OFFICE OF THE EXECUTIVE DIRECTOR
P. O.
TELEPHONE:
(812) 265-3448
GENERAL REGULATIONS AND POLICIES FOR:
CLERICAL AND CUSTODIAL PERSONNEL
I.
GENERAL:
A. EMPLOYMENT
STATUS:
All
noncertified employees are at-will employees.
Their employment can be terminated with or without cause at any
time. No other representative of the
Madison Area Educational Special Services Unit has any authority to enter into
any agreement for employment for any specified period of time.
B. NONDISCRIMINATION
CLAUSE:
It
is the policy of the Madison Area Educational Special Services Unit not to
discriminate on the basis of race, color, religion, sex, national origin,
disability, or age, in its programs or employment policies as required by the
Indiana Civil Rights Act (I.C. 1971, 22-9-1); Public Law 218 (I.C. 1971, Title
20); Titles VI and VII (Civil Rights Act 1964); the equal Pay Act of 1973;
Title IX (1972 Education Amendments); Public Law 101-457 and Public Law 93-112,
Section 504.
C. CALENDAR
AND DAILY WORK REQUIREMENTS:
The
annual/daily work schedule for each employee shall be established by the
immediate supervisor on
the Payroll Change Authorization (PCA) form, and distributed to the
employee. Such schedule is subject to
change by action of the employee’s immediate supervisor(s) on the PCA. The clerical work schedule will provide for
duty free lunch for either one-half hour or one hour without pay. Employee will be paid time and a half for any
approved hours worked over forty.
D. BENEFITS
PRORATED:
Employee
benefits are generally based on a full-time employee status for a full year of
employment. When a staff member will not
be working a full year, the benefits are prorated accordingly.
E. SALARY
INCREASES:
All
increases in salary will be effective on July 1 of each year. Employees will be paid overtime for all time
worked over forty (40) hours per week.
II. FRINGE BENEFITS
The health, life, and long term disability insurance programs listed
here are available only to those employees who work the minimum hours per week
required by each company.
A. MEDICAL
INSURANCE:
The
Board shall pay a portion of the cost of the single or family benefit premium
of each employee participating in the Insurance Program. The participating employee shall pay all
premium amounts exceeding the Board’s share.
B. LIFE
INSURANCE:
Employees
who wish to participate will be provided term life insurance in the amount of Forty Thousand Dollars ($40,000),
with a like amount of Accidental Death and Dismemberment coverage. Dependent life, if desired, will be in the
amount of $5,000 spouse/$2,500 each child over
six months. A payment of at least one
dollar ($1.00) for each shall be made by the participant.
C. LONG
TERM DISABILITY INSURANCE:
The
SSU shall adopt an insurance program that provides for Long Term
Disability. A payment of at least one
dollar ($1.00) shall be made by the participant.
D. WORKER’S
COMPENSATION:
All
employees are provided coverage under a Worker’s Compensation Plan. Provisions and requirements for this program
are regulated by the State of
In
the event an injury occurs during the employee’s course of employment, the
employee must notify their immediate supervisor immediately. Although the injury may appear to be minor,
any type of injury should be reported as it could result in a claim. If an injury is not reported and an accident
report is not filed with the Office Manager or
designee within twenty-four hours, the provision of this plan may not
apply.
E. SICK
LEAVE:
Sick
leave is credited to each full-time hourly employee at the rate of one (1) day
for each full month of employment. If
the first month of employment is less than a full month, the first sick day
will be prorated accordingly. Days will
be credited at the beginning of each month during the first year of employment
and at the beginning of the fiscal year
thereafter. Refer
to the salary schedule for definition of what constitutes a full year of
employment. If the employee has worked
enough days to qualify for a year of experience, they will be granted their
days at the beginning of the following fiscal year. If they do not have enough days to qualify
for a year of experience, they will continue to get one day per month until the
next fiscal year.
