Table of Contents

Page

Socrates Academy Board Powers and Responsibilities 4

Board - Principal Relationship 6

Board Communications with Staff 7

Confidentiality 8

Computer & Information Usage Agreement 10

Vendor Data Security 12

Nondiscrimination Policy 14

Civil Rights Policy . 15

Policy on Sexual Harassment 16

Grievances 18

Staff Ethics/conflict of Interest 23

Personnel Policies 24

Organizational Chart 25

Staff Conduct . 26

Staff Participation in Political Activities 27

Posting and Advertising of Professional Vacancies 28

Staff Welfare/Protection 29

Staff Personal Security and Safety 30

Personnel and Medical Records 32

Academy Volunteers 34

Authorized Use of Academy –Owned Materials and Equipment 35

Professional Staff 36

Substitute Teacher Employment 37

Orientation/Training 38

Contracts 39

Staff Development 40

Length of Instructional Staff Work Day 42

Support Staff Workload 43

Support Staff Schedules and Calendars 45

Non-Academy Employment of Professional Staff 46

Professional Staff Termination of Employment 48

Instructional Staff Extra Duty 49

Payroll Procedures/Schedules 51

Employee Benefits 52

Professional Staff Recruiting 53

Professional Staff Absences and Leaves 54

SOCRATES ACADEMY BOARD POWERS AND RESPONSIBILITIES

The Board of Directors is a representative body to provide for and oversee the operation of the school as mandated by state law. In carrying out this function, the Board recognizes the following general responsibilities as paramount:

Formulating and interpreting policies;

1. Delegating administrative duties;

2. Making decisions on educational and budget matters;

3. Making a continuous appraisal of the educational and administrative

process; and

4. Administering funds for education judiciously.

The Socrates Academy Board of Directors will develop policies and put them in writing so that they may serve as guidelines for its operations and for the successful and efficient functioning of the Academy.

The Board will reserve to itself the function of providing guidelines for the discretionary action of those to whom it delegates authority. These guidelines for discretionary action constitutes the policies governing the operation of the school.

The formulation and adoption of these written policies as promulgated by this Personnel Policy and Procedures Manual will constitute the basic method by which the Board of Directors will exercise its leadership in the operation of the school. The formal adoption of policies are recorded in the minutes of the Board of Directors of Socrates Academy. Only those written statements so adopted and so recorded are regarded as official Board policy.

GENERAL RESPONSIBILITIES

Policymaking

The Board is responsible for the development of policy and for the employment of a principal who will carry out its policy through the development and implementation of regulations.

Educational Planning and Appraisal

The Board is responsible for acquiring reliable information from responsible sources that will enable it to make the best possible decisions about the scope and nature of the educational program. The Board is responsible for requiring appraisal of the results of the educational program.

Staffing and Appraisal

The Board is responsible for employing an administrator necessary for carrying out the instructional program and establish salaries and salary schedules, and other terms and conditions of employment, as well as for personnel policies in application. The Board is responsible for appraising the effectiveness of its administrator by providing for their regular evaluation.

Financial Resources

The Board is responsible for adopting a budget that will provide the financial base for staff, buildings, materials, and equipment which will enable the school to carry out the educational program. The Board is responsible for exercising control over the finances of the school to ensure proper use of, and accounting for, all school funds.

School Facilities

The Board is responsible for determining school housing needs, for communicating these needs to the community, for purchasing sites, and approving building plans that will support and enhance the educational program.

Communication with Public

The Board is responsible for providing adequate and direct means for keeping the local citizenry informed about the school and for keeping itself informed about the wishes of the public.

Judicial

The Board is responsible for acting as a court of appeal for staff members, students, and the public when issues involve Board policy and its fair implementation.

The Board may exercise the above powers and duties only when convened in a legally constituted meeting.

BOARD-PRINCIPAL RELATIONSHIP

The Board believes that the execution of its policies should be the function of the Principal and staff. Delegation by the Board of its executive powers to the principal provides freedom for the principal to manage the school within the Board’s policies and frees the Board to devote its time to policymaking, fundraising, and appraisal functions.

The Board holds the principal responsible for the administration of its policies, the execution of Board decisions, the operation of the internal machinery designed to serve the school program, and for keeping the Board informed about school operations and problems.

