Professional Documents
Culture Documents
EMPLOYEE HANDBOOK
TABLE OF CONTENTS
OUR VISION ..................................................................................................................................................... 6
OUR MISSION .................................................................................................................................................. 6
WE COMMIT TO ............................................................................................................................................... 6
EMPLOYMENT SERVICES ........................................................................................................................... 7
AT-WILL EMPLOYMENT ................................................................................................................................ 7
CALL CENTER .............................................................................................................................................. 7
CONDUCTING PERSONAL BUSINESS ................................................................................................................ 7
CRIMINAL BACKGROUND CHECK ................................................................................................................... 7
DRUG-FREE WORK PLACE ............................................................................................................................. 7
EMERGENCY CONTACTS ................................................................................................................................ 8
EMPLOYEE COMPLAINTS AND GRIEVANCES..................................................................................................... 8
EMPLOYEE ASSIGNMENTS ............................................................................................................................. 8
EMPLOYEE DRESS CODE................................................................................................................................ 8
EMPLOYEE EVALUATION ............................................................................................................................... 8
CERTIFIED PERSONNEL .............................................................................................................................. 8
EDUCATIONAL SUPPORT PROFESSIONAL PERSONNEL .................................................................................... 9
EMPLOYEE IDENTIFICATION CARDS AND BADGES ............................................................................................ 9
FAIR DISMISSAL ACT .................................................................................................................................... 9
HIRING ........................................................................................................................................................ 9
INCLEMENT WEATHER PROCEDURES .............................................................................................................. 9
INTERVIEWING ............................................................................................................................................. 9
JOB POSTING ................................................................................................................................................ 9
NEPOTISM .................................................................................................................................................... 9
OUTSIDE EMPLOYMENT............................................................................................................................... 10
PATS APPLICATION PROCESS ...................................................................................................................... 10
PATS SUPPORT .......................................................................................................................................... 10
REFERENCES ON PATS................................................................................................................................ 10
PROFESSIONAL REFERENCES FOR INSTRUCTIONAL POSITIONS ...................................................................... 10
EXTERNAL APPLICANTS AND NON-INSTRUCTIONAL POSITIONS.................................................................... 11
REASSIGNMENT .......................................................................................................................................... 11
RECRUITMENT ............................................................................................................................................ 11
REDUCTION IN FORCE (RIF)......................................................................................................................... 11
RESIGNATIONS ........................................................................................................................................... 11
REPORT OF SUSPECTED CHILD ABUSE OR NEGLECT ....................................................................................... 11
SEXUAL HARASSMENT ................................................................................................................................ 12
SUBSTITUTE EMPLOYMENT ........................................................................................................................... 12
SUBFINDER ................................................................................................................................................ 12
TELECOMMUNICATIONS ............................................................................................................................... 12
A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T
TRANSFERS ................................................................................................................................................ 13
TRANSFER PROCEDURES AND TIMELINES .................................................................................................. 13
TUTORING.................................................................................................................................................. 13
WORK CALENDAR ...................................................................................................................................... 13
WORK HOURS ............................................................................................................................................ 14
BENEFITS.................................................................................................................................................... 15
STATE HEALTH BENEFIT PLANS ................................................................................................................... 15
GEORGIA DEPARTMENT OF ADMINISTRATIVE SERVICES - FLEXIBLE BENEFIT PLANS ........................................ 15
OTHER AVAILABLE BENEFITS TO DISTRICT EMPLOYEES ................................................................................. 15
BOARD SPONSORED LIFE INSURANCE ........................................................................................................... 15
BOARD TAX SHELTERED ANNUITY ............................................................................................................... 16
COBRA .................................................................................................................................................... 16
CREDIT UNION ........................................................................................................................................... 16
EMPLOYEE ASSISTANCE PROGRAM ............................................................................................................... 16
HOLIDAYS ................................................................................................................................................. 16
LONG-TERM DISABILITY ............................................................................................................................. 16
PUBLIC SCHOOL EMPLOYEES RETIREMENT SYSTEM ....................................................................................... 16
SICK LEAVE BANK ...................................................................................................................................... 16
TEACHERS RETIREMENT SYSTEM ................................................................................................................. 17
CERTIFICATION ......................................................................................................................................... 18
ADDING A FIELD TO AN EXISTING CERTIFICATE ............................................................................................. 18
ALTERNATIVE TEACHER CERTIFICATION ...................................................................................................... 18
CERTIFICATE CATEGORIES........................................................................................................................... 18
CERTIFICATE LEVELS .................................................................................................................................. 18
CERTIFICATE UPGRADES ............................................................................................................................. 19
HIGHLY QUALIFIED PROVISIONS .................................................................................................................. 19
ELEMENTARY AND SECONDARY EDUCATION ACT (ESEA).............................................................................. 19
PARENTS RIGHT TO KNOW ....................................................................................................................... 19
NON-HIGHLY QUALIFIED TEACHER LETTERS ............................................................................................. 19
RENEWAL REQUIREMENTS FOR STANDARD RENEWABLE CERTIFICATES ........................................................... 19
SUBJECT AREA CONTENT ASSESSMENT ........................................................................................................ 20
