Human Resources/Personnel Policies

Accidents & Injuries

Sample 1 – CLCS

All work-related injuries, no matter how slight, must be reported to the office.  If the injury is sufficiently serious, a Workers Compensation Telephone Reporting Worksheet should be completed by the staff member and his/her supervisor within 24 hours of the incident or injury. 

 

If the injured staff member needs medical attention, the office will arrange for the staff member to be treated.  The school’s insurance carrier for work related injuries is Massachusetts Interlocal Insurance Association (MIIA)/Aon Risk Services, 60 Temple Place, Boston, MA, 02111.

 

In case of emergency, staff persons should receive treatment at the nearest medical facility (St. Elizabeth's Hospital).  If a condition appears stable, they may receive treatment at the facility of their choice.  Accident or injury documentation should be completed as soon as possible.

 

A staff member returning to work from a work-related injury or upon completion of a personal medical leave should provide written confirmation by the treating physician of the staff member’s ability to return to work.  Any work restrictions must be stated specifically.  This report should be presented to the Principal.  The CLCS may require an examination by a physician designated by the school.

 

Building Management

Sample 1 – Sturgis

Keeping this building clean and neat is everyone’s responsibility.  Please:

 

    • Keep as many things (cartons, books, equipment) off the floor as possible.
    • Have all excess tables, chairs, etc. removed from the room.
    • Report any lapses in cleaning to the Assistant Director for Operations.
    • Do not permit ANY food or drinks without covers to be brought into classes.
    • Have students pick up around their desks when the class ends.
    • If you are the last person to use the room, have students pick up more thoroughly and put their chairs on the tables.

 

Keys - A front door key and a classroom key will be issued to you.  Keys are not to be duplicated or given to students under any circumstances.  Please ensure that you close the exterior doors tightly when entering or leaving the building outside of normal school hours.

 

If a key is lost or misplaced, that fact should be reported to the Assistant Director for Operations immediately.  All windows and classroom doors (with locks) must be closed and locked at the end of the day. 

 

Computer Room - The computer room is to be locked at all times, and students are not permitted to be in the room unsupervised.  No food or drink, including water, is permitted in the room.  Please report equipment problems (hardware or software) to the Assistant Executive Director for Operations.

 

Sample 2 – APR

Faculty Room Use - In order for the faculty rooms to be effective working environment for teachers, there are some expectations we all must agree to:

 

    • Students should not work in the faculty room, even with a teacher.
    • Students should only access the faculty room with a pass during breaks and before/after school.
    • Teachers should not send students to the faculty room during class.  If you absolutely must have copies made, please send a student to the office manager on the third floor.  
    • Faculty must clean up after themselves in the kitchen.  All food must be stored in sealed containers in the kitchen area.  Faculty must keep their space clean and their belongings off the floor.  The atmosphere should be professional.

Child Abuse Accusations

Sample 1 – CDCPS

Suspension will occur when an accusation is made that an employee has committed an act of institutional child abuse and/or neglect and such accusation results in the filing of a form 51A.  The Department of Social Services will be notified when a 51A is filed against a staff member, regarding institutional abuse.

 

During the suspended period, it will be at the discretion of the Head of School and/or the Executive Director, as to whether the employee will continue to accrue benefits and collect payment during the investigation by the Department of Social Services.

 

If the charges are unsubstantiated by the investigation, the Executive Director may choose to continue the period of suspension.  During that time, the School may conduct its own investigation.  At the conclusion of such investigation, the Executive Director will be required to reinstate the employee or proceed with involuntary termination and the employee will be advised that he/she may initiate Step 4 of the grievance procedures.

 

If charges are substantiated the employee will be dismissed according to procedures outlined in the section on involuntary termination and the grievance procedures are available to the employee. If the charges are substantiated, a confidential written record of the incident and the outcome will be reported in the employee's file.

