a stated period of time or termination of employment. As before, the employee will be given an opportunity to change the unwanted behavior and, if the behavior does not recur, no further disciplinary action will be taken.
- If verbal and written warnings fail to bring about a change in the undesired conduct, the employee may be suspended and will be informed that further occurrences of the conduct will lead to the employee’s immediate termination without warning.
Edkey will document a disciplinary process beginning with the first verbal warning. A report of the disciplinary action will be retained in the employee’s personnel file; however, if no further disciplinary action is required after two (2) years, the report will remain as part of the employee’s personnel file but will no longer be considered part of the employee’s record.
9. Child Abuse Reporting
Arizona law requires school personnel, in addition to parents and a number of other professionals, to report suspected child abuse to law enforcement or to Child Protective Services whenever there is a reasonable belief that a child has been abused, regardless of who the perpetrator is. This law applies to any individual who works for Edkey. A “reasonable belief” is when there are facts that cause an employee to form the suspicion that a child is or has been the victim of abuse or neglect.
Employees are required to make a report “immediately” once it is believed that a child has been the victim of abuse. Employees must inform a supervisor of suspected abuse; however, this does not relieve the employee of the duty to report the abuse to the appropriate authorities. Failure to report suspected child abuse can result in criminal and civil penalties.
Abuse can be inflicted on a child by a parent, a relative, another adult, a school employee, and even another child. If an employee believes the perpetrator is the child’s parent or guardian, the report of suspected child abuse should be made to Child Protective Services (1-888-SOS-CHILD). All other reports should be made to law enforcement. If school personnel suspect that an adult is being abused (e.g., an 18 year old student or an adult student on an IEP), the report of the suspected abuse should be made to Adult Protective Services (1-877-SOS-ADULT).
- The names and addresses of the minor and the minor’s parents or person or persons having custody of such minor, if known.
- The minor’s age and the nature and extent of the injuries or physical neglect, including any evidence of previous injuries or physical neglect.
- Any other information that such person believes might be helpful in establishing the cause of the abuse, child abuse, physical injury, or neglect.
A person furnishing a report, information, or records required or authorized under Arizona Revised Statues or a person participating in a judicial or administrative proceeding or investigation resulting from a report, information, or records, required or authorized under Arizona Revised Statutes shall be immune from any civil or criminal liability by reason of such action, unless such person has acted with malice or unless such person has been charged with or is suspected of abusing or neglecting the child or children in question.
A. Telephone Use
Personal telephone calls may be made and received during break times. However, personal calls must be held to a maximum of no more than three (3) calls of five (5) minutes in length per day. This includes both incoming and outgoing calls. In addition, limit the use of a cell phone for personal matters to break times. If a supervisor feels that phone use interferes with an employee’s duties, the supervisor will discuss it with the employee. Continued abuse of the telephone may result in disciplinary actions, up to and including termination.
B. School Property
All communications media, including computer passwords, are school property. No computer, copier, fax, or other school equipment may be used for personal business. Employees are required to take due care and consideration of such equipment. Willful damage may result in termination.
Depending on job assignment, employees may receive school vehicles or equipment for use on the job. School property and equipment, including School vehicles, are not to be taken off School premises, except where authorized by your supervisor. Employees are prohibited from undertaking any unauthorized modifications to school vehicles or equipment.
C. School Vehicles
Only authorized employees and school volunteers may use school vehicles. Employees and school volunteers will be responsible for reporting to their supervisor any damage to a school vehicle or damage to another vehicle while using a school vehicle. Any citations received while operating a school vehicle must be reported to a supervisor within five (5) days. Only authorized persons can be passengers in school vehicles and violation of this policy may lead to disciplinary action, up to and including termination.
EDKEY INC. INFORMATION TECHNOLOGY POLICIES AND PROCEDURES
Edkey Inc. Information Technology Policies and Procedures exist in addition to all other legally binding document to guide the conduct of the Edkey Inc. users as it pertains to technology resources. It is not intended to replace in part, or in whole, pertinent Arizona or federal laws. Such laws include the Computer Crimes Act of 2000; the Public Records Law; the Digital Millennium Copyright Act; the Computer Fraud and Abuse Act; the Computer Abuse Amendments Act of 1994; or obscenity and child pornography laws.
All users agree to comply with the Edkey Inc. Information Technology Policies and Procedures with applicable state and federal laws dealing with appropriate, responsible and ethical use of information technology. It is not the responsibility of the Information Technology Department to ensure user compliance with this technology policy. It is the responsibility of the user to be aware of the existing policies and to adhere to their guidelines. Non-compliance is a serious breach of the Edkey Inc. standards and may result in legal and/or disciplinary action for all users, employees and students.
These policies are applicable to all Edkey Inc. technology resources and are global in scope. It may become necessary for individual departments and/or schools to define in more detail the limitations on their internal computing resources by further refining the policies stated here. No department and/or school may override the guidelines and restrictions contained within this technology policy.
Access To Policy
Edkey Inc. Information Technology Policies and Procedures shall be made available on the Edkey Inc. website (www.sequoiaschools.org). Printed copies of these policies and procedures will be distributed to each employee. All newly hired employees will receive a copy as part of the hiring orientation. Additional printed copies shall also be available through the Human Resources Department.
Ownership and Use of Information Technology Resources
The information technology resources provided and maintained by Edkey Inc. Information Technology Department are intended for Edkey Inc. related purposes including the support of the EDKEY INC. mission, its administrative functions and activities within the user community. Appropriate use of computing resources includes respecting the privacy of other users and their accounts, using only those resources you are authorized to use, respecting the finite capacity of these resources for personal gain or commercial use not related to Edkey Inc. business. Unauthorized and/or inappropriate use of these resources is prohibited and may result in disciplinary and/or legal action. Unauthorized or fraudulent use of Edkey Inc. telecommunications resources can result in felony prosecution. Resource areas are defined as follows:
Technology equipment may include but is not limited to workstations, laptops, PDAs, SmartPhones, Tablets (ex. IPADS, DROIDs, etc), E-Book readers (Nook, Kindle, etc), servers and network devices such as routers, patch panels and switches. Edkey Inc. may require users of computing equipment to limit or refrain from specific uses of that equipment if their activities are destructive or interfere with Edkey Inc. technology operations or resources. No unauthorized user may connect to the Edkey Inc. network resources unless prior permission is obtained from the Director of Technology. This includes use of employees’ personal computers, equipment owned by sales representatives, consultants, and/or other visiting professionals. Only Edkey Inc. technology equipment is authorized for use on the Edkey Inc. network.
Administrative computers are defined as non-classroom computers on which the Information Technology Department has installed software for business functions. These computers must be kept separate from instructional computers. Students are not to have access to any administrative computer. Every effort should be made to keep classroom computers that are used for grade book activities and staff e-mail functions secure.
All computers and server consoles that are used to access or control sensitive data should have a screen saver timeout and password after a specific period of inactivity or another lockout mechanism to prevent unauthorized persons from accessing these environments. No student should work on an administrative computer.
All computers owned by Edkey Inc. are inventoried and imaged with a standard image created by the Tech Department before installed. Users are not permitted to move any Technology Equipment without the permission of the Director of Technology. Users are not permitted to make any modification to the computer image without the permission of the Director of Technology. There are instances where the Director of Technology may approve to have group policies implemented that will limit user customization on all computers owned by Edkey Inc.
Software owned by Edkey Inc. will be installed on computers set up for the end users by an Information Technology Specialist or a person designated to install software at a school site. No users are allowed to install software on computers that are connected to the Edkey Inc. network.
