EMPLOYEE HANDBOOK
Revised 2022
TABLE OF CONTENTS
SECTION 1 INTRODUCTION
Mission Statement
5 5 5 6
Who We Are
What We Believe
Educational Philosophy
SECTION 2 EMPLOYEE POLICIES
“Employee” Status Defined
7 8 8 9 9
Equal Opportunity Employer Non-Discrimination
Employment At Will Corrective Action
Non-Disclosure / Confidentiality New Employee Orientation
10 10 10 12 12 12 13 13 14 14 14 15 15 15 16 16
Probationary Period for New Employees
Employee Classifications
Personnel Files
Personnel Data Changes
Performance Review and Planning Sessions
Outside Employment Employment Termination Health Related Issues
Building Security
Insurance on Personal Effects Texas Law Regarding Child Abuse Procedure for Handling Complaints Whistleblower and Retaliation Policy
Workplace Solicitation Policy
Literary Property
SECTION 3 DAILY OPERATIONAL POLICIES & PROCEDURES
Supplies; Expenditures; Obligating Levine
16 16 17 17 17 17 18 18 18 18
Expense Reimbursement
Parking
Visitors in the Workplace
Immigration Law Compliance
Hiring of Relatives
External Communication Solicitation and Distribution
Conflict of Interest
Attendance/Punctuality
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Absence without Notice
19 19
Harassment, including Sexual Harassment
Community Expectation:
A Positive Learning Environment
19
Community Standard:
A Respect for Others
20 20 20 21 21
Reporting Incidents School Jurisdiction
Technology Misconduct
Examples of Discriminatory Misconduct
Explanations and Definitions
Of Discriminatory Misconduct
21
The School’s Response
To Reports of Misconduct
22 22 23 23 24 24 26 26 26 26 27 27
Substance Abuse Tobacco Products
Telephone Use Public Image Kashrut Policy
Technology and Communication
Email and Voice Mail
System and Data Security
Password Security
Internet Access and Use
Company owns Equipment and Email
SECTION 4 COMPENSATION
Wage or Salary Increases
27 28 28 28
Timekeeping
Employee Work Schedules
Overtime
SECTION 5 TIME OFF POLICIES
General Protocol
28 28 29 30 30 31 31 32 32
Paid Holidays
Sick Days
Paid Leaves of Absence
Jury Duty / Court Appearances Unpaid Leaves of Absence
Family Medical Leave of Absence (FMLA)
Intermittent Leaves
Certification of Serious Health Condition
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Reporting While on Leave
32 32 33 33
Maintenance of Benefits during Leave
Restoration to Prior Position Military Leave of Absence
SECTION 6 BENEFIT OVERVIEW
Health Insurance COBRA Benefits
35 35 35 36 36
Social Security / Medicare Retirement Savings Plan (403B) Flexible Spending Account (FSA)
SECTION 7 OTHER BENEFITS
Tuition Discount
36 37 37
Training and Professional Development
Educational Assistance
SECTION 8 SCHOOL SAFETY & SECURITY POLICIES & PROCEDURES
Safety
38 38 38 42 42 43 43 44 44 44
Inclement Weather/Emergency Closings Emergency Drill & Crisis Management Blood-borne Pathogen Exposure Policy Child Abuse and Sexual Molestation, Monitoring and Surveillance Policy Security Inspection and Searches Use of School Property and Equipment
Violence Prevention
Weapons
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SECTION 1 INTRODUCTION This Handbook is designed to acquaint you with Ann & Nate Levine Academy and provide you with information about working conditions, benefits, and policies affecting your employment. The information contained in this Handbook applies to all employees of Levine Academy. Adherence to the policies in this Handbook is a condition for continued employment. However, nothing in this Handbook alters an employee’s status. The contents of this Handbook shall not constitute nor be construed as a promise of employment or as a contract between Levine Academy and any of its employees. The Handbook is a summary of our policies, which are presented here only as a matter of information. You are responsible for reading, understanding, and complying with the provisions of this Handbook. You will be asked to sign a declaration of receipt and understanding of this Handbook. Our objective is to provide you with a work environment that is constructive to both personal and professional growth. Any changes or alterations to the policies of Levine Academy must be approved by the Head of School.
Mission Statement
Ann & Nate Levine Academy is an inclusive, dynamic, Jewish day school which fosters leadership, creativity, critical thinking, and Jewish values while empowering its students with integrity, self- confidence, and intellectual curiosity.