 

Child Abuse Reporting

Sample 1 – Abby

State law requires that teachers and school administrators “who, in their professional capacity, have reasonable cause to believe that a child under the age of eighteen years is suffering physical or emotional injury resulting from abuse inflicted upon him which causes harm or substantial risk of harm to the child’s health or welfare[,] including sexual abuse, or from neglect, including malnutrition shall immediately report such condition to the [Department of Social Services].” General Laws, chapter 119, section 51A. Any teacher or administrator should immediately report anything falling within the scope of this requirement to the Superintendent and the Superintendent will either assume responsibility for making the required report or assist the teacher or administrator in doing so. Any failure to make such a report when required is a punishable violation of law.

 

Sample 2 – Sturgis

Educators are mandated reporters of any suspected physical, medical, or emotional abuse or neglect of a child under MGL Child Protection Act 51A.  All such suspicions must be reported to the Department of Social Services.  Please be sensitive to any concerns of this nature and see an administrator to facilitate the reporting.

 

Crisis Management

Sample 1 – CLCS

Purpose of the Crisis Management Plan - This plan is offered to provide a general framework of procedures and administrative structures to be used in the event of a crisis that involves the Conservatory Lab Charter School (CLCS). Through the designation of individuals charged with particular responsibilities, and by providing appropriate contact resources and appropriate procedures for generic types of crises, it is expected that this document will prove to be of crucial assistance, particularly in the initial stages of managing a crisis. The document purposely does not address more specific responses demanded by the almost limitless variety of possible crises. The plan instead provides a general framework for response, which in turn will guide more specific steps that a given critical situation demands, to be determined at the time of its occurrence by those who are managing it.

 

Definition of a Crisis - A crisis is an event or perceived event that has the potential to cause harm to the CLCS or any of its constituents. Examples of such an event include: death of, or serious injury to, a faculty member or student; arrest of a faculty member or student for a serious legal infraction; charges of malfeasance against administrators, faculty or staff; suicide by an immediate member of the school community; bomb threat; a physical disaster on campus; or a missing student. This crisis management plan should be followed in the event of any CLCS related crisis, whether or not it occurs on campus or during school hours.

 

Goal - The goal of this Crisis Management Plan is to ensure the safety of all members of the CLCS community and to preserve the well being of the School through effectively managed responses to any crisis.

 

Responses to Crises Threatening the Safety of the School Community - Specific initial responses to a crisis will depend upon the nature of the crisis and initial responses may vary. In responding to any crisis, faculty and staff must immediately assess the situation and take any action necessary to address any imminent or immediate threat to the physical safety and well being of members of the school community. In some emergency situations, consultation with the Crisis Management Team may not be possible. In such cases, those supervising adults who are present must immediately take responsible and independent action. Depending upon the particular circumstances, appropriate actions by staff members or other adults may include:

 

    • Removing students and adults from the immediate area of danger
    • Dialing 911 to contact Boston police/fire/EMT services
    • Following necessary first aid procedures
    • Informing the Principal (or the alternates designated on page 2 of this plan) and/or       
    • the CLCS Front Office
    • Seeking help from other school staff members

 

All of the above outlined actions are intended as immediate responses to an emergent situation threatening the well being of students, faculty, or staff. Once such an immediate response is taken, the supervising adults should immediately inform the Principal or his assistant of the event.

 

The Crisis Management Team (CMT) - Once supervising adults have responded to any immediate threats to safety, the School’s Crisis Management Team will immediately develop a plan to respond on behalf of the School to the particular crisis. The Crisis Management Team will be responsible for all significant decisions and matters regarding the School’s response to any crisis. These matters include determining the facts of the situation; all communications with internal or external constituencies (including parents of students and members of the press); formation of appropriate legal responses and protective legal steps; approval of any arrangements to address campus needs as they arise in relation to the crisis; follow-up communications with public safety officials; consultations with medical, mental health and other appropriate professionals; and maintenance of written records of all counsel given and actions taken.

 

The Crisis Management Team will direct the management of any sudden crisis. It will be limited in size to ensure its efficiency and clear authority in managing any crisis and will enlist the assistance of other available resources as needed to respond optimally to any crisis. The Crisis Management Team will be composed of:

 

    • Mark Jacobson, Principal, w: 617.254.8904 x 110 h:
    • Annie Sevelius, Assistant Principal, w: 617.254.8904 x 101 h: 617.323.6354
    • Craig Keefe
    • A board member
    • School Secretary
    • Admin Director
    • School Nurse

 

Other individuals may be asked to join the team by the Principal as needed. In managing any crisis, the Crisis Management Team will work closely with other members of the school community (EMT, Police, and Fire) to determine the best course of action and to keep the school community informed of events and responses as the crisis and its management unfold. At all times, the Crisis Management Team will balance individuals’ right to privacy with the overall community’s need to know the facts.