COMPENSATION AND CLASSIFICATION ................................................................................................. 21
BREAK PERIODS ......................................................................................................................................... 21
CONTRACTS ............................................................................................................................................... 21
NEW HIRE .............................................................................................................................................. 21
ANNUAL ................................................................................................................................................ 21
CONTRACT RELEASE PROCEDURES ........................................................................................................... 21
COST OF LIVING ADJUSTMENTS AND STEP INCREASES .................................................................................... 22
DUTY-FREE LUNCH FOR NON-EXEMPT EMPLOYEES IN A CENTRAL OFFICE SETTING ......................................... 22
DUTY-FREE LUNCH FOR NON-EXEMPT EMPLOYEES IN A SCHOOL SETTING ...................................................... 22
DUTY-FREE LUNCH FOR TEACHERS (O.C.G.A. 20-2-218) ............................................................................ 22
EXPERIENCE VERIFICATION FOR SALARY PLACEMENT ................................................................................... 22
FAIR LABOR STANDARDS ACT ..................................................................................................................... 23
MILITARY EXPERIENCE AND SALARY PLACEMENT ......................................................................................... 23
NON-EXEMPT OR EXEMPT ........................................................................................................................... 23
OVERTIME PROTOCOL AND APPROVAL PROCESS............................................................................................ 23
A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T
PAY CHECKS .............................................................................................................................................. 23
PAYROLL DEDUCTIONS ............................................................................................................................... 23
MEDICARE ................................................................................................................................................. 23
SOCIAL SECURITY....................................................................................................................................... 23
POSITION SPECIFICATIONS ........................................................................................................................... 23
RETIREES RETURNING TO WORK .................................................................................................................. 24
SALARY INCREASE FOR ADVANCED DEGREE ................................................................................................. 24
SALARY PLACEMENT FOR CERTIFIED EMPLOYEES .......................................................................................... 24
SALARY PLACEMENT FOR EDUCATIONAL SUPPORT PROFESSIONAL EMPLOYEES ............................................... 24
SALARY SCHEDULE..................................................................................................................................... 24
SALARY SUPPLEMENTS ............................................................................................................................... 24
SIGN-IN/SIGN-OUT SHEET ........................................................................................................................... 24
VERIFICATION OF EMPLOYMENT .................................................................................................................. 25
VOLUNTEER WORK PROHIBITION ................................................................................................................. 25
LEAVES AND ATTENDANCE..................................................................................................................... 26
ATTENDANCE ............................................................................................................................................. 26
BEREAVEMENT/RELIGIOUS LEAVE ............................................................................................................... 26
EXTENDED MEDICAL LEAVE ......................................................................................................................... 26
FAMILY AND MEDICAL LEAVE ..................................................................................................................... 26
JOB PROTECTION UPON RETURN FROM LEAVE ............................................................................................... 27
JURY AND WITNESS LEAVE.......................................................................................................................... 27
LEAVE OF ABSENCE WITHOUT PAY ............................................................................................................... 27
MILITARY LEAVE ....................................................................................................................................... 27
PERSONAL LEAVE ....................................................................................................................................... 27
PROFESSIONAL LEAVE (SCHOOL REPRESENTATIVE) ....................................................................................... 28
PROFESSIONAL LEAVE (GRADUATE STUDY WITHOUT PAY) ............................................................................. 28
SICK LEAVE ............................................................................................................................................... 29
VACATION LEAVE ...................................................................................................................................... 29
WORKERS COMPENSATION .................................................................................................................... 30
PERSONNEL RECORDS .............................................................................................................................. 31
ACCESS TO PERSONNEL FILE........................................................................................................................ 31
FINANCIAL DATA/LEGAL PROCESSING .......................................................................................................... 31
NAME AND ADDRESS CHANGES ................................................................................................................... 31
REPORTING CHANGES IN THE PERSONNEL FILE .............................................................................................. 32
REQUEST FOR INFORMATION FROM THE PERSONNEL FILE ............................................................................... 32
A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T
Greetings from the Superintendent *
As your new superintendent, the most important thing to know about me is that I will be focused
like a laser on student achievement. I have been in the classroom as a teacher, in the school
house as a principal, and as superintendent I know where learning takes place: in the classroom.
It is in the classroom, therefore, that I will turn my attention and the focus of the district as a
whole.
Our greatest asset is our people. Our greatest asset is you, whether you are behind the wheel,
behind the lunch counter, or behind the classroom desk. I havent been here long, but I believe in
the people who make up the DeKalb County School District. I think you are all here for a reason
for 100,000 reasons our students.
And if we keep our focus on our students, and what we are here to do, we are sure to succeed and
raise academic achievement across the board. So as we start this school year, lets stay focused
on what we are here to do. Lets ask that others help us along the way: parents, community
leaders, everyone.
Working together, we can and will accomplish great things on behalf of the students in our
charge. Welcome, and thank you!
Superintendent
A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T
Greetings from the Chief of Human Resources *
The Division of Human Resources is pleased to provide the information outlined in this
Employee Handbook. This handbook provides information on employment services, benefits,
certification, compensation and classification, leaves and attendance, and personnel records. The
content listed herein supersedes all previous handbooks, pamphlets, manuals, statements, or
other representations (written or oral) regarding the term, conditions, and nature of a persons
employment with the District. Nothing in this handbook or in the Districts policy manual shall
be deemed to constitute an expressed or implied contract of employment.
This handbook and any policies, procedures, and benefits to which it refers may be modified,
altered, or discontinued at any time by the District at the discretion of the Board and/or
Superintendent. No handbook can include or anticipate every issue, question, or concern that
may arise; therefore, employees are encouraged to check the Districts webpage and complete
listing of policies for any updates to personnel information, forms, procedures, and practices.
This handbook is not intended to replace the policies established by the DeKalb County Board of
Education (Board) or the District administration. Employees have a responsibility to
familiarize themselves with and abide by the complete policies and procedures of the Board to
carry out their assigned responsibilities with conscientious concern and professional behavior. A
complete listing of Board policies can be located at the following link:
https://eboard.eboardsolutions.com/epolicy/Policyoverview.aspx?S=4054&Sch=4054
All employees are responsible for understanding the contents contained in this handbook as well
as all polices and administrative regulations of the District.
