Employee Guide
Discaimer
Safety
Equal Employment Opportunity/Unlawful Harassment
Sexual Harassment
Title IX Sexual Harassment
Complaint Procedure
Disability Discrimination/Accommodation
Religious Accommodations
Pregnancy & Nursing Accommodations
Pay Transparency
Federal Grant Whistleblower Protection
Benefits and Wellness
Time Off From Work
Holidays
Sick Time
Public Health Emergency Leave
Personal Time
Vacation Time
Off Track
Leaves of Absence
Bereavement
Jury Duty
Voting
Compensatory Time
Work Breaks
Lunch Breaks
Staffing
Performance Evaluations
Pay
Overtime
Paydays
Time Reporting
Pay for Weekend Work on a District Paid Holiday
Employee Conduct and Welfare
Drug Free Workplace
Smoke Free, Vape Free, Tobacco Free Workplace
Anti-Violence
Confidential and Proprietary Information
No Solicitation
Searches and Inspections
Conflicts of Interest
IT and Communication Systems
SMS Privacy Policy
Social Media
Political Activity
Adverse Weather
DCSD Declared Snow Days/Emergency Closure
Delayed School & Early Dismissal
Safety and Reporting of Injury
Workers Comp
Appearance and Attire
Attendance and Punctuality
Employee Records
Separation of Employment
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Appendix F
Appendix G
DISCLAIMER
This Employee Guide (“Guide”) contains general guidelines and information relevant to employment at Douglas County School District (“DCSD”). It is not intended to be all-inclusive. If you have any questions regarding the applicability of any provision herein, please address your specific questions to DCSD’s Human Resources department.
EXCEPT FOR THE POLICY OF AT-WILL EMPLOYMENT, DCSD RESERVES THE RIGHT TO MODIFY, REVOKE, SUSPEND, TERMINATE, INTERPRET, OR CHANGE ANY OR ALL OF THE GUIDELINES MENTIONED, IN WHOLE OR IN PART, AT ANY TIME, WITH OR WITHOUT NOTICE. ALL PREVIOUS EDITIONS OF THIS GUIDE ARE SUPERSEDED BY THIS PUBLICATION.
ABSENT AN EMPLOYMENT CONTRACT OR LAW TO THE CONTRARY, EMPLOYMENT WITH DCSD IS AT-WILL. EMPLOYEES HAVE THE RIGHT TO END THEIR WORK RELATIONSHIP WITH DCSD, WITH OR WITHOUT ADVANCE NOTICE, AT ANY TIME AND FOR ANY REASON. DCSD HAS THE SAME RIGHT. THIS GUIDE AND ANY VERBAL STATEMENT MADE BY MANAGEMENT ARE NOT INTENDED TO CONSTITUTE A CONTRACT OF EMPLOYMENT, EITHER EXPRESS OR IMPLIED, NOR ARE THEY A GUARANTEE OF EMPLOYMENT FOR A SPECIFIC DURATION. NOTHING IN THIS GUIDE SHALL BE CONSTRUED TO IMPLY IN ANY MANNER THE ESTABLISHMENT OF ANY PROPERTY RIGHTS OR EXPECTANCY OR ENTITLEMENT TO CONTINUED EMPLOYMENT NOT EXPLICITLY ESTABLISHED BY STATUTE, DCSD BOARD OF EDUCATION POLICY, OR CONTRACT. NEITHER SHALL THIS GUIDE BE DEEMED OR CONSTRUED TO ESTABLISH ANY CONDITIONS PREREQUISITE RELATIVE TO RENEWAL OF CONTRACTS, TRANSFER, ASSIGNMENT, DISMISSAL OR OTHER EMPLOYMENT DECISIONS.
WHERE THE GUIDE CONFLICTS WITH BENEFIT PLAN DOCUMENTS, POLICY, COLLECTIVE BARGAINING AGREEMENT OR EMPLOYMENT CONTRACT, THE PLAN DOCUMENTS, AGREEMENTS, POLICY OR CONTRACT WILL PREVAIL OVER THE GUIDE.