 

The operation center for the Crisis Management Team will be the Principal’s Office in the CLCS.

 

The following resources are available, by prior arrangement, to the Crisis Management Team for their use as needed:

 

    • Legal advice:
    • Medical advice:
    • Public relations advice:
    • Mental health advice:
    • Brighton Police Department:
    • Brighton Public Safety and Firefighting:
    • St. Elizabeth’s Hospital:
    • Brighton Library? St. Columkille’s? (Evacuation site):
    • Boston Public School Transportation Office (Bus):
    • Grief counseling:

 

Should a crisis occur before or after normal school hours, please call the Principal at home. The Principal will set into motion the crisis management phone tree.

 

Off-Campus Crisis Procedures - In the event of a school crisis that begins off campus, including any occurring during a field trip, the following procedures should be followed.

 

    • The faculty, staff or other supervising adults should first take immediate action to ensure the safety of everyone involved.
    • Immediately following any necessary emergency measures, the supervising adults should contact the Principal, Mark Jacobson, at work (617.254.8904 x 110) or at home (#:). If the Principal cannot be reached, the supervising adults should call the Assistant Principal, Annie Sevelius, at work (617.254.8904 x 101) or at home (617.323.6354). If neither the Principal nor the Assistant Principal are available, they should contact _________?___________. If none of these individuals can be reached, Andy Snider, Chair of the Board of Directors, should be contacted at (#). Once one of these individuals has been contacted, the Crisis Management Team will be activated.
    • A designated member or members of the Crisis Management Team should communicate with the family of any injured person. If it proves impossible for the supervising adults who were initially at the site to contact any member of the Crisis Management Team, then any absolutely necessary communication with the families of the affected students, faculty, or staff should be made by the responsible adults present. This completed contact must be fully disclosed to the CMT.
    • If possible, the acting director of the Crisis Management Team will dispatch two designated CLCS staff members to the scene of the crisis. The team members will be equipped with cellular phones to report back to the School and will bring any needed medical or emergency  records to the crisis scene.
    • Upon arriving at the scene, a designated team member will immediately contact the acting director of the Crisis Management Team to determine the steps that must be taken.
    • If any adult or child requires off-site medical treatment at a hospital or emergency medical center, a CLCS staff member must accompany him to the facility and continue to communicate with the Crisis Management Team.  The CMT will arrange for notification of the injured person’s next of kin. If it proves impossible for the supervising adults who were initially at the site to contact any member of the Crisis Management Team, then any absolutely necessary communication with the families of the affected students, faculty or staff should be made in a timely manner by the responsible adults present.  This completed contact must be fully disclosed to the CMT.
    • The members of the support team who are dispatched to the site will also make arrangements with the Crisis Management Team to transport the students and adults back to the CLCS campus or their homes.
    • Members of the support team should not communicate with the media at the crisis site. All communications with the media shall be handled by the Principal or the School’s designated media spokesperson, with the direction of the Crisis Management Team.

 

Internal Communications - The Crisis Management Team will oversee all internal communications with the School’s constituencies regarding the facts relating to the crisis and the School’s response. It will also determine the information that should be shared with the School’s constituents and the timing and means of the communication.

 

    • Students - In the event that crucial information must be shared immediately with school community members who are present on campus, the Crisis Management Team may direct that students be assembled in the Music Room so that a designated staff member can provide them with any essential information. Upon the instruction of a support team member, faculty will escort students to the Music Room and stay with the students.  Students will be instructed by the designated member of the crisis support team to remain calm and follow the directions of teachers and designated members of the Crisis Management Team. 