Desktop enhancement software and peer to peer file sharing applications enabling the exchange of files across the Edkey Inc. network will not be permitted. If the use of such software is found to violate the Edkey Inc. policy, the Digital Millennium Copyright Act, the Computer Crimes Act of 2000 or federal law, the appropriate disciplinary and/or legal actions will be taken. Streaming of live media (audio, video, etc.) not related to instruction is strictly prohibited. If the operation of such software is found to interfere with the normal functioning of the Edkey Inc. network, hinder network performance or compromise network security, Information Technology will notify the user and take necessary action.
All software copyright laws must be observed for any software installations.
Guidelines for the Use of Edkey Inc. Technology Resources
It is a general policy that the network/Internet will be used in a responsible, efficient, ethical, and legal manner in accordance with the mission of the Sequoia Charter School. Failure to adhere to policies and guidelines may result in legal and/or disciplinary action.
The following Guidelines have been developed for all users
- Acceptable uses of the network are activities which support learning and teaching. Network users are encouraged to develop uses which meet their needs and which take advantage of the network’s functions: email, conferences, access to databases, and access to the Internet.
- Classroom teachers are responsible for teaching proper techniques and standards for participation, for guiding student access to appropriate sections of the network and for assuring that students understand that if they misuse the network they may face disciplinary or legal action. Particular concerns include issues of privacy, copyright infringement, email etiquette, cyber bullying and intended use of the network resources.
- Users should follow rules for webpage development and network use.
- Users are expecting to use “Netiquette”. They are expected to abide by the generally accepted rules of network etiquette. Be polite. Do not use vulgar or obscene language. Students should not reveal their private address or phone number or those of others. Adults should exercise caution in revealing name and address information over the network. Electronic mail is not guaranteed to be private.
- EDKEY INC. makes no warranties of any kind, whether expressed or implied for the provision of computer resources. Edkey Inc. will not be responsible for any damages suffered by any user, including loss of data. Edkey Inc. shall not be responsible for the accuracy or quality of information obtained through Edkey Inc. Internet connection.
Safety Guidelines for All Users
In order for the network to be as safe as possible, every teacher and administrator should remember the following:
- It is the responsibility of the faculty member who grants access to EDKEY INC. facilities and/or resources to insure that students are aware of the provisions of the Edkey Inc. acceptable use policies and guidelines, and of any rules, procedures, or courtesies for the outside network they are accessing.
- It is the responsibility of the faculty member to always supervise students when they are accessing the network.
- Whenever possible place the computers in central locations in the classroom or lab, where the screens are highly visible.
- Discuss the network access guidelines
- Since filtering isn’t foolproof, users are still responsible for appropriate use.
- Access be limited on to educational sites.
- Do not reveal your personal information or that of any other person (name, address, phone number).
- Users shall receive or transmit communications using only Edkey Inc. approved and Edkey Inc. managed communication systems.
Access to Technology Resources
Users will be granted appropriate access to all technology resources necessary in conduction Edkey Inc. business for their jobs. Normal operation and maintenance of computing resources requires: backups and caching of data communications, logging of resource activity and monitoring of general usage patterns, as well as other activities necessary in providing service to the user. Edkey Inc. may monitor activity and/or accounts of individuals without notice.
Appropriate persons will be authorized to operate computer equipment.
The Department Head or Principal must submit a Sequoia Computer Access Requirement Form (SCARF) for staff needing access to Edkey Inc.’s administrative systems. Access to data files and computer programs will be authorized only if such operation is clearly a part of, or directly related to, the administrative workload of the school or administrative unit. It is solely the responsibility of the individual’s supervisor to ensure proper training and use of any computer programs or data files is setup with the user and the Information Technology Department.
When employment with Edkey Inc. terminates, or duties are changed so that access to computer equipment or data files is no longer required or a transfer to another school or department is made, the user account must either be disabled or altered to reflect the change in the individual’s position, departmental or school affiliation. It is solely the responsibility of the individual’s supervisor to inform the Information Technology Department when such changes are necessary.
Students, volunteers and non-school staff should not be provided access to Edkey Inc. data files.
The appropriate Information Technology Staff member shall supply each duly authorized user with a user identification code and initial password that will permit the user to sign on to the Edkey Inc. network.
Passwords must be changed every 90 days (or as dictated by the individual program) by the user to maintain systems’ security. Passwords are required to be a minimum of 8 characters. Passwords need to be complex and contain at least 1 number and 1 special character.
Each authorized user will be responsible for use of the computer equipment. Each user must protect all data files and computer programs by signing off or locking the system before leaving their workstation.
Users must change their password(s) at any time if security is compromised.
Disclosure of Passwords
It is a violation for any person to disclose any password to any other person, except to a member of the Information Technology Department staff for problem resolution purposes. Passwords must be changed upon resolution if the password was given to a technician. Thus, it is the responsibility of each employee to maintain the confidentiality of password(s). Under no circumstances shall passwords be posted or kept in a place that is accessible.
Access to these accounts and their passwords to any unauthorized personnel are prohibited. It is the responsibility of the account owner to notify their supervisor and Information Technology Department whenever unauthorized account access is suspected. The account owner must then change their password(s).
Network Management and Security
In the information age in which we live, management of network resources and the security of Edkey Inc.;s network are fundamental to the pursuit of Edkey Inc.’s goals of academic excellence and serving the needs of all Sequoia School’s. Network resources, accepted network behavior and their associated policies are defined as follows:
Bandwidth, or the transmission capacity, of our network hardware is a finite resource all electronic information on our network must share. This information can be referred to as network traffic. Edkey Inc. reserves the right to develop the rules governing these priorities based on the relative importance of different applications, users, and groups in conjunction with available resources.
Hacking is the interference with or unauthorized access to any computer or computer network. This may or may not reflect malicious intent. Specific examples of ‘hacking’ include but are not limited to:
- Any attempt to gain root or system administrator privileges on any network machine or equipment, without permission.
- Any attempt to gain unauthorized access to files, equipment or accounts.
- Any attempt to do anything that result in the interruption of any service to users.
- Any use of chat robots.
- Any attempted use of password cracking software.
- Circumventing approved firewalls.
- Specific software attacks, including ‘Smurf Attacks’ and ‘Ping of Death’.
- Any attempt to access or change system files, without permission.
- Any unauthorized attempted use of SUID programs of any type, without permission.
- Any attempt to do the above mentioned items through the Edkey Inc. network, even if the attempt is aimed outside the network.
- Use of shared-multimedia application software such as Napster or Scour.
Hacking may compromise system availability, data integrity or both. Edkey Inc. will, to the fullest extent allowed by law, seek legal action against any individual(s), organization(s) and/or company(s) that directly or indirectly utilizes our network (or causes it to be used) for any practice that is considered to be hacking.
Port Scanning and Sniffing
Port scanning and sniffing are legitimate, diagnostic activities that the Information Technology Department engages in to maintain the availability and performance of the Edkey Inc. network at acceptable levels. Both, however, can be misused for malicious purposes to gain access to sensitive information traveling on our network or to find weaknesses in computer systems that will allow access to unauthorized individuals.
Port scanning is only permitted by the Information Technology Department and/or appropriate law enforcement agencies for detecting security holes on Sequoia workstations and servers. If a system connected to our network is found to have a security hole, the security issue will be addressed or the system will be removed from the network without further notice.
Network Infrastructure and Communications Closets
The network infrastructure or hardware includes but is not limited to switches, firewalls, routers, patch panels and network cable. Only those individuals authorized through the Information Technology Department or Information Technology personnel will be allowed access to these communications resources.
