Human Resources/Personnel Policies

Attendance & Absenteeism

Sample 1 – Abby

The efficient operation of the School requires that each member of the School community carry his or her share of responsibility.  When a member of the team is absent without prior approval, instruction, student progress, and productivity may be adversely impacted.

If you are requesting paid time off, you must submit your request at least two (2) weeks in advance, unless the reason for the request was unforeseeable.

Because of our obligation to the children in our care, and to allow ample time to find temporary replacements, an employee who will be absent or tardy is required to make notification at least one hour before school opens. Notification the night before is always preferable. Elementary School teachers should call the Elementary Teacher/Staff Call-In Line @ 508-854-8400 x 3601 or 508-243-2403 (night before). Middle/High School teachers should call the Middle/High Teacher/Staff Call-In Line @ 508-854-8400 x 2638. Administrative and Support Staff should call their direct supervisor.

An employee who fails to report for work or fails to provide notice as required will be subject to the corrective action process. An employee who has absences of two or more consecutive days, without contacting the School as required, is considered to have voluntarily resigned.

Sample 2 – CLCS

The CLCS encourages maximum attendance and minimum absence.  Each day that a teacher is absent detracts from the quality of education students receive, and affects staff morale and school discipline.  Excessive or unexcused absenteeism and tardiness can be cause for disciplinary action, up to and including termination of employment.

The CLCS recognizes that absences are sometimes unavoidable and therefore allows certain absences with pay, in accordance with the CLCS paid time-off policies (See Section VI, Benefits)

All staff must notify the school as far in advance as possible of expected absences (personal leave, family leave, religious holidays, etc.) by filling out the “Paid Leave Application” form for the appropriate administrative supervisor to sign (copies attached at the back of this Handbook).  These expected absences must be approved by the Principal.

In the event of an unanticipated absence (illness or family emergency), teaching staff must call (1) the substitute-teacher service and (2) the Assistant Principal at home by 6:00 a.m., so that alternative classroom coverage may be arranged.  Please refer to the Staff Absence and Substitute Protocol memorandum for specific instructions.  Generally speaking, when a teacher is absent, the CLCS will make every effort to locate a substitute teacher or parent to assist in the classroom, but this will not always be possible.  Administrative staff should call the school's main number by 8:00 am to notify the school of their absence.  In any event, the “Paid Leave Application” form must be filled out upon return to work by all staff and signed by the appropriate supervising administrator.

Every teacher must keep a substitute folder up to date and left in the office.  The following items should be kept in the folder:

• Lesson plans for a few days
• Class list and seating chart
• Class weekly schedule
• Teacher’s signals to students to be quiet and listen (e.g., bell, hand up, etc.)
• Procedures for students to use the bathroom, travel through the building, etc.
• Notes on handling students with particular needs or issues

Sample 3 – APR

Tardiness - Students’ hours are 7:45 am to 5:00 pm.  Teachers should be here before school begins until after 4:10 dismissal (or 5:00 dismissal if teaching during last hour).  Although individual teaching schedules vary, everyone is expected to be here by 7:30 am until after dismissal.  If something arises and you will be late, you must call the Principal to advise that you will be late and then call the full-time substitute so that s/he can arrange coverage.

Substitutes - In order that the Academy may arrange coverage, any time you are absent you must provide clear details regarding your responsibilities, including breaks, lunch and other duties, as well as a complete lesson plan for the substitute, either the one in Teacher files or a specially created one.  The Academy will first look to the full-time substitute to teach a class for an absent teacher.  If we have appropriate notice, we will also look to outside substitutes to teach your classes.  In the event of little notice about a teacher’s absence, we practice kaizen and teachers may be called upon to cover a class for their colleague.

Family & Medical Leave Act

Sample 1 – Excel

Policy:  In accordance with the Family and Medical Leave Act of 1993 ("FMLA"), the School will provide eligible employees with a family or medical leave for up to twelve (12) work weeks in any "rolling" 12-month period, measured backward from the date an employee uses any FMLA leave.  The leave may be paid, unpaid, or a combination of paid and unpaid, depending on the circumstances as specified in this policy.  If an employee is not eligible for a 12 week FMLA leave, an eight (8) week maternity or adoption leave may be granted in accordance with Massachusetts state law, or a medical leave may be granted in appropriate circumstances to an employee as a reasonable accommodation for a disability.

Eligibility:  To be eligible for FMLA leave, an employee must be employed by the School for at least 12 months or 52 weeks (not necessarily consecutive) and have worked at least 1,250 hours during the previous 12 month period.  For employees who are not eligible for FMLA, the School will provide maternity and adoption leaves in accordance with Massachusetts law, and medical leaves as a reasonable accommodation.

Types of Leave Covered:  FMLA leave may be taken for one or more of the following reasons:

• for the birth or placement of a child for adoption or foster care;
• to care for a spouse, child, or parent with a serious health condition; or
• to take a medical leave when the employee is unable to perform the functions of his/her position because of a serious health condition.

A "serious health condition" is an illness, injury, impairment, or physical or mental condition affecting the employee's or family member's health to the extent that inpatient care is required in a hospital, hospice, or residential medical care facility, or a condition that requires continuing treatment by a health care provider.  It includes a serious and long-term illness which results in recurrent or lengthy absences for treatment or recovery. 

