Employee Guide

DCSD construes and investigates allegations of harassment consistent with state and federal law. Harassment is the act of engaging in any unwelcome physical or verbal conduct, or any written, pictorial, or visual communication, directed at an individual or group because of that individual's or group's membership in, or perceived membership in, a protected class, which conduct or communication is subjectively offensive to the individual alleging harassment and is objectively offensive to a reasonable individual who is a member of the same protected class. Such conduct or communication violates DCSD’s anti-harassment provisions when:

(I) Submission to the conduct or communication is explicitly or implicitly made a term or condition of the individual's employment;

(II) Submission to, objection to, or rejection of the conduct or communication is used as a basis for employment decisions affecting the individual; or

(III) The conduct or communication has the purpose or effect of unreasonably interfering with the individual's work performance or creating an intimidating, hostile, or offensive working environment.

Like all forms of harassment, DCSD strictly prohibits sexual harassment. DCSD’s goal is to protect all employees from unwanted and inappropriate sexual behavior. 

Though sexual harassment encompasses a wide range of conduct, some examples of prohibited conduct include:

• Physical assaults of a sexual nature, such as rape, sexual battery, molestation or attempts to commit these assaults, and intentional physical conduct that impedes or restrains movement in a sexual way or that is sexual in nature, such as touching, pinching, patting, grabbing, brushing against another employee’s body or poking another employee’s body;
• Unwelcome sexual advances, propositions or other sexual comments, such as sexually oriented gestures, noises, remarks, jokes, or comments about a person’s sexuality or sexual experience;
• Preferential treatment or promises of preferential treatment to an employee for  submitting to sexual conduct and making or threatening reprisals after a negative response to sexual advances;
• Intentionally making performance of the employee’s job more difficult because of that employee’s sex;
• Sexual or discriminatory displays or publications anywhere in DCSD’s workplace by DCSD employees; or
• Retaliation for sexual harassment complaints.

Sexual harassment can occur between individuals regardless of their sex or gender.  Harassers can be a superior, a subordinate, a coworker or anyone in the workplace including a visitor, independent contractor, contract worker, vendor, volunteer, or customer.

Certain forms of sexual harassment are specifically addressed by Title IX. Sexual harassment prohibited by Title IX means conduct on the basis of sex that satisfies one of the following:

1. An employee of the District conditions the provision of an aid, benefit, or service of the District on an individual’s participation in unwelcome sexual conduct;
2. Unwelcome conduct determined by a reasonable person to be so severe, pervasive, and objectively offensive that it effectively denies a person equal access to the District’s education program or activity; or
3. “Sexual assault” as defined in 20 U.S.C. 1092(f)(6)(A)(v), “dating violence” as defined in 34 U.S.C. 12291(a)(10), “domestic violence” as defined in 34 U.S.C. 12291(a)(8), or “stalking” as defined in 34 U.S.C. 12291(a)(30). 

The District has implemented specific procedures consistent with the requirements of Title IX, including a Title IX Sexual Harassment Grievance Process. For more information regarding the District’s specific procedures with respect to sexual harassment prohibited by Title IX, see Superintendent File AC-R-2. 

DCSD leaders, such as school administrators, directors, managers and supervisors, must deal expeditiously and fairly when they have any knowledge that harassment has occurred within their schools or departments, whether or not there has been a written or formal complaint. They must:

• Take all complaints or concerns of alleged or possible harassment seriously no matter how minor or who is involved.
• Immediately report all incidents to Human Resources or DCSD’s compliance officer so that a prompt investigation can occur. 
• Take any appropriate action to prevent retaliation or prohibited conduct from recurring during and after any investigations or complaints. 

DCSD leaders who knowingly allow or tolerate harassment or retaliation, including the failure to immediately report such misconduct, are in violation of this provision and subject to discipline, up to and including termination of employment.

Employees who believe they have been subjected to or witnessed discriminatory or harassing behavior must report it immediately.  DCSD expects employees to make a timely complaint to enable DCSD to promptly investigate and correct any behavior that may be in violation of its policies, and to ensure the complainant is protected from retaliation. Employees must immediately report the incident(s) to their school principal, director of their department, Human Resources, or DCSD’s compliance officer.  For those employees whose supervisor is involved with the discriminatory or harassing behavior, reports should be made directly to Human Resources or DCSD’s compliance officer.
To ensure the prompt and thorough investigation of any complaint, the employee may complete this Statement of Concern form. 

All reports of alleged EEO policy violations will be investigated pursuant to DCSD policy.  DCSD may gather information from any sources necessary in an effort to fully investigate and resolve a complaint.  If necessary, appropriate interim measures will be implemented prior to the resolution of the complaint (e.g., administrative leave of absence or temporary reassignment of the alleged harasser).

Any employee who violates the policies above is subject to appropriate discipline, up to and including termination of employment. Persons who violate the policies above may also be subject to civil damages or criminal penalties. 
Employees who knowingly file false complaints or give false statements in an investigation shall be subject to discipline, up to and including termination of employment. No employee shall be subject to discipline for any good faith report of discrimination or harassment under this Guide.