Who We Are
Ann & Nate Levine Academy was founded in 1979 as the Conservative Jewish Day School under the aegis of Congregation Shearith Israel, and soon it operated under the name Solomon Schechter Day School of Dallas. In October, 1997 the school became an independent 501C3 non-profit institution, and in 2005 the school assumed a new name: Ann & Nate Levine Academy, to honor the Levine family’s strong philanthropy throughout the Dallas Jewish community and for their ongoing support of our day school. We are an academically-oriented institution providing a nurturing Jewish environment together and emphasizing excellence in General Studies and Jewish Studies for students in Preschool (3 months) through Eighth Grade. Levine Academy is an inclusive, dynamic community comprising the full spectrum of Jewish affiliations, the unaffiliated, many nationalities, and a diversity of socio-economic backgrounds. It is open to all children of any race, color, national or ethnic origin whose families are supportive of the school ’ s mission, and open also to children whose families desire to see their children benefit from a strong Jewish and General Studies education and who are committed to having thei r children realize the b’nai mitzvah experience.
What We Believe
Levine Academy upholds the humanistic values and principles promulgated by Jewish leaders and thinkers throughout the centuries, along with the values inherent in the lessons found in the Torah (the Hebrew Bible). We draw on the great diversity of Jewish life and welcome students of varying religious backgrounds — practicing and non-practicing. Judaism is presented as a joyful way of life each and every day of the school year. Integrating the symbols and traditions of Judaism into our programs, we nurture observance of mitzvoth (commandments), Tefillah (prayer) and allegiance to Torah.
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Our common quest as teachers and parents is to instill in each child: respect for others and personal and social responsibility, as well as commitment to our nation, our communities and the State of Israel. We are committed to complete equality of opportunity for girls and boys in religious and secular life. Each year Levine Academy focuses on one of its seven middot to honor, uphold, and manifest in many of its student programs and projects. These middot include Caring, Citizenship, Holiness, Responsibility, Justice, Respect and Integrity. Levine’s core educational philosophy combines the ideals and pursuit of Inspiration, Knowledge, and Character; thus, the purpose of the Levine experience is to educate and develop the whole child in order to empower them to become confident, ethical citizens and leaders.
As part of our current Strategic Plan, passed by the Levine Board in May of 2019, our administrative team included the following academic ideals as representative of our educational philosophy:
Educational Philosophy
Critical Thinking We encourage exploration and intellectual and objective analysis before reaching conclusions and making judgements.
Global Citizenship Through the lens of Jewish Tradition and tikkun olam , we promote the responsibilities and duties that come with being an ethical and humane partner in our society and world
Creativity We promote the use of innovation, imagination and originality, in our approach to learning.
Collaboration Through positive, mutually respectful relationships, we build effective working and learning communities.
Growth Mindset We believe that each person has innate talents and strengths that can be fostered through dedication, perseverance, and hard work inspiring a love of learning and resilience.
Community We embrace the full spectrum of Jewish rituals and practices and encourage each student to value his/her unique heritage and pathway in the context of Jewish History. Preparatory Curriculum Students are equipped with the skills, knowledge, and character to succeed in all areas of life after Levine.
Confidence An emotionally safe environment fosters a feeling of assurance arising from one’s abilities and qualities.
Zionistic Our school community embodies a strong connection with Israel, its people, culture and language.
Commitment We expect all members of our school community to embody our core Jewish middot and educational philosophy.
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SECTION 2 EMPLOYEE POLICIES
“Employee” Status Defined
An “employee” of Levine Academy is a person who regularly works for Levine Academy on a wage or salary basis. “Employees” may include exempt, non-exempt, regular full-time, regular part-time, and temporary persons, and others employed with Levine Academy who are subject to the control and direction of Levine Academy in the performance of their duties.
Employees at Ann and Nate Levine Academy fall into one of these four categories:
1. Administrators
2. Teachers
3. Staff
4. Maintenance
The business office is responsible for classifying all employees into one of the following classifications for eligibility to receive certain benefits offered by Levine Academy. These classifications are defined as:
o Exempt: Employees whose positions meet specific criteria established by the Fair Labor Standards Act (FLSA) and who are exempt from overtime pay requirements.
o Non-Exempt: Employees whose positions do not meet FLSA criteria who are paid one and one- half their regular rate of pay for hours worked in excess of 40 hours per week.
o Regular Full-Time Employee: An employee who is regularly scheduled to work at least 30 hours per week for a period of indefinite duration or for a contracted period of the school year, is referred to as a regular full-time employee. o Regular Part-Time Employee: An employee who is scheduled to work up to 30 hours per week for a period of indefinite duration, or contracted to work for the school year, is referred to as a regular part-time employee. o Limited Term Employee: When the need arises, Levine Academy may hire employees for a temporary period. Limited term employees are persons hired to work on a special assignment, with the understanding that such work will be completed within a specified period of time, usually not to exceed three months. Limited term employees do not become regular employees as a result of the passage of time, even though they may be regularly scheduled during their temporary assignments. o Regular Full-Time Teacher: An employee who regularly teaches in the K8 division a minimum of 30 student-contact hours per week. Full-Time Teachers are expected to be on campus from 7:30am until after the regularly scheduled school day in order to fulfill any required faculty meetings or assignments or tutorials.