The Board will strive to procure, when a vacancy exists, the best professional leader available for the head administrative post. Then, the Board, as a whole and individual members, will:

· Give the Principal full administrative authority for properly discharging his or her professional duties, holding him or her responsible for acceptable results.

· Act in matters of employment or dismissal of school personnel after receiving the recommendations of the Principal.

· Hold all meetings of the Board in the presence of the Principal.

· Refer all complaints to the Principal for appropriate investigation and action.

· Strive to provide adequate safeguards around the Principal and other staff members so that they can discharge their educational functions on a thoroughly professional basis.

· Present personal criticisms of any employee directly to the Principal.

In delegating authority to the Principal to put into practice and operation of these policies, the Board recognizes that sound relationships are based upon mutual trust and confidence and therefore teamwork is essential among the Board, the Principal and staff.

BOARD COMMUNICATIONS WITH STAFF

The success of the school requires effective communication between the Board and the school staff.

The main goal of both the Board and the staff is to provide the best possible educational opportunities for the students. To achieve this end, good Board-Staff relationships must be maintained in a climate of mutual trust and respect. At the same time, the Board, in exercising its public trust to provide thorough and efficient public education, cannot dissipate or transfer its responsibilities.

In accordance with good personnel practice, staff participation in the development of educational and personnel policies is encouraged and facilitated. The Principal, as professional leader of the staff and the chief administrator, will establish the avenues for Board-staff communication.

All communications or reports to the Board from staff members and staff organizations will be submitted to the Board through the Principal. However, this will be not construed as denying the right of any staff member to appeal any action or decision of the Principal to the Board provided that the Principal will have been notified of the forthcoming appeal and that it is processed in accordance with the Boards policy on complaints and grievances.

Visit to Schools

Individual Board members interested in visiting school or classroom will make arrangements for visitations through the Principal of the school. Such visits will be regarding as informal expressions of interest in school affairs and not as inspections or visits for supervisory or administrative purposes. Official visits by Board members will be carried out only under Board authorization and with the full knowledge of the Principal and other staff.

Social Interaction

Staff and Board members are a keen interest in the school and in education generally, and it is expected that when they meet at social affairs and other functions, they will informally discuss such matters as educational trends, issues, and innovations and general school problems. However, staff members are reminded that individual Board members have no special authority except when they are convened at a legal meeting of the Board or vested with special authority by Board action. Therefore, discussions by either party of personalities or personnel grievances will be considered as evidence of unethical conduct.

ADVANCE \d4

SOCRATES ACADEMY

ADVANCE \d4ACCESS AND CONFIDENTIALITY AGREEMENT

ADVANCE \d4(Employee/Volunteer/Teacher)

ADVANCE \d4As an employee/volunteer/teacher with privileges at Socrates Academy, you may have access to what this agreement refers to as "confidential information." The purpose of this agreement is to help you understand your duty regarding confidential information.

ADVANCE \d4Confidential information includes employee/volunteer/ student/family information, financial information, other information relating to Socrates Academy and information proprietary to other companies or persons. You may learn of or have access to some or all of this confidential information through a computer system or through your employment activities.

ADVANCE \d4Confidential information is valuable and sensitive and is protected by law and by strict Socrates Academy policies. The intent of these laws and policies is to assure that confidential information will remain confidential - that is, that it will be used only as necessary to accomplish the organization's mission. As an employee/volunteer/teacher, you are required to conduct yourself in strict conformance to applicable laws and Socrates Academy policies governing confidential information. Your Principal obligations and duties in this area are explained below. You are required to read and to abide by these duties. The violation of any of these duties will subject you to disciplinary action, which might include, but is not limited to, termination of employment and to legal liability.

ADVANCE \d4As an employee/volunteer/teacher, you understand that you will have access to confidential information which may include, but is not limited to, information relating to:

Students/family (such as records, conversations, health/medical information, student/family financial information, etc),

· Employees/volunteer/students (such as salaries, employment records, disciplinary actions, etc.),

· Socrates Academy information (such as financial and statistical records, strategic plans, internal reports, memos, contracts, peer review information, communications, proprietary computer programs, source codes, proprietary technology, etc.) and

· Third party information (such as computer programs, client and vendor proprietary information, source codes, proprietary technology, etc.).