Complaints, reports, investigation results and DCSD actions shall be handled as confidentially as possible to protect the interests of all parties involved, and to satisfy DCSD’s obligation to comply with governing law and to prevent and stop harassment.  However, if necessary, the identity of the complainant may be revealed to the parties involved during the investigation.  If that occurs, DCSD will take all steps necessary to ensure that the complainant is protected from retaliation during and after the investigation.

DCSD prohibits retaliation against any employee for making a report or filing a complaint under the policies above, or for participating in or providing information in a complaint investigation.  If you believe there has been a violation of our EEO or retaliation standards, please immediately follow the complaint procedure outlined above.

DCSD will respond to every complaint of discrimination or harassment reported.  If DCSD determines that an employee’s behavior is in violation of this policy, disciplinary action will be taken, up to and including termination of employment.

For more information on discrimination and unlawful harassment please refer to  Board of Education Policy GBAA - Sexual Harassment Under Title IX and Other Prohibited Conduct of a Sexual Nature  or Board of Education Policy AC - Nondiscrimination/Equal Opportunity.

DCSD’s Wellness Program is key to a culture that supports employees who are present, happy, and productive.  This is why DCSD has designed a Wellness Program that focuses on the “Whole Employee.”  Check out what DCSD is doing socially, emotionally, physically, and financially to keep employees pumped up on wellness by going to the wellness website listed below

DCSD offers a variety of opportunities and experiences so all employees can get involved.  DCSD’s wellness events and challenges promote relationship building within and across teams as well as with students and the community.

DCSD recognizes the importance of mental health and wants its employees to get the help they need with those life situations that can distress them most – depression, anxiety, addiction, family, work life balance and more.  DCSD’s communication plan involves many different ways to reach employees to ensure they are educated and aware of their options when tough times hit.

DCSD focuses on programs that ensure its employees can meet the physical requirements of their job as well as have fun!  Whether it is going to a biometric screening or enjoying some friendly competition – there are a tremendous number of opportunities for improving physical wellness.

DCSD wants its employees to start thinking about and saving for retirement as early as possible.  By offering attractive retirement options and increasing opportunities to learn about estate planning, debt management, and more – DCSD aims to take care of its employees before it is too late.

For more information, visit the Staff Wellness website.

DCSD offers paid time off for a number of observed holidays.  Actual dates for observed holidays will be aligned with the DCSD calendar.  A holiday must fall on an employee’s scheduled work day in order for that employee to receive holiday pay.  Employees must have worked their regularly scheduled work day immediately before and after the holiday in order to qualify for holiday pay with the exception of any pre-arranged time off (e.g. vacation).  Holiday time is not counted as hours worked in the computation of overtime.

See Appendices A, B and C for more information on holidays specific to your position classification.

If you are ill and cannot come to work, then it is best to get appropriate care and rest until you are better.

DCSD utilizes the consecutive twelve month period from July 1 to June 30 as its designated benefit year. 

All DCSD employees are entitled to sick time and begin to accrue it, upon hire, at the minimum rate of one hour of paid sick time for every thirty hours worked, up to forty-eight hours of paid sick time per year, unless employees fall under a position classification that accrues sick time at a higher limit.  See the Appendix section for more information on how your specific position classification accrues sick time. In many cases, DCSD employee groups accrue sick time at a higher limit than forty-eight hours per year. 

Employees may use accrued sick time for any of the following reasons:

1. An employee:
   1. Has a mental or physical illness, injury, or health condition that prevents the employee from working;
   2. Needs to obtain a medical diagnosis, care, or treatment of a mental or physical illness, injury, or health condition; 
   3. Needs to obtain preventive medical care;; or
   4. Needs to grieve, attend funeral services or a memorial, or deal with financial and legal matters that arise after the death of a family member.
2. An employee needs to care for a family member who:
   1. Has a mental or physical illness, injury, or health condition;
   2. Needs to obtain a medical diagnosis, care, or treatment of a mental or physical illness, injury, or health condition; or
   3. Needs to obtain preventive medical care.
3. An employee or the employee’s family member has been the victim of domestic abuse, sexual assault, or harassment and the use of leave is to:
   1. Seek medical attention for the employee or the employee’s family member to recover from a mental or physical illness, injury, or health condition caused by the domestic abuse, sexual assault, or harassment;
   2. Obtain services from a victim services organization;
   3. Obtain mental health or other counseling;
   4. Seek relocation due to the domestic abuse, sexual assault, or harassment; or
   5. Seek legal services, including preparation for or participation in a civil or criminal proceeding relating to or resulting from the domestic abuse, sexual assault, or harassment;.
4. Due to a public health emergency, a public official has ordered closure of:
   1. An employee’s place of business; or
   2. The school or place of care of an employee’s child and the employee needs to be absent from work to care for the employee’s child.
5. The employee needs to care for a family member whose school or place of care has been closed due to inclement weather, loss of power, loss of heating, loss of water, or other unexpected occurrence or event that results in the closure of the family member's school or place of care; or
6. The employee needs to evacuate the employee's place of residence due to inclement weather, loss of power, loss of heating, loss of water, or other unexpected occurrence or event that results in the need to evacuate the employee's residence.