A D V A N C I N G & S U P P O R T I N G T H E W O R K T H R O U G H P A R E N T A L E N G A G E M E N T
OUR VISION
To inspire our community of learners to achieve educational excellence
OUR MISSION
To ensure student success, leading to higher education, work, and life-long learning
WE COMMIT TO
Focusing on teaching and learning
Embedding an equitable and accessible 21st century learning environment supported by
the use of emerging technologies throughout the curriculum
Providing a safe and orderly learning & working environment
Improving organizational effectiveness
Maintaining fiscal responsibility
Ensuring effective district & school leadership
Ensuring that an effective teacher instructs every class
Communicating to stakeholders in an open, honest, and accurate manner
Embracing our community's linguistic and cultural diversity & using it to enhance the
educational environment through equity and access
Creating an environment where everyone is valued and respected, encouraged to
contribute, and recognized for his/her efforts
Holding everyone accountable for educational excellence
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EMPLOYMENT SERVICES
Employment Services is dedicated to staffing the Districts schools and centers with the most
qualified individuals. Our mission is to provide a highly qualified teacher for each classroom,
qualified support staff for each position, and exceptional customer service to support the
educational process.
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DCSD properties or work sites. Moreover, EMPLOYEE DRESS CODE
for all DCSD employees, the purchase,
possession or ingestion of, or being Under All District employees shall dress in a
the Influence of Alcohol while in the professional manner and style in accordance
workplace, while on DCSD property, while with the dress of other professionals within
in or operating DCSD vehicles or pieces of the community. Employees are expected to
heavy equipment or in private vehicles on be clean, neat, and appropriately dressed at
DCSD properties or work sites is also all times during the employees regular
strictly prohibited. Entities contracting with hours of work.
the Board shall ensure a drug-free
workplace, as a condition of the contract. The Superintendent, Principals, and Site
Administrators have the authority to
interpret the dress code and make a case-by-
EMERGENCY CONTACTS case determination of the appropriateness of
A completed Employee Information Data dress and appearance.
Sheet is required to be on file at each
school/department from each staff member. Any employee whose attire or dress is not
Changes in emergency data should be professional in the opinion of the
reported promptly to your supervisor or Superintendent, Principal, or Site
designee. Administrator shall be directed to conform
to the dress code. An employee, who is
inappropriately dressed, may be sent home
EMPLOYEE COMPLAINTS AND and required to return to work in acceptable
GRIEVANCES attire. The employee shall not be paid for
time away from work.
All certified employees shall have the right
to present and resolve complaints relating to
certain matters affecting the employment EMPLOYEE EVALUATION
relationship at the lowest organizational
CERTIFIED PERSONNEL
level possible. The DeKalb County Board of
Education encourages all employees to All certified leadership teaching, and service
resolve complaints informally in a spirit of personnel will be evaluated annually for
collegiality whenever possible. Please refer performance appraisal and professional
to Board Policy GAE for a complete development purposes.
description of the Employee Complaints and
Grievances Policy. The annual written evaluation will be based
on performance and the job description for
the position. The appropriate Board
EMPLOYEE ASSIGNMENTS approved evaluation instruments shall be
Employees are assigned to positions based used to assess the performance of
on the needs of the District and the professional personnel.
employees certification, qualifications, and
training. The Superintendent shall have the Prior to April 1 of each school year, an
authority to reassign any employee for the opportunity must be provided for the
efficient operation or for the best interest of evaluator(s) and the evaluatee(s) to discuss
the District. the results of the evaluation.
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EDUCATIONAL SUPPORT PROFESSIONAL authorized by the Board, provided that,
PERSONNEL placements at the level of executive director
or above must be approved by the Board.
All educational support professional (ESP)
personnel employed by the Board shall be
evaluated at least once each year. The INCLEMENT WEATHER PROCEDURES
process and the frequency of the In case of an emergency school closure or
evaluations, the instruments used, and the schedule change, staff reporting instructions
training of the evaluators shall be are issued via FirstClass or on the Districts
established by the Superintendent. All website. Additionally, employees may call
evaluations shall be discussed confidentially 678-676-1200 for additional information
with the employee. when a school day is canceled because of
inclement weather or other emergency
EMPLOYEE IDENTIFICATION CARDS conditions, the Superintendent shall have
AND BADGES authority to reschedule the day within the
annual period of time scheduled for the
In order to ensure the safety and security of work calendar.
both staff and students, District ID Badges
should be clearly visible at all times.
Additionally, employees will be issued a key INTERVIEWING
access card to their location. Please contact Human Resources and/or the supervisor of
your supervisor as soon you discover your the position(s) will interview the most
access card is missing. The access card qualified applicants. Human Resources will
must be deactivated and new card will be extend the offer of employment based on the
issued. The cost is $10.00 to replace the recommendation of the supervisor for the
access card and $5.00 for a new employee position provided the applicant has met all
I.D. card. Employees should contact the qualifications and requirements of the
Department of Public Safety at 678-676- position.
1810 to secure a new I.D. card.
JOB POSTING
FAIR DISMISSAL ACT
Announcements of job vacancies will be
Teachers and other contractual personnel posted electronically via the Districts
shall be demoted, relieved from duty, have website at www.pats.dekalb.k12.ga.us. Job
contracts terminated, or have contracts vacancies will be posted for a minimum of
non-renewed in accordance with due process five business days or until filled.
procedures provided under the Fair
Dismissal Act of Georgia. Please refer to
O.C.G.A. 20-2-940 for additional NEPOTISM
information. Employees cannot recommend for
employment as a direct report, supervise or
HIRING evaluate members of their immediate family.