Accordingly, as a condition of and in consideration of your access to confidential information, you promise that:

ADVANCE \d41. You will use confidential information only as needed to perform your legitimate duties as an employee/volunteer/teacher affiliated with Socrates Academy. This means, among other things, that:

ADVANCE \d4A. You will only access confidential information for which you have a need to know; and

ADVANCE \d4B. You will not in any way divulge, copy, release, sell, loan, review, alter or destroy any confidential information except as properly authorized within the scope of your professional activities affiliated with Socrates Academy; and

ADVANCE \d4C. You will not misuse confidential information or carelessly care for confidential information.

ADVANCE \d42. You will safeguard and will not disclose access codes or any other authorization you have that allows you to access confidential information.

ADVANCE \d43. You accept responsibility for all activities undertaken using your access code and other authorization.

ADVANCE \d44. You will report activities by any individual or entity that you suspect may compromise the confidentiality of confidential information, Reports made in good faith about suspect activities will be held in confidence to the extent permitted by law, including the name of the individual reporting the activities.

ADVANCE \d45. You understand that your obligations under this Agreement will continue after termination of your employment. You understand that your privileges hereunder are subject to periodic review, revision and if appropriate, renewal.

ADVANCE \d46. You understand that you have no right or ownership interest in any confidential information referred to in this Agreement. Socrates Academy may at any time revoke your access code, other authorization, or access to confidential information. At all times during your employment, you will safeguard and retain the confidentiality of all confidential information.

ADVANCE \d47. You will be responsible for your misuse or wrongful disclosure of confidential information and for your failure to safeguard confidential information. You understand that your failure to comply with this Agreement may also result in your loss of employment at Socrates Academy.

ADVANCE \d4_______________________________________________ ____________________ Employee/Volunteer/Teacher Signature and Date

Printed Name: ________________________________________________________

ADVANCE \d4

SOCRATES ACADEMY

COMPUTER AND INFORMATION USAGE AGREEMENT

(Employee/Volunteer/Teacher)

ADVANCE \d4Security and confidentiality is a matter of concern for all persons who have access to Socrates Academy information systems. Each person accessing Socrates Academy data and resources holds a position of trust relative to this information and must recognize the responsibilities entrusted in preserving the security and confidentiality of this information. Therefore, all persons who are authorized to access data and resources, both through Socrates Academy’s information systems and through local area networks and databases, must read and comply with Socrates Academy policy.

ADVANCE \d4Use of a computer network that is shared by many users imposes many obligations. In particular, data, software and computer capacity have value and must be treated accordingly.

ADVANCE \d4The following specific principles of computer and network systems are applicable to all of Socrates Academy students, faculty, staff and employees regardless of their classification.

As an employee/volunteer/teacher, you will:

ADVANCE \d4 Respect the privacy and rules governing the use of any information accessible through the computer system or network and only utilize information necessary for performance of your job.

ADVANCE \d4 Respect the ownership of proprietary software. For example, do not make unauthorized copies of such software for your own use, even when the software is not physically protected against copying.

ADVANCE \d4 Respect the finite capability of the systems, and limit your own use so as not to interfere unreasonably with the activity of other users.

ADVANCE \d4 Respect the procedures established to manage the use of the system.

ADVANCE \d4 Prevent unauthorized use of any information in files maintained, stored or processed by Socrates Academy.

ADVANCE \d4 Not seek personal benefit or permit others to benefit personally by any confidential information or use of equipment available through your work assignment.

ADVANCE \d4 Not operate any non-licensed software on any computer provided by Socrates Academy.

ADVANCE \d4 Not exhibit or divulge the contents of any record or report except to fulfill a work assignment and in accordance with Socrates Academy policy.

ADVANCE \d4 Not knowingly include or cause to be included in any record or report, a false, inaccurate, or misleading entry.

ADVANCE \d4 Not remove any record (or copy) or report from the office where it is kept except in the performance of your duties.

ADVANCE \d4 Report any violation of this code.

ADVANCE \d4 Understand that the information accessed through all Socrates Academy information systems contains sensitive and confidential student/family, health/medical, financial and Socrates Academy employee information which should only be disclosed to those authorized to receive it.