In addition, the Information Technology Department must authorize all networking equipment in use and connected to the network prior to being physically attached to that network. The Information Technology Department staff will manage all network equipment. Any unauthorized equipment of any kind found attached to the network will be disconnected immediately and without notification to the owner.
Network Address Assignment and Dynamic Host Configuration Protocol (DHCP)
Each device attached to a network must have a unique address associated with it. The assignment and accurate maintenance of these addresses is key to a healthy, functioning network. Management of these functions is solely the responsibility of the Information Technology Department. DHCP is a readily available method by which address assignment can be automated. No unauthorized use of DHCP will be permitted. Any unauthorized device acting as a DHCP server will be disconnected immediately without prior notification to the owner.
Domain Name Registration
The Director of Technology or Information Technology staff is the only agent at Edkey Inc. who may register a domain name/host name to any network device before its installation on the network. All requests for server and workstation domain names/host names and network addresses must go through the Information Technology Department. The Information Technology Department will review requests making certain requested domain names are appropriate, consistent with the mission of Edkey Inc. and in compliance with standard naming conventions.
Edkey Inc. is solely responsible for the design, operation and management of the wireless network. Wireless equipment includes but is not limited to wireless transceivers or Access Points directly connected to the wired network and wireless antennas which amplify radio frequency signals. Any tampering with any of these devices will result in appropriate disciplinary action. Any unauthorized wireless device found connected to the wired network will be disconnected immediately without notification to the owner. If other wireless devices in use cause interference with the network, Information Technology Department will work with the person, school, or department owning the device to find an alternative solution.
Wireless transmissions are not secure. All users should exercise caution in accessing sensitive or personal information when using the wireless network. Wireless encryption must be enabled.
Anonymous File Transfer Protocol (FTP) Sites
Any FTP site on the Edkey Inc. network found not set-up by the Information Technology Department is strictly prohibited. Any FTP site found on the network will be disconnected immediately without notification to the owner and may result in appropriate disciplinary action.
Firewalls are barriers to unsolicited or malicious network activity as well as being a barrier to unauthorized users of a network. EDKEY INC. maintains its own firewall as an added protection against malicious use of our network. All workstation firewalls will be managed by Information Technology staff so as not to interfere with overall network.
LAPTOP COMPUTER AND ELECTRONIC DATA MOBILE DEVICE SECURITY
Every member of Edkey Inc. who utilizes a laptop computer or mobile electronic data device (e.g. Blackberry, Flash Drive, Smart Phone, Hand Held PC/Tablet, etc.) is responsible for the data stored, processed and/or transmitted via that computer or device, and for following the security requirements set forth in this policy and in the Acceptable Use Policy.
Reason for Policy/Purpose
The purpose of this policy is to comply with federal regulations governing privacy and security of information, and to protect Confidential Data in the event of laptop computer or mobile electronic data device theft. The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal guarantee of the privacy of educational records for student and their parents.
Mobile Electronic Data Device: Any electric and/or battery operated device that can be easily transported, and that has the capability for storing, processing and/or transmitting data, including but not limited to mini hard drives, back-up hard drives, Zip Drives, Flash Drives, Personal Data Assistants (I.e. PDA’s, including but not limited to Blackberries), Smart Phones, Hand Held PCs, or any other mobile device designed or modified to store, process and/or transmit data.
Confidential Data: Information protected by statutes, regulations, Edkey Inc. policies or contractual language. Managers may also designate data as Confidential. Any disclosure of Confidential Data must be authorized by the Edkey Inc. Superintendant or his/her designee. By way of illustration only, some examples of Confidential Data include:
- Medical records
- Student records and other non-public student data
- Social Security Numbers
- Personnel and/or payroll or records
- Individualized Education Plans
- Any data identified by government regulation to be treated as confidential, or sealed by order of a court of competent jurisdiction.
Protection of Confidential Data
Every user of laptop computers or other electronic data mobile devices must use reasonable care, as outlined in the Acceptable Use Policy. Protection of Confidential Data against physical theft or loss, electronic invasion, or unintentional exposure is provided through a variety of means, which include user care and combination of technical protections such as encryption that work together to secure a computer against unauthorized access. Prior to use of Confidential Data via laptop computer or other electronic data mobile device, users are responsible for contacting the Information Technology Department to obtain appropriate protections for such computers or devices, or for verifying that such protections are already in place. The use of unprotected equipment to access or store Confidential Data is prohibited regardless of whether the equipment is owned or controlled by Sequoia Charter School.
Reporting Loss/Theft of Equipment or Data
In the event a Edkey Inc .owned or controlled laptop computer or other electronic data mobile device is lost or stolen, the theft or loss should be reported immediately to your Supervisor, Principal, and the Information Technology Department. In the event any device containing confidential data is lost or stolen, the loss or theft should also be reported to your Supervisor, Principal, and the Information Technology Department.
Disposal of Property used to Access or Store Confidential Data
All electronic devices that have been used to store or access any confidential data, whether Organization owned or personal-owned, must be destroyed if they are to be disposed or cleaned before assigned to another user.
Definition of Email
Email is the electronic transfer of information, typically in the form of electronic messages, memoranda, and attached documents, from a sending party to one or more receiving parties by means of an intermediate telecommunications system.
The purpose of these procedures is to delineate acceptable uses of email by approved employees. The considerable benefits of email communication to convey information quickly must be balanced by reasonable risk management and limits designed to protect the electronic network.
Mail is to be used for school and organization business by authorized employees. When approved by supervisors to use the organizations email system, support employees will also follow these guidelines.
- Pursuant to School Board policy and administrative procedures, this email system is the property of EDKEY INC. and to be used for official business only.
- Prohibited uses of email include but are not limited to:
- Non-organization sponsored solicitations, including, but not limited to such things as advertising the sale of property or other commercial activities
- Sending copies of documents in violation of copyright laws or licensing agreements
- Sending messages which violate student confidentiality rules or education records guidelines
- Sending content that may constitute prohibited forms of harassment or be considered discriminatory, obscene or derogatory, whether intended to be serious or humorous
- Sending communications reflecting or containing chain letters
- Sending material promoting political positions or actions
- The organization does not intend to routinely monitor the contents of email messages. However, users should expect that electronic mail messages may be accessed by authorized supervisors, principals or system administrators.
- Any requests for access to the contents of email in order to respond to legal process, such as subpoenas and public records law requests, or for purposes involving litigation, investigation or claim must be immediately brought to the attention of the Superintendent.
- The Information Technology Department is responsible for keeping and archiving business-related email. Retention of these files is subject to Arizona State Laws.
- All email accounts must be established and terminated by the Information Technology Department. Email accounts are password protected. Under no circumstances shall employees share passwords with others or use another employee’s password.
- Any allegations of staff misconduct received by email must be brought immediately to the attention of the principal/supervisor or a higher-level administrator
Edkey Inc. Telecommunication Plan and Electronic Communication Use Policy
Telecommunication network facilities, such as the Internet are to be used for providing expanded learning opportunities for students and educators. The Edkey Inc. provided access must be used in a responsible, efficient, ethical, and legal manner. Failure to adhere to this policy and guidelines may result in suspension or revocation of the user’s network access and other disciplinary action.
Internet usage and other online activity by students shall be pursuant to authorization only and must be in pursuit of a legitimate educational goal. Recreational used of the Internet and World Wide Web is prohibited. Internet or other online usage by students shall be monitored by the Information Technology Department and school staff. Information Technology Department and Staff shall take reasonable efforts to ensure that students are not exposed to inappropriate or harmful mater on the Internet and World Wide Web.