The Superintendent shall have the authority
to place personnel in accordance with Board
policies, adopted job classifications and
salary schedules, and in such numbers
9
OUTSIDE EMPLOYMENT applicant will be notified by email to renew
the application. Please note that applications
Employees may, during the times not are only allowed to be renewed once. If not
required of them to fulfill assigned duties, renewed, the application will be removed
engage in other employment, provided such from the system. A new application will be
employment does not violate any pertinent required to be considered for additional
section of this policy, Board Policy Code of employment opportunities.
Ethics, Descriptor Code GBU, or any
contract the employee has with the District. Completed non-instructional applications
will remain in the PATS database for a
Whether on pre-approved, scheduled or period of 6 months, beginning with the day
unpaid leave of absence status, approved by the application was submitted. Thirty days
the Superintendent, District employees are prior to the applications expiration date, the
reminded that their job assignments within applicant will be notified by email to renew
the District are their first obligation and, if the application. Please note that applications
outside employment is taking time or energy are only allowed to be renewed once. If not
from this position or affecting their renewed, the application will be removed
performance, they will be asked to choose from the system. A new application will be
one or the other. required to be considered for additional
employment opportunities.
Additionally, employees are required to
disclose, in writing, to the District if they are
employed by a vendor approved to do PATS SUPPORT
business with the District. This notification
Human Resources is available to assist and
should be sent to Chief Human Resources
provide technical support to applicants
Officer. Failure to disclose this information
regarding the PATS application process, and
may result in disciplinary action, up to and
position requirements. Individuals requiring
including, termination.
assistance should direct all inquires to
678-676-0005.
PATS APPLICATION PROCESS
Applicants may apply for positions of REFERENCES ON PATS
interest using the Paperless Application Satisfactory references are required for each
Tracking System (PATS) at prospective employee, as well as for current
www.pats.dekalb.k12.ga.us. Applicants will employees applying for promotions.
receive email notifications regarding the References are valid for only one year.
status of their application. Additionally, an Personal references will not be accepted.
applicant may check his/her online portfolio
in order to see the status of the application,
the arrival of documents, and the postings PROFESSIONAL REFERENCES FOR
for which he/she has applied. INSTRUCTIONAL POSITIONS
If an applicant has less than two years of
Completed instructional applications will
teaching experience, reference forms should
remain in the PATS database for a period of
be provided from those directly involved in
12 months, beginning with the day the
his/her student teaching experience, i.e.,
application was submitted. Thirty (30) days
school principal, cooperating teacher, and/or
prior to applications expiration date, the
10
college supervisor. If an applicant has one and interview sessions across the United
or more years of teaching experience, States.
reference forms should be provided from all
principals and/or school administrators
under whose authority they taught. REDUCTION IN FORCE (RIF)
The Board will make every effort to avoid
exercising Reduction-in-Force (RIF)
EXTERNAL APPLICANTS AND NON-
procedures through planned management
INSTRUCTIONAL POSITIONS techniques. However, the Board recognizes
One reference form must be completed by that a RIF may be necessary when
the applicants current supervisor. The overstaffing occurs due to the reasons
remaining reference forms must be specified in Board Policy GBKA:
completed by the applicants former Professional Personnel Lay-Off.
supervisors from two previous places of
employment. If the applicant has limited or
no previous work experience, reference RESIGNATIONS
forms should be completed by individuals The Superintendent or Designee shall have
who can provide the most accurate authority to accept on behalf of the Board,
information regarding the applicants work an employee's resignation. If the
abilities. Superintendent does not accept a
resignation, it may be submitted directly to
the Board for final disposition.
REASSIGNMENT
Employees may be reassigned by the Non-contractual employees are requested to
Superintendent to meet the needs of the submit a letter of resignation as soon as
District. Reasons for reassignment may possible, but at least two weeks prior to the
include, but are not limited to, expected date for leaving the District.
reorganization, certification, opening and
closing of schools, and changes in Contractual employees should provide a
attendance zones, approved programs, or 30-day advance notice. Additionally, please
student enrollment. contact the Division of Human Resources
regarding contract release stipulations and
requirements.
RECRUITMENT
The Districts active recruitment process is
designed to attract and retain competent and
REPORT OF SUSPECTED CHILD ABUSE
qualified personnel. A current list of OR NEGLECT
employment opportunities is available on Any school employee who has knowledge or
PATS. Employment opportunities are also reasonable cause to believe that a student
posted with various career centers at has been a victim of physical abuse, sexual
colleges and universities, advertisement misconduct or other forms of harassment by
venues, websites, and media outlets another school employee, shall report such
including newspapers, magazines, and abuse or misconduct to the appropriate
journals. Human Resources representatives school administrator immediately. Please
also actively recruit by attending career fairs refer to your school administrator regarding
11
protocols for reporting child abuse or In addition to the telephone system,
neglect. teachers, substitutes, and administrators may
access SubFinder through WebConnect.
Teachers and substitutes should use their last
SEXUAL HARASSMENT name in the name field and Employee
All employees of the DeKalb County School Identification Number (EID) in the
District are entitled to a work environment password field for identification. For more
free from sexual harassment and all other information, please visit the SubFinder
forms of discrimination. website at subfinder.dekalb.k12.ga.us.
12
suspending or revoking the right to access Resources no later than stated deadline
these resources. on the form.