ADVANCE \d4 Not release your authentication code or password to anyone else, or allow anyone else to access or alter information under your identity.

ADVANCE \d4 Not utilize anyone else's authentication code or password in order to access any Socrates Academy system.

ADVANCE \d4 Respect the confidentiality of any reports printed from any information system containing student/family, health/medical, financial, SOCRATES ACADEMY employee information and handle, store and disposal of these reports appropriately.

ADVANCE \d4 Not divulge any information which identifies a student.

ADVANCE \d4 Understand that all access to the system will be monitored.

ADVANCE \d4 Understand that your obligations under this Agreement will continue after termination of your employment. You understand that your privileges hereunder are subject to periodic review, revision, and if appropriate, renewal.

ADVANCE \d4Those who cannot accept these standards of behavior may be denied access to the relevant computer systems and networks. Violators also may be subject to penalties, including disciplinary action, under policies of Socrates Academy and under laws of the State of North Carolina or the United States of America to the extent applicable. By signing this, you agree that you have read, understand and will comply with the Agreement.

ADVANCE \d4

Signature/Date: _________________________________________________

ADVANCE \d4Printed Name:__________________________________________________

ADVANCE \d4

SOCRATES ACADEMY

ADVANCE \d4VENDOR DATA SECURITY AND CONFIDENTIALITY AGREEMENT

ADVANCE \d4

Socrates Academy has certain information contained within its computer databases or information system. This information includes, but is not limited to, Socrates Academy’s students, employee demographics, family information, student/family, health/medical information and Socrates Academy financial information.

ADVANCE \d4Should the undersigned individual, corporation, partnership or organization (herein referred to as Prospective User) desire access to such information either in an electronic or hard-copy format, and; this access is requested in connection with the provision of systems development, financial management agreements with Socrates Academy or maintenance of Socrates Academy’s Technology and Information System; Socrates Academy is willing to permit Prospective User access to such information, subject to the following conditions;

ADVANCE \d4Prospective User hereby acknowledges that all information accessed through Socrates Academy’s Information System is confidential and the property of Socrates Academy.

ADVANCE \d4Prospective User agrees to access only those specific elements of information in Socrates Academy's Information System for which the Prospective User has obtained prior permission from Socrates Academy to access. In order to obtain such permission, the Prospective User agrees to complete and submit for approval the reasons Prospective User requires access to the system, the specific items of data required to be accessed by Prospective User, and whether or not Prospective User requires the ability to input, edit, download or otherwise collect data in Socrates Academy's Information System.
ADVANCE \d4Prospective User agrees to access and use information obtained from Socrates Academy's Information System only for the purpose(s) for which Prospective User is granted permission to access such information by Socrates Academy. The Prospective User agrees not to share any information with anyone who is not authorized by Socrates Academy to have access to that information, nor disclose any information obtained from Socrates Academy's Information System to any third party, other than employees or agents of the Prospective User, without the prior written permission of Socrates Academy.