Publication Date: 11/26/2024
EQUAL EMPLOYMENT OPPORTUNITY AND UNLAWFUL HARASSMENT
DCSD is dedicated to the principles of equal employment opportunity. DCSD opposes and forbids unlawful discrimination against applicants or employees on the basis of age (40 or older), race, sex, color, religion, creed, national origin, ancestry, disability, genetic information, marital status (if an employee is married to or plans to marry another employee), military status, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, gender expression, protected activity (e.g., opposition to prohibited discrimination, proper exercise of free speech rights), or any other status or conduct protected by federal, state or local law. DCSD’s prohibition on unlawful discrimination includes unlawful harassment based on any of these protected classes or conduct.
This policy applies to all employees, as well as non-employees such as students, visitors, vendors, consultants, contractors, volunteers, etc.
For more information on equal employment opportunity please refer to DCSD Board of Education Policy GBA - Open Hiring and Equal Employment Opportunity.
Harassment
- What is Harassment?
- Sexual Harassment
- Title IX Sexual Harassment
- Managers and Supervisors
- Complaint Procedure
- Investigation
- Discipline
- Confidentiality
- Retaliation Prohibited
What is Harassment?
Sexual Harassment
Title IX Sexual Harassment
Managers and Supervisors
Complaint Procedure
Investigation
Discipline
Confidentiality
Retaliation Prohibited
Disability Discrimination/Accommodation
DCSD is committed to the policy of nondiscrimination on the basis of disability under all applicable laws, including but not limited to the Americans with Disabilities Amendments Act of 2008, and Section 504 of the Rehabilitation Act of 1973. No qualified individual with a disability shall, solely by reason of his or her disability, be excluded from participation in, be denied benefits of, or otherwise be subjected to discrimination under any DCSD program or activity. DCSD does not unlawfully discriminate on the basis of disability in access or admission to, or treatment or employment in, its programs or activities.
DCSD shall not discriminate against any qualified individual on the basis of disability with respect to recruiting, application procedures, hiring, and any conditions or privileges of employment.
DCSD shall make reasonable accommodations for qualified individuals with known disabilities who are job applicants or employees unless doing so would result in an undue hardship to DCSD or cause a direct threat to health or safety.
Employees who seek a reasonable accommodation must submit a written request for the accommodation to Human Resources. Employees can visit DCSD’s Human Resources website and select the ADA link to make a request for accommodation. Once all required documentation has been received, an ADA Coordinator will work with the employee, the employee’s direct supervisor and the appropriate Employee Relations Director to determine what, if any, accommodations can be implemented. Determining reasonable accommodations generally involves the following:
- Determining the essential job functions of the position by reviewing available evidence, including, but not limited to, the DCSD’s judgment as to which particular functions are essential to the position as well as the job description.
- Identifying and clarifying any disability related restrictions; and
- Identifying potential accommodations and assessing the effectiveness each would have in enabling the individual to perform the essential functions of the position.
Employees who believe they have been harassed in violation of this provision or who believe they have observed such harassment of other employees should immediately report the incident(s) to their school principal or the director of their department. See Complaint Procedure below.
Religious Accommodation
DCSD respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship.
An employee seeking an accommodation because his or her religious beliefs or practices conflict with any aspect of his or her employment must submit a written request for the accommodation to the Human Resources department. An employee’s written accommodation request shall include the type of religious conflict that exists and the employee’s suggested accommodation. Employees can visit DCSD’s Human Resources website and select the ADA link to make a request for accommodation.
Following an employee’s request for accommodation, Human Resources will engage in an interactive process with the employee to determine whether an accommodation is available that is reasonable and that would not create an undue hardship on DCSD.
Employees who believe they have been harassed in violation of this provision or who believe they have observed such harassment of other employees should immediately report the incident(s) to their school principal or the director of their department. See Complaint Procedure below.
Pregnancy and Nursing Accommodations
DCSD is committed to the policy of nondiscrimination on the basis of pregnancy under all applicable laws. No employee or applicant who is pregnant or physically recovering from childbirth or related conditions will be denied a reasonable accommodation, including a leave of absence, unless doing so would impose an undue hardship.