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o Regular Full-Time Pre-School Teacher : An employee who regularly teaches a full day’s schedule as published in the pre-school calendar. Teachers are expected to be on campus for the entire pre-school day. o Regular Part-Time Teacher: An employee who is regularly scheduled to work less than 40 hours per week and teaches less than 5 periods a day for a period of one year is referred to as a regular part-time teacher.
o Regular Part-Time Pre-School Teacher: An employee who regularly teaches less than the full day’s schedule as published in the pre -school calendar.
o Limited Term Teacher: When the need arises, Levine Academy may hire employees for a temporary period. Limited term teachers are persons hired to work on a special assignment, with the understanding that such work will be completed within a specified period of time, usually not to exceed three months. Limited term teachers do not become regular teachers as a result of the passage of time, even though they may be regularly scheduled during their temporary assignments. o Substitute Teacher: Substitute teachers are hired, as needed, on a daily basis for limited or extended periods of time, depending upon the needs of the school. Substitute teachers are not eligible for employee benefits.
Equal Opportunity Employer / Non-Discrimination
Ann & Nate Levine Academy adheres to all federal, state and local laws regarding equal employment opportunity. We provide equal opportunities for all employees and applicants for employment without regard to sex, age, race, religion, national origin, citizenship status, physical or mental disability, or any service, past, present, or future, in the uniformed services of the United States. It is the responsibility of everyone in management to ensure that equal consideration be given to all applicants and employees in personnel actions, which include recruiting and hiring, selection for training, promotion, demotion, discipline, rates of pay or other compensation, transfer, layoff, recalls, and terminations. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Levine Academy will be based on merit, qualifications, and abilities. Levine Academy does not discriminate in employment opportunities or practices because of race, color, religion, sex, national origin, age or disability. Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their supervisor or Human Resources. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment.
Employment At Will
Any individual may voluntarily leave the employment of the company upon proper notice or may be terminated at any time and for any reason as long as there is not violation of federal, state or local law. The handbook is an overview of our policies and benefits. Its content is subject to change at any time at the company's discretion.
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Corrective Action
Levine Academy holds each of its employees to certain work rules and standards of conduct. When an employee deviates from these rules and standards, Levine Academy expects the employee’s supervisor to take corrective action. Corrective action at Levine Academy is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected. The usual sequence of corrective actions includes an oral warning, a written warning or a proviso/addendum to a renewal contract, probation (whether with or without pay is to be determined by the Head of School), and finally termination of employment. In deciding which initial corrective action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, an d the employee’s previous record. Though committed to a progressive approach to corrective action, Levine Academy considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to:
theft in any form;
insubordinate behavior;
violations of the school’s expectations of confidentiality; vandalism or destruction of School property; repeated or serious violations of standards of moral conduct; repeated or serious violat ions of items listed in the “Professional Expectations” document included in all employee agreements; repeated or serious violations of conduct that detracts or impedes on the school’s aim to maintain a mutually supportive workplace environment — including backstabbing, trash-talking, gossiping, or spreading derogatory commentary about the school or its employees; being on school property during non-business hours and without permission; the use of school equipment and/or school vehicles without prior authorization by Head of School; untruthfulness about personal work history, skills, or training; divulging school business practices; and misrepresentations of Levine Academy to current or prospective students and families, donors, volunteers, the general public, or an employee.
Non-Disclosure / Confidentiality
The protection of confidential business information and trade secrets is vital to the interests and success of Levine Academy. Such confidential information includes, but is not limited to, the following examples:
Compensation data Financial Information Marketing Strategies Computer Processes
o
o
o
o
Computer Programs & Codes
o
Student and Parent Lists
o
Student Grades
o
Family Financial Status or Information
o
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o Student & Employee Health Information o Student Status or Engagement with Learning Support Team Members or Counseling Staff o Proprietary Educational Testing and/or Curriculum o Pending Projects & Proposals o Personnel/Payroll Records o Conversations between any Persons Associated with Levine Academy Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information. Duty of Loyalty falls under this category as well. Although Levine Academy does allow employees to obtain other employment while remaining employed with the Academy, it shall be understood that under no circumstances should loyalty to Levine Academy and its mission be compromised.