Employees may take paid sick time upon request in as little as one-hour increments. When leave use is foreseeable, employees must make a good faith effort to provide notice of the need for leave in advance, and must make a reasonable effort to schedule leave in a manner that does not unduly disrupt DCSD’s operations. For any leave lasting four or more consecutive work days, DCSD may require employees to provide reasonable documentation substantiating that the leave was taken for a covered purpose. With regard to any amount of sick time taken, DCSD may require employees to submit documentation confirming their fitness for duty. At any time, DCSD may require an employee to be examined by a physician designated by DCSD.  Whether the physician examination will be at DCSD’s expense or the employee’s expense will be determined on a case-by-case basis.  In addressing this issue, supervisors must consult with Human Resources.

All employees are eligible to carry over accrued but unused sick time to the following year.  See the Appendix section for more information regarding carry over rules for specific employee groups. Employees who transfer to a position with a different time off plan, (i.e. a classified position moving to an Admin Pro Tech position or Licensed position moving to an Admin Pro Tech position) will have their sick time moved to a new balance called Sick Transfer Classified or Sick Transfer License balance. This time will be held separately to either use after sick balances from the primary position are depleted or to be paid out (if eligible) at the appropriate classified or licensed pay out rate. Employees who leave DCSD forfeit unused sick time unless eligible for a sick leave pay out.

All regular employees  may take sick time in advance of accrual up to three (3) days full-time equivalent (FTE) for the fiscal year. This does not include subs, 110s, temporary employees or seasonal positions.  Any sick time taken beyond this limit will be taken from the employee’s next paycheck.  Sick time does not accrue for any month in which an employee is on a leave of absence for the entire month.  For any mid-or end-of-year separations, sick time taken in advance of being accrued will be deducted from an employee’s final pay.

Sick time is not counted as hours worked in the computation of overtime.

DCSD employees may be eligible for paid Public Health Emergency Leave (PHEL), which in qualifying instances, can be used to supplement employees’ accrued paid sick leave for reasons related to a public health emergency. Examples of qualifying events include employees’ taking leave to self-isolate, quarantine or seek medical care. Employees must notify DCSD of the need for PHEL as soon as practicable when the need for leave is foreseeable and an employee’s worksite is not closed.

DCSD realizes that from time to time employees must take care of personal or emergency matters that cannot be handled outside of scheduled work.  For this reason, DCSD provides employees paid personal time.

To avoid hardship on fellow employees, personal time should be scheduled and approved in advance by your supervisor.  On occasion, requests may be denied due to student or organizational needs.

An employee’s personal time balance will follow the employee if transferring to a position eligible for personal time based on the provisions of the new plan.  Employees who transfer to a position not eligible for personal time or who separate employment from DCSD will forfeit unused personal time unless the employee has ten (10) years of continuous service with the district, in which case, personal time will be paid out.

Personal time is not used in the computation of overtime.

See the Appendix section for more information on personal time specific to your position classification.

DCSD offers vacation to eligible employees in order to provide opportunity for rest, recreation, travel or for pursuing other personal interests away from work.  Employees are encouraged to take all of their earned vacation each year in order to rejuvenate their energies.

Vacation requests should be scheduled in advance with your supervisor’s approval.  On occasion, requests may be denied due to organizational or student needs.

Vacation is not used in the computation of overtime.

An employee’s accrued vacation balance will follow the employee if transferring to a position eligible for vacation based on the provisions of the new plan.  Vacation may be taken in advance of accrual within the same fiscal year. Employees who leave their employment with DCSD or move to a position not eligible for vacation, will be docked any negative balances upon the effective date of separation or transfer, or will waive any remaining balances.  In addition, employees transferring to a position not eligible for vacation will have any time taken in advance of accrual deducted from the next paycheck.

A portion of employees’ vacation balance on June 30th will be carried over to the next school year.  Carryover will continue each school year going forward.  Employees may carry over up to five (5) days (up to 40 hours prorated by FTE) maximum every July 1st.  The maximum vacation balance an employee can have will not exceed the amount an employee can accrue in vacation based on the Appendix tables plus up to five (5) days.  Vacation time is not eligible for pay out upon separation of employment.

See the Appendix section for more information specific to your position classification.

Certain administrative, professional and technical employees (i.e. Principals, Assistant Principals, Coordinators)  hold a balance of unpaid/non-work days called Off Track in their Workday time off balance.  Employees who receive an Off Track balance can record time off taken in Workday that is outside of their academic/work calendar as a way to coordinate time off with their leaders.  Off Track days do not carry over from one school year to another.

A leave of absence is time allowed away from work, generally for a defined period of time, to cover medical or other limited circumstances occurring in an employee’s life.  DCSD offers the following types of leaves of absence to qualified employees:

• Family and Medical Leave (FMLA)
• Medical leave (non-FMLA qualified)
• Other leave

For more information on leaves of absence, see Superintendent Policies GBGF - FMLA and GBGI - Military Leave.  DCSD’s Human Resources Department is also available to answer any questions you may have regarding DCSD’s various leave options.