In consideration of nursing employees and In accordance with all applicable laws, DCSD will provide a reasonable amount of break time to accommodate an employee desiring to express breast milk for the employee’s infant child. If possible, such break time should be taken during the rest breaks already provided to the employee. Any additional breaks taken to express milk may be unpaid, unless otherwise required by applicable law. DCSD will also provide a room or other location (other than a bathroom) for the employee to express milk in private. If you are in need of such an accommodation or other accommodation related to nursing, please complete the ADA Accommodation Request Form as soon as possible so that any necessary arrangements can be made.
Federal Grant Whistleblower Protection:
Under federal law (41 U.S.C. § 4712), Douglas County School District is committed to ensuring that employees can report concerns about the misuse of federal funds or any violations related to federal grants or contracts without fear of retaliation. Employees are protected if they disclose information that they reasonably believe shows:
- Violation of a law, rule, or regulation related to a Federal contract or grant.
- Gross mismanagement of a Federal contract or grant.
- Gross waste of Federal funds.
- Abuse of authority relating to a Federal contract or grant.
- Substantial and specific danger to public health or safety.
If you have knowledge or a concern of illegal or dishonest fraudulent activity, you should report this information to your immediate supervisor or to Human Resources. All reports of illegal and dishonest activities will be promptly investigated. Douglas County School District is dedicated to fostering a safe environment for you to raise concerns about the use of federal funds without fear of retaliation. Employees who file a report are legally protected against being fired, demoted, or facing any negative actions as a result. Any whistleblower who believes they are being retaliated against should contact Human Resources immediately.
BENEFITS AND WELLNESS
DCSD offers a number of choices when it comes to health care. These choices include medical, dental and vision plans, health savings accounts, flexible spending accounts, disability benefits, life insurance, employee assistance program, tuition assistance and more. Suppose you are a full-time employee scheduled to work at least 30 hours per week or a part-time employee scheduled to work at least 20 hours per week for at least 9 months or 169 days per school year. In that case, you are eligible for medical, dental, and vision benefits, flexible spending and health savings accounts, life insurance, and short and long-term disability benefits. Please see the Benefits Guide for more information.
Employees have thirty (30) days from their date of hire or from a qualifying event to enroll and/or make changes in health benefits. Health benefits become effective the first day of the month following the date of hire. Health benefits become effective September 1st for teachers hired at the start of the school year. Life insurance is available to eligible employees the 1st day of the month following 90 calendar days of continuous employment. Short and long term disability insurance is available to eligible employees the 1st day of the month following 60 calendar days of continuous employment.
For more information on benefits and benefit eligibility, visit the Benefits website.
TIME OFF FROM WORK
- Holidays
- Sick Time
- DCSD Sick Time
- Public Health Emergency Leave
- Personal Time
- Vacation
- Off Track
- Leaves of Absence
- Bereavement
- Jury Duty
- Voting
- Compensatory Time
- Work Breaks
- Lunch Breaks
Holidays
Sick Time
DCSD Sick Time
Public Health Emergency Leave
Personal Time
Vacation
Off Track
Leaves of Absence
Bereavement
Jury Duty
Voting
Compensatory Time
Work Breaks
Lunch Breaks
Staffing
All vacant DCSD positions, including any promotional opportunities, will be posted. Employees in search of promotional or different opportunities in DCSD should regularly check Workday for the most up-to-date vacancy information. DCSD will not seek the wage history of any prospective employee, and shall not rely on wage history to determine an employee’s wage rate.
Performance Evaluations
DCSD firmly believes that the growth and development of its employees will positively impact its students’ and organizational success. To help develop DCSD’s employees’ knowledge, skills and abilities, DCSD offers performance management tools to prompt rich, ongoing discussions between supervisors and employees, including helpful feedback designed to improve performance and celebrate accomplishments.
In general, DCSD’s performance evaluations classify employee performance into performance categories. Final evaluations and performance ratings are typically conducted toward the end of the school year (or fiscal year). The following links will direct you to the evaluation programs based on your position’s classification:
• Licensed Employees: Visit the Educator Effectiveness website for more information.
• Building Administrators: Visit the Educator Effectiveness website for more information.
• Administrative (non-building), Professional, Technical and Classified Employees: The evaluation process is in Workday. Visit the HR for Employees intranet site, Evaluation tab, for more information.