A serious health condition involving "continuing treatment" by a health care provider includes: (1) a period of incapacity of more than three (3) consecutive calendar days and any subsequent treatment or period of incapacity relating to the same condition; (2) any period of incapacity due to pregnancy or prenatal care; (3) any period of incapacity or treatment due to a chronic serious health condition (e.g., diabetes, asthma, epilepsy); and (4) a period of incapacity which is permanent or long-term and for which treatment may not be effective (e.g., Alzheimer's disease).

A serious health condition also includes, although is not limited to, most cancers, strokes, appendicitis, pneumonia, heart attacks, heart conditions requiring bypass or valve operations, back conditions requiring extensive therapy or surgical procedures, severe arthritis, pneumonia, severe nervous disorders, miscarriages, complications or illnesses related to pregnancy, childbirth and recovery from childbirth.  Substance abuse may qualify as a serious health condition if certain conditions are met.  However, FMLA leave may only be taken for treatment for substance abuse by a health care provider, not for the use of the substance itself or for an employee's self-referral to any treatment program. 

The following usually would not be considered serious health conditions:  common cold, flu, earaches, upset stomach, minor ulcers, non-migraine headaches, routine dental and orthodontic problems, and periodontal disease.  FMLA does not cover voluntary or cosmetic treatments (such as most treatments for orthodontia or acne) which are not medically necessary, unless inpatient hospital care is required.

For any condition which does not require inpatient care, the employee or family member must be receiving continuing treatment by or supervision from a health care provider.  Generally, a health condition which, if left untreated, would result in a period of incapacity requiring absence of more than three (3) calendar days from work, school, or other regular daily activities would be considered a serious health condition.  However, a regimen of treatment does not include the taking of over-the-counter medications such as aspirin, antihistamines, or salves; or bed-rest, drinking fluids, exercise, and other similar activities that can be initiated without a visit to a health care provider.

Employees with questions about whether a particular situation qualifies as a serious health condition should consult with the Executive Director.

Leaves Requested Because of Serious Health Condition:To receive FMLA leave because of an employee's own serious health condition or to care for a spouse, child or parent with a serious health condition, employees should give the following notices and/or certifications:

• A 30-day advance notice of the need to take FMLA leave is required when the need is foreseeable.  If the need for a leave is not foreseeable because of a lack of knowledge of approximately when leave will be required to begin, a change in circumstances, or a medical emergency, then the employee must give as much notice as is possible under the particular circumstances involved.
• Notice is given when the employee submits a written request for a leave to the Principal or Executive Director.  If written notice is not possible because the need for the leave was not foreseeable, oral notification should be given immediately to the Principal or Executive Director and followed up in writing as soon as possible thereafter.
• Satisfactory medical certification must be submitted with the leave request or at least within 15 days of the request for the leave.  The certification must support the need for leave due to a serious health condition affecting the employee or the employee's spouse, child or parent, and include the date the serious health condition began, its anticipated duration, diagnosis, and a brief statement of treatment, along with a statement of the employee's intent to return to work.
• The School may communicate with the employee's health care provider for clarification of the contents of the medical certification document.
• If the request for leave is for a medical leave because of the employee's own serious health condition, the required medical certification must also include a statement that the employee is unable to perform the essential functions of the employee's position and should note any type of activities the employee can perform.
• If the request for leave is to care for a seriously ill family member, the certification must include a statement that the patient requires assistance and that the employee's presence would be beneficial or desirable.
• Periodic reports may be required during FMLA leave regarding the employee's status, anticipated duration of leave, and intent to return to work.  Medical certification is required to cover all periods of absence while on leave.
• Medical documentation will be required certifying the employee's ability to return to work from a leave because of the employee's serious health condition.

When medically necessary, employees may take FMLA leave on an intermittent basis, or by reducing their normal weekly or daily work schedule to care for a sick spouse, child or parent, or because the employee is seriously ill and unable to work.  To be eligible for an intermittent or reduced schedule leave, the employee must give thirty (30) days notice, if the leave is foreseeable, and the medical certification must include dates and the duration of treatment and a statement of medical necessity for taking intermittent leave or working a reduced schedule.  Further, the employee must discuss with the Principal or Executive Director the scheduling of such leave to minimize disruption to the School's operations, and the School may temporarily transfer an employee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the intermittent or reduced schedule.

The School has the right to ask for a second opinion if it has reason to doubt the certification.  The School will pay for the employee to get a certification from a second doctor, which the School will select.  Further, if necessary to resolve a conflict between the original certification and the second opinion, the School will require the opinion of a third doctor.  The School and the employee will jointly select the third doctor, and the School will pay for the opinion.  The third opinion will be considered final.

While on a health/medical leave, an employee must use any earned, but unused, sick days.  Employees must also use earned, but unused vacation pay during the leave.  Use of vacation or sick pay may not be used to extend the leave period.