Employees will be provided up to five (5) days of bereavement pay per school year at their regular straight time rate or base salary following a death in their family. To be eligible for bereavement leave employees must be at least a .5 FTE.  Any employee who abuses this policy will be subject to disciplinary action, up to and including termination of employment.

Before taking bereavement, employees should discuss their time off with their supervisor.  If additional time off is needed or in cases of death of a person who is not a family member, employees may take available vacation, personal time or unpaid time off with supervisor approval.

When an employee is summoned for jury duty or is required to appear in a work-related legal proceeding, an employee will be granted time off with full pay to perform his or her duty. 

Employees should provide documentation to their supervisor to validate this time off request. If the employee is excused from jury duty during his or her regular work hours, he or she is expected to report to work promptly.

When an employee is required to appear in a non-work-related legal proceeding (not to include jury duty summons), employees can use available vacation or personal time or otherwise take the time off unpaid.  For more information, see Superintendent policy GBGK - Staff Leave for Jury Duty.

DCSD encourages its employees to exercise the privilege of voting in elections.  In accordance with this philosophy, DCSD will grant its employees approved time off to vote if necessary due to work schedules.  Employee supervisors may authorize a reasonable period of time, up to two hours, during the work day to vote.  Employees must be a .5 FTE to be eligible for any pay.

Compensatory time is defined as paid time off the job which has been earned and accrued by an employee in lieu of the appropriate wage payments. DCSD permits school principals and department leaders to give compensatory time off to classified staff who work more than their scheduled work week. All time worked over and above an employee’s regular work hours must be approved by the employee’s supervisor.

Compensatory time for hours worked above the scheduled work week, up to 40-hours, is credited at straight time.  Compensatory time for “overtime” hours, that is, hours worked in excess of 40 hours in a work week, is credited at a rate of 1 ½ times the “overtime” hours worked.  No more than 120 hours of compensatory time can be granted by a supervisor each fiscal year. Supervisors may require employees to use their compensatory time prior to the employee utilizing vacation or off track time.

An employee must make a request to his/her supervisor to take compensatory time off.  All such requests will be granted if the use of the compensatory time does not unduly disrupt the operations of the employee’s school or department. Employees will be paid out any unused compensatory time at the end of each fiscal year, or upon separation of employment.

Classified employees who are scheduled to work between two (2) and up to six (6) hours will be provided one (1) formal or informal paid break at a reasonable time during the work period of up to fifteen (15) minutes to attend to personal needs.

Classified employees who are scheduled to work six (6) or more hours per day will be provided two (2) formal or informal paid breaks at a reasonable time during the work period of up to fifteen (15) minutes to attend to personal needs.  Such breaks will not result in a deduction from pay.  Breaks are intended to break up and not shorten the work day.

In general, classified employees whose work schedule exceeds five (5) continuous hours in the day will receive an unpaid, uninterrupted thirty (30) minute lunch period during the work day.  Employees should refer to their supervisor for expectations as to when lunch breaks should occur.

Employees must notify their supervisor immediately if their lunch period is shorter than thirty (30) minutes or if their lunch period was interrupted by work.

From time to time, employees may be required to work overtime.  In these instances, employees are given as much advance notice as practical.  Unless compensatory time is utilized, non-exempt employees shall be paid overtime at the rate of one and one-half times the regular rate of pay for any work performed in excess of the following: (i) 40 hours per workweek; (ii) 12 hours per workday; or (iii) 12 consecutive hours without regard to the start and end time of the workday. The established work week begins at 12:01 a.m. on Sunday and ends at 12:00 p.m. midnight on Saturday.

For purposes of calculating overtime payments, only hours actually worked are counted.  Consequently, hours paid but not worked (i.e. vacation, jury duty, etc.) are not counted. All overtime worked must be approved by an employee’s supervisor.

Employees are paid monthly on the 20th of the month.  If the regular payday occurs on a holiday or weekend, the payday is the last working day prior to the holiday or weekend.

Twenty-four hours before each payday, employees can access a pay statement in Workday showing gross pay, deductions and net pay. For employees’ convenience, DCSD offers the option of direct deposit.

Employee pay schedules for each school year are determined based on compensation plans and number of days worked each year.  Refer to the Days Per Year by Position Type pay schedule document for more details.

All employee pays and timecards are subject to internal annual audits by the District Finance/Payroll office,  external annual audits by an Independent Auditing firm, and the Department of Labor. 

In the event a wage or compensation error is discovered, DCSD will reconcile pay for a period of time no greater than 12 months from the date of discovery. DCSD or the employee shall notify the other party of the error immediately and any additional pay adjustment or approved repayment arrangement will be made between both parties as timely as possible. 

Overpayments will be revised on the employee’s W-2 within the applicable calendar year. Repayments will be extended up to one school year for active employees unless a special agreement for more time is approved by the Director of Payroll and/or Chief Finance Officer.  

If employment ends and there is an outstanding overpayment, the remaining balance will be recovered from the employee’s final pay. If funds are not available to recover from the employee’s final pay, the employee will be notified in writing and repayment of these funds will be due within 30 days of the date of separation, unless a new repayment arrangement is made in writing. Unrecovered overpayments may be sent to a collections agency in order to recover payment in full.