New Employee Orientation
Orientation is a formal welcoming process that is designed to make the new employee feel comfortable, informed about Levine Academy, and prepared for their position. New employee orientation is conducted by the Department of Human Resources and with the employee’s supervisor, and includes an overview of Levine Academy history, an explanation of Levine Academy core values, vision, and mission; and School goals and objectives. In addition, the new employee will be given an overview of benefits and complete any necessary paperwork. Depending on the number of new employees, the Orientation may be either one on one or in a group setting. Employees are presented with all codes, keys, and procedures needed to navigate within the workplace and as authorized by the employee’s direct supervisor. The new employee’s supervisor then introduces the new hire to staff throughout Levine Academy, reviews their job description and scope of position, explains Levine Academy’s evaluation procedures, and helps the new employee get started on specific functions.
Probationary Period for New Employees
The probationary period for regular full-time and regular part-time employees lasts up to 90-days from date of hire. During this time, employees have the opportunity to evaluate our School as a place to work and management has its first opportunity to evaluate the employee. During this introductory period, both the employee and Levine Academy have the right to terminate employment without advance notice. Upon completion of the probationary period, the employee’s supervisor may exercise a 90 -day review; if this step is not exercised, the employee shall continue as a regular employee in good standing, subject to the policies and expectations found in the Employee Handbook or communicated to the employee by his/her supervisor. All employees, regardless of classification or length of service, are expected to meet and maintain School standards for job performance and behavior.
Employee Classifications:
Regular/Non-Exempt (Non-Teacher) Staff Employees
The core Levine Academy office hours are 8:00 a.m. to 4:00 p.m., Monday through Friday.
The timing of lunch breaks is subject to approval by the Head of School to assure proper office coverage.
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Individual work schedules may be established with the Head of School or others to whom the Head of School has delegated such a responsibility, in consideration of the needs of Levine Academy. Work schedules may be affected by particular projects, part-time employment assignments, and exempt status. Any variations in a non- exempt employee’s work schedule from the core office hours, including any additional hours, is subject to approval in writing by the Head of School or by the employee’s direct supervisor. The non-exempt employee regular work schedule is limited to 8 paid hours per day, plus an unpaid hour for lunch and a 15-minute break during each half day of work. In addition, overtime work (more than 40 hours in a week) must be authorized in writing by the employee’s immediate supervisor. An overtime rate is paid for overtime work as dictated by law.
Administrators and Other Exempt Employees
Exempt employees work a schedule which may fluctuate depending on the nature of the work and the demands of particular projects. Exempt employees are not paid on an hourly basis, but it is presumed that full-time exempt employees work an average of at least 40 hours per week (or more as specified by individual contract), excluding lunch breaks, and part-time employees work an average of at least the prorate portion of their assignment (i.e., a half-time exempt employee would average at least 20 hours per week). Exempt employees do not receive overtime pay. Although exempt employees are not paid by the hour, particular assignments may require regular attendance during specific hours.
Teachers
Teachers are expected to work time as needed to fulfill their responsibilities to students, parents and the responsibilities as outlined in their contract, job description and in this Employee Manual which may require them to work beyond the calendar work year and work day. Full-time K8 teachers are expected to be on campus a minimum of 8 hours and 40 minutes per school day, including a 40-minute duty-free lunch period when possible, regardless of the actual classroom schedule. Full-time pre-school teachers are expected to be on campus for the entire day’s pre -school schedule, as published. Teachers who leave the building during their lunch period must notify the receptionist at departure and upon their return. Teachers are assigned specific schedules for teaching and supervision but are expected to be available, as part of their contract, for pre and/or after school meetings and assignments, including, but not limited to, parent-teacher meetings, program assignments, supervisory assignments such as lunch- time duties, and school programs in which their students participate.
Arrival and dismissal duties are shared by faculty and are not included as a period of supervisory responsibility.
Full-time K8 teachers will be given, when possible, two preparation periods daily, one of which may be assigned for meetings.
Part-time teachers are expected to follow the same standards and be in school and available for duty assignment and/or meetings for the hours they are required to be on campus. For example, if a part- time teacher is paid on an 80% basis, teaching responsibilities and time on campus are pro-rated on an 80% basis.