It is also important to remember that all 4. Employees who are eligible for a
electronic communications are subject to transfer may be considered for a lateral
public records laws. Unacceptable uses of vacancy by the stated deadline on the
the network include: violating the conditions form.
of the Educators Code of Ethics dealing with
students rights to privacy, using profanity, 5. Principals/Directors should interview
obscenity, or other offensive language, lateral transfer candidates and make a
reposting personal communications without recommendation to Human Resources.
the authors prior consent, copying
commercial software in violation of 6. Principals/Directors who wish to fill a
copyright law, copying other copyright vacancy with a transfer applicant must
protected material and using the network for notify Human Resources by
financial gain or for any commercial or completing Section III of the Transfer
illegal activity. Request Form and submitting the
signed form to the appropriate Human
Resources Staffing Manager. All
TRANSFERS recommendations will be reviewed,
Employees are eligible to apply for a and if approved, the Staffing Manager
transfer to another work location after will notify the employee, the current
completing two (2) years of service at their principal, and the receiving principal
current work location. Current satisfactory of the new assignment.
evaluations are required.
NOTE: Final decisions for staffing will be
based on the availability of earned
TRANSFER PROCEDURES AND TIMELINES allotments.
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a calendar, which will satisfy the legal hours are subject to change to meet the
requirements and the policies of the State needs of the school District. Personal
Board of Education and the accrediting activities should be arranged by each staff
agencies. Plans should be made to avoid member to assure them of being available
conflict with the work calendar whenever for work during their scheduled hours of
possible. duty. Changes in work schedules will be
arranged as far in advance as possible.
WORK HOURS
The supervisor of each school/department
has the authority to set work hours. Work
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BENEFITS
A comprehensive benefits package is offered to full-time employees. Coverage will be effective
on the first day of the month following the completion of one full calendar month of employment
new hires must complete enrollment within thirty (30) calendar days of the hire date. If no
enrollment election is made within thirty (30) calendar days of the hire date, the new hire will be
defaulted to No Coverage. Premiums will be deducted the month prior to the effective date of
coverage.
If an employee is transferring to the District from another Georgia public school system or state
agency, the employee shall advise Insurance Services when enrolling so that medical premiums
may be coordinated appropriately. Once the initial selection of benefits is made, changes may
only be made during Open Enrollment or for a qualifying event as defined in Section 125 of the
IRS code.
15
employees life insurance and/or retirement Spring Break
plans. Memorial Day
BOARD TAX SHELTERED ANNUITY
Employees covered under the Public
LONG-TERM DISABILITY
Schools Employees Retirement System All full-time District employees are covered
(PSERS), the Board contributes 8% of by Long-term disability insurance. Long-
PSERS eligible employees gross salary to term disability replaces up to 60% of the
the Board TSA through Fidelity employees monthly benefit salary. The
Investments. elimination period for long-term disability is
180 calendar days.
COBRA * Employees may choose to enroll in short-
If an employee and or his or her dependents term disability (STD). STD may cover
become ineligible for coverage under the illnesses/disabilities after seven or 30 days
State Health and or Flexible Benefit Plan, depending on the level of coverage selected.
the employee may be eligible to extend
coverage under the federal COBRA Questions regarding disability benefits
program. COBRA allows the employee should be addressed to The Standard
and/or dependents to continue coverage by Insurance Company. The Standard can be
paying 100% of the premiums and a 2% reached at 1-888-641-7186.
administration fee.
PUBLIC SCHOOL EMPLOYEES
CREDIT UNION RETIREMENT SYSTEM
All employees of the District are provided All employees who are eligible to participate
access to the services of the Georgia United in the Public School Employees Retirement
Credit Union. System of Georgia are required, under the
provisions of O.C.G.A. 47-4-40, to
EMPLOYEE ASSISTANCE PROGRAM become members when employed by the
Board.
The Employee Assistance Program (EAP)
provides assistance for employees personal Bus drivers, food service employees, some
and professional challenges non-supervisory maintenance and custodial
personnel, and other employees not eligible
HOLIDAYS for membership in TRS are eligible for
membership in PSERS. For additional
The District recognizes the following information on PSERS, please contact the
holidays/breaks: Public School Retirement System of
Independence Day Georgia (PSERS) (404) 350-6300 or
Labor Day www.ers.ga.gov.
Thanksgiving Holiday
Winter Break
New Years Day SICK LEAVE BANK
Martin Luther King, Jr.s Birthday The Sick Leave Bank (SLB) was established
Presidents Day to provide additional sick leave to SLB
16
members that have catastrophic or TEACHERS RETIREMENT SYSTEM
debilitating personal health conditions or
disabilities. All employees, pursuant to applicable
statute, who are eligible to participate in the
Employees may enroll in the SLB during Teachers Retirement System of Georgia
open enrollment. If a SLB member (TRS) are required, under the provisions of
experiences a condition that is medically the law, to become members of TRS when
debilitating or catastrophic to the employee employed by the DeKalb County Board of
and exhausts all personal sick leave days, Education. The state and the Board shall
they may request days from the SLB. The contribute their portions of the funds as
application for leave may be retrieved from required by law, and the employee's portion
the DCSD Website or in the Department of shall be deducted from the employee's salary
Staff Services in Human Resources. as required by law. All covered
compensation paid by the Board to eligible,
SLB is for the employee only and may not full-time employees shall be reported to
be used for family members. Applicants TRS.
may request up to 45 days per calendar year.
If the applicant misses a paycheck or is Eligible members of TRS are required to
docked and receives SLB benefits contribute 6% of their salary. The District
afterwards, they will be retroactively contributes 14.27% of the employees
reimbursed for the time and funds. salary. For additional information, please
visit www.trsga.com or contact the Teachers
Employees receiving funds from Workers Retirement System of Georgia (TRS) (404)
Compensation or Short Term Disability are 352-6500.
not eligible for SLB benefits. For specific
information, please review the SLB
guidelines. Contact the Division of Human
Resources for a copy of the guidelines.
17
CERTIFICATION
The Certification Unit ensures that all educators in the District adhere to the certification rules
and guidelines set forth by the State of Georgia and the Georgia Professional Standards
Commission (PSC).