 

    • Faculty and Staff - A designated member of the Crisis Management Team or the support team will brief faculty and staff in the Staff Lounge, if possible, or in small groups as needed. He/she will inform those assembled of the nature of the crisis and the School’s planned response, and answer questions. He/she will also outline any needed follow-up steps that the faculty and staff must take. Finally, he/she will clearly emphasize that only one spokesperson has been authorized to speak to the media.
    • Parents - Parents of all students directly involved in or affected by the emergency will be contacted by the Principal or a designated administrator as soon as possible. The school administrator will inform parents fully of the circumstances and the School’s response. In informing parents of the emergency, the administrator will consider the guidelines provided by any medical, counseling, legal, or other consultants that the School has retained to assist it in addressing the situation.

 

In the event that the parents of a large number of students must be notified of a crisis affecting their children, the Crisis Management Team will produce a script to be used by administrators in contacting parents. The school will use the phone alert system to contact families. During that conversation, among other things, the administrator(s) will request that parents refer all media questions to CLCS’s designated spokesperson.

 

In the event of a crisis requiring the immediate notification of all parents, the Assistant Principal and School Secretary will be responsible for sending out a message via the CLCS phone alert system. The calling team will follow the script provided by the Crisis Management Team.

 

When crises arise that do not require immediate parent notification, the Principal and/or Assistant Principal will provide essential information about the crisis and the School’s response in a letter to parents, and, if needed, to board members and trustees. All such communications will be prepared after consultation with the School’s consultants, including its legal counsel.

 

External Communications - Media

 

The Crisis Management Team will determine the information to be released to the media, and may be guided in its decision making by the School’s Board of Directors and legal counsel. A designated school spokesperson – either the Principal or his designee – will address the media and will remain available, as needed, for continued media updates. The designated media spokesperson will be assisted by the Assistant Principal or designated Board member, who will act as a liaison, if needed, between the media and the school spokesperson.

 

    • The Crisis Management Team, in consultation with the School’s Board of Directors and legal counsel, will prepare any necessary press releases. All information released to the press will be consistent with that provided to the internal constituencies of the School.

 

    • The Crisis Management Team will decide whether to allow the media to be on campus, given the circumstances of the particular crisis. If necessary, a communications command post for the media will be established in the Administrative Meeting Area. In order to ensure goodwill and credibility, the School will make every effort to accommodate reasonable requests for information by the media and to provide for their comfort and effective functioning.
    • Any requests for student, teacher, or staff interviews by the media must be submitted to the Principal for his approval in advance of the interview. No unauthorized information should be provided to the media.

 

External Communications - Government Officials - The Crisis Management Team will designate a spokesperson to communicate, if needed, with appropriate government officials, including city/town safety and government officials. The School’s spokesperson may consult in advance of any such communications with the School’s consultants. No other members of the School’s faculty or staff should communicate with government officials regarding the crisis.

Medical Emergencies - In the event of a life-threatening medical emergency, the supervising adult at the scene should immediately seek medical assistance by dialing 911 and use his/her best judgment to assist the person in danger while waiting for medical assistance. The school nurse, Rosemary DePaola (617.254.8904 x 107), should also be called immediately to the scene.

 

Emergency supplies and first aid kits are stored in the closet of the school nurse’s office on the first floor of the CLCS building.

 

In the event of a medical emergency requiring a student or students to be removed from campus for further medical attention, the Principal or administrator in charge will designate a school representative to accompany the student or students to the hospital.  The School will provide the attending EMTs and hospital personnel with student health records that are kept on file alphabetically for each child in the school nurse’s office.  Supplementing these health records are health history forms that include phone numbers for parents, doctors, dentists and parental authorizations for emergency treatment.

 

In the event that a larger number of students are taken to the hospital for medical care, each student’s name, his injuries, his destination, and the time of his departure from campus will be recorded, using the form designated for this purpose located in the nurse’s filing cabinet. Preferably, the school nurse will execute this task. In her absence, the Assistant Principal will assume this responsibility or delegate it to another staff member.   Any injured students will be accompanied to the hospital by a designated school representative.

 

Should a medical emergency occur when students are off-campus, the faculty and staff accompanying them will first contact the Principal or his alternate to initiate the Crisis Management process.  With school assistance, they will determine the location of the nearest medical facilities and accompany the students there. Students’ medical forms will be carried to the hospital by the accompanying staff if they have them, or will be sent immediately by the School.