Sample 2 – CDCPS

After a total of 12 months of employment*, CDCPS is required by federal law to  provide up to 12 weeks of unpaid, job-protected leave to 'eligible' employees for certain family and medical reasons   during a 12-month period.  To calculate the 12-month period, CDCPS uses a "rolling" 12-month period measured backward from the date an employee uses FMLA.  (Example:  If an employee used 12-weeks of FMLA starting on February 1, 2003, the employee would not be eligible for any additional leave until February 1, 2004.)  Reasons for taking FMLA leave include: to care for the employee's child after birth, or placement for adoption or foster care; to care for the employee's spouse, son or daughter or parent who has a serious health condition; or for a serious health condition that makes the employee unable to perform the employee's job.  The employee ordinarily must provide 30 days notice when the leave is 'foreseeable'.  CDCPS requires medical certification to support a request for leave because of a serious health condition. 

In general, accrual of Agency benefits (i.e., sick, vacation and personal time) will be suspended during any unpaid leave time of more than 10 consecutive days.  In addition, an employee's seniority will be adjusted by the length of the unpaid leave time.  CDCPS will maintain the employer portion of the Group Health Insurance for the duration of the leave.  Employees are responsible for their portion of the premium while on FMLA leave.  CDCPS reserves the right to recover premiums it paid to maintain health coverage for an employee who fails to return from FMLA leave.

FMLA leave may be taken in blocks of time less than the full 12 weeks on an intermittent or reduced leave basis if medically necessary. Taking intermittent leave in the case of adoption, or foster care of a child is subject to approval by CDCPS. Intermittent leave taken for the birth and care of a child is also subject to the CDCPS's approval except for leave relating to the pregnancy which would be leave for a serious health condition.

During the leave period, the employee is required to use any accrued vacation, sick and personal time as part of the 12-week FMLA leave.  During the paid portion of the leave, the employee is still eligible to receive his/her child care benefit (if applicable). Benefit accrual will be suspended during the entire leave of absence and the employee's seniority will be adjusted by the length of the leave (this applies only to the unpaid portion of the leave). 

*Note:  Per Massachusetts law, a full-time employee who has completed 90 days of continuous employment is eligible for eight weeks of maternity/paternity leave in connection with the birth or adoption of a child.

Sample 3 – APR

In accordance with the Family and Medical Leave Act of 1993 ("FMLA"), the Academy will provide eligible employees with a family or medical leave for up to twelve (12) work weeks in any "rolling" 12-month period, measured backward from the date an employee uses any FMLA leave.  The leave may be paid, unpaid, or a combination of paid and unpaid, depending on the circumstances as specified in this policy.  To be eligible for a FMLA leave, an employee must be employed by the Academy for at least 12 months or 52 weeks (not necessarily consecutive), and must have worked at least 1,250 hours during the previous 12-month period.  If an employee is not eligible for a 12 week FMLA leave, an eight (8) week maternity or adoption leave may be granted in accordance with Massachusetts state law, or a medical leave may be granted to the employee as a reasonable accommodation for a disability.

 FMLA leave may be taken for one or more of the following reasons:

• for the birth or placement of a child for adoption or foster care;
• to care for a spouse, child, or parent with a serious health condition; or
• to take a medical leave when the employee is unable to perform the functions of his/her position because of a serious health condition.

Medical certification from a qualified health care provider will be required for approval of leave due to the serious illness or injury of the employee or a family member.  For a copy of the Academy's FMLA policy, to discuss a particular situation, or to request a leave, please contact the Principal. 

Holidays

Sample 1 - CLCS

All employees will receive the following holidays, with the exact dates to be determined by reference to the annual CLCS calendar:

• Labor Day
• Columbus Day
• Martin Luther King Day
• Veterans Day
• Presidents’ Day
• Thanksgiving and following day
• Patriots Day
• Memorial Day
• Winter recess, including Christmas and New Years Day, of approximately one week

All teaching staff persons receive the following, with the exact dates to be determined by reference to the annual CLCS calendar:

• February recess of one week
• Spring recess of one week
• The time between the last day of school year obligations and the beginning of the Summer Teacher Institute (typically the Institute occurs during last two weeks of August).

Hours of Operation

Sample 1 - CLCS

The CLCS school day for children runs from 8:20 a.m. to 3:45 p.m. School buses depart the school by 4:00 pm.  The School also offers a late-day program from 4:00-5:45 p.m. for a fee.  Parents are required to pick up their children at the end of the late-day program.

Unless otherwise specified by individual contract or agreement, full-time teaching staff members are typically expected to be in the school from 8:00 a.m. to 4:30 p.m. daily.  These hours typically include time for a duty-free lunch period and preparation time.

Full time administrative staff persons are under contract to work 35 hours per week. These hours do not include a lunch break, which is, however, built into the schedules of all full-time administrators.  Hours for administrative staff may be staggered to ensure office coverage at all times that the school is in session.

It is expected that all exempt employees, including teachers and administrators, will expend the time and effort necessary to discharge their duties as professionals, regardless of the hours prescribed above.  To this end, teachers and administrators are expected to attend occasional meetings that are scheduled outside of normal working hours, including but not limited to Family Open House Nights, portfolio conferences, special-education team meetings, board meetings and Parent & Family Organization meetings.

Sample 2 - Excel

All staff are expected to arrive before the start of the school day and remain at school until the end of the school day.

If you plan to be out of the office for meetings or some other event, you are required to advise your direct supervisor as well as the Principal or Executive Director of your whereabouts so that the School may contact you if it becomes necessary.