DCSD uses UKG to collect time worked in multiple ways (timeclock, mobile/tablet, computer, manual tracking). It is important that all employees understand which method and process apply to them.  Classified employees are expected to clock in and out each day, and should get prior approval from their supervisor for any work outside of their approved schedule. It is the employee’s responsibility to ensure the time entered is correct, and to report any pay discrepancies within the time keeping deadlines.  Please refer to DCSD Timekeeping Guidelines for further information.   Employees should consult with their supervisor regarding any expectations or questions regarding time reporting.  Employees must review their time reporting weekly, and at the conclusion of each pay period for accuracy.  Fraudulent time reporting will not be tolerated and will be subject to disciplinary action, up to and including termination of employment.

Get the Workday mobile app for your phone! Visit our Workday Training Site for more information.

Classified employees (mostly custodial and security staff), who at the request of school administration, and are required to work on a weekend due to a school event that falls in a week where there is a district paid holiday (as listed in Appendix A), will be paid a shift differential of 1.5x the classified employee’s hourly rate.

DCSD is committed to a safe, healthy and productive work environment for its students, employees, and visitors that is free from the effects of substance abuse.  DCSD is also committed to ensuring that its employees set a positive example to the students and community DCSD serves.  Being under the influence of alcohol, drugs, and controlled substances impairs employee judgment and results in increased safety risks, injuries and faulty decision making.  This includes working after the apparent use of alcohol, drugs, and controlled substances, including marijuana and marijuana-derived products, regardless of marijuana’s legal status under Colorado law.

DCSD prohibits any employee while on duty to possess, use or be under the influence of alcohol, drugs, or controlled substances on or off district property, in or on district vehicles, or at any school or district-sponsored activity or event.

Observance of this policy is a condition of employment. A violation shall subject the employee to appropriate disciplinary action which may include suspension, termination and referral for prosecution. In appropriate circumstances and at DCSD’s sole discretion, disciplinary sanctions may include the completion of an approved drug or alcohol abuse assistance or rehabilitation program. Any such program shall be at the employee’s expense. However, DCSD is not required to offer rehabilitation in lieu of termination or other discipline to any employee who has violated this policy

DCSD offers employees an Employee Assistance Program (EAP), which provides confidential access to services and resources to employees who want to seek out options for substance abuse counseling or rehabilitation.  For more information, visit the EAP program online at EAP Online (Username: douglas county sd, Password: eap) or by phone at 866-486-4334 or visit the Benefit’s website for more information on EAP.

For more information, please refer to Board of Education Policy GBEC - Alcohol and Drug-Free Workplace. 

It is DCSD’s objective to provide a smoke-free, vape-free, and tobacco-free environment.  The visible possession and use of any tobacco product by employees in or on any DCSD property, DCSD vehicle, or while participating in any DCSD-sponsored activity or program is strictly prohibited. 

"Tobacco product" means cigarettes, cigars, pipe tobacco, snuff, chewing tobacco and the following:

• any other product that contains nicotine or tobacco or is derived from tobacco and is intended to be ingested or inhaled by or applied to the skin of an individual, including but not limited to e-liquid, vape juice, vaping oil and similar products; or
• any device that can be used to deliver nicotine to the person inhaling from the device, including but not limited to an electronic cigarette, cigar, cigarillo, pipe, vape pen or other device used to inhale a vaporized liquid. 

“Tobacco product” does not mean any product that has been approved by the U.S. Food and Drug Administration as a tobacco use cessation product.

"Use" means the lighting, chewing, inhaling, smoking, ingesting, applying to the skin or public display of any tobacco product.

This restriction applies to all employees, students, and visitors, at all times, including non-business hours.

Employees who violate any aspect of this policy may be subject to disciplinary action up to and including termination.

DCSD’s goal is to strive to maintain a work environment free from intimidation, threats or violent acts.  To that end, DCSD does not tolerate violent acts or threats of violence against employees and non-employees, including students, visitors, parents/guardians vendors, consultants, contractors, and volunteers. 

Unless otherwise protected by law, conduct prohibited under this guideline includes, but is not limited to:

1. Violent, threatening, insubordinate, bullying or intimidating conduct.
2. Unprofessional or inappropriate discussions regarding the unlawful use of weapons or acts of violence.
3. Vandalizing, defacing, sabotaging and threats of similar conduct to DCSD property.
4. Except for authorized DCSD personnel, bringing, possessing, or using deadly weapons, including but not limited to firearms of any type, on DCSD property, including parking lots, in DCSD vehicles, or to DCSD sponsored activities and programs, whether or not the employee is licensed to carry a concealed weapon.  

Employees who observe or have knowledge of any of the behaviors listed above should immediately report the incident to their principal, any supervisor, or Human Resources.  Complaints will receive immediate attention and the situation will be promptly investigated.  Based upon the results of the inquiry, appropriate disciplinary action may be taken against the offender, up to and including termination. 