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All teachers in all classifications, including pre-school teachers, limited term and substitutes, regardless of being full-time or part-time, are expected to 1) be on campus and available for teacher responsibilities a minimum of 20 minutes before their first scheduled duty or class and remain on campus and available a minimum of 20 minutes after their last scheduled duty or class and 2) participate in all school sponsored professional development/in-service workdays and programs applicable to their teaching assignments
Personnel Files
Employee personnel files include the following: job application, job description, résumé, records of participation in training events, salary history, benefit enrollment forms, records of disciplinary action and documents related to employee performance reviews, coaching, and mentoring. All medical information, including medical reports, notes, etc. are kept separately as per federal law. Personnel files are the property of Levine Academy, and access to the information is restricted. Management personnel of Levine Academy who have a legitimate reason to review the file are allowed to do so. Employees who wish to review their own file should contact their supervisor or Human Resources. With reasonable advance notice, the employee may review his/her personnel file in the School’s office and in the presence of their supervisor or Human Resources.
Personnel Data Changes
It is the responsibility of each employee to promptly notify their supervisor and Levine Academy's Human Resources Department of any changes in personnel data such as:
Mailing address
Telephone numbers
o
o Name and number of dependents, and o Individuals to be contacted in the event of an emergency. o An employee’s personnel data should be accurate and current at all times.
Employee Performance Review and Planning Sessions
Supervisors will conduct performance reviews and planning sessions with all regular full-time and regular part-time employees annually. Supervisors may conduct informal performance reviews and planning sessions more often if they choose. Performance reviews and planning sessions are for the supervisor and the employee to discuss his/her current job tasks, encourage and recognize attributes, and discuss positive, purposeful approaches for meeting work-related goals. Together, employee and supervisor discuss ways in which the employee can accomplish goals or learn new skills. The planning sessions allow for the employee and his/her supervisor to make and agree on new goals, skills, and areas for improvement.
Levine Academy reserves the right to enact hiring and wage increase freezes as budget constraints require.
Wage and salary increases are not tied to annual reviews; rather, increases are proposed during the yearly contracting period and are dependent on the school’s financi al circumstances.
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Outside Employment
Employees may hold outside jobs in non-related businesses or professions if:
o The work will not interfere with your responsibilities as a system employee or interfere with the independence of your judgment in the exercise of official duties. o The outside employment is not in conflict with the interests of the school. o Your outside employment does not violate the provisions of your employee contract. o As long as the employee meets the performance standards of their job description with Levine Academy.
Unless an alternative work schedule has been approved by Levine Academy, employees will be subject to Levine Academy’s scheduling demands, regardless of any existing outside work assignments.
Tutoring students from your class or from the grade levels you teach will not be accepted as outside employment.
Any tutoring arrangement, made by a teacher, an administrator, or a staff member, is always subject to approval by the Head of School, and the Head of School may disallow and request cessation of any tutoring arrangement with a Levine Academy student that is deemed to be, in the judgment of the Head of School, in conflict with the school’s mission, or may compromise the employee’s/tutor’s ability to exercise his/her responsib ilities, or may in any way jeopardize the school’s aim to establish professional, unbiased, fair, and appropriate employee-student relationships that in no way will veer or detract from delivering on the instructional and educational benefits that Levine provides to all of its students.
Levine Academy’s office space, equipment, and materials are not to be used for outside employment. Duty of Loyalty and non-compete clauses are to be adhered to when accepting an outside position.
Employment Termination
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated.
Resignation – voluntary employment termination initiated by an employee.
Termination – involuntary employment termination initiated by Levine Academy.
Layoff – involuntary employment termination initiated by Levine Academy for non-disciplinary reasons.
When a non-exempt employee intends to terminate his/her employment with Levine Academy, he/she shall give Levine Academy at least two (2) weeks written notice. Exempt employees shall give at least four (4) weeks written notice. Since employment with Levine Academy is based on mutual consent, both the employee and Levine Employee’s benefits w ill be affected by employment termination in the following manner. All vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee’s expense (See Section 6, Benefits and Services) if the employee elects to do so. The employee will be notified of the benefits that may be continued and of the terms, conditions, and limitations. Levine Academy, as a religious organization, has been granted exemption from the Texas Workforce Commissions unemployment program. All requests for unemployment benefits will be denied by the Texas Workforce Commission.