There may be occasions when teachers need to arrive late or leave early (no more than 2 hours).  In such situations, staff should notify the Principal or Executive Director at least one week in advance so that coverage can be arranged.  Staff should inform the Principal or Executive Director of the reason for the late arrival or early departure (e.g. religious holiday, personal day, sick day, family emergency, etc.).  The fact that your absence or tardiness may be approved does not insulate you from a review of the total number and timing of absences or lateness in any given period of time.

Regular attendance is an essential requirement of your employment at the School.  Excessive or unexplained absences are grounds for termination of employment.  The School expects all employees to arrive to work each day on a timely basis. More than three (3) unexplained late arrivals in one (1) month may result in postponing or negating of a salary increase and or disciplinary action including termination.  Three (3) consecutive days of absence without notification will constitute voluntary resignation from employment as of the last day worked.

Sample 3 - CDCPS

The School's standard work week consists of 40 hours, Monday through Friday.  Some positions may be based upon fewer than 40 hours per week.  Employees will be informed verbally and in writing of the number of hours they will be expected to work.

All employees are hired with the understanding that occasionally they will have to work beyond their scheduled work hours.  (For example, teaching staff, supervisory and administrative staff will be required to attend meetings held at night.)  For exempt employees, this work outside of normal scheduled hours is compensated by their salary.  Excessive work outside of normal schedule hours may be used as compensatory time on a later date if approved by a supervisor.  In these cases, compensatory time must be taken within four weeks of accrual and in approximately the same time allotments in which it was accrued. Compensatory time not taken within the four week period will be forfeited.

For non-exempt employees required to work overtime, the employee will be paid overtime for all hours worked over forty (40) hours in any one week.  Overtime will be calculated at the rate of time plus one-half of the hourly base rate for all hours worked over forty (40) in any one work week.  Sick, holiday, and vacation time are not included when calculating overtime.  Overtime must be authorized by a supervisor before it is worked.

Overtime should be kept to a minimum and must be approved in advance by the employee's supervisor and the Head of School. 

Jury/Court Duty

Sample 1 - CLCS

Court duty leave is for the purpose of serving on a jury or acting as a witness on behalf of any governmental entity.  It is not for the purpose of being a party in a legal proceeding.  Staff persons requesting court duty leave must present the official notice to appear in court to the appropriate supervising administrator. 

If a staff person is excused from court duty before the end of the school day, s/he is expected to report to work immediately.

For the first three days of court duty leave, a staff person will receive full pay.  After three days, the CLCS will pay the staff the difference between his or her court duty pay and his/her salary, if any, upon presentation of evidence of attendance in court and jury duty pay or witness fees. 

Sample 2 - Abby

You will be granted leave to serve on a grand jury or a trial jury if called upon to do so. In order to be granted leave for this purpose, you must give your immediate supervisor a copy of your jury summons. This summons must also be provided to Human Resources on the appropriate Report of Hours worked as documentation of the absence.

The School believes in fully supporting employees in the fulfillment of their civic responsibility to serve as jurors. The School will pay full compensation up to three days of jury duty. If your jury duty exceeds three days, other available paid time off may be used to compensate for the differential of the court’s compensation.

Sample 3 - Excel

The School encourages employees called to serve jury duty to fulfill their rights and duties as citizens.  Time-off will be granted for the duration of your jury duty.  Please provide your jury duty summons to your supervisor as soon as possible so that proper arrangements can be made to cover in your absence.  The court system will provide you with a fee for acting as a juror.  The School will pay you for a maximum of 3 days of jury duty.  You will also be eligible for employee benefits as if you were actively employed during an approved jury duty.

Leave – Bereavement

Sample 1 - APR

In the event of a death in the immediate family three (3) days without loss of pay shall be provided.  Days are consecutive school days immediately preceding, following or including the day of death.  Holidays, vacations or suspended sessions shall be considered school days under this provision.  One (1) day without loss of pay shall be provided for the death of an extended family member.  Any requests for additional time off must be presented to and approved by the Director.

Sample 2 - CLCS

Leave with pay for not more than five working days will be granted in case of death of a staff member’s parent, grandparent, child, sibling, spouse, domestic partner, spouse or domestic partner’s parent, or any other person in the staff person’s immediate household.  The supervising administrator may also use discretion in approving leave for other significant instances of bereavement.  All bereavement leave should be documented on the “Paid Leave Application” form and submitted to the appropriate supervising administrator.

Sample 3 - Abby

The circumstances surrounding a death in the immediate family are so variable that the required time away may range from several hours to several days. Therefore, the School provides up to 2 consecutive days with pay for absences due to a death in the immediate family. Immediate family is defined as; Spouse/Partner, Parents, Grandparents, Siblings, Children. Other available paid time off must be used for any other family members.

Leave – General

Sample 1 - APR

The Academy recognizes that employees may need to be absent from the workplace in order to address personal needs and obligations.  Leaves are defined as voluntary time off without pay and are granted for a specific period of time.  It is the policy of the Academy to ensure all requests for leave of absence are administered fairly and consistently. A request for a leave of absence must be presented to the Director and will be considered on a case- by- case basis.  Employee performance and the best interest of the school will be factored into the decision.