It is the responsibility of all professionally certified employees to obtain and maintain Georgia
certification. Certification forms and information are available on the PSCs website at
http://www.gapsc.com.
CERTIFICATE LEVELS
ALTERNATIVE TEACHER
The level assigned to a certificate indicates
CERTIFICATION
the highest degree level recognized by the
Teacher Academy for Preparation and PSC that has been awarded to the certificate
Pedagogy (TAPP) holder. College hours beyond a degree are
The TAPP Program is designed to provide not used to assign the level. Only the highest
an untraditional, non-degree, preparation degree awarded on an official transcript
route to teacher certification. The required from a PSC accepted accredited institution is
coursework will be completed through a used to determine the single level that is
blend of online and face-to-face coursework. assigned to all certificate fields held by that
The teacher candidate has up to three (3) educator. The assignment of a certification
years to complete the program. Certification level to various degrees is contingent on a
requirements and information are available valid certificate field being held and the
degree being awarded on an official
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transcript from a PSCaccepted accredited NON-HIGHLY QUALIFIED TEACHER
institution. LETTERS
CERTIFICATE UPGRADES An additional provision of the ESEA
requires that the District notify parents if
Requests for upgrades of Standard
Renewable Certificates, based on receipt of their child is assigned to a teacher for four or
more consecutive weeks who is not "highly
a masters, specialists, or doctoral degree,
must be made in writing by submitting the qualified." A Non-Highly Qualified letter
must be sent for teachers in core area fields
certification application and a SEALED
copy of the official transcript showing the only. Core area fields include Reading,
Language Arts, Math, Social Studies,
degree completion date to the Certification
Science, Fine Arts, and Foreign Languages.
Unit. Once the completed packet has been
received, the Certification Unit will forward
the documentation to the PSC. RENEWAL REQUIREMENTS FOR
STANDARD RENEWABLE
NOTE: For compensation purposes, the
CERTIFICATES
effective date a certificate upgrade is based
on the date recorded on the certificate Educators should not allow their educators
received in the current fiscal year of the certificates to expire. Failure to maintain a
upgrade. valid certificate at all times may be
considered grounds for termination or non-
renewal of an employees contract.
HIGHLY QUALIFIED PROVISIONS Requirements for renewal include
Certificated staff must hold a valid Georgia
certificate in the field to which they are 1. A criminal record check must be done
assigned. Any teacher who does not teach in through the Department of Public Safety
the field for which he/she was properly during the school year in which the
certified 100 percent of the day will not be certificate expires; and
considered highly qualified. Failure to
maintain the status of highly qualified 2. A completed teacher certification
may result in termination or non-renewal of application and Verification of Lawful
an employees contract. Presence Form.
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SUBJECT AREA CONTENT ASSESSMENT GEORGIA EDUCATOR ETHICS
Georgia Assessments for the Certification of ASSESSMENT
Educators (GACE) test are fully aligned The Georgia Educator Ethics Assessment is
with national standards, Georgia educator a training and assessment program
certification requirements, Georgia educator composed of a series of modules that
preparation standards, and the Georgia combine instruction and testing. The goal of
Performance Standards (GPS). Two GACE the assessment is to assist educators become
assessments types are required for all familiar with, understand and apply the
professional certificates in the State of Georgia Code of Ethics for Educators. The
Georgia (Program Admissions Assessment assessment focuses on professionalism in
and Content Assessments). education, teachers relationships with their
students, their schools and their
communities as well as an ethical
understanding to guide decision making.
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COMPENSATION AND CLASSIFICATION
The Compensation and Classification Unit in the Division of Human Resources is responsible
for determining salary placement for all District employees, review and process, experience
verification forms, issues contracts, processes sick leave transfers, issue and maintain salary
supplements for extracurricular activities. Additionally the Unit is responsible the implementing
salary changes due to certification upgrades, promotions, maintaining position specifications for
all positions, conducting salary history research, and determining the Fair Labor Standards Act
(FLSA) status for positions.
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be adjusted to accommodate a 40-hour
Each request will be reviewed, on a case- workweek. They should leave immediately
by-case basis. after the work schedule time is completed.
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FAIR LABOR STANDARDS ACT access WebPay visit the following link
https://webpay.dekalb.k12.ga.us/.
The Fair Labor Standards Act (FLSA) is a
federal labor law governing overtime,
minimum wage, child labor, and equal PAYROLL DEDUCTIONS
pay. It requires employers to keep records Each employees paycheck will have
of all hours worked by non-exempt specific deductions as required by law,
employees. District regulation(s), and/or at the
employees request. Examples of required
MILITARY EXPERIENCE AND SALARY deductions include, but are not limited to,
PLACEMENT federal and state income taxes and
retirement contributions (e.g., Teachers
Military experience will be granted for each Retirement System (TRS) or Public School
year of service, up to a maximum of three Employees Retirement System (PSERS).
years. The official DD-214 document is Examples of optional deductions include,
required. but are not limited to, credit union savings
or loan payments, insurance premiums, and
NON-EXEMPT OR EXEMPT charitable contributions.
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position if there is a significant change in the SALARY PLACEMENT FOR
duties and responsibilities assigned to the EDUCATIONAL SUPPORT
position. The specification for each position
PROFESSIONAL EMPLOYEES
vacated shall be reviewed and updated by
the immediate supervisor before the position For Educational Support Professionals
is re-staffed. (ESP) employees, salary placement is
determined based on the appropriate
verification of experience.
RETIREES RETURNING TO WORK
A retiree from the District or another ESP employees will not receive additional
Georgia school system will be employed in salary compensation for education that is
accordance with TRS and Board guidelines beyond what is required for the position.
and procedures.