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List of Actions and Conduct that may be Grounds for Immediate Termination
Theft or inappropriate removal or possession of property; Falsification of timekeeping records; Working under the influence of alcohol or illegal drugs; Possession, distribution, solicitation, sale, transfer, or use of alcohol or illegal drugs in the workplace:
o Fighting or threatening violence in the workplace; o Boisterous or disruptive activity in the workplace; o Negligence or improper conduct leading to damage of School-owned or customer-owned property; o Insubordination or other disrespectful conduct; o Violation of safety or health rules; o Smoking in the workplace including e-cigarettes; o Sexual or other unlawful or unwelcomed harassment (See Section 4.3, Harassment, Including Sexual Harassment); o Unauthorized use of telephones, or other School-owned equipment.
Using School equipment for purposes other than business (i.e. playing games on computers or personal Internet usage); unauthorized disclosure of business “secrets” or confidential information; Violation of personnel policies; and unsatisfactory performance or conduct.
Health-Related Issues
An employee who becomes aware of any health-related issue, including pregnancy, should notify their supervisor and Human Resources of one’s health status. This policy has been instituted strictly to protect the employee. Prior to returning to work following a long-term absence that is health-related, a written “permission to work” from the employee’s doctor is required before the employee may resume work. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description.
A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their supervisor and Human Resources.
Building Security
All employees who are issued keys to the office are responsible for their safekeeping. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, the alarm system is armed, thermostats are set on appropriate evening and/or weekend setting, and all appliances and lights are turned off with exception of the lights normally left on for security purposes. Employees are not allowed on School property after hours without prior authorization from the Head of School. Employees found to be sharing keys, alarm codes or badges are subject to disciplinary procedures up to and including possible termination. Should an employee have need for a key, alarm code or badge the employee should contact Human Resources immediately.
Insurance on Personal Effects
All employees should be sure that their own personal insurance policies cover the loss of anything occasionally left at the office. Levine Academy assumes no risk for any loss or damage to personal property whether in the building or in the parking lot. Employees should be diligent in securing any personal property and ensuring they remained in locked areas at all times.
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Texas Law Regarding Child Abuse and Neglect
Child abuse and neglect are against the law in Texas, and so is the failure to report it. Abuse is defined as mental, emotional, physical, or sexual injury to a child or failure to prevent such injury to a child.
Anyone who suspects a child has been abused or mistreated is required to report it to the Texas Department of Family Services (TDFS) or to a law enforcement agency as soon as possible, but no later than 48 hours before bruises and marks start to fade. The report can be made using the Abuse and Neglect Hotline (1- 800-252-5400). Your report to TDFS is confidential and not subject to public release under the Open Records Act. The law provides immunity from civil or criminal liability for innocent persons who report even unfounded suspicions, as long as the report is made in good faith. Your identity is kept confidential.
Any employee suspecting child abuse or neglect is expected to use the following procedure:
Any information about the relationship between the child and the suspected abuser.
1. Do not confront the suspected abuser or molester 2. Report the details to your supervisor immediately, including notes of the following: a. All incidents and observations, including dates and times; b. Any information about the relationship between the child and the suspected abuser c. Pertinent information that TDFS will need for its investigation: i. Name, age, and address of the child ii. Current injuries, medical problems, or behavioral problems iii. Parents’ names and names of siblings at home 3. The supervisor will then notify the Head of School of the report. Human Resources should be consulted should the claim involve any employee of Ann & Nate Levine Academy. 4. Maintain confidentiality. Information about the suspected child abuse is only to be given out or discussed on a “need to know” basis and is not to be shared with fellow employees, parents, students, or anyone outside the school other than law enforcement. 5. Make report to TDFS or local law enforcement and let them investigate. This will normally be done by the Head of School or his/her designee.
Procedure for Handling Employee Complaints
Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their immediate supervisor. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and supervisor do not solve the problem, Levine Academy encourages employees to contact Human Resources.
Whistleblower and Retaliation Policy
A whistleblower as defined by this policy is an employee of Ann and Nate Levine Academy who reports an activity that he or she considers to be illegal or dishonest to one or more of the parties specified in this policy. The whistleblower is not responsible for investigating the activity or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities. Examples of illegal or dishonest activities are violations of federal, state or local laws; billing for services not performed; and other fraudulent financial reporting. If an employee has knowledge of or a concern of illegal or dishonest fraudulent activity, the employee is to contact his or her supervisor, Human Resources, the Controller, the Head of School or Board President. The employee must exercise sound judgment to avoid baseless allegations. An employee
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who intentionally files a false report of wrongdoing will be subject to corrective action up to and including discharge.