Unused
sick leave days shall accumulate to a total of 140
days.
Sick
Leave may be taken in one-half (1/2) day units.
F. SICK
LEAVE DUE TO ILLNESS OF A FAMILY MEMBER:
In each fiscal year an hourly employee shall be
entitled to use up to a maximum of fifteen (15)
days of the annual sick leave allotment for illness in the immediate
family. “Immediate Family”, for purposes
of this provision, shall include only, by blood or marriage, parents, siblings,
spouse, children, grandparents, grandchildren, and any other person residing as
a member of the employee’s household at the time of the illness. At the sole discretion of the Executive
Director, up to five (5) additional days may be granted from the annual sick
leave allotment for this purpose.
Sick
Leave may be taken in one-half (1/2) day units.
G. PERSONAL
LEAVE:
All full-time employees shall be credited with three
(3) days of personal leave with pay at the beginning of each fiscal year.
1. Except
in unusual circumstances, use of the third (3rd) day in any school
year shall be requested not less than forty-eight (48) hours in advance of the
intended day of absence.
2. Use
of the third (3rd) day of such leave shall neither immediately
precede nor immediately follow a school recess or vacation period which results
in an extension of such period; provided however, that this provision shall not
prohibit legitimate use of such days at said time.
3. If
in any one school year the employee may be absent for reasons covered in this
provision for fewer than three (3) days, the remaining days shall be
transferred to the employee’s accumulated sick leave.
4. Personal
leave may be taken in one-half (1/2) day units.
H. BEREAVEMENT
LEAVE:
Death in Immediate Family:
In
the case of death in the immediate family of an employee, the full-time
employee is entitled to be absent without loss of compensation for a period
extending not more than five (5) consecutive work days within twenty (20)
calendar days.
1. “Immediate
family” is interpreted as including by blood or by marriage only grandparent,
grandchild, parent, child, sibling, spouse, niece, nephew, or any other person residing as a member of
the employee’s household at the time of death.
Death in Family:
1. In
the case of the death of an uncle, aunt, or a first cousin not living in the
household of the employee, the employee is entitled to be absent one (1) day
without loss of compensation to attend the last burial rites of the stated
family member.
I. PROFESSIONAL
LEAVE:
Employee
will receive full pay while attending meetings that the Executive Director
believes will help in the employee’s professional development and will
contribute to the Unit’s growth.
J. JURY
DUTY:
When
required, an employee may serve on jury duty. The SSU will pay the employee the difference
between jury duty pay and their regular pay so that no loss in earnings will be
experienced. At the request of the
employee’s immediate supervisor, the employee shall request to be excused from
jury duty.
To receive
jury duty pay differential, employees must substantiate such service in written
form and have the Executive Director’s approval.
K. DISABILITY
LEAVE:
A temporary disability leave of absence shall be
granted to employees of this Special Services Unit on the following basis:
1. Application
of Provisions
a. This
provision shall apply to leave in all cases where an employee is unable to
perform their duties because of a disability substantial in nature or duration,
including major surgery, pregnancy, childbirth, illness, or injury.
b. In
case of a temporary disability caused by pregnancy, said employee is entitled
to a leave of absence any time between the commencement of her pregnancy and
one (1) year following the birth of the child, provided said employee submits
with the timely notice as provided herein, a physician’s statement certifying
her pregnancy or a copy of the birth certificate of the newborn, whichever is
applicable. If said employee elects to utilize
her sick leave under the provisions of Paragraph 3 (c) herein, and said sick
leave is exhausted during her temporary disability caused by pregnancy, said
employee may be absent without pay subject to all other provisions contained
herein.
2. Notification
After
determination that such leave is imminent, the employee shall give timely
notice to the Office of the Executive Director, in writing, of the anticipated
date the employee wishes to commence said leave of absence and anticipated date
of return.