ADVANCE \d4Prospective User agrees to require all of its employees and/or agents who will have access to information contained within Socrates Academy's Information System to sign this "Vendor Confidentiality Statement for Access to Socrates Academy Information Systems" prior to access by such employees or agents of the information. Prospective User agrees to retain the original statement for each of its employees or agents who have access to the information throughout the term of this Agreement or for a period of one (1) year following termination of the agency or employment with Prospective User, whichever comes later. Prospective User agrees to forward copies of all confidentiality statements to Socrates Academy within three (3) days after written request by Socrates Academy.
ADVANCE \d4Both parties agree that any breach of the confidentiality obligations of this Agreement may result in irreparable damage to others. Therefore, it is agreed that Socrates Academy shall be entitled to equitable relief, including an injunction enjoining any such breach by any court of competent jurisdiction. Such injunction shall be without prejudice to any other right or remedy to which Socrates Academy may be entitled, including damages. Prospective User hereby agrees to defend, indemnify, and hold Socrates Academy, its officers, agents, and employees harmless from any and all claims, suits, demands, awards and judgements for personal or bodily injury resulting from any disclosure of information by Prospective User or by Prospective User's agents or employees to any third party in violation of the terms of this Agreement. The terms of this paragraph shall survive termination of this Agreement.
ADVANCE \d4This Agreement may be terminated by either party and access to Socrates Academy's Information System discontinued upon five (5) days prior written notice of one party to the other. Prospective User agrees that Socrates Academy may immediately terminate this Agreement and deny Prospective User access to Socrates Academy's Information System without notice whenever Socrates Academy, in its sole opinion, has determined that Prospective User, its agents, or employees has violated any of the provisions of this Agreement. In the event of such termination, Prospective User agrees that Socrates Academy shall not be liable to Prospective User for any damages resulting from Prospective User's inability to access information within Socrates Academy's Information System.
ADVANCE \d4The obligation to maintain the confidentiality of the information survives the termination of this Agreement. Upon termination of this Agreement, all information accessed shall either be returned to Socrates Academy or destroyed.
ADVANCE \d4Prospective User agrees that Socrates Academy does not guarantee to Prospective User the availability or accuracy of any data contained in Socrates Academy's information systems.
ADVANCE \d4If either party becomes legally compelled by law, process, or order of any court or governmental agency to disclose any confidential information, that party shall notify the other so that it may seek a protective order to take other appropriate action.

ADVANCE \d4This access is requested for the sole purpose of __________________________________

ADVANCE \d4_________________________________________________________________________

ADVANCE \d4ACCEPTED BY AUTHORIZED AGENT FOR COMPANY:

ADVANCE \d4Signature /Printed Name _____________________________________________________

Date _____________________________________________________________________

NONDISCRIMINATION/EQUAL OPPORTUNITY

The Board of Directors and the Academy administration are committed to the attainment of equal employment opportunity and nondiscrimination.

Socrates Academy is required by federal and state laws, executive orders, rules and relations not to illegally discriminate on the basis of: race, color, national origin, religion, sex, age, handicapping conditions, or marital status. The school, therefore, commits itself to nondiscrimination in all its educational and employment activities.

Socrates Academy will require all persons, agencies, vendors, contractors and other organizations doing business with or performing services for the Academy to subscribe to all applicable federal and state laws, executive orders, rules and regulations pertaining to contract compliance.

Grievances will be dealt with in accordance with Socrates Academy procedures.

All supervisors and administrators will receive training in this policy, and all related policies. Such training will be conducted no less than every three years. New administrators and supervisors will receive training within ninety days of their first day of work in the new position.

CIVIL RIGHTS

Socrates Academy civil rights procedures are conducted under the provisions of the Department of Education Guidelines as prescribed in Part X, U.S. Department of Education Notice of Investigative Guidance, Racial Incidents and Harassments Against Students at Educational Institutions and Title VI of the Civil Rights Act of 1964.

Racial, Ethnic and Sexual Slurs

The Academy recognizes that regardless of intent, racial ethnic and/or sexual slurs have the capacity of substantially harming both the individuals to whom slurs are addressed and the educational community as a whole.

A racial, ethnic or sexual slur is defined as any derogatory remark, word, phrase, act, picture or gesture referencing or directed at or to any individual or group(s) which is of a racial, ethnic or sexual nature.

Staff may file a formal grievance regarding a racial, ethnic or sexual slur with the Principal in accordance with regulation. The Academy will thoroughly investigate the complaint and will protect the rights of all parties to the complaint. In addition, a student may raise such a complaint with his/her Principal.

Students or staff who, while acting within the scope of their employment, make a racial, ethnic or sexual slur will be subject to appropriate disciplinary action. Supervisors or manager who fail to take prompt action to discipline staff who make a racial, ethnic or sexual slur will be subject to discipline up to and including termination.

SEXUAL DISCRIMINATION AND HARASSMENT

Socrates Academy is opposed to unlawful discrimination against any applicant or employment by virtue of that persons race, color, ancestry, national origin, gender, age, religion, handicap, political affiliation, or status as a veteran and will not condone such misconduct by an employee or volunteer considered to be an agent of the Academy. All Academy employees are public servants and should enjoy a non-hostile, non-intimidating, and non-offensive work environment free from racial or sexual harassment or other forms of unlawful discrimination.