Whistleblower protections are provided in two important areas -- confidentiality and against retaliation. Insofar as possible, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law and to provide accused individuals their legal rights of defense. The school will not retaliate against a whistleblower. This includes, but is not limited to, protection from retaliation in the form of an adverse employment action such as discharge, compensation decreases, or poor work assignments and threats of physical harm. Any whistleblower who believes he or she is being retaliated against must contact Human Resources, the Controller or Head of School immediately. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated.
Employees with any questions regarding this policy should contact Human Resources.
Workplace Solicitation Policy
All employees will be solicited occasionally for fundraising campaigns during the school year. Participation in fundraisers is encouraged but will in no way impact employment reviews or ongoing employment with Ann and Nate Levine Academy.
Literary Property
Materials prepared by educational staff members on assignment or incidental to it and published or released by Ann and Nate Levine Academy are the property of Levine Academy. Individuals engaged by Levine Academy to prepare texts or instructional materials have no property rights to the work product unless a written agreement with Levine Academy, signed by the Head of School, explicitly provides for such rights. The copyright to literary or educational material prepared by an educational staff member may be retained by the employee only if the material was conceived and produced by the employee (or at the employee’s direction) outside of the employee’s duties, scope, and hours of employment.
SECTION 3 DAILY OPERATIONAL POLICIES & PROCEDURES
Supplies; Expenditures; Obligating Levine Academy
Only authorized persons may purchase supplies in the name of Levine Academy. No employee whose regular duties do not include purchasing shall incur any expense on behalf of Levine Academy or bind Levine Academy by any promise or representation without written approval.
Expense Reimbursement
Expenses incurred by an employee must have prior approval by a supervisor. Levine Academy is a non- profit organization and does not pay sales tax nor can it reimburse for sales tax. Most vendors will require a sales tax exemption certificate which is available in the accounting office. All reimbursement requests will be delivered to the Financial Department and accompany both the approved form for reimbursement as well as any applicable receipts. The Financial Department will reimburse based on
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their approved time frame, the employee should communicate with that department as to the expected reimbursement period. Reimbursements are not to be included in an employee’s paycheck.
Parking
Employees are prohibited from parking their cars in the first two parking rows, unless permission is granted from the Head of School for a specified reason. Levine Academy Security Officer(s) may approach the employee to request they move their car, the Officer may turn the employee’s car information in to Human Resources or, in repeat offender cases, the Officer may, with the knowledge and consent of Human Resources, have the car towed off the property.
Visitors
To better protect the safety and security of employees and students as well as Levine Academy property and facilities, only authorized visitors are allowed on school property. Restricting unauthorized visitors helps to maintain safety standards, safeguard employee and student welfare, protect equipment and confidential information against theft, and reduce potential distractions and disturbances.
For safety and security reasons, the school discourages employees’ family and friends from vi siting. If an employee has a visitor, he or she will be asked to meet that person at the school reception desk.
All visitors should enter Levine Academy and report to the Greeter’s desk in the Main Entrance. Once authorized, visitors will receive directions or be escorted to their destination. Employees who have outside visitors are responsible for their conduct and must take steps to ensure their safety. All visitors must sign in and sign out in order to maintain an accurate listing of who is located on premises at all times, in the event of an emergency. If employees see an unauthorized person on school premises, they should notify their supervisor or Human Resources immediately or direct the individual to the reception area. All guests are required to wear a Visitor’s tag while on campus.
Immigration Law Compliance
Levine Academy employs only United States citizens and those non-U.S. citizens authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986. Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form. Under no circumstances will a contract be valid should the proper documents of Employment Eligibility not be available. It is against law to create, accept or enter into any agreement with which an applicant is allowed to work prior to producing the proper documents. All agreements must be reviewed by Human Resources prior to being valid.
Hiring of Relatives
Selection, assignment and appraisal of every employee should be as objective as possible. Where relatives are involved, it is difficult to appear objective, even under the most desirable situations. Therefore, Levine Academy will only hire relatives of current employees if the new employee works in a different department than the current employee. The school will not hire, promote or transfer a relative into a supervisor/subordinate relationship under any circumstances. For the purposes of this policy, "relative" means spouse, parent, and child.
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Relatives considered for employment with the school must meet all job qualifications, and additionally, such hiring requires the prior approval of the Head of School. The Head of School reserves the right to accept relative assignments on a temporary or seasonal basis.
External Communications
The Head of School is the official spokesperson for Levine Academy. Employees who receive a request from the news media for information (whether written or oral) or for an interview relating to the school or its business, should directly refer the inquiry to the Head of School or the designated administrator. Any appearance on behalf of Levine Academy or public comments about the school by others requires the advance approval of the Head of School.