3. General
Provisions Covering Said Leaves Are As Follows:
a. The
Board reserves the right to require a written statement from the employee’s
physician attesting to the employee’s ability to return to employment and
resume the full schedule of the duties and responsibilities of the position and
assignments.
b. If
said employee desires to continue their duty assignment prior to the
commencement of said leave, such notice must include a written statement from a
physician attesting to the employee’s ability to continue performing the full
schedule of the duties and responsibilities of the position and
assignments. The employee will be
permitted to continue on full active duty until such date, provided they do
perform the full duties and responsibilities of their position and assignments
and provides from time to time upon request of the Board, additional
certification from the physician of their full ability to continue performing
the full schedule of the duties and responsibilities of the position and
assignments.
c. Said
employee may use his/her accumulated sick
leave during the period of temporary physical disability provided a physician’s
statement and certification of physical disability is submitted to the Office
of the Executive Director for any said temporary disability absence of more
than ten (10) consecutive days. While on
said leave, sick leave days will be paid only for the number of assigned duty
days the employee is absent which occur during the current term of employment,
and only for which a physician certifies said employee to be physically
disabled due to the reason for the leave, limited to the extent of the number
of sick leave days accumulated by the employee at the time said leave
commences. The
employee will not be required to use personal and/or vacation days while on
approved leave.
d. In
all cases the Board reserves the right to require an examination by a
physician(s) other then the employee’s regular physician, selected by the
employee subject to prior Board approval, to determine the employee’s fitness
to, (1) continue performing the full schedule of the duties and
responsibilities of the position and assignments, and/or (2) to return to
employment and resume the full performance of the duties and responsibilities
to which they may be assigned. The cost
of such examination shall be borne by the Board.
e. The
granting of said leave by the Board shall not prevent the Board from serving
notice to said employee that said employee’s employment will not be continued.
f. Except
as is provided in Paragraph 1 (b) herein, no leave under this provision shall
be granted for a period exceeding one
(1) year.
L. LEAVE
OF ABSENCE:
1. A
leave of absence, without pay or benefits, may be granted to an employee for a
period of up to one (1) year. Such leave
may be granted for such purposes as teacher education training, student
teaching, disability leave, family illness leave, paternity leave, child
rearing or adoptive leave.
2. Prior
to the expiration of such leave, the employee shall give written notice to the
Office of the Executive Director of their intent to return to employment.
M. INSURANCE
WHILE ON LEAVE:
If
allowed by the insurance carrier, a full-time employee on a Disability Leave
(Section J), or a Leave of Absence (Section K) may choose to continue in the
Madison Area Educational Special Services Unit (SSU) insurance programs
provided the employee remits the full, total premium to the SSU Business Office
prior to the date due each month.
N. MILITARY
LEAVE:
Military leave without pay shall be granted to an
employee when called to active military service of the
An
employee returning to work within 30 days from the date of separation from
military service will be assigned to their former job or put on a new job as
nearly like the old job as possible.
Failure
to report for work within 30 days following separation shall constitute a
resignation and all employment rights will be waived.
O. FAMILY
MEDICAL LEAVE ACT:
Employees
shall have the right to both the appropriate family and medical leave and the appropriate
designated benefits provided by the Family Medical Leave Act (FMLA). Such leave(s), if applicable, shall be taken
concurrently. The Madison Area
Educational Special Services Unit may require the employee to verify and/or
certify any information which an employer may require under the FMLA, and it
may further elect any option available to it under the Act for any leave or
benefit for which an employee qualifies for under the FMLA.
For
record keeping purposes, the twelve (12) month period for FMLA shall be
measured forward from the date any employee’s first FMLA leave begins.
P. PUBLIC
EMPLOYEES’ RETIREMENT FUND:
All full-time employees shall become members of the
Public Employees’ Retirement Fund (PERF).
The SSU shall contribute the required percentage of the employee annual
salary to the PERF program.
Q. MILEAGE:
Reimbursement for authorized travel shall be at the
per mile rate allowed by the Internal Revenue Service (IRS).