 

The standard protocol for communication with parents of students detailed in this crisis management plan will be put into effect in medical emergencies.

 

In the event of a medical emergency that is not emergent yet potentially poses a serious threat to the well being of students, faculty or staff, the Crisis Management Team will formulate an appropriate plan to respond to any health danger. This plan will be formed in consultation with the School’s medical and legal advisors. In turn, standard communication protocols with health officials, public safety officials, and school constituencies will be implemented by the administration and staff.

 

Campus Evacuation - In the event it becomes necessary to evacuate the School’s campus due to any imminent danger to the safety of students, faculty or staff, the Crisis Management Team (if time allows) or the Principal with the assistance of the administrative staff, will determine the need for and form of an evacuation.

 

In the event of any evacuation, a full school attendance will be taken to determine and report those students who are absent or missing. The same procedure used for fire drills, including the evacuation of all school buildings by students, faculty and staff to a safe place on campus with an immediate accounting of all persons present, should occur.

 

In circumstances requiring immediate campus evacuation, students will walk under faculty supervision to the Brighton Public Library or St. Columbkille’s. A designated administrator will inform the library or church of the School’s need to relocate our students there under an arrangement that has previously been approved by the administrations.  School faculty and administrators carrying cell phones will travel with the students to the Library or church and once there will organize transportation of students to their homes through Boston Public Schools Transportation or use the library or church as a reunification site for students and parents once parents are notified. Faculty and administrators will remain with students at the library or church until they are signed out by their parents or parent designate.

 

In circumstances requiring less than immediate evacuation of the school campus, staff members will call parents to request that they pick up their children.

 

The Principal or a designated administrator will immediately contact appropriate town officials, including the Brighton Police, to advise them of the circumstances of any evacuation and enlist their assistance in ensuring student safety.  Outside Threats to Safety Inside of the Building

 

If an outside threat has intent to harm student inside the building, an alert will go out to all classrooms and administrative offices via the CLCS intercom system.  The Principal, Assistant Principal, or School Secretary will use the terminology, “Mr. Purple is in the building” to alert teachers and staff of an alarming or dangerous presence in the school.

 

If the code words “Mr. Purple is in the building” go out over the intercom system, teachers are to:

 

    • Inform students that they are to listen carefully and follow all directions
    • Lock the classroom doors
    • Draw window shades
    • Turn out lights (if this does not present a hazard)
    • Command silence of students
    • Move students away from doors and windows, if possible
    • Await further instruction from the Crisis Management Team

 

If the code words “Mr. Purple is in the building” go out over the intercom system, administrators and staff are to:

 

    • Listen carefully and follow all directions
    • Lock the office or classroom doors
    • Draw window shades
    • Turn out lights (if this does not present a hazard)
    • Command silence of students (if students are present)
    • Move away from doors and windows, if possible
    • Await further instruction from the Crisis Management Team

 

When situation or threat has cleared, the code words “Ms. Green is in the school” will go out over the intercom system.  Teacher, faculty, and staff should then join together, in an orderly fashion, with students in the Music room to discuss the event and assure everyone that they are safe.

 

Searches for Missing Students - In the event a student is believed to be missing from the campus, the staff will first make every effort to determine whether the student actually is located on campus. If the student is not located after a reasonable time period, to be determined by the Principal or the Assistant Principal, a school representative should contact the Brighton Police for assistance. Thereafter, he or she shall immediately contact the parents of the missing student to advise them of the situation and of the steps the School is taking to find their child.

 

In the event that a student is believed to be missing during an off-campus trip, again the first effort will be to determine if he is truly missing. If the determination is made that a student is not present, several faculty members will be designated as a search team and will look for the child while the remaining faculty members continue to chaperone the group. The Principal or his alternate should be contacted immediately and the Crisis Management Process activated.

 

Any necessary internal or external communications will follow the standard communication protocols, at the direction of the Principal or, if convened, the Crisis Management Team.

 

Crisis Management Plan Implementation and Updates - The Crisis Management Plan will be reviewed and updated annually by the Principal and designated administrators. Review of crisis management procedures will take place annually with faculty and staff.