Leave – Military

Sample 1 - Sturgis

Employees who are completing their annual training by service in a Reserve or National Guard component of the United States Armed Forces will be allowed a maximum of ten days paid military leave per calendar year for such training.  Any time off in excess of the ten days will require the use of current and accrued illness / personal time or must be taken as unpaid time.  Military orders for this training must be submitted to the Executive Director at least thirty days in advance and must be approved, in writing, by the Executive Director.

If an employee is called or recalled to active duty, Sturgis grants a Leave of Absence without pay, although an employee may use accrued time in conjunction with this leave in order to receive pay during this time.  Written documentation (orders) of the need for military leave must be submitted to the Executive Director for approval.  Re-employment guidelines correspond with those provided for in federal and state laws.  Sturgis’s military leave will comply with all relevant state and federal regulations and guidelines.

Sample 2 - APR

Appropriate military leaves of absence, benefits and reinstatements will be granted pursuant to state and federal law.  Employees who are considering service or who have been called to “service in the uniformed services” should contact the Business Manager for further details and obligations regarding military leaves. An employee who is a member of a military reserve unit is entitled to leave from permanent employment to fulfill military training requirements.  The unpaid leave will not affect the employee’s status, seniority, pay, vacation, sick leave, bonus, advancement, or other advantages of employment.

Sample 3 - CLCS

Military leave is an authorized absence from work which enables staff to fulfill military obligations as members of the United States Armed Forces (including National or State Guard) in accordance with the provisions of applicable federal and state laws.  Eligible staff will be paid the difference between their regular base pay and the amount of military pay received from the government, if any.

Leave – Parental

Sample 1 - Excel

Following successful completion of orientation, the School provides an unpaid leave of absence for regular employees for the purpose of childbirth or for placement of a child for adoption or foster care.  The length of a leave depends on your length of service, as follows:

• After Three Months of Consecutive, Full-Time Employment:  Maximum leave of eight (8) weeks for childbirth or adoption of a child under the age of 18 or 23 years, if physically or mentally disabled.
• After First Year of Employment:  For eligible employees, maximum leave of twelve (12) weeks for childbirth, or placement for adoption or foster care for a child under 18 years, or older if incapable of self-care because of a mental or physical disability.  This leave must be concluded within 12-months of the birth or placement. 

Any leave taken for childbirth or placement of a child for adoption or foster care will be deducted from an eligible employee's maximum of 12 weeks FMLA leave in a 12-month period. 

A husband and wife both employed by the School are entitled to a combined total of 12 work weeks of FMLA leave for the birth or placement of a child for adoption or foster care and to care for a parent (but not a parent-in-law) who has a serious health condition.  Each employee may use any remaining leave for other qualifying FMLA purposes.

To receive FMLA leave because of a birth, adoption, or placement of a child in foster care, employees should give the following notices and/or certifications:

• At least two weeks advance notice of the need to take a leave and request therefore is required when the need is foreseeable.  However, employees are encouraged to provide the team leader with as much notice as is possible under the particular circumstances involved.
• The notice must include the employee's intention to return to work following the leave, and appropriate documentation from a physician for childbirth, or other appropriate entity for adoption or foster care placement should accompany the notice and request for leave.
• Notice is given when the employee submits a written request for a leave with appropriate documentation to the Principal or the Executive Director.

While on an approved maternity leave due to childbirth, an employee must use any earned, but unused, sick days during the period of the maternity leave when the employee is physically unable to work.  Employees must also use earned, but unused vacation pay during the leave.  Use of vacation or sick pay may not be used to extend the leave period. 

A leave for birth or placement for adoption or foster care must conclude within 12 months of the birth or placement.  Such a leave must be taken all at once.

Upon return from a maternity/adoption/foster care leave at the conclusion of an eight (8) week or twelve (12) week leave, the employee will be reinstated to his/her previous, or a similar position with the same status, pay and length of service credit, wherever applicable, as of the date of the leave, unless there has been a layoff or other changes in operating conditions affecting employment during the period of such leave.

Sample 2 - CLCS

Staff members may take up to twelve weeks of unpaid leave for childbirth or adoption of a child under 18 (or 23 if physically or mentally disabled) provided the staff member gives a minimum of two weeks notice of leave and states his/her intention to return to work in writing on the “Paid Leave Application” form.  Such unpaid parental leave will run concurrently with the eight week unpaid maternity leave entitlement granted by Massachusetts law.

Parental leave will not affect the staff member’s right to receive vacation time, sick leave, advancement or other benefits for which s/he was eligible at the date of her/his leave.  During the leave, the CLCS will continue to pay its customary share of the medical, dental, life and disability insurance premiums.  Staff members who do not return at the end of the leave owe the School the full amount of the School's share of the above-stated benefits.

At the conclusion of the leave, the CLCS will offer reinstatement to the staff’s previous position, or a similar position with the same status, at a salary equal to that which s/he received at the commencement of the leave.  The CLCS, however, reserves the right not to reinstate a staff member on leave to her/his previous or similar position if other staff persons of equal seniority and status in the same or similar position have been laid off due to economic conditions or changes in the school staffing structure while s/he was on leave.  A staff member who is not reinstated as a result of the above situation will be given preferential consideration for another position for which s/he is qualified at the end of the termination of the leave.

Staff members who do not return owe the school the total cost of the CLCS share of the above benefits.