Employees who believe someone or something poses imminent danger to their safety or health, or the safety or health of others, should immediately contact proper law enforcement authorities and then contact their principal or supervisor.

DCSD will take no adverse action against an employee because the employee in good faith reported an incident under this policy.

“DCSD property” covered by this guideline includes the following:

1. The interior of all DCSD-owned, leased, or rented buildings and structures.
2. All DCSD grounds surrounding DCSD buildings or structures, such as sidewalks, walkways, driveways, parking lots, playgrounds, athletic fields, recreations areas, and other outdoor areas under DCSD’s ownership, dominion, or control.  
3. All vehicles owned, leased, or used by DCSD for the purpose of transporting students, staff or non-employees, and all vehicles that come onto DCSD property.
4. Any DCSD or school-sponsored activity, regardless of location.

“Deadly Weapons” include, but are not limited to, handguns, firearms, explosives and knives.  If employees have a question regarding whether an item is covered by this guideline, they should call Human Resources.  Employees are responsible for ensuring that any item possessed by the employee and not specifically listed above, is not prohibited by this guideline.

An employee who believes that he or she may have a problem that could lead to violent behavior is encouraged to use DCDS’s confidential Employee Assistance Program (EAP).  For more information, visit the EAP program online at EAP Online (Username: douglas county sd, Password: eap) or by phone at 866-486-4334 or visit the Benefit’s website.

These guidelines are not intended to interfere with normal business communication and relationships nor are they intended to diminish an employee’s ability to discuss issues related to an employee’s terms and conditions of employment or DCSD’s requirement to comply with the Colorado Open Records Act.  These guidelines are intended to alert employees to their obligation to use discretion in safeguarding DCSD’s confidential and proprietary information. 

The protection of confidential and proprietary information is vital to the legal obligations, interests and the success of DCSD.  Confidential information includes, but is not limited to:

• Federally and state protected student information, including but noted limited to education records, health records, and participation in federally-assisted school nutrition programs. Personnel information not subject to disclosure under the Colorado Open Records Act, or required to be maintained confidentially pursuant to federal, state or local law, court order, or information related to personnel investigations.
• Information derived from DCSD communications related to threatened or pending legal or administrative action.
• DCSD trade secrets or information derived from trade secrets or proprietary information.  
• Information bearing on the specialized details of security arrangements. 
• Information and records not subject to disclosure under the Colorado Open Records Act. 

Employees are advised not to discuss confidential information outside DCSD.  In an effort to foster a culture of trust and openness, recording of meetings or any other business-related conversation without the consent of management is prohibited.  When confidential information is discussed within DCSD, it shall be done strictly on a “need-to-know” basis.  

DCSD’s confidential records, including documents, computer files and similar materials, may not be copied or removed from DCSD’s premises without prior management approval.  Removal from DCSD’s premises means the actual physical removal of information as well as the transmittal of information verbally or via hand-written or typed correspondence, fax, telephone, text or other instant messaging on any social media, e-mail or any other form of electronic communication, except the transmittal of such information in the ordinary course of employees performing their job duties on behalf of DCSD.

An employee’s obligation to maintain the confidentiality of DCSD information remains even after he or she is no longer employed by DCSD.

Absent other laws to the contrary, employees are not permitted to solicit during working time.  An employee may not solicit another employee during the latter’s working time, and an employee may not distribute literature during working time or in working areas.

Working time does not include meal, break or rest periods or other specified times during the work shift when employees are not properly engaged in performing their work tasks.  Working areas are defined as areas of the premises where employees perform their work tasks, but do not include break rooms, rest rooms, parking lots or other non-work areas.

Absent other law to the contrary, non-employees are not permitted to solicit or distribute literature of any kind on DCSD’s premises.

Off-duty employees are not permitted to be on DCSD premises, including arriving at work early or staying after work late, unless they are actively working, have a reasonable purpose, are preparing for work or are cleaning up after work.

Violations of this policy should be reported to Human Resources.

DCSD may question employees and other persons entering and leaving its premises.

Entry onto DCSD’s premises constitutes consent to searches or inspections.  Otherwise lawful searches or inspections may be conducted when DCSD has reasonable suspicion of workplace misconduct.  If DCSD has such reasonable suspicion, DCSD may search or inspect the employee’s locker, office, desk and files, packages, parcels, purses, handbags, briefcases, lunch boxes or other possessions or articles.  Employees should have no expectation of privacy with respect to their use of DCSD information technology and communications systems, including but not limited to DCSD’s network, internet, computer, and email.  See the Information Technology and Communication Systems policy below.

Cooperation in the conduct of lawful inspections is required as a condition of employment.  Employees refusing to cooperate with or submit to a lawful search will be subject to termination.

Being a public employee means accepting the responsibility to act honestly and objectively to the benefit of the public, and to adhere to the highest ethical standards.  Maintaining public confidence is essential to DCSD’s mission.  For this reason, employees must avoid any action that might create a conflict of interest.

Employees must conduct business within guidelines that prohibit actual or potential conflicts of interest. An actual or potential conflict of interest occurs when there is incompatibility between an employee’s private interest and the employee’s employment with DCSD.