 

Sample 2 – APR

Our full crisis response manual is in binder form, located in the administrative and teachers’ offices as well as in each classroom.  We review this material on an annual basis in order to train the entire staff on emergency procedures.

The following general reminders serve as guidance for any sort of emergency / crisis.  (The text of the evacuation plan is attached here and included in the crisis manual.)  If you come across an emergency:

 

    • First look to ensure safety – for yourself and others in the immediate surroundings.
    • Communicate the basics of the crisis/emergency with the Principal (or the nearest faculty member who will contact school administration).
    • Remain calm and use common sense.

 

Health & Safety

Sample 1 – Abby

The School is committed to conducting its business in a manner that ensures the safety, health, and security of its students, employees, and the community.

 

To demonstrate this commitment, every employee is expected to: perform his or her job in a safe and productive manner; comply with established policies, rules, regulations, and procedures; uphold the high standards of professionalism and conduct expected at all times of School employees.

 

For the health and safety of students and employees, as well as to model healthy lifestyle behaviors, the School is committed to providing a completely non-smoking environment. Smoking is not permitted on any property owned, leased, or managed by the School, whether inside or outside the School buildings.

 

Violent or threatening behavior should be reported immediately to a supervisor. Any incident of abuse, verbal attack, or aggressive behavior, (whether it results in injury or not), is considered unacceptable and should be reported to a supervisor immediately.

 

Sample 2 – CLCS

All staff members have a responsibility for their own safety and that of other staff, students and visitors to the school.  This responsibility can be met by working together continuously to promote safe working practices, observing all safety rules and regulations, and consistently maintaining property and equipment in safe working condition.  Any unsafe practices or conditions should be reported immediately to one of the schools’ administrators.  It is always advisable to make the report via writing.

 

Leaving the Building - Staff may not leave the school building and/or grounds for the day without obtaining advanced approval from the appropriate supervising administrator.  Staff may not take students off the school grounds (excluding trips to the adjoining playing fields and playground) for field trips or any other reason without prior notice to and approval from the Principal.

 

Physical Contact Between Employees & Students

Sample 1 – Excel

Introduction - The purpose of this policy statement is to provide all employees with guidance and direction with respect to physical contact between employees and students at school and during school sponsored functions.  It is an area of educational policy, judgment, and law which is fraught with uncertainties and changing standards.  What constitutes appropriate physical contact in one circumstance may be totally inappropriate in another.  At the outset, the decision of whether or not to touch or make physical contact with a student must be made by the employee involved.  When or if it occurs, its appropriateness will depend on a variety of factors, not the least of which will be the student’s reaction and responses of other adults.  The School believes that its employees individually and collectively possess the wisdom and expertise necessary to conduct themselves in a manner which is educationally sound and acceptable both within the professional community and the community at large.

 

General Principles - All physical contact between employees and students shall have a valid educational purpose and objective, meeting the student’s needs.

 

The use of physical contact (including touching) or force in order to impose the staff member’s will or personal feelings upon a student, except in an emergency situation, is strictly prohibited.

 

Employees who observe physical contact between students and employees which they deem to be inappropriate are expected to report such observations to the Executive Director or Principal as soon as possible.  If the observer believes the contact is or may be immediately harmful, prompt intervention to prevent further harm is expected.

 

Staff Conduct With Students - Questions of the appropriateness of physical contact are to be determined by the context of the contact on a case-by-case basis.  Issues such as intent, context, location, circumstances, age and sex are all considerations which may be relevant.  Examples:  Holding or comforting a student who has fallen and is crying may be appropriate, whereas, placing a hand on a child’s head to redirect his attention to the front of the room is not.

 

Instances of inappropriate physical contact initiated, encouraged, practiced and/or tolerated by employees, in even a single instance, may result in disciplinary action up to and including dismissal and/or legal action.

 

Summary - The School recognizes that this is a complex issue, and that some employees may deal with it by implementing a practice of never physically contacting or touching students.  That is not the School’s intent or objective.  It is expected that any physical contact between an employee and a student will have a legitimate purpose consistent with the School’s role as educator and caretaker of minor children.

 

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