PAY
- Overtime
- Paydays
- Pay Discrepancies
- Time Reporting (Classified Staff Only)
- Pay for Weekend Work Performed on a District Paid Holiday Week (Classified Staff Only)
Overtime
Paydays
Pay Discrepancies
Time Reporting (Classified Staff Only)
Pay for Weekend Work Performed on a District Paid Holiday Week (Classified Staff Only)
EMPLOYEE CONDUCT and WELFARE
- Drug-Free Workplace
- Smoke-Free, Vape-Free, Tobacco-Free, Workplace
- Anti-Violence
- Confidential and Proprietary Information
- No Solicitation
- Searches and Inspections
- Conflicts of Interest
Drug-Free Workplace
Smoke-Free, Vape-Free, Tobacco-Free, Workplace
Anti-Violence
Confidential and Proprietary Information
No Solicitation
Searches and Inspections
Conflicts of Interest
INFORMATION TECHNOLOGY and COMMUNICATION SYSTEMS / NO EXPECTATION OF PRIVACY
Use of DCSD information technology is a privilege, not a right. Employees’ use of DCSD information technology and communications systems must be in accordance with this policy, applicable law, and other relevant DCSD policies. Authorization to use DCSD information technology and communications systems may be suspended at any time that is in the best interest of DCSD as determined by DCSD in its sole discretion.
DCSD’s information technology and communications systems consist of DCSD computers, personal communication devices, network, Internet access, email and voicemail systems. “Computer” means DCSD computers, computer systems, networks, computer hardware and software. “Personal communication devices” means cell phones, smart phones, tablets, cameras, audio and video recorders, other hand-held devices, and data storage devices.
All employee communications and all related documents, data, software and other information stored on DCSD computers and/or personal communication devices are authorized only for work-related purposes. For this reason, employees should have no expectation of privacy with respect to their use of DCSD information technology and communications systems, including internet access.
The District reserves the right at any time and without notice to monitor such use and to inspect, copy, review, segregate, store and/or remove any or all communications, documents, data, software and other information related to such use.
Employees shall not use DCSD information technology or communication systems to generate, send, receive or store communications, documents, data, software or other information that:
- contains sexually oriented content or pornography, in either written or picture form;
- directs profanity, obscenities or vulgar language toward another person or class of persons;
- promotes violence or advocates unlawful acts;
- concerns the purchase or manufacture of weapons, controlled substances, or unlawful items;
- harasses, bullies, threatens or promotes violence against another person or class of persons;
- constitutes plagiarism;
- defames another person or class of persons;
- violates another person’s confidentiality rights, or discloses information regarding which another person has a reasonable expectation of privacy;
- involves impersonation or electronic transmission through an anonymous remailer;
- involves unauthorized access to DCSD computers, computer files, e-mail accounts, e-mail files, or Internet sites;
- involves unauthorized use or downloading of software, files or data;
- violates federal, state or local law, including but not limited to criminal law, and trademark, copyright or patent law;
- violates DCSD policy or regulation;
- interferes with the normal operation or use of DCSD computers, e-mail or Internet access, or otherwise disrupts DCSD operations;
- interferes with a school’s ability to provide educational opportunities to students.
Employees found to be in violation of this policy shall be subject to disciplinary action, including revocation of use privileges, and other discipline up to and including termination of employment.
For more information on information technology, please refer to Superintendent Policy GBEE - Staff Use of the Internet and Electronic Communication or Superintendent Policy GBEE-R - Employee Computer and Internet Use Rules.
SMS Privacy Policy
Social Media
This policy addresses employees who participate in personal social media or other internet activities; it does not cover DCSD-sponsored social media, which is separately regulated. This policy applies regardless of whether the conduct occurs during working or non-working time, and regardless of whether DCSD equipment or technology is used.
DCSD recognizes the importance of social media for its employees. However, the use of social media by employees may become a problem if it interferes with an employee’s work, is used to harass coworkers or members of the community, creates a hostile work environment, or harms the goodwill and reputation of DCSD amongst the community. Accordingly, DCSD encourages its employees to use social media within the following guidelines and in a way that does not produce adverse consequences. But nothing in this policy is meant to, nor should it be interpreted to, in any way limit an employee’s right under any applicable federal, state, or local law to discuss issues related to an employee’s terms and conditions of employment.