To ensure the safety and security of students, the following computer and Internet usage by students is strictly prohibited, unless otherwise authorized by law:
- Use of personal electronic mail, chat rooms (including instant messaging), and other forms of direct electronic communication, unless specifically authorized by staff in pursuit of a legitimate educational goal
- Unauthorized Internet, online, or other technology access, including so-called “hacking” and other unlawful activities
- Disclosure, use, and dissemination over the Internet of personal information regarding students.
Violating Internet Policy, Rules and Regulations or Inappropriate Use of the Network
Any staff/student found violating the terms and conditions of the Edkey Inc. policies, school rules, computer lab rules, and/or regulations on the use of the Internet, or internal network, as set forth in the annual form published by the school organization, will lose access privileges and be subject to school disciplinary actions and/or appropriate legal action.
Safety Guidelines for Students
Student users are expected to protect themselves by following these guidelines:
- Do not reveal any personal information of yours or that of any other person (name, address, phone number)
- Never share your password with anyone
- Student users shall not agree to meet or meet with someone they have met online without parental approval.
- Student users shall promptly disclose to their teacher or another school employee any message the user receives that is inappropriate or makes the user feel uncomfortable.
- Student users shall receive or transmit communications using only Edkey Inc. approved and Edkey Inc. managed communication systems.
Web Publishing Policy
Edkey Inc. provides Web hosting services to all EDKEY INC.. The use of web pages and web sites must be in support of educational and professional activities that are consistent with the educational goals and policies. This policy applies to all associated web content hosted by Edkey Inc. including but not limited to, all web pages supported on the Edkey Inc. servers, whether created by school, departments, staff, or students. Web pages are public documents inviting the outside world to the individual schools, departments and the school organization, while at the same time linking students and staff to outside sources of information.
Edkey Inc. provides its users the privilege of access to the internet, including web sites, resources, content, and online tools. Access to the internet will be restricted as required to comply with CIPA regulations and school policies. Web browsing may be monitored, and web activity records may be retained indefinitely.
Users are expected to respect the web filter as a safety precaution, and shall not attempt to circumvent the web filter when browsing the internet. The determination of whether material is appropriate or inappropriate is based solely on the content of the material and the intended use of the material, no on whether a website has been blocked or not. If a user believes a site is unnecessarily blocked, the user should submit a request for website review through the Tech Ticket System.
SOCIAL MEDIA/NEW WEBSITE POLICY
Social media are powerful communications tools that have a significant impact on organizational and professional reputations. Because they blur the lines between personal voice and institutional voice, Edkey, Inc. (“EDKEY INC.s”) has crafted the following policy to help clarify how best to enhance and protect personal and professional reputations when participating in social media.
Social media is defined as media designed to be disseminated through social interaction, created using highly accessible and scalable publishing techniques. Examples include, but are not limited to, LinkedIn, Twitter, Facebook, YouTube, and MySpace.
Both in professional and institutional roles, employees need to follow the same behavioral standards online as they would in real life. The same laws, professional expectations, and guidelines for interacting with students, parents, donors, media and other stakeholders apply online as in the real world. Employees are liable for anything they post to social media sites.
SECTION 1: POLICIES FOR ALL SOCIAL MEDIA/WEBSITES, THIS EMCOMPASSES ALL PROFESSIONAL AND PERSONAL SITES
- Protect confidential and proprietary information: Do not post confidential or proprietary information about Edkey Inc (or any individual school), students, or employees. Employees must still follow the applicable federal requirements such as FERPA and CIPA regulations. Adhere to all applicable school privacy and confidentiality policies. Employees who share confidential information do so at the risk of disciplinary action or termination.
- Respect copyright and fair use: When posting, be mindful of the copyright and intellectual property rights of others, EDKEY INC and the individual schools.
- Don’t use EDKEY INC logo for endorsements: Do not use the EDKEY INC (or any of the individual schools) logo or any school image or iconography on personal social media sites. Do not use EDKEY INC’s name to promote a product, cause, or political party or candidate.
- Respect school time and property: School computers and work hours are reserved for school-related business as approved by supervisors and in accordance with the Computer and Internet Usage Policy.
- Appropriate behavior: Teachers and staff will not “friend” current students on any social media platform.
- Terms of Service: Obey the Terms of Service of any social media platform employed.
SECTION 2: BEST PRACTICES
This section applies to those posting on behalf of an official school unit, though the guidelines may be helpful for anyone posting on social media in any capacity.
- Think twice before posting: Privacy does not exist in the world of social media. Consider what could happen if a post becomes widely known and how that may reflect both on the poster and the school. Search engines can turn up posts years after they are created, and comments can be forwarded or copied. If you wouldn’t say it at a conference or to a member of the media, consider whether you should post it online. If you are unsure about posting something or responding to a comment, ask your supervisor for input.
- Strive for accuracy: Get the facts straight before posting them on social media. Review content for grammatical and spelling errors. This is especially important if posting on behalf of the school in any capacity. (See “Institutional Social Media” below.)
- Be respectful: Understand that content contributed to a social media site could encourage comments or discussion or opposing ideas. Responses should be considered carefully in light of how they would reflect on the poster and/or the school and its institutional voice.
- Remember your audience: Be aware that a presence in the social media world is or easily can be made available to the public at large. This includes prospective students, current students, current employers and colleagues, and peers. Consider this before publishing to ensure the post will not alienate, harm, or provoke any of these groups.
- On personal sites: Identify your views as your own. If you identify yourself as a EDKEY INC faculty or staff member online, it should be clear that the views expressed are not necessarily those of the institution.
- Photography: Photographs posted on social media sites easily can be appropriated by visitors. Before a photograph of a student or a fellow staff member may be used, a signed consent form must be obtained (see EDKEY INC Picture Consent Form). Consider adding a watermark and/or posting images at 72 dpi and approximately 800×600 resolutions to protect your intellectual property. Images at that size are sufficient for viewing on the Web, but not suitable for printing.
SECTION 3: INSTITUTIONAL SOCIAL MEDIA
If you post on behalf of an official school unit, the following policies must be adhered to in addition to all policies and best practices listed above:
- School Approval: Departments and/or individual schools that have a social media page or would like to start one must contact their school principal for initial approval by completing a Social Media Start-Up Approval form. After the principal gives his/her approval, the Technology Committee must give final approval before a social media page is begun. All official social media sites must have more than one “administrator” that is employed by the school, one of which must be a member of the Technology Committee. The administrator(s) are responsible for the content of the social media site.
- Acknowledge who you are: If you are representing EDKEY INC when posting on a social media platform, acknowledge this.
- Have a plan: Departments and/or individual schools should consider their messages, audiences, and goals, as well as a strategy for keeping information on social media sites up-to-date.
- Link back to EDKEY INC: Whenever possible, link back to the EDKEY INC website. Ideally posts should be very brief; redirecting a visitor to content that resides within the EDKEY INC Web environment. When linking to a news article about EDKEY INC, check first to see whether you can link to a release on the official website instead of a publication or other media outlet.
- Protect the institutional voice: Posts on social media sites should protect the schools’ institutional voice by remaining professional in tone and in good taste. No individual EDKEY INC unit should construe its social media site as representing EDKEY INC as a whole. Consider this when naming pages or accounts, selecting a profile picture or icon, and selecting content to post – names, profile images, and posts should all be clearly linked to the particular department or school rather than to the institution as a whole.
Section 4: Adding New Websites or Making Infrastructure Changes to Current Websites
All teacher websites must be accessible from the school’s webpage for ease of access. Teachers should first submit a request their principal. Once approval is received, an IT ticket should be submitted to the webmaster to create and link the initial site; each teacher may customize the site according to their classroom needs once created.