Sample 3 – APR

Massachusetts Maternity Leave Act ("MMLA" -  Birth mothers who have completed their probationary period are entitled to maternity leave of up to 8 weeks for the birth or adoption of a child.  This leave must be taken immediately preceding or following birth or the placement of a child in the employee’s care for adoption or foster care.  If the birth or adoption or placement takes place during the academic year vacations or the summer break, then the maternity leave will run concurrently with the vacation leave.  This leave will be unpaid subject to the provision below regarding paid maternity leave and the Academy's sick leave policy. 

Maternity/Paternity Pay -  The Academy currently provides full-time and part-time employees who have completed 12 months of employment, with up to 2 weeks of paid leave for the birth or adoption of a child, running continuously from the date of delivery or upon taking custody of the adopted child.  Paid maternity/paternity leave will run concurrently for up to 2 weeks of any leave period provided by the FMLA or MMLA.  In order to process requests for maternity/paternity pay, employees must submit requests for such paid leave at least two weeks in advance of the need for the leave. 

Leave – Religious

Sample 1 - CLCS

Staff members may take up to three days per year of paid leave for the purpose of observing major holy days.  In the event that more than three days are needed, additional religious days must be taken using the employee’s personal leave or sick leave.  At least two weeks advanced notice in writing on the “Paid Leave Application” form is expected prior to taking such leave.

Leave – Personal/Sick

Sample 1 – APR

Sick Time - Sick time may be used for your illness or physician appointments or that of your immediate family member or domestic partner.  You must promptly notify the Principal that you will be absent due to illness or injury.  If the Principal (or Director) is not available, you should contact the full-time substitute so that coverage can be arranged.  If you are absent for three days or more due to illness or at any time at the request of the Principal or Director, must provide a physician's statement verifying your condition and anticipated length of absence.

Full-time, regular employees are eligible for up to ten paid sick days in a given academic year.  Sick days may be used for work time lost due to illness or injury, as approved by the manager.  Sick days should not be used as vacation time or elective holidays.  Any request for pay beyond ten days of absence due to illness should be reviewed by the Director.

If you are sick, please call the Principal as early in the morning as possible to arrange coverage. 

Written notification from the attending physician should be obtained before payment for more than ten days in a calendar year is considered and before authorizing a return from a lengthy absence, as well as in other appropriate circumstances.

Sick days may not be carried over from one year to the next year.

Personal time - Personal time is intended to be used for those rare personal needs and obligations that cannot be addressed before or after the school day.  Prior approval of the Principal is required before personal time is taken.  An employee may request personal time by submitting a written request to the Principal as soon as possible prior to the leave requested.  In the event of an emergency, you should contact the school and if the Principal (or Director) is unavailable, you should contact the full-time substitute so that coverage may be arranged.  Please note that days immediately preceding or following school vacations may not be taken as personal days.

Provide clear details of your responsibilities when your absence is planned.  The person who is covering for you needs to know what to teach.  You must provide a complete lesson plan for them, either the one in Teacher files or a specially created one.  In order for the Dean of the Middle School to arrange coverage, she must know all of your responsibilities, including breaks, lunch and other duties.

Employees may be entitled to use up to two (2) personal days per school year.

Sample 2 - CLCS

Full time staff members receive 9 paid sick leave days annually, beginning on August 1 of each year.  Part time staff whose employment contract is for at least 50%, and any employee who starts after August 1, will receive a pro-rated number of sick leave days.  Terminating employees will not be paid for unused sick time. Sick leave cannot be carried over after July 31 of each year.

Sick leave is to be used in the event of personal or family illness, injury, or medical appointments.  A doctor’s note will be required after five consecutive work days of absence (absences interrupted by a weekend are considered consecutive).

Disability Leave - Staff members who are absent due to personal illness or injury may be eligible for a disability leave.  Any accrued sick leave must be used prior to drawing disability.

Full time employees are eligible for long term disability insurance paid in full by the CLCS.  In all cases, long term disability benefits are in accordance with the plan design.

The school will continue its customary contribution for medical, dental and life insurance premiums for up to twelve weeks of approved disability leave.

The CLCS reserves the right to review a staff member’s employment status and the CLCS contribution to medical and dental coverage when a disability benefit is awarded.  Employment assurances cannot be made.  Employees may elect continuation of medical and dental coverage under COBRA guidelines after 12 weeks by paying the full monthly premiums directly to the particular insurance carrier.

Personal Days - Full time staff members receive 2 paid personal leave days per contract year. Part-time staff whose employment contract is for at least 50%, and any employee who starts after August 1, will receive a pro-rated number of personal leave days.  Terminating employees will not be paid for unused personal leave time. Personal leave time cannot be carried over after July 31 of each year.  Paid personal leave can normally be used for any purpose. 

Staff must notify the school as far in advance as possible of expected absences, meaning that, except in an emergency, requests should be made in writing on the “paid leave application” form at least a week in advance.  The supervising administrator may turn down a request if it would cause unusual hardship for the school, such as both teachers in the same classroom being absent on the same day.

Sample 3 - Sturgis

Faculty members are granted 15 illness/personal days annually plus any unused illness/personal days from previous years up to a maximum accumulation of 30 illness/personal days.  All requests for personal days (for business that cannot be scheduled outside school time) must have prior approval from the Executive Director.  In addition, a total of up to fifteen (15) days may be carried over from prior years. 