Where no policy of guideline exists, employees are expected to use their professional judgment and take the most prudent action possible. If an employee is uncertain about the appropriateness of a social media posting, they should check with their supervisor.
- If your social media posts mention DCSD, its Board of Education, employees, students, parents/guardians or other related groups, make clear that you are a DCSD employee and that the views posted are yours alone and do not represent the views of DCSD.
- Employees may not use DCSD equipment or facilities for personal social media activity without express permission. Social media activities must not interfere with an employee’s job duties.
- All postings on social media must comply with DCSD’s policies related to unlawful discrimination and harassment, conflict of interest, confidential and proprietary information, anti-violence, and other applicable policies.
- Do not mention DCSD employees, students, parents/guardians, or other related persons without their express consent.
- Unless given written permission, do not use DCSD logos or trademarks on your social media activity.
- Do not engage in fights - if an employee sees a misrepresentation about DCSD and chooses to respond, they should do so respectfully with factual information.
Violation of this policy may lead to discipline, up to and including termination of employment.
Political Activity
Employees must not take any action, including but not limited to, use of DCSD’s computers, e-mail, copiers or other resources, that would constitute a DCSD contribution in any campaign involving the nomination, retention or election of any person to any public office in violation of Colorado’s Fair Campaign Practices law. In addition, employees must not take any action, including but not limited to use of DCSD’s computers, e-mail, copiers or other resources, that would constitute an expenditure of public monies or a contribution that urges a vote in favor of or against any ballot issue, referred measure or recall measure in violation of Colorado’s Fair Campaign Practices law.
During the workday, employees may use DCSD property and resources to respond to unsolicited questions with strictly factual responses regarding campaign issues. Presentations that express a position on a campaign issue or candidate must be made outside of employee work hours and outside of work areas.
Employees should direct any questions on permissible political activity to their supervisor.
Adverse Weather
DCSD may close schools because of bad weather or emergency conditions. When such conditions exist, the Superintendent will make the official decision concerning the closing of DCSD’s facilities. When it becomes necessary to open late or to release students early, or to cancel school, DCSD officials will post a notice on DCSD’s website and notify local radio and television stations.
DCSD provides three paid adverse weather days per school year for eligible employees. If the school district experiences more than three snow days/or emergency closure days in a year, the Superintendent may elect to increase the number of paid closure days on a case-by-case basis.
If school days are added to the end of the year to make up for snow/emergency days, licensed and classified staff will be paid for their additional time at their per diem or normal hourly rate.
Work Expectations:
It’s important for each site/department to communicate to all staff ahead of time to establish work expectations for essential and non-essential staff. Closures are still considered a work day; but the nature of the work performed (or not performed) is site and position specific. Individual supervisors/site administrators can determine whether work needs to be performed onsite or if it can be performed remotely.
Only essential employees are required to physically report to buildings. Essential staff should be predetermined by their supervisor/site administrator, and know their work expectations ahead of time. All non-essential staff should remain at home.
Non-essential staff should check in with their supervisor/site administrator ahead of the potential closure (or at the latest on the morning of the closure) to determine if any non-essential remote work should be performed, and the number of work hours required.
For example, non-essential classified, administrative, professional, and licensed staff may have time sensitive work tasks that need to be performed that day. If classified staff works, all hours worked should be recorded separately and reported to the employee’s Kronos manager as hours worked that would count towards overtime for the week. If time sensitive tasks are not required that day, non-essential staff who qualify, will be paid for up to three closure days.
DCSD-Declared Snow Days/Emergency Closure
An emergency closure occurs when DCSD closes a school, work site, or the entire school district due to adverse weather conditions or other conditions requiring an unscheduled closure. Snow and ice are examples of adverse weather. In the event of an emergency closure, employees will be governed by the following provisions, as applicable:
- All regular employee groups who do not follow a union contract will receive up to three paid snow days full-time equivalent (FTE) per school year for days within the scheduled work calendar. If the school district experiences more than three snow days/or emergency district closure days in a year, the Superintendent may elect to increase the number of paid closure days on a case-by-case basis.
- Substitutes, 110 employees, long-term subs, seasonal, temporary, and senior temporary employees are not to report to work on snow or emergency closure days and will not receive compensation for those days, unless they have already reported to work, such as on an early dismissal day. In this case, employees will be paid for their time worked.