Some examples of conflicts of interest may include, but are not limited to:

1. Exploiting the employee’s status, influence or position with DCSD for private advantage.
2. Engaging in or having a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with the employee’s duties and responsibilities to DCSD.
3. Accepting expensive or valuable gifts, money, or favors from students, or others that the employee comes into contact with as part of the employee’s employment.
4. Misusing DCSD resources, including facilities, equipment, supplies, employees, students, or volunteers for purposes unrelated to employment.
5. Selling DCSD books, supplies, musical instruments, equipment, or other DCSD-owned items to any student or to the parents/guardian of a student who attends the school served by the employee without prior approval.

If an employee has any question as to whether a situation presents a conflict of interest, the employee should discuss the matter with his or her supervisor.  If the matter remains unresolved, the employee should refer the matter to Human Resources for a final determination.

For more information on staff ethics and conflicts of interest, please refer to Board of Education Policy GBEA - Staff Ethics and Conflicts of Interest. 

DCSD does not share any mobile information or data collected through SMS communications with third parties or affiliates for marketing or promotional purposes.

Mobile information may be shared with subcontractors or service providers only to support essential services, such as customer service or technical support. These subcontractors are bound by strict confidentiality agreements and may use your information solely for the purpose of providing services to DCSD.

All other use cases explicitly exclude the sharing of text messaging originator opt-in data and consent. This information will not be disclosed, sold, or shared with any third parties under any circumstances, except as required by law.

DCSD reserves the right to update this SMS Privacy Policy at any time without prior notice. We encourage you to review this policy periodically for any changes.

By opting into DCSD SMS communications, you acknowledge and accept this privacy policy. For questions or concerns about this policy, please contact us at 303-387-0100 or 620 Wilcox Street, Castle Rock CO 80104.

Regular full time and part time employees are eligible for vacation if they are scheduled to work a .5 full time equivalent (FTE) and 260 annual work days.  Hours worked from multiple positions and from the same budget will be combined for eligibility purposes.  Annual vacation time is determined by the below table and is accrued on the last day of the month within the fiscal year.  Employees must have started working by the last day of the month in order to earn accrual for that month.  An employee will move to the next accrual rate on the next payroll following the qualifying anniversary of their employment.

(X=annual hours scheduled to work)

Regular full time and part time employees who are scheduled a .5 full time equivalent (FTE) and at least for nine (9) months are eligible for personal time.  Three (3) personal days will be granted at the start of the school year based on the employee’s FTE.  Personal days accumulate up to a limit of four (4) days and any personal days in excess of this limit will be added to an individual’s sick leave balance.  Pay is based on scheduled work hours per day as listed in Workday.

New employees will be prorated as follows:

Regular full time and part time employees are eligible for holidays if they are scheduled a .5 full time equivalent (FTE) and 167 annual work days.  Employees who work on an actual or observed holiday will be paid at time and a half in addition to holiday pay.  This premium is paid on the actual or observed holiday, but not both.  Holidays are paid up to an eight (8) hour a day maximum.

Employees will follow the schedule that corresponds to their scheduled work days:

12-month employees (>250 work days)

• Labor Day
• Thanksgiving (Thursday & Friday)
• Christmas Eve
• Christmas Day
• New Year’s Day
• Martin Luther King Day
• President’s Day
• Memorial Day
• Juneteenth
• Independence Day
   

11-month employees (215-250 work days)

• Labor Day
• Thanksgiving (Thursday & Friday)
• Christmas Eve
• Christmas Day
• New Year’s Day
• Memorial Day
   

10-month employees (200-214 work days)

• Labor Day
• Thanksgiving Day
• Christmas Day
• New Year’s Day
• Memorial Day
   

9-month employees (167-199 work days)

• Thanksgiving Day
• Christmas Day

*This holiday schedule is subject to limited exceptions*

Regular full time and part time employees, seasonal workers, 110 employees, and substitutes are eligible to accrue sick time. Employees  will move to the next accrual rate on the month following the qualifying anniversary of their employment. Sick time accumulates without limit.  Annual sick time is determined by the below table and is accrued on the last day of the month within the fiscal year.  Employees must have started working by the last day of the month in order to earn accrual for that month.  Sick time will be prorated for new employees and employees who do not complete a full school year.
 

Sick time is accrued based on the following schedule:

Sick time accrual is calculated as follows:

(Scheduled annual hours = scheduled hours in Workday/5 * scheduled days per year)

(Scheduled annual hours * multiplier (above)/months of accrual

Regular full time and part time employees who are scheduled a .5 full time equivalent (FTE) are eligible for personal time.  Employees will be granted two (2) personal days at the start of the school year.  Personal days accumulate up to a limit of four (4) days and any personal days in excess of this limit will be added to an individual’s sick leave balance. Pay is based on an employee’s scheduled FTE as listed in Workday.  New employees will be prorated as follows:

Regular full time and part time employees should refer to the school calendar for their holiday time off schedule.