Sick Bank - An employee sick bank for employees who have exhausted their illness days and have a serious illness will be established.  To belong to the sick bank, employees must donate one day from their fifteen illness days by September 15.  The Board will authorize forty (40) days be added to the bank.  At the end of each year, forty days will be carried over.  If the number of unused days is less than 40 days, the board will reauthorize days to maintain this number of days at the beginning of the next school year.  Bank oversight will come from a committee consisting of the Associate Director and four teachers elected annually by their peers.  After exhausting all illness / personal days, an employee member may request thirty (30) days from the bank with medical documentation of a serious illness that restricts the ability to return to work.  An employee member may request up to an additional thirty (30) days, if medically necessary.  An employee would be eligible for long-term disability after ninety calendar days, whether a member of the sick bank or not.

Sample 4 - Excel

All staff are eligible to take up to 5 sick days during the school year. 

All staff are eligible for 3 personal days during the school year.  Requests for a personal day should be made to the Principal or Executive Director at least one week before the requested day off, unless the day off is a result of an emergency (e.g. sudden illness). 

If a sick day or personal day needs to be taken at the last minute, please call the Principal or Executive Director on both the cell and work numbers. 

Unused sick and personal days do not carry over to future years, and the school does not offer compensation in lieu of unused sick and personal days.

Leave - Small Necessities

Sample 1 - Excel

In addition to the twelve weeks of family and medical leave provided under the Family and Medical Leave Act, the Small Necessities Leave Act provides that eligible employees may request up to twenty-four hours of unpaid leave for the following reasons:

• to participate in school activities directly related to the educational advancement of a child of the employee, such as parent-teacher conferences or interviewing for a new school
• to accompany a child of the employee to routine medical or dental appointments such as checkups or vaccinations
• to accompany an elderly relative of the employee to routine medical or dental appointments or appointments for other professional services related to the elder's care, such as interviewing at nursing or group homes.

Employees are eligible for small necessities leave if they have completed twelve (12) months of service prior to commencement of leave, have worked at least 1,250 hours in the twelve (12) months prior to the leave, and have not taken twenty-four (24) hours of small necessities leave in the twelve (12) months prior to the commencement of leave.  Where the need for a small necessities leave is foreseeable, the employee must request the leave not later than seven days in advance. If the need for the leave is not foreseeable, the employee should provide notice as soon as practicable under the circumstances. Employees should not take small necessities leave in increments of less than one hour.  Employees must first use earned, but unused vacation pay during the leave.

Leave – Unpaid

Sample 1 - Abby

The School recognizes that employees may need to be absent from the workplace in order to address needs and obligations. Leaves of Absence are defined as voluntary time off without pay and are granted for a specific period of time. The School ensures that all requests for a leave of absence are administered fairly and consistently.

A Request for Leave of Absence form must be completed for all leaves of absence. Information included must describe the length, purpose and other details of the requested leave. The Superintendent must approve all requests for a Leave of Absence. All Requests for Leave of Absence forms (approved or denied) must be maintained in the employee's personnel file. An employee must give the Superintendent as much advance notice as possible of his/her intention to take a Leave of Absence. The Request for Leave of Absence form includes all the reasons for which a Leave of Absence may be granted.

If an employee violates the term of the leave of absence, he/she is subject to immediate termination and will be treated as a discharge. Examples of violations of a leave of absence include, but are not limited to: working without the prior approval of the Superintendent while on leave, failure to return to work when required to do so by the terms of the leave or a request from the School, engaging in activity incompatible with the reasons given for the leave, or behavior contrary to School policy or practice while on a leave.

Sample 2 - CLCS

Non-paid leaves of absence may be granted to regular staff upon written request of and approval by the supervising administrator.

Requests for non-paid leave must be submitted to the CLCS at least 30 days in advance of the requested leave period, unless unusual circumstances dictate otherwise.  Any staff member on leave who does not return to work on the date specified will be considered to have resigned his/her job as of that date.

Non-paid personal leaves of absence of five working days or fewer will have no effect on benefits.  For periods greater than five working days, the staff member will be responsible for the total medical and dental premiums for the duration of the leave.  Full-time staff may continue to participate in the group disability and life insurance benefit for up to twelve weeks of an approved non-paid leave providing the staff member pays the premium.

Sample 3 - Sturgis

An employee may request a leave of absence for the remainder of the school year by making such a request to the Executive Director in writing.  This leave would be without pay or benefits.  The Director will present such a request to the Board of Trustees along with his/her recommendations for a decision.  If further leave is desired and appropriate, the employee may reapply following the same procedure stated above.

School Calendar

Sample 1 - CLCS

The school calendar generally follows the Boston Public School calendar for fixing the 180 days of the school year, vacations, holidays and snow closings.  The CLCS will also have additional professional development days as designated in the annual school calendar.  CLCS reserves the right to begin school earlier or later than the BPS; please see the CLCS calendar for specific vacation and holiday dates.

Sample 2 – Sturgis

The teachers’ work year is two weeks longer than the students’ year.  The additional time will be used for professional development and administrative tasks as determined by the school’s needs.  Teachers are paid in twenty-four installments beginning September 14.