- If an employee has pre-arranged time off (i.e. off track time, vacation time, sick or personal time), and that day ends up being a snow closure day, the employee will be reimbursed for this day. Note that leaves of absence do not apply.
- Essential personnel are those employees predetermined by building or department leaders. Responsibilities of essential employees include responding in person to the type of situation causing the closure that would have an adverse impact on DCSD, if not performed on a specific day. Essential personnel who are notified by their supervisor not to report or who are unable to report to work will be treated as non-essential personnel. Work assigned to employees outside of a closure situation will be paid at either the employee’s regular rate of pay or overtime if the employee has worked more than 40 hours in the week. Paid closure days will not count towards hours worked for purposes of calculating overtime for classified staff.
- Essential classified employees will be paid their regular rate of pay plus one and one half (1 ½) times their regular rate for the hours actually worked. Essential personnel reporting to work will be paid a minimum of 2 hours.
- Licensed and other classified staff will be paid for their additional time at their per diem or normal hourly rate.
- Non-essential employees are only paid for their regular work schedule. If non-essential employees work their regular shift, they do not get closure pay. As an example, if a non-essential employee is scheduled to work an 8-hour shift, and the district closes after 4 hours, the employee will receive 4 hours of paid closure time and 4 hours of regular pay. Additionally, if an employee
- chooses to work a full day on a closure day, they will not receive closure day pay or be granted additional time off.
- Part-time staff, including those who are less than .50 FTE and who are in a regular position, will receive paid closure based on their FTE or scheduled hours in Workday, if the closure was on their scheduled work day.
- Closure days will not hold a balance in Workday.
Delayed School and Early Dismissal
The Superintendent may delay school starting times or dismiss schools early due to severe weather or other emergencies. When schools are on a delayed start schedule, school-based employees (i.e. teachers, educational assistants, special service providers, front office staff, preschool, etc.) may arrive at school up to 60 minutes past their normal start time. This rule may not apply to certain department based employees (i.e. Nutrition Services, Operations & Maintenance, BASE, Transportation, etc.) and custodial staff, who may be needed to arrive at their worksite as close to the normal starting time as safely possible because of specific work demands. For example, if a delay has been declared, bus drivers and transportation educational assistants are required to arrive at work at their normal scheduled times to ensure that all buses arrive at their first stop on time, regardless of weather conditions. Accordingly, Department based employees must check with their direct supervisor during delayed starts to determine their start time expectation.
During delayed starts or early dismissals due to severe weather or other emergencies, all employees, except seasonal, temporary, and 110/140 employees, will be paid for any delayed/early dismissal time not worked if they were normally scheduled to work during that time. However, this compensated but unworked delayed/early dismissal time will not be counted as hours worked in the computation of overtime.
When the district or a particular school is dismissed early due to an emergency, building staff can leave the building after students leave the building and building leadership determines staff’s presence is no longer needed for the safety and welfare of students, and staff will be paid for their full shift for that day.
For more information on school closures and delays, please refer to Superintendent Policy EBCE - School Closings and Cancellations.
Safety and Reporting of Injury
DCSD is committed to a safe work environment for employees. All employees should be familiar with the safety procedures for responding to a medical emergency, emergency drills and evacuations. Each campus is equipped with an automatic external defibrillator. Fire extinguishers are located throughout all DCSD buildings. Employees should know the location of these devices and procedures for their use.
Employees should report any unsafe practices or conditions to their supervisor and will not suffer retaliation in any form for doing so. If an employee suffers a workplace injury, failure to follow safety rules or use appropriate safety devices may result in denial of workers’ compensation benefits.
If employees are injured on the job, no matter how minor, they must immediately report the injury in writing to their direct supervisor. The injury must be reported within four (4) days. If you do not report the injury in writing within four (4) days, you may be penalized and lose up to one day’s workers’ compensation for each day’s delay. If you are physically or mentally unable to file a timely written report, another person may file it on your behalf.
If medical treatment for an on-the-job injury is needed, it must be obtained from one of DCSD’s designated physicians. If not, the employee may be responsible for the cost of medical treatment.
For more information on staff security and safety, please refer to Superintendent Policy GBGB - Staff Security and Safety.