Regular full time and part time employees, seasonal workers, 110 employees, and substitutes are eligible to accrue sick time.  Sick time accumulates without limit.  Sick time will be prorated for new employees and employees who do not complete a full school year.  Employees who separate employment before the end of the school year will have their final pay deducted for sick time taken but not earned based on proration.

Regular full time and part time employees who are scheduled a .5 full time equivalent (FTE) are eligible for personal time.  Employees will be granted two (2) personal days at the start of the school year.  Personal days accumulate up to a limit of four (4) days and any personal days in excess of this limit will be added to an individual’s sick leave balance.  New employees will be prorated as follows:

Regular full time and part time employees are eligible for the following holidays if they are scheduled as a .5 FTE or greater:

• Labor Day
• Thanksgiving (Thursday & Friday)
• Christmas Eve and Christmas Day
• New Year’s Day
• Martin Luther King Day
• President’s Day
• Memorial Day
• Juneteenth
• Independence Day

Regular full time and part time employees, seasonal workers, 110 employees, and substitutes are eligible to accrue sick time. Employees will accrue 10 sick days x FTE throughout the fiscal year.  From 7/1/2021 forward, sick time will accumulate without limit.  Prior to 7/1/2021, a maximum of 15 days x FTE rolled over annually.

Employees who receive an Off Track balance can record time off taken in Workday that is outside of their academic/work calendar as a way to coordinate time off with their leaders.  Off Track days do not carry over from one school year to another.

Coordinate with your supervisor on when off track time can be taken.  Off track time may be entered and approved by your supervisor in Workday.

Administrative, Professional, and Technical employees who work a .5 FTE or greater, and who work two hundred thirty (230) plus days are eligible for vacation time.  Vacation is accrued up to twenty (20) days per school year.  A maximum of five (5) days can be carried over from year to year.

See your DCSD teacher contract.

In general, teachers should be available for assigned duties 37 ½ hours during each full calendar week that schools are in session.  A 37 ½ hour work week will reflect as a full 1.0 FTE.

Typically, the regular working day should consist of 7 ½ consecutive hours, including a duty-free lunch period of twenty-five (25) minutes, not including passing time.  Teachers are expected to attend meetings scheduled during the regularly scheduled workday.  Any absence from such meeting(s), unless excused by the principal, shall be considered absence without leave.  Service on committees that meet beyond the 7 ½ hour day is voluntary.  A full time teacher’s FTE (full time equivalent) will reflect a full 1.0.

The District recognizes that as professionals, the primary responsibility of teachers is the education of students. However, teachers may be assigned to non-instructional supervisory and student activity assignments during the regular school day.

The District recognizes that there are other responsibilities beyond the regular workday and the duty hours specified above which are incidental to the practice of the teaching profession.  These responsibilities cannot be quantified in terms of time, and teachers do not receive additional compensation for them.

Determined at the building level.

Determined at the building level.  This includes assistance for teachers with large classes.

Planning time is determined at the building level. However, in general, elementary teachers have two hundred minutes of duty-free planning time during each regular workweek and secondary teachers have a time equivalent to one (1) instructional period.

In the event the District, after a good faith effort, is unable to hire a substitute for a classroom teacher then the school will enact their class coverage plan.

Determined at the building level.

Requests will be reviewed on a case by case basis by the principal, director of schools and Human Resources.

Reimbursement for the purchase of educational materials that are not provided by the school is determined at the building level.

Determined at the building level.

Determined at the building level.

Determined at the building level.

Determined at the building level.

Determined at the building level.

All employees who have a regular work schedule, receive wages or salaries through DCSD’s payroll, and whose employment is not limited to a specific period of time or purpose.

Those employees who have a .75 FTE in Workday or who have scheduled weekly hours in Workday of 30 or more.  All regular full-time employees are eligible for all employment benefits provided by DCSD to its employees in general.

Those employees whose FTE is less than .75 FTE in Workday or who have scheduled weekly hours in Workday of less than 30.  Regular part-time employees are eligible for limited employment benefits in general.

Those employees whose administrative or professional technical service is intended to be of limited duration.  Paid interns, who are employed for a limited duration, fall under this category.  This definition excludes individuals supplied under contract by an outside agency.  Temporary employees are not eligible for employment benefits, time off or pay increases, and their term of employment does not normally exceed one year.

Those employees who are hired to work for a particular season or specific time of year on a recurring basis, usually less than nine (9) months annually. Seasonal employees are not eligible for employment benefits, time off, or pay increases.

Those employees who work on an as-needed basis for absent classified or licensed employees.  Absences can include both daily absences and leaves of absence. Substitute positions are not eligible for employment benefits, or pay increases.

Employees (i.e. classified) who are subject to all provisions of the Fair Labor Standards Act (FLSA) as amended and other laws that regulate overtime.  These employees receive an overtime pay rate for hours worked beyond 40 hours in any work week.

Executive, professional, administrative, licensed and some computer professional employees who are excluded from the overtime provisions of the FLSA as amended.  These employees do not receive overtime pay for hours worked beyond 40 hours in any work week.

Those employees who are retired under PERA and can only be hired when a job posting has not produced a viable candidate pool.  Employees hired as 110 employees are not eligible for employment benefits, time off, or pay increases.