R. INTERIM
SOCIAL SECURITY BRIDGE/SUPPLEMENTAL RETIREMENT PLAN:
These provisions shall be mirrored per the Master
Contract.
S. I.R.S.
SECTION 125:
Employees shall be afforded the opportunity to
participate in the Section 125 flexible benefit plan.
T.
Twelve-month employees shall be granted paid holidays
in accordance with the Board adopted Office Calendar.
1. If
a listed holiday falls on a Saturday, the holiday will be taken on the
preceding Friday. If a listed holiday
falls on a Sunday, the holiday will be taken on the following Monday.
2. Should
the school calendar be so structured that school is in session on any of the
established holidays, the employee shall work the day and be granted the day at
a later date convenient to the operation of the school.
3. Should
the employee be on vacation during an established holiday(s), the day(s) shall
not be charged as a vacation day(s).
4. Less
than twelve-month employees shall be granted paid holidays per their assigned
calendar.
U. VACATION:
VACATION DAYS ARE GRANTED ONLY TO TWELVE
MONTH EMPLOYEES
All
twelve month employees are eligible for paid vacation. Accrued vacation credit should be taken
during the year earned. Vacation days
can only be carried forward to the following year upon approval of the
Executive Director. Such carry-over if
allowed shall be limited to five (5) days.
When a holiday falls within the employee’s vacation period, the holiday
will not be counted as vacation time.
Employees leaving the Madison Area Educational Special Services Unit who
have unused vacation days will be paid for them up to the number of days
credited their last year.
1. New employees in their first year
of employment must have completed the following service requirements:
SERVICE VACATION
6 months 5 days
8 months 2 days
10 months 3
days
TOTAL 10 days
Beginning
with the second year of employment, employees will be credited with ten (10)
days paid vacation. Beginning with the
tenth (10th) year of full-time employment, employees will be
credited with fifteen (15) days paid vacation.
Beginning with the twentieth (20th) year of full-time
employment, employees will be credited with twenty (20) days paid vacation.
2. Refer to the salary schedule for definition of what
constitutes a full year of employment.
If the employee has worked enough days to qualify for a year of
experience, they will be granted their days at the beginning of the following
fiscal year. If they do not have enough
days to qualify for a year of experience, their days will be prorated until the
next fiscal year. July 1st shall be
designated as the beginning date of the “vacation” year and each eligible
employee shall be granted vacation days earned as of that date.
3. Vacation
days are to be taken at a time agreeable to and approved IN ADVANCE by
the immediate supervisor.
V. RETIREMENT:
Retirement pay shall be provided to a retiring
employee according to the following requirements and provisions.
The
employee shall receive $40.00 for each year of service to the Special Services
Unit plus $40.00 per day for each day of unused accumulated sick leave. To qualify for this additional retirement
pay, all of the following requirements must be met:
A. Must have completed not less than 20
years of service to the Special Services Unit.
B. Age 55 by July of the year of retirement.
C. Permanent
retirement must be evidenced either through personal affidavit or by
application for retirement benefits made to the Public Employees’ Retirement
Fund.
D. A
letter must have been submitted by May 1 of the year of retirement to the Office
of the Executive Director notifying that Office of intended retirement,
provided, however, that said notification date may be waived by the Board in
case of retirement due to the employee’s disability. The Board may require medical certification
by a physician to substantiate such claim of disability.
E. The
payment will be part of the employee’s last check based upon the years of
service and accumulated sick leave as of the last day of the last school year
of employment.
F. Upon
the death of a retiring employee who has established eligibility for said
retirement pay by complying with all requirements and provisions herein above
stated, said pay to which the employee may be entitled will be paid to such
employee’s estate.
W. HEALTH
CLUB MEMBERSHIP:
All
employees shall be offered the opportunity to purchase a health club membership
through Fit For The King at their own expense through payroll deduction.
APPROVED 8/06