Workers’ Compensation
The district is committed to providing a safe work environment for all employees. In accordance with applicable laws, the district pays for and maintains workers’ compensation insurance for work related injuries and illnesses.
For more information, visit the Workers’ Compensation website.
Appearance and Attire
The general appearance of all DCSD employees, especially those who interact with students or the public, is an important aspect of the professional image. Unless otherwise required by department or building rules, employees may choose their clothing for work that is consistent with the essential functions of their job and reasonable standards of professionalism, safety, cleanliness and hygiene. Department heads and building principals may require employees to change clothing and/or discontinue practices of dress that are not consistent with the above criteria or that have a negative impact on the educational process or DCSD operations.
Some educational activities, including field days, field trips, and science labs, require exceptions to the guidelines above.
For more information on staff dress code, please refer to Board of Education Policy GBEBA - Staff Dress Code.
Attendance and Punctuality
All employees are expected to be on time and punctual to work. Regular attendance is considered an essential function of the job and is necessary for the efficient operation of DCSD. Employees who are going to be absent, late or need to leave work during their usual work time must contact their supervisor as soon as possible prior to the start of the work day. Leaving messages with other employees is not acceptable. Excessive absenteeism, patterns of absenteeism or tardiness may result in discipline, up to and including termination, even if the employee has not yet exhausted available paid time off.
No Call, No Show. Failure to call in when absent will result in disciplinary action up to and including termination.
Employees should discuss any further expectations regarding attendance with their supervisor.
Employee Records
DCSD maintains essential employment records for each employee. It is important that these records be up-to-date and complete. This enables DCSD to reach employees in an emergency, forward mail, properly maintain insurance and other benefits, and keep track of payroll deductions.
To ensure employee records are up-to-date at all times, employees should be proactive about reviewing name, telephone number, home address, marital status, beneficiary designations, scholastic achievements, certifications, licensures and emergency contacts. Most of this information can be updated directly by the employee through Workday, otherwise, employees should contact HR Customer Care at 720-433-0140 for assistance.
The employee’s personnel file will contain records and information related to compensation, payroll deductions, evaluations, disciplinary actions, awards, and other related information. Medical information will be maintained separately from the personnel file in accordance with the Americans with Disabilities Act.
Employees requiring a verification of employment must submit a request in writing to verifications@dcsdk12.org.
Derogatory material will not be placed in an employee’s personnel record unless either (1) the employee acknowledges having received and/or read the material as indicated by the employee’s signature on or referencing the document; or (2) a DCSD official indicates with a signed acknowledgement that the employee was given the opportunity to sign the document and refused or failed to do so.
Employee personnel records are considered confidential and will not be produced except as requested by the employee, or as required by applicable law.
Each employee shall have the right, upon request, to review the contents of his or her own personnel file, with the exception of references and recommendations provided to DCSD on a confidential basis by universities, colleges, or persons not connected with DCSD. Except where required by applicable law, former employees cannot access their records post-employment.
Separation of Employment
Other than licensed staff, employees should notify their supervisor of their anticipated departure at least two weeks in advance. Employees should complete the Employee Notice of Resignation form, found on the HR for Employees intranet site, and provide this to their supervisor. Notice allows sufficient time to calculate final pay and other monies and benefits to which employees may be entitled.
Separating employees are asked to ensure their personal email address, forwarding mail address and phone number are current prior to their last day of work. All property of DCSD, including but not limited to passwords, DCSD-issued identification badges, computers and other electronic devices, gmail accounts, keys, books, uniforms, intellectual property and all other equipment belonging to DCSD must be surrendered upon separation from employment.
In general, an employee may not take personal or vacation days during the separation notice period without supervisor approval. Unauthorized time off will not be paid during this period.
Employees’ system access will be terminated at the end of the business day on the employee’s last day of employment. Systems access will not be reinstated for employees once they have separated from the District.
If it is discovered upon separation that an employee owes the district money due to an overpayment of wages earned, collection of all monies must happen within 30 days of separation, or the account will be sent to a collection agency for recovery.