Google Sites are encouraged for the control it allows teachers, ease of access by students, and they allow admin oversight for the IT department and webmaster. If any teachers need help customizing a Google Site, the webmaster will provide instructions for them.
Other Edkey Websites:
Prior to creating or developing any official Edkey website, a website hosting package or any site [other than classroom web pages] on existing sites, employees must submit a written request to the Tech Director, Webmaster and school administrator. These requests will be approved during monthly Tech Committee Meetings. Once approved, an email will be sent indicating construction can begin.
The administrative username and password must be sent to the Tech Director and webmaster upon creation of these sites. Existing pages developed prior to the implementation of this policy are also required to give administrative access to the Tech Director and webmaster.
Confidentiality/Professionalism/Best Practices on Websites:
See sections 1, 2 and 3
Technology Purchasing Policy
PurposeThe Technology Department is charged with supporting organization owned computer hardware, software and peripherals in ways that meet Edkey’s strategic priorities. Edkey Inc. is an interconnected instructional entity, and is dependent upon secure and reliable technology to meet these priorities. The Technology Department is responsible for maintaining the organization’s network, servers, workstations, and peripherals, maintaining quality at reasonable costs. This policy establishes standards, guidelines, and procedures for the purchase of these technologies in ways that support excellent stewardship of the organization’s resources.
The Technology Department has negotiated numerous purchasing agreements with hardware, software, network, and telecommunication vendors, service agencies, multimedia companies, software developers and others. In order to take advantage of these contracts and ensure that technology purchases meet the organizations standards, the Technology Department must be involved in all information technology related purchases in order to provide:
- compatibility with Edkey network environment;
- compliance with Edkey security policy;
- suitability based on needs assessment;
- licensing compliance for software purchase;
- hardware and software that can be efficiently supported;
- availability of sufficient funds (including initial and recurring costs);
Purchase of Standard Technology
Standardization allows the organization to efficiently select and manage technology, obtain better technology pricing, reduce maintenance costs and increase access to training and assistance. These standards are re-evaluated periodically based on common needs, vendor offerings, cost, reliability, supportability, quality, sustainability, compliance with recycling policies and timeliness of vendor response. When technology is adopted as an organization standard it is considered to be pre-approved for purchase by Technology Committee. Technology for purchase can found in the Edkey Technology Standardization document located online in the document bin.
Purchase of Non-Standard Technology
Purchase of non-standard technology components should be minimal, and justified through extenuating circumstances. This includes technology purchased through grants and other organizational funds. The organization will not reimburse or support the purchase of any technology related item, unless that purchase was made through and/or with the knowledge and approval of Technology Committee.
In certain cases, when services are being considered for purchase, or new systems are being considered for in-house development, the Technology Director, must review and approve vendor selections, consultant engagements, development plans, and contract language. In these instances, individuals or groups will be asked to start the Application Due Diligence process by filling out Non-standard Technology Request Form.
Technology Purchasing Procedures
These procedures have been developed in support of the Technology Purchasing Policy.
Standard Purchase Requests
All Edkey technology requests are processed through the Technology Department. The purchasing procedure is initiated by reviewing materials on the standardized equipment list. If the desired item is on this list email the Technology Director to obtain a quote. Please include the desired quantity and the date needed in your email. Once you receive the quote you may execute a purchase request. It is imperative that you notify the Technology Director once a PO number has been generated. Please be mindful of the process and procedures outlined above.
Requests should be submitted with sufficient time to obtain price quotations and place orders without causing undue delay. Please provide as much lead-time as possible. To duplicate a previous purchase, the prior order should be referenced.
Non-standard Purchase Requests
All requests for non-standard technology should begin with the Non-standard Technology Request Form. The completed form should be submitted to the Technology Director who will present the request to the technology committee.
- Signature Authority
Ensure compliance with Edkey Financial Services Department
- Specialized or high volume requests
Requests for large numbers of computers, standard configurations with additional components, or requests for non-standard equipment may require several weeks’ notice. Equipment orders from vendors typically range from 1 to 4 weeks from order to delivery, depending on the unit or components ordered.
It is the responsibility of the requesting department to ensure that funds are in place prior to order placement. Purchasing will verify funding and offer assistance as needed. All technology requests must have approval prior to ordering.
The Technology Department will be responsible for the administration of technology contracts including, but not limited to: hardware, software, data, web domains, copiers, service, and “smart” phones for EDKEY Inc. This includes managing all actions associated with contracts, including renewals, warranty issues, and vendor returns or replacement.
G. Community Use of School Facilities Policy
In order to assure a close community relationship, it shall be the policy of the Board to grant the use of school facilities to responsible and properly organized community groups. Such use shall not interfere with any school activity. The appointed principal of the facility shall approve the use of school facilities. Charges shall be made according to the schedule of fees. All fees received for use of the facilities will be used to offset costs of the building and cannot be directed to other uses. Fees may be waived for limited use of the facility I.E. less than 12 times in a school year by the school principal. All requests for waivers of fee that a principal can waive per this policy shall be forwarded to the management team for approval. Proof of liability insurance shall be required for the use or lease of school property pursuant to A.R.S. 14-1105(C). School-related use of facilities shall at all times be under the supervision of school personnel. The use of facilities shall be granted only for legitimate purposes. Therefore, the permit holder shall assume full-responsibility for any unlawful act committed during the exercise of the permit. The user of school facilities will agree to:
- Observe the rules and regulations for the use of school facilities as established in Board Policy.
- Assume full responsibility for loss or damage to school property resulting from such use.
- Pay the usual and customary fee for such use.
- Sign a hold-harmless agreement with Edkey, Inc.
Facilities Use Fee Schedule
Class Definitions:Class I
This class of user is exclusively for non-profit organizations as listed and defined below. This class of user will be charged a nominal facility rental fee and any personnel costs incurred by the School.
- Federal, State and Local Governmental Units for which reciprocal agreements have been executed.
- Volunteer groups conducting activities for school-age children, who pay no fees to participate in the activity occurring on School premises. The persons conducting the activity are all volunteers, deriving no personal financial benefit. (i.e. Boy Scouts and Girls Scouts of America, Campfire, Little League, Pop Warner, etc.).
- Parent —Teacher —Student Organizations (Including Booster Groups)
This class of user is for non-profit organizations ((with proof of letter of determination indicating a 501C status approved by the IRS) whose academic or recreational activities directly serve school-age students. This class of user will be charged a minimal facility rental fee, personnel and other out-of-pocket costs incurred by the School.
- Non-profit Youth Organizations, to include those not meeting the volunteer group criteria listed in Class I above (Boys/Girls Club, YMCA, Community sports leagues).
- Partnerships mutually beneficial to the School and the organization.
- AlA activities not involving Sequoia Teams.
This class of user is for non-profit organizations that do not meet the Class I or II definition. This class of user will be charged a reasonable use fee for the facility, personnel and other out-of-pocket costs incurred by the School.
- Federal, State and Local Governmental Units, or elected officials when conducting community or official business within the School for which no reciprocal agreements have been executed.
- Institutions of Higher Learning or School Departments conducting staff development, in-service or other job-related training classes to the general public.
- Organizations that are normally housed in their own facilities, such as church groups, are able to use School facilities only on an interim basis. These circumstances require a renewal on an annual basis.
- Non-profit adult civic organizations (Rotary, Kiwanis, Jaycees, Lions etc.). • Homeowners Associations
This class of user is for all organizations not meeting the definitions of the other classifications
- Any commercial or profit-making organizations or individuals, regardless of the purpose for their use of facilities.
- Charter Schools.