SALARY SCHEDULE
SALARY INCREASE FOR ADVANCED The annual compensation for employees
DEGREE will be based on the salary schedule adopted
Employee may receive a salary increase, if by the Board. Upon request, salary
placed on a salary schedule, which schedules are available for review through
recognizes a salary increase for an advanced the Compensation & Classification Unit.
degree. Due to changes instituted by the SALARY SUPPLEMENTS
Professional Standard Commission (PSC)
regarding degree upgrades and the Districts Salary supplements are given to employees
compensation structure, employees should who are hired to perform extracurricular
contact the Certification or Compensation duties. Salary supplements are
and Classification Unit prior to enrolling recommended by the school administrator to
into a program to inquire about a salary the Department of Employment Services.
increase for an advanced degree. This is the
employees responsibility. SIGN-IN/SIGN-OUT SHEET
Non-exempt employees are required to
SALARY PLACEMENT FOR CERTIFIED sign in at the start of their workday, sign
EMPLOYEES out for lunch, sign in after lunch, and sign
Salaries for certificated employees are out at the end of the day.
determined by the Georgia teaching
certificate that they hold and the years of School based exempt employees should
experience that have been verified. Salary sign in at the beginning of the day and out
placement for a certified employee will be at the end of the day. Exempt employees
administered in accordance with Georgia are not required to sign in and out for
Code: GBA (5)160-5-2-05, Experience for lunch; however, each school or department
Salary Purposes. may establish its own accountability
protocol for presence at the worksite and
other routine visits.
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VERIFICATION OF EMPLOYMENT volunteer work that is the same type of
work for which the employee is usually
The Districts verification procedures are paid.
intended to protect the privacy of current
and former employees. All requests for Under the FLSA, an overtime-eligible
employment verification and experience employee cannot volunteer or be asked to
verifications should be forwarded to the volunteer to do extra work if payment
Division of Human Resources or faxed to would otherwise be required in order to
678-676-0187, which is a secured fax line. get the work accomplished. The FLSA
states that an employee may volunteer and
The Verification Unit can verbally verify not receive compensation if and only if the
employment, dates of employment, and employee: (1) performs hours of service
position titles over the telephone. To make for a public agency for civic, charitable, or
a verbal request for employment humanitarian reasons, without expectation
verification, the requesting party must have of compensation; (2) offers services freely
the employees name and social security and without pressure or coercion; and (3)
number. Inquiries regarding salary and is not otherwise employed by the same
experience must be submitted in letterform school district to perform the same type of
with the identified employee's authorized services as those for which the individual
signature. proposes to volunteer. Therefore, for
example, principals cannot ask a non-
VOLUNTEER WORK PROHIBITION exempt employee to volunteer a day and
to perform duties for which they would
The District is prohibited from asking a usually be compensated.
non-exempt employee, under any
circumstances, to volunteer to perform
services. Non-exempt employees, in turn,
are prohibited from performing any
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LEAVES AND ATTENDANCE
To ensure the stability of a competent work force and job security for employees, the Board
provides leave of absence benefits to eligible employees. Please refer to Board Policy GBRI:
Professional Personnel Personal Leaves and Absences, for a complete listing of all employee
leave provisions.
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covered active duty (or has been notified of Resources will notify the employee of the
an impending call or order to covered active unapproved leave, with a request to return to
duty) in the Armed Forces. All leave shall work. If the employee fails to respond to the
be taken in accordance with the FMLA. notification and/or to return to work, the
employee may be recommended to the
Superintendent for termination from the
JOB PROTECTION UPON RETURN FROM District for abandonment of his/her assigned
LEAVE position.
The Human Resources Division will make
every effort to find a position for MILITARY LEAVE
reemployment for eligible employees
returning from leave of absence. Employees Full-time employees of the District shall be
returning from FMLA leave will be returned entitled to paid military leave not to exceed
to the same or equivalent position and eighteen days in any federal fiscal year for
location, as defined under the FMLA. the purpose of complying with ordered
military duty with the Armed Forces of the
Employees returning from an approved United States or the State of Georgia,
Extended Leave of Absence may be including duty as a voluntary member of the
considered for reinstatement in accordance militia or the reserve component. Employees
with the Administrative Regulation are also entitled to paid leave not exceeding
associated with Board Policy GBRI. thirty days in any one federal fiscal year if
ordered to duty as a result of the declaration
of any emergency by the governor or the
JURY AND WITNESS LEAVE appropriate officials of the United States
Employees subpoenaed either for jury duty Armed Forces.
or as a witness to testify before a court of
law in a case arising out of the employees Full-time employees of the District shall be
duties as a District employee shall be entitled to military leave for long-term,
allowed a leave of absence without loss of ordered military duty, with full employment
pay. An employee, who serves as a juror or and reinstatement rights as provided by law.
a witness, as described herein, shall not have The employee subject to such military duty
the leave deducted from sick, personal, or must provide the Division of Human
professional leave. No employee utilizing Resources with a copy of the official
witness leave shall be required to pay the military orders, along with the request for
cost of employing a substitute employee to such leave.
serve during the employees absence on
such witness leave. PERSONAL LEAVE
During a school year, employees may utilize
LEAVE OF ABSENCE WITHOUT PAY up to a maximum of three (3) days of any
All requests for a leave of absence without accumulated sick leave, if prior approval of
pay must be approved. Any employee who the absence has been given by the
takes a leave of absence, for any reason, employees immediate supervisor and if the
without approval from the Division of presence of the employee requesting the
Human Resources will be placed on leave absence is not essential for effective school
without pay. The Division of Human operation. Employee attendance on certain
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days, designated critical days, is crucial for employees. An employee desiring to use
effective school operation. one or more of these days to attend a
professional meeting should submit a
Personal/vacation leave may not be written request to the principal at least three
authorized during the following designated weeks prior to the meeting date. Principals
critical days for any personnel: pre-planning, are responsible for developing and
post planning, the first five (5) days of the maintaining an equitable system for
school year, or the last five (5) days of the distributing allotted professional leave days
school year. Any exceptions must be among teachers of different departments and
approved by the Superintendent or designee. grades.