The purpose of this policy is to establish a method by which complaints regarding alleged or suspected unlawful employment discrimination can be made and handled.

Sexual Harassment - It is Socrates Academy’s policy to prohibit employees from making sexually derogatory remarks or verbal or physical advances to coworkers or applicants or to otherwise discriminate with regard to employment because of an employee’s sex. Such misconduct violates Title VII of the federal 1964 Civil Rights Act. Unwelcome sexual advances or physical contact, request for sexual favors, and other verbal or physical conduct of a sexual nature will constitute sexual harassment under any of the following conditions:

· Submissions to such conduct is made either explicitly or implicitly a term or condition of a persons employment

· Submission to or rejection of such conduct by a person is used as a basis for employment decisions affecting such person; or

Such conduct has the purpose or effect of substantially interfering with a persons work performance or creating an intimidating, hostile, or offensive working environment.

Any employee who use his/her employment position to obtain sexual favors or who implies that submission to or rejection of sexual advance will be used as a basis for an employment decision or who otherwise engages in such conduct will be subject to disciplinary measures, including dismissal. Employees or applicants who believe they have been subjected to sexual harassment or any other unlawful employment discrimination because of their sex should immediately report the basis of such belief to the Principal. The complaint should be in writing, stated completely the basis for the complaint, the names of the persons involved, and the dates of any specific incidents. Should the Principal be the complainant or the source of the complaint, or should there be a conflict of interest, the complaints will be made directly to the Board. All complaints will be investigated immediately. Upon completion of the investigation, the Principal will take any corrective action necessary.

· Other Complaints - Complaints of unlawful employment discrimination by virtue of race, color, ancestry, national origin, age, religion, handicap, political affiliation, or status as a veteran should also be immediately reported to the Principal. The complaint should be in writing, stating completely the basis for the complaint, the names of the persons involved, and the dates of any specific incidents. Should the Principal be the complainant or the source of the complaint, or should there be a conflict of interest, the complaint should be made directly to the Board. All complains will be investigated immediately. Upon completion of the investigation, the Principal/Board will take any corrective action necessary.

· Grievance Procedures - Employees may also utilize established Socrates Academy grievance procedures to address concerns about employment discrimination. Employees should follow the grievance procedure outlined in the Socrates Academy Grievance Procedures.

· Civil Actions and Administrative Complaints - Any Academy employee served with formal legal process and a complaint from a federal or state court or civil rights enforcement agency, the federal Equal Employment Opportunity Commission, or the Office of Civil Rights of the federal Department of Education will immediately advise the Academy attorney. The filing of litigation or a complaint with an administrative enforcement agency will suspend any further processing by the Academy of an internal complaint made regarding the same subject matter. Upon receipt of any final order by a court or administrative enforcement agency, an internal complaint pending with the Academy regarding the same subject matter will be dismissed.

GRIEVANCE PROCEDURES

Section One

It is the intent of Socrates Academy to provide an appropriate balanced administrative channel to allow individuals to set forth grievances to and appeal decisions of the Socrates Academy administration while not inviting complaints that could induce protracted elongated procedures to solve grievances. The procedures, as adopted by Socrates Academy are intended to enhance timely fact-finding, hearing and decision making in the event of a grievance or appeal. These procedures will comply with any existing state and local laws in the State of North Carolina which deals with grievances, complaints, disputes, and conflict resolution.

Section Two

Definition

For purposes of these procedures, a grievance is broadly described as:

A formal or informal expression of dissatisfaction about some aspect of the Socrates Academy administrative or academic program as implemented, or, a Socrates Academy action or decision, which is brought to the attention of an entity designated by the Socrates Academy Board of Directors which has some responsibility for that aspect of the program or decision.

A grievance procedure is broadly described as:

A structured mechanism, formal or informal, which enables an individual or entity to express dissatisfaction about some aspect of the Socrates Academy administrative or academic program as implemented, or, a Socrates Academy action or decision which is brought to the attention of an entity designated by the Board of Directors to obtain a fair and impartial assessment and decision regarding the complaint.

An informal process is broadly described as:

A procedure in which internal methods are utilized to provide early-intervention methods by either written or verbal resolutions which are time-saving and useful for building cooperative, congenial and satisfying relationships with consumers, members, grantee, and/or providers.