Solicitation and Distribution
Levine Academy wants every employee to work in an environment free from unnecessary and inappropriate distractions. Solicitation by an employee of another employee is prohibited during the working time of either person. Working time is defined as time when an employee’s duties require that he/she be engaged in work tasks. Employees are prohibited from selling merchandise, requesting financial contributions, distributing any pamphlets or literature not related to your job, or any other type of solicitation or distribution not related to your job, without prior approval from the Head of School. This includes the unauthorized posting of bulletins, notices or advertisements on school bulletin boards, or on any other school means.
Conflict of Interest
An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of business dealings with Levine Academy. For the purposes of this policy, we define a relative as any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage. There is no "presumption of guilt" created by the mere existence of a relationship with outside firms. However, if you have any influence on transactions involving purchases, contracts, or leases, it is imperative that you disclose this fact to the Head of School as soon as possible. By alerting us to the existence of any actual or even a potential conflict of interest, we can establish safeguards to protect all parties. The potential for personal gain is not limited to situations where an employee or relative has a significant ownership in a firm with which Levine Academy does business. Personal gains can also result from situations where an employee or relative receives a kickback, bribe, substantial gift, or special consideration as a result of a transaction or business dealings involving Levine Academy.
Attendance / Punctuality
Levine Academy expects that every employee will be regular and punctual in attendance. This means being in the office, ready to work, at their starting time each day. Absenteeism and tardiness places a burden on other employees and on the school. If you are unable to report for work for any reason, you must notify your supervisor as soon as possible. You are responsible for speaking directly with your supervisor about your absence. It is not acceptable to leave a message on a supervisor’s voice mail or to send an email, except in extreme emergencies. In the case of leaving a voice-mail message, a follow-up call must be made later that day. Levine Academy phone number is 972-248-3032. Upon return to work fill out an absence report which must be submitted and approved by your supervisor or you will be docked for the absence regardless of any available sick time, personal time or vacation that you have available.
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All faculty at Levine Academy must arrange for a substitute teacher when they are absent from school. Only approved substitute teachers may be used. A list of approved substitute teachers is available from the Department’s assistants.
Should undue tardiness become apparent, disciplinary action may be required.
Absence Without Notice
When you are unable to work due to illness or an accident, please notify your supervisor. This will allow the school to arrange for temporary coverage of your duties, and helps other employees to continue work in your absence. Upon return to work, an Employee Absence Report must be submitted and signed by your supervisor or you will be docked for the absence regardless of any available sick time, personal time or vacation that you have available. If you do not report for work and the school is not notified of your status, it will be assumed after two consecutive days of absence that you have resigned, and you will be removed from the payroll.
If you become ill, while at work or must leave the office for some other reason before the end of the workday, be sure to inform your supervisor of the situation and check out with the greeter.
Harassment, Including Sexual Harassment
Sexual harassment training is not required under federal law. However, many states have enacted legislation specifically requiring sexual harassment training. Even if not required in a state in which you operate, the Supreme Court's landmark decisions in the 1998 Faragher and Ellerth sexual harassment cases, subsequent court decisions and EEOC Guidelines make it clear that sexual harassment training is essential. To raise a defense or avoid punitive damages in sexual harassment lawsuits, employers need to show that they have provided periodic sexual harassment training to all employees. Supervisors must immediately report to Human Resources any complaint received from an employee who is alleging harassment or who is reporting a fellow employee’s harassment. Likewise, any employee who believes he/she has been the object of harassment may report the matter directly to Human Resources. The following sections — Community Expectation; Community Standard; Reporting Incidents; plus definitions in the area of misconduct and discrimination — are included as well in our All School Handbook. Any misconduct outlined below, and the consequences of such behavior, apply to both employee and student at Levine Academy.
Community Expectation: A Positive Learning Environment
Levine Academy encourages a positive learning environment and the fulfillment of the school’s mission. Employees have the right to work in an environment that is supportive and safe, and students have the right to develop academically, spiritually and socially in a safe environment. The Ethical Covenant [found on pp. 8-9 of this All School Handbook] ensures each child enjoys the daily experiences provided by the Levine Academy community. Our aim is for employees and students to exemplify good citizenship on campus and while away from school. Regarding students, Levine’s instructional approach, which can include elements from both Conscious Discipline and Responsibility-Cent ered Discipline, seeks to develop each student’s conduct and citizenship. If necessary, for students, the school’s intervention may include verbal warnings, parent notification, loss of privileges, the assignment of academic or counseling obligation, and/or a
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