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SICK LEAVE more day of vacation than that earned the
preceding year, not to exceed twenty (20)
Ten-month employees earn 12.5 sick-leave days of vacation per year. Unused vacation
days per year. Twelve-month employees days may be accumulated, up to a maximum
earn 15 sick-leave days per year. An of thirty (30) days in addition to vacation
employee may utilize sick leave upon the earned during the current year of service, but
approval of the Superintendent or her no more than one-half of the earned but
designee for absence(s) due to illness or unused vacation of the previous year may be
injury or necessitated by exposure to accumulated.
contagious disease or to illness or the death
of the employees relative, defined as the All requests for vacation leave must be
following: spouse, child, sibling, parent, submitted, in writing, to the employees
grandparent, grandchild, and corresponding principal or supervisor at least two weeks
step and in-law relations. prior to the requested leave date. The
employees principal or supervisor has the
VACATION LEAVE right to approve or deny the employees
request for vacation leave.
Full-time, 12-month employees who have
completed a minimum of ninety (90) days of
service in the District will earn ten (10) days
of vacation per year during the first five (5)
years of continuous employment. During
each additional one-year period of
continuous service, the employee earns one
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WORKERS COMPENSATION
The Workers Compensation Unit administers two major disability compensation programs,
which provide wage replacement benefits, medical treatment, vocational rehabilitation and other
benefits to certain workers who experience work-related injury or occupational disease.
Generally, employees are not eligible for Any questions should be addressed to your
workers compensation benefits for injuries immediate supervisor or the workers
compensation unit (678) 676-0021.
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PERSONNEL RECORDS
The Records Center is responsible for maintaining permanent personnel files and records for all
District employees. Records assist with filing, scanning, and verifying all employment
documents. When an employee has accepted an offer of employment within the District, files are
established to maintain a history of employment.
These records are retained in the Division of Human Resources. Personnel records dating back
from the establishment of the District in 1946 through February 2001 are currently in hard-copy
paper file. Since March 1, 2001, all personnel who secured, or have attempted to secure, a
position within the District have an electronic file stored though the Paperless Applicant
Tracking System.
There is only one official personnel file for each employee. Each employees file is maintained
in a secured area in the Division of Human Resources. Confidentiality of all files is maintained
and anonymous material is not placed in the official personnel file of employees. Information or
records in an employees personnel file may be subject to disclosure to the public under the Open
Records Act.
ACCESS TO PERSONNEL FILE the employee shall not have the right to
remove any material from the file.
An employee shall have access to his/her
personnel file during normal operating hours
of the Division of Human Resources three FINANCIAL DATA/LEGAL PROCESSING
times during a calendar year. To assure Child support, tax levies, and bankruptcy
access, employees should coordinate with and garnishment transactions are processed
the Division of Human Resources. An according to applicable state and federal
employee who wants to review his/her laws.
personnel file may make a written request to
the Division of Human Resources or call
678-676-0094. NAME AND ADDRESS CHANGES
Each employee of the District has the
The Division of Human Resources will
responsibility to notify the Department of
schedule an appointment for the employee to
Staff Services of changes to their current
access the records within five days of the
mailing address and/or telephone number. In
request. Under no circumstances shall the
order to change a name on personnel
employee remove the official personnel file
records, it is necessary for the employee to
from the office, and access to the file will
request and complete a name-change packet.
only be given in the presence of a Human
Additionally, all certificated employees who
Resources Manager. The employee must
choose to change their name on their
present valid identification. The employee
educators certificate must complete and
will have the right to rebut or to present
submit a name change application to the
matters of extenuating circumstances, but
Certification Unit.
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REPORTING CHANGES IN THE REQUEST FOR INFORMATION FROM
PERSONNEL FILE THE PERSONNEL FILE
Keeping the personnel file up-to-date is Personnel files are the property of the
important with regard to pay, deductions, District and access to information is
benefits, and other matters. It is the restricted. Information contained in an
responsibility of employee to inform Human employees personnel file is not made
Resources when there are changes in: available to others except as may be
required by law, when requested by the
Legal name employee, or when requested by school
Home address officials with a need to know in an official
Home telephone number capacity. Otherwise, requests for
Marital status information not specifically approved by the
Driving record or status of driver's employee will be referred to the Office of
license Legal Affairs. Georgias Open Records Act
Military or draft status lists certain records that are protected from
Federal or state tax withholding public disclosure. Among those listed are
updates medical records, home address information,
Required training certificates Social Security Numbers, and confidential
Required professional license(s). evaluations. The District will release, with
written approval from the employee,
It is important to be aware of the person information about the employees current
named as beneficiary of the employees life salary, dates of employment, job title, and
insurance and retirement plans and to notify work location.
the Employee Benefits Unit should a change
in beneficiary be desired. The District will The employee may make a request for the
not be responsible for non-receipt of any reproduction of documents from personnel
official communication sent to an employee files, by submitting a Personnel Records
if the employee has failed to file a change of Request Form. A copy of the form may be
address notice with the Division of Human found in First Class/DeKalb Discussions
Resources. Should an employee need to /DCSD Staff Services/Personnel Records
change the number of dependents or Request Form.
allowances listed for income tax purposes, it
will be necessary for the employee to secure,
complete, and return Forms W-4 or G-4 to
the Employee Benefits Section.
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