APPENDIX A
APPENDIX B
APPENDIX C
APPENDIX D
SICK LEAVE/PERSONAL LEAVE PAYOUT
CLASSIFIED |
Regular full-time and part-time employees will be paid $7.00/hour for all of their accumulated personal leave and sick leave up to 1,040 hours upon separation from service with DCSD, provided the employee has completed at least 10 years of continuous service at the time of their separation. Employees will receive a lump sum payment the month following the date of separation. Please note: Sick leave payout is PERA eligible. |
---|---|
ADMINISTRATIVE |
Regular full-time and part-time employees will be paid $62.00/day for all of their accumulated personal leave and sick leave up to 130 days upon separation from service with DCSD, provided the employee has completed at least 10 years of continuous service at the time of their separation. For employees who have a sick leave reserve balance, this balance will apply to the 130 day limit. Employees will receive a lump sum payment the month following the date of separation. Please note: Sick Leave Pay Out is PERA eligible. |
LICENSED |
Regular full-time and part-time employees will be paid $48.00/day for all of their accumulated personal leave and sick leave up to 130 days upon separation from service with DCSD, provided the employee has completed at least 10 years of continuous service with DCSD at the time of their separation. Employees will receive a lump sum payment the month following the date of separation. Please note: Sick Leave Pay Out is PERA eligible. |
APPENDIX E
SICK TIME PLAN FOR SUBSTITUTES, SEASONAL, TEMPORARY AND 110 WORKERS
Workers in this category will accrue one hour of paid sick time for every thirty hours worked. A maximum of forty-eight hours of paid sick time can be accrued each fiscal year. The accrual amount will be prorated based on the employee’s hours worked and date of hire. Workers will carry over a maximum of forty-eight hours each fiscal year.
Workers in this category are not considered regular employees and this sick time is not subject to payout upon termination.
Adverse Weather
DCSD may close schools because of bad weather or emergency conditions. When such conditions exist, the Superintendent will make the official decision concerning the closing of DCSD’s facilities. When it becomes necessary to open late or to release students early, or to cancel school, DCSD officials will post a notice on DCSD’s website and notify local radio and television stations.
DCSD provides three paid adverse weather days per school year for eligible employees. If the school district experiences more than three snow days/or emergency closure days in a year, the Superintendent may elect to increase the number of paid closure days on a case-by-case basis.
If school days are added to the end of the year to make up for snow/emergency days, licensed and classified staff will be paid for their additional time at their per diem or normal hourly rate.
Work Expectations:
It’s important for each site/department to communicate to all staff ahead of time to establish work expectations for essential and non-essential staff. Closures are still considered a work day; but the nature of the work performed (or not performed) is site and position specific. Individual supervisors/site administrators can determine whether work needs to be performed onsite or if it can be performed remotely.
Only essential employees are required to physically report to buildings. Essential staff should be predetermined by their supervisor/site administrator, and know their work expectations ahead of time. All non-essential staff should remain at home.
Non-essential staff should check in with their supervisor/site administrator ahead of the potential closure (or at the latest on the morning of the closure) to determine if any non-essential remote work should be performed, and the number of work hours required.
For example, non-essential classified, administrative, professional, and licensed staff may have time sensitive work tasks that need to be performed that day. If classified staff works, all hours worked should be recorded separately and reported to the employee’s Kronos manager as hours worked that would count towards overtime for the week. If time sensitive tasks are not required that day, non-essential staff who qualify, will be paid for up to three closure days.
APPENDIX F
- Work Year
- Work Week
- Work Day
- Supervisory Duties
- Other Time Responsibilities
- Instructional Duties
- Class Sizes
- Planning Time
- Class Coverage
- Assignments
- Job Share
- Educational Materials
- Professional Days
- Days Without Students
- Instructional Support
- Department Chairpersons
- Library Media Specialists
Work Year
Work Week
Work Day
Supervisory Duties
Other Time Responsibilities
Instructional Duties
Class Sizes
Planning Time
Class Coverage
Assignments
Job Share
Educational Materials
Professional Days
Days Without Students
Instructional Support
Department Chairpersons
Library Media Specialists
APPENDIX G
- Regular Positions
- Full-Time Positions
- Part-Time Positions
- Temporary Positions
- Seasonal Positions
- Substitute Positions
- Non-Exempt Positions
- Exempt Positions
- 110 Positions