Vacation

Sample 1 - CDCPS

Year-round staff are eligible for vacations after completing six months of work.  Vacation days for year-round employees are accrued at the rate of one-tenth of the employee’s annual entitlement per month.  Vacations vary by job category and description.  Seasonal full-time employees must take vacation according to the School calendar.  The Head of School is responsible for communicating vacation benefits to staff according to established program guidelines and policies.

The total number of vacation days to which a year-round employee is entitled annually is the product of the number of weeks vacation accruing to the employee’s position and the number of days per week the employee is scheduled to work (for example, if an employee works 4 days/week a position which allows 2 weeks vacation per year, he will receive 8 vacation days per year).  Vacation day/hours are based upon the anticipated average number of hours per day the employee’s position requires over the course of a year.

During the first year of employment for non-seasonal staff, vacation cannot be taken before being accrued.  After the first year of employment, non-seasonal employees may take vacation time before accruing it up to their yearly limit; however, if the employee leaves the employment of the CDCPS before (s)he has earned the vacation time that (s)he has used, then the employee will be required to pay back the CDCPS for vacation time that was taken but not earned.  (Earned time will be based on the 12 month time table and not the 10 month accrual period mentioned in Sec. 5.3.).  Employees may verify accrual schedules with the Head of School.

Seasonal employees who accept permanent year-round positions may similarly have access to their full yearly vacation allotment on their start date as a permanent year-round employee, provided that their seasonal employment was for one year or more.

Year-round employees working in the employment of the School for five years are entitled to one additional week of vacation upon completion of their fifth year.

After the first year of employment, year-round employees may take vacation any time during the year with the approval of the supervisor.  Approval should be obtained at least one month in advance of vacation time, if possible.  However, if the employee leaves the employment of the School before (s)he has earned the vacation time that (s)he has used, then the employee will be required to pay back the School for vacation time that was taken but not earned. 

Year-round employees may receive advance vacation pay on the pay date prior to his/her week of vacation.  To receive vacation pay in advance, the employee must submit a completed written request form to the Head of School or supervisor at least two weeks prior to the anticipated vacation week.  The Head of School/supervisor will then indicate his/her approval on the request and forward it to the Payroll Administrator for processing.  Such request forms will be available from the Head of School in the School office.

Advance vacation pays are to be issued to employees who will be out on vacation for a FULL week and will not be issued to an employee taking a partial vacation week.  In addition, no employee can be guaranteed a paycheck prior to his/her normal pay day.

Vacation Periods - There are no specific vacation periods for year-round employees.  However, preference for specific vacation time will be determined based on seniority of staff members and at the discretion of the Head of School.  Staff members may plan vacations in accordance with job needs and supervisory and executive approval any time after the first six months of employment, provided that no more vacation be taken than has been accrued during the first service year.

After the first year of employment, year-round, full-time employees may carry over two of their weeks of vacation time to the following anniversary year.  At this time, any unused vacation time in excess of two weeks will be forfeited.  It is the employee's responsibility to monitor his/her own vacation time and carry over schedule.  Any exceptions to the carry over policy and all requests to take more than two consecutive weeks vacation must be approved by the Head of School. 

Vacation pay may be taken in whole or half day units.  Any exceptions must be approved by the Head of School.

Sample 2 – Excel

Full-time teachers are not expected to work on days on which the school closes for school vacations and holidays.  However, teachers will continue to receive their salary during school vacations and holidays.

Full-time administrators are eligible to accrue 2 days of vacation every month up to four weeks of vacation per fiscal year, to be taken when school is not in session.  Requests for exceptions to this policy must be made to the Executive Director.  All accrued vacation must be used within the same fiscal year (July 1st - June 30) in which it is accrued or it will be lost.  Employees may not carry over unused vacation to the next fiscal year and will not be compensated for unused vacation time.

Sample 3 – Abby

You will receive paid time off on all holidays and vacation days indicated on the School calendar, except those days during winter, spring and summer breaks that are not state or federal holidays.

If you are regularly scheduled to work the calendar year, at a minimum of 30 hours per week, you accrue vacation days monthly according to the following schedule:

• 0-5 Years of Service – 15 days per year
• 6-10 Years of Service – 20 days per year
• 10+ Years of Service – 25 days per year

Vacation days accrue monthly beginning August 1 of each year. You may not carry vacation time over into the next year. Unused days as of August 31 of each year will not be paid out.

Sample 4 - CLCS

All full-time office and administrative staff receive 20 days of vacation per year, which is accrued at the rate of 1.8 days per month from the first day of employment.  Part-time office and administrative staff receive a pro-rated amount of vacation.  Office and administrative staff members are strongly discouraged from taking vacation when school is in session.  Vacation requests should be submitted to the appropriate administrator for approval as far in advance as possible.  Vacation time cannot be carried over after August 31st each year. 

Voting

Sample 1 - Abby

The School encourages you to exercise your civic responsibility to vote in general, primary, and special municipal, state, and federal elections. Most jurisdictions are open for voting outside of normal school hours, and it is not necessary for most employees to take time from work for voting. However, should an employee need time off to vote, the School will provide the employee with 2 hours of unpaid leave as required by state law.

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