This category of user is exempt from facility fees, but subject to all out of pocket costs incurred by the School. Groups included but not limited to:
- School-sponsored staff and student groups or clubs.
- School-sponsored teams.
- School-approved camps/clinics.
- Teacher organizations and Site Councils
- School Departments conducting staff development, in-service or other job-related training classes for School personnel and at the request of a School administrator.
- IQA (Intergovernmental Agreements sanctioned by the Governing Board and signed by the board’s designee.
- AJA league, region and state activities that involve Sequoia teams.
- Professional development programs for employees of Sequoia Schools
Facilities Fees Schedule: Each fiscal year the fee schedule is adjusted to reflect current utility and personnel rate of pay.
|Rental Rates (Hourly)||Class I||Class II||Class III||Class IV|
|Administration Conference Room||Waived||30.00||60.00||75.00|
|Gym -Large High School||10.00||50.00||100.00||120.00|
|Kitchen-Flat Fee (per day)||210.00||210.00||210.00||210.00|
|Restroom Set -Flat Fee (per day)||40.00||40.00||40.00||40.00|
|Special Use Room (Lab, Wrestling, Dance)||Waived||12.00||25.00||30.00|
|V Projector System||75.00|
|Basic Audio Visual Equipment||25.00|
|Non School Day Charge||190.00|
|Portable Sound System||50.00|
|Seating per 50 people(set-up)||10.00|
*These charges are for custodian services beyond the normal cleaning already included in the facility rental rates
Public Conduct on School PropertyConduct Expected of All Persons on or Using School Property
No person on or using school property for any purpose shall engage in:
- Any conduct intended to obstruct, disrupt or interfere with teaching, service, administrative, or disciplinary functions or any activity sponsored or approved by this Board.
- Physical or verbal abuse or threat of harm to any person on property owned or controlled by Edkey, Inc.-Sequoia School or at supervised functions sponsored by Sequoia School.
- Damage or threat of damage to property of Edkey, Inc.-Sequoia School, regardless of the location, or property of a member of the community or a visitor to the school, when such property is located on premises controlled by Sequoia School.
- Forceful or unauthorized entry to or occupation of Sequoia facilities, including both buildings and grounds.
- Unlawful use, possession, distribution, or sale of tobacco, alcohol, or drugs or other illegal contraband on Sequoia School property or at school sponsored functions.
- Conduct or speech that violates commonly accepted standards of Sequoia School.
- Failure to comply with the lawful directions of school officials or law enforcement officers acting in performance of their duties, and failure to identify oneself to such officials or officers when lawfully requested to do so.
- Any conduct constituting an infraction of any federal, state, or city law or policy or regulation of the Board.
- Carrying or possessing a weapon on school grounds unless they are peace officers or have obtained specific authorization from the appropriate school administrator.
Any member of the general public considered by the Superintendent, president of the company or their designee to be in violation of these rules shall be instructed to leave the property of Edkey, Inc. or any of its affiliates. Failure to obey said instruction may subject the person to criminal proceedings pursuant to A.R.S. 13-2911 and to any other applicable proceedings, civil or criminal or tribal ordinance.
11. Safety and Health
It is the policy of Edkey to provide safe working conditions for all employees and to establish the safety regulations necessary to ensure that safe working conditions are maintained. It is also Edkey’s policy to comply with all federal, state, and local regulations. Some of the best safety improvement ideas come from employees. Individuals with ideas, concerns, or suggestions for improved safety in the workplace are encouraged to address them with their supervisor.
Each employee is expected to obey all safety rules, and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, or who fail to report them or remedy such situations may be subject to disciplinary action, up to and including termination of employment.
In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees must immediately notify their supervisor and complete an incident report. Such reports are necessary to comply with laws and initiate insurance and workers’ compensation benefits procedures.
Surveillance cameras may be installed in situations where the security of either property or people would be enhanced, including, but not limited to, inside and outside of buildings and on school buses. Surveillance cameras will not be used in locations where there is a reasonable expectation of privacy, as defined by law.
Video and/or audio recordings may be used as evidence in any disciplinary action, administrative or criminal proceeding, and may become a part of a student’s education record or an employee’s personnel file. All recordings of illegal activities of employees, students, or others will be forwarded to the appropriate law enforcement authority. Edkey will comply with all requirements of the Family Educational Rights and Privacy Act (FERPA) prior to releasing any recordings to parents or guardians of students involved in disciplinary matters.
Surveillance camera video recordings will be kept for a limited period of time, to be determined by record retention policy.
13. Staff Participation in Political Activities
An employee acting on behalf of Edkey may not use Edkey personnel, equipment, materials, buildings or other resources for the purpose of influencing the outcome of an election. Further, Edkey employees are prohibited from using their authority to influence the outcome of an election.
An employee acting on behalf of Edkey may not provide pupils written materials to influence the outcome of an election.
In keeping with Edkey’s intent to provide a safe and healthful work environment and in compliance with federal, state, and local laws, smoking and the use of tobacco products is prohibited on any Edkey property and while working in any capacity for the school or with any student. This policy applies equally to all employees and visitors.
A.R.S. § 36-798.03: Tobacco products prohibition at schools and school- related areas; exception; violation; classification.
a. Tobacco products are prohibited on school grounds, inside school buildings, in school parking lots or playing fields, in school buses or vehicles or at off- campus school sponsored events. For purposes of this subsection, “school” means any public, charter or private school where children attend classes in kindergarten programs or grades one through twelve.
b. Subsection A of this section does not apply to an adult who employs tobacco products as necessary component of a school sanctioned tobacco prevention or cessation program established pursuant to section 15-712.
A person who violates this section is guilty of a petty offense.
15. Dress Code
Employees are expected to dress in professional attire while in the workplace and when attending school sponsored events. School Principals will be responsible for monitoring and enforcing this policy. The policy will be administered according to the following action steps:
- If questionable attire is worn in the workplace, the respective school Principal will hold a personal, private discussion with the employee to advise and counsel the employee regarding the inappropriateness of the attire.
- If an obvious policy violation occurs, the school Principal will hold a private discussion with the employee and ask the employee to go home and change his/her attire immediately.
- Repeated policy violations may result in disciplinary action, up to and including termination.
16. Constructive Discharge
Any employee that feels that the work environment is so difficult or unpleasant that the employee feels that he or she must resign must notify his or her immediate supervisor in writing of these unpleasant working conditions. Edkey will respond within fifteen days and investigate the conditions brought forth in the employee’s complaint. Edkey will inform the employee, in writing, of the response taken to the employee’s complaint. If the employee believes that he or she cannot continue to work for Edkey during the fifteen day response period, the employee has the right to take unpaid leave up to the time Edkey provides a written response.
17. Confidentiality / Non-Disclosure
The protection of confidential business information and trade secrets is vital to the interests and success of Edkey. Such confidential information includes, but is not limited to, the following:
Student Records or Information
Computer Programs and Codes Financial Information regarding Edkey Marketing
Employees who improperly use or disclose trade secrets or confidential business information will be terminated and may be subject to legal action, even if they do not actually benefit from the disclosed information.
The Family Educational Rights and Privacy Act (FERPA) was enacted to protect the privacy interests of student records. All employees must fulfill the requirements set forth in FERPA. FERPA establishes:
- The right for parents to access and review the education records of their children, and the right for eligible students to inspect and review their own records;
- The right for parents and eligible students to challenge any records that they feel are inaccurate, misleading, or in violation of their privacy rights;
- The rights for parents and eligible students to give prior consent before a third party can have access to any education records; and
- The right to be informed of the rights granted by FERPA and the procedures for exercising those rights.
Pursuant to FERPA, personally identifiable information generally cannot be disclosed to others without the prior consent of the parent. Consent must be obtained in writing and should be signed and dated, specify the records to be disclosed, state the purpose of the disclosure, and identify the parties to whom the disclosure is to be made.
FERPA allows for the disclosure of student records without parental consent in the following circumstances:
- Directory information,
- Teachers or other school officials,
- Officials of another school system where the student seeks to enroll,
- State juvenile justice systems or their officials,
- State and federal educational authorities,
- In compliance with a judicial order or a lawfully issued subpoena,
- In connection with the receipt or application of financial aid,
- Organizations conducting educational studies,
- Accrediting organizations, or
- Health and safety emergency.
School officials must also maintain records of all requests for student information, except requests made by parent or school officials with a legitimate educational interest. Parents have the right to access and review these records to see who has had access to their child’s records.
B. Public Records
The public records of Edkey will be open to inspection as provided by law. Public records consist of any recorded information that is made or received by Edkey in the performance of Edkey’s business. This includes much of the information contained in personnel files.
18. Personnel Records
Edkey maintains a personnel file on each employee. The personnel file includes such information as the employee’s job application, resume, records of training, documentation of performance appraisals and salary increases, and other employment records. Personnel records may be subject to public records requests.
It is very important for an employee to tell his/her supervisor about any changes in name, address, telephone number, number of dependents, etc. That way personal information will always be up-to-date, which helps Edkey properly handle benefits, pay, and other important matters.
Edkey reserves the right to decrease salaries by furloughing personnel for up to three (3) days. Personnel will not be required to perform any duties on any days of furlough and will receive no compensation for such days. Personnel may not use paid sick leave or other paid leave time on such furlough days. Dates of furlough days, if any, shall be designated by Edkey.
Paydays will occur twice monthly on the 5th and the 20th of the month. Work completed from the 16th through the last day of the prior month will be paid on the 5th; while work completed from the 1st through the 15th of the month is paid on the 20th of that same month. If a payday falls on a weekend, it will be completed on the closest business day. All paystub information will be available by logging into the ADP Portal; no paper statements will be distributed.
Employees will be required to set up a direct deposit account at their financial institution into which their wages will be paid. If an employee does not have an account to which direct deposits can be made, he/she will be issued a Total Pay Debit Card. The Total Pay Debit Card can be used at all point-of-sale locations where debit cards are accepted and at ATM locations. Some transactions may incur fees; please refer to the Fee Schedule that is included in the enrollment kit to understand when fees will be incurred.
Non-exempt employees may not work over 40 hours per week, without the express permission of their supervisor.
D. Time Cards
Hourly employees are required to enter their hours into the Paychex payroll system. Those hourly employees assigned to the Transportation and Maintenance departments are required to use the time clock located on the Horne campus to log their hours. Salaried employees are not required to enter their hours into the Paychex payroll system or use the time clock.
See Human Resources Manager for information on benefits.
F. Workers’ Compensation Insurance
As an Edkey employee, you are covered under the State of Arizona Workers’ Compensation laws. Premiums paid by the Edkey on your behalf entitle you, if eligible, to receive payments if you miss work due to an on-the-job injury.
In order to ensure you are eligible for Workers’ Compensation coverage, you must report all on-the-job injuries to your supervisor. That should be done immediately following the injury.
The Consolidated Omnibus Budget Reconciliation Act (COBRA) provides employees and their enrolled dependents an opportunity to continue health care coverage in a school-sponsored plan after their coverage normally would have ended. The standard COBRA coverage term is 18 months. Certain qualifying events can extend coverage up to 36 months. Generally, you are required to pay the full premium for the coverage provided under COBRA. Please contact Human Resources for further information.
20. Performance Evaluations
Teachers and Principals are evaluated twice per year. All other employees may also be evaluated.
Employees may be disciplined for violations of School policies and procedures. This discipline includes, but is not limited to, dismissal or suspension with or without pay.
22. Confidential Information – Work Products
This policy relates to the disclosure of Confidential Information and assignment of Work Products created during your employment with Employer. In consideration of, and in connection with your employment with Edkey, all your Work Products created in connection with your employment with Employer are and shall remain the sole and exclusive property of the Employer.
All Confidential Information learned by employee while working for employer, whether Work Products or otherwise, to which you are exposed or which you generate during the normal course of employment, must be used only as instructed, and returned to the Employer upon request or termination of your employment for any reason.
Confidential Information is information or Work Products disclosed to you, or generated by you as a consequence through your employment by the Employer, which information is not generally known to the public about the Employer, its operations, functions, academic programs, projects, administration, finances, writings, policies, procedures, human resources, products, processes and services, including information relating to methods, know-how, technology, ideas, research, development, manufacture. Patents, Trademarks, Service Marks, Copyrights, Trade Secrets, purchasing and engineering, notes, e-mail, electronic media, records, planners, information in journals and the like.
Intellectual Property is any and all Patents, Trade Secrets, know-how, technology, Confidential Information, ideas, Copyrights, trademarks, and Service Marks, and any and all rights applications, and registrations relating to them.
Work Products are all employee-generated materials, including, but not limited to, all Intellectual Property or part thereof conceived, developed, reduced to practice, produced or created by you or another person including, but not limited to, memos papers, letters, records, reports, summaries, recorded tapes, lesson plans, curricula, written materials, graphics, artistic or musical creations, theatrical scripts or productions, architectural designs or plans, computer programs or codes, or any other work, including all materials which are conceived developed, reduced to practice, produced or created:
(A) within the scope of the Employee’s employment as assigned or requested;
(B) on the Employer’s time; Or
(C) with the aid, assistance, or use of any of the Employer’s property,
equipment, facilities, supplies, resources, or Intellectual Property;
(D) the result of any work. services or duties performed by you for your Employer, the recording of instruction or meetings, or the notes from meeting experiences related to work or your working environment; or
(E) related to the current or demonstrably anticipated operation, programs functions, organization, procedures, administration, academic activity or practice, business, research, development, industry, or trade of the Employer.
This is effect and therefore binding on you as of your commencement date as an employee. It may or may not be the same date that you acknowledge receipt the employment policies, and may or may not be the same date that you actually started work for the Employer. Supervisors, managers or directors are not authorized without the written authorization of the President of the Company If you are not aware of your effective date as an Employee, the Business Office can assist you.
TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY
The Board of Directors of Edkey, Inc. (Edkey) recognizes that board members, officers, and employees (“Personnel”) of Edkey may be required to travel or incur other expenses from time to time to conduct Company business and to further the mission of this non-profit organization. The purpose of this Policy is to ensure that (a) adequate cost controls are in place, (b) travel and other expenditures are appropriate, and (c) to provide a uniform and consistent approach for the timely reimbursement of authorized expenses incurred by Personnel. It is the policy of Edkey to reimburse only reasonable and necessary expenses actually incurred by Personnel.
When incurring business expenses, expects Personnel to:
• Exercise discretion and good business judgment with respect to those expenses.
• Be cost conscious and spend Edkey’s money as carefully and judiciously as the individual would spend his or her own funds.
• Report expenses, supported by required documentation, as they were actually spent.
2. Expense Report.
Expenses will not be reimbursed unless the individual requesting reimbursement submits a written Expense Report. The Expense Report, which shall be submitted at least monthly or within two weeks of the completion of travel if travel expense reimbursement is requested, must include:
• The individual’s name.
• If reimbursement for travel is requested, the date, origin, destination and purpose of the trip, including a description of each Company-related activity during the trip.
• The name and affiliation of all people for whom expenses are claimed (i.e., people on whom money is spent in order to conduct Edkey‘s business).
• An itemized list of all expenses for which reimbursement is requested.
Receipts are required for all expenditures billed directly to Edkey such as airfare and hotel charges. No expense in excess of $25.00 will be reimbursed to Personnel unless the individual requesting reimbursement submits with the Expense Report written receipts from each vendor (not a credit card receipt or statement) showing the vendor’s name, a description of the services provided (if not otherwise obvious), the date, and the total expenses, including tips (if applicable).
4. General Travel Requirements.
A. Advance Approval.
All trips involving air travel or at least one overnight stay must be approved in advance by the individual’s supervisor; however, any out-of-state travel must be approved by Edkey‘s Chairman and or President of the Board or his/her designee.
B. Necessity of Travel.
In determining the reasonableness and necessity of travel expenses, Personnel and the person authorizing the travel shall consider the ways in which Edkey will benefit from the travel and weigh those benefits against the anticipated costs of the travel. The same considerations shall be taken into account in deciding whether a particular individual’s presence on a trip is necessary. In determining whether the benefits to Edkey outweigh the costs, less expensive alternatives, such as participation by telephone or video conferencing, or the availability of local programs or training opportunities, shall be considered.
C. Personal and Spousal Travel Expenses.
Individuals traveling on behalf of Edkey may incorporate personal travel or business with their Company-related trips; however, Personnel shall not arrange Company travel at a time that is less advantageous to Edkey or involving greater expense to Edkey in order to accommodate personal travel plans. Any additional expenses incurred as a result of personal travel, including but not limited to extra hotel nights, additional stopovers, meals or transportation, are the sole responsibility of the individual and will not be reimbursed by Edkey. Expenses associated with travel of an individual’s spouse, family or friends will not be reimbursed by Edkey.
5. Air Travel.
Air travel reservations should be made as far in advance as possible in order to take advantage of reduced fares. Edkey will reimburse or pay only the cost of the lowest coach class fare actually available for direct, non-stop flights from the airport nearest the individual’s home or office to the airport nearest the destination.
B. Saturday Stays.
Personnel traveling on behalf of Edkey are not required to stay over Saturday nights in order to reduce the price of an airline ticket. An individual who chooses to stay over a Saturday night shall be reimbursed for reasonable lodging and meal expenses incurred over the weekend to the extent the expenses incurred do not exceed the difference between the price of the Saturday night stay ticket and the price of the lowest price available ticket that would not include a Saturday night stay. To receive reimbursement for such lodging and meal expenses, the individual must supply, along with the Expense Report, documentation of the amount of the difference between the price of the Saturday stay and non-Saturday stay airline tickets.
C. Frequent Flyer Miles and Compensation for Denied Boarding.
Personnel traveling on behalf of Edkey may accept and retain frequent flyer miles and compensation for denied boarding for their personal use. Individuals may not deliberately patronize a single airline to accumulate frequent flyer miles if less expensive comparable tickets are available on another airline.
Personnel traveling on behalf of Edkey may be reimbursed at the single room rate for the reasonable cost of hotel accommodations. Convenience, the cost of staying in the city in which the hotel is located, and proximity to other venues on the individual’s itinerary shall be considered in determining reasonableness. Personnel shall make use of available corporate and discount rates for hotels. “Deluxe” or “luxury” hotel rates will not be reimbursed.
7. Out-Of-Town Meals.
Personnel traveling on behalf of Edkey are reimbursed for the reasonable and actual cost of meals (including tips) subject to a maximum per diem meal allowance of $38 per day and the terms and conditions established by Edkey relating to the per diem meal allowance.
8. Ground Transportation.
Employees are expected to use the most economical ground transportation appropriate under the circumstances and should generally use the following, in this order of desirability:
Many hotels have courtesy cars, which will take you to and from the airport at no charge. The hotel will generally have a well-marked courtesy phone at the airport if this service is available. Employees should take advantage of this free service whenever possible.
Airport Shuttle or Bus
Airport shuttles or buses generally travel to and from all major hotels for a small fee. At major airports such services are as quick as a taxi and considerably less expensive. Airport shuttle or bus services are generally located near the airport’s baggage claim area.
When courtesy cars and airport shuttles are not available, a taxi is often the next most economical and convenient form of transportation when the trip is for a limited time and minimal mileage is involved. A taxi may also be the most economical mode of transportation between an individual’s home and the airport.
Car rentals are expensive so other forms of transportation should be considered when practical. Employees will be allowed to rent a car while out of town provided that advance approval has been given by the individual’s supervisor and that the cost is less than alternative methods of transportation.
9. Personal Cars.
Personnel are compensated for use of their personal cars when used for Company business. When individuals use their personal car for such travel, including travel to and from the airport, mileage will be allowed at a rate determined by the company per mile.
In the case of individuals using their personal cars to take a trip that would normally be made by air, e.g., Minneapolis to Milwaukee, mileage will be allowed at the currently approved rate; however, the total mileage reimbursement will not exceed the sum of the lowest available round trip coach airfare.
Parking and toll expenses, including charges for hotel parking, incurred by Personnel traveling on Company business will be reimbursed. The costs of parking tickets, fines, car washes, valet service, etc., are the responsibility of the employee and will not be reimbursed.
On-airport parking is permitted for short business trips. For extended trips, Personnel should use off-airport facilities.
11. Entertainment and Business Meetings.
Reasonable expenses incurred for business meetings or other types of business-related entertainment will be reimbursed only if the expenditures are approved in advance by [designated officer or director] of Edkey and qualify as tax deductible expenses. Detailed documentation for any such expense must be provided, including:
• date and place of entertainment.
• nature of expense.
• names, titles and corporate affiliation of those entertained.
• a complete description of the business purpose for the activity including the specific business matter discussed.
• vendor receipts (not credit card receipts or statements) showing the vendor’s name, a description of the services provided, the date, and the total expenses, including tips (if applicable).
12. Other Expenses.
Reasonable Edkey-related telephone and fax charges due to absence of Personnel from the individual’s place of business are reimbursable. In addition, reasonable and necessary gratuities that are not covered under meals may be reimbursed. Finally, emergency secretarial work and/or postal charges incurred are reimbursable for the purpose of work on behalf of Edkey.
13. Non-Reimbursable Expenditures.
Edkey maintains a strict policy that expenses in any category that could be perceived as lavish or, excessive will not be reimbursed, as such expenses are inappropriate for reimbursement by a nonprofit, charitable organization. Expenses that are not reimbursable include, but are not limited to:
• Travel insurance.
• First class tickets or upgrades.
When lodging accommodations have been arranged by Edkey and the individual elects to stay elsewhere, reimbursement is made at the amount no higher than the rate negotiated by Edkey. Reimbursement shall not be made for transportation between the alternate lodging and the meeting site.
• Limousine travel.
• Movies, liquor or bar costs.
• Membership dues at any country club, private club, athletic club, golf club, tennis club or similar recreational organization.
• Participation in or attendance at golf, tennis or sporting events, without the advance approval of the chairman of the board or his designee.
• Purchase of golf clubs or any other sporting equipment.
• Spa or exercise charges.
• Clothing purchases.
• Business conferences and entertainment which are not approved by a [designated officer or director] of Edkey
• Valet service.
• Car washes.
• Toiletry articles.
• Expenses for spouses, friends or relatives. If a spouse, friend or relative accompanies Personnel on a trip, it is the responsibility of the Personnel to determine any added cost for double occupancy and related expenses and to make the appropriate adjustment in the reimbursement request.
• Overnight retreats without the prior approval of the President of the board or his/her designee.