A formal process is broadly described as:

A procedure which contains written procedures including fact-finding and deliberating procedures and/or the use of outside impartial mediators or litigation.

Section Three

Characteristics of the Grievance Process

The grievance process will include at least the following characteristics and will be amended and revised as needed.

People will know it exists and how to access it.

It will be viewed as fair, responsive and applied consistently and impartially.

People will feel encouraged to use it.

The same people that are involved in the problem are also involved in the solution.

It will attempt to ensure that each grievance is described sufficiently clear and specifically that it can be resolved through the grievance process.

It is decision, solution-oriented.

It includes clear timeframes for each step in the process.

It will not personalize the conflict, rather, it focuses on determining what is right, not who is right.

Appropriate orientation and training will be given to those responsible for implementing the process.

It will offer prompt follow-through as a high priority for implementation.

It will be reviewed periodically by program administrators and consumers of the process and revised if not working.

Section Four

Components of the Grievance Process

The following components will detail the overall components of Socrates Academy’s grievance procedures:

A grievance prevention process designed to prevent or address problems or dissatisfaction which might become grievances

An attempt to resolve the grievance informally

A procedure for filing a formal grievance

A clear procedure with timeframe for fact-finding and responding to the grievance

A procedure through which a grievance can be elevated or appealed to the next highest level for further consideration, and

A final level of consideration and resolution utilizing mediation and/or litigation

Section Five

Dispute Avoidance

Socrates Academy should avoid involvement in disputes to the greatest extent possible. Socrates Academy may, however, conduct proactive procedures to avoid possible complaints and grievances, in collaboration with the Board. Using these procedures, Socrates Academy will develop a written grievance and complaint process, which includes satisfaction surveys, and indicators of satisfaction through the number of complaints registered during a period of time and the resolution thereof. Through its informal procedures, the Board may conduct proactive hearings for grievances which may accrue to public or political embarrassment to Socrates Academy.

Section Six

Process

The following procedures will be applicable for submission of all requests for appeals and Socrates Academy action for complaints and grievances. Socrates Academy’s Board of Directors will determine the members of the Grievance Committee. The grievance must include at least one of the following criteria in order to form the basis of an appeal:

Must be employed/student/volunteer/parent or guardian of enrollee at Socrates Academy

Must demonstrate irregularity in a normally established process

Must demonstrate inconsistency, discrimination, unlawful acts

Must specify the reasons for seeking a resolution

Available supporting documentation regarding an alleged violation or act must be included with submittal.

Requests shall be subject to fact-finding conducted by the appointed grievance committee.

Persons seeking redress stemming from a grievance must submit complaints to Socrates Academy within fifteen (15) days from the date of the event causing a complaint to be registered.

Steps in the Process

In order to diminish undo hardships brought to bear upon all parties, the Principal or his/her designee will receive all complaints from grievants and make the proper referrals to accommodate resolution to such grievances.

External: Grievance Process

All grievances will be received and processed by the Principal or his/her designee in the following manner unless otherwise noted by the grievance committee. In order to facilitate easy access to the grievance procedures, the following actions will be undertaken by the grievant. Grievances may be registered in the following manner:

Telephonic/ Verbal:

Contact staff office

walk-ins

Written:

letter of complaint

*****SPECIFIC NOTE – Please address the use of e-mail in the grievance process. Should levels of grievances be developed?

All grievances must be reduced to writing whether it was initially registered by telephone or verbal. The grievant will subsequently be contacted by staff of Socrates Academy to formalize the grievance which will include documenting the complaint issues and returning the document to the grievant for review and validation. This will be completed within three (3) working days from receipt of initial complaint.

Upon receipt of validation of the grievance, the target personnel will be furnished a copy of the grievance. The target personnel will acknowledge receipt of the complaint; contact the person(s) who will handle the complaint; review the process to be used to resolve the issue; and the time and manner in which resolution will be forthcoming. This process will be completed within five (5) working days.

The Principal or his/her designee will be notified within fifteen (15) working days of the resolution which will bear the signature of both parties indicating that the decision was mutually agreed to.

Internal: Grievance Process

Upon receipt of grievance, the Principal or his/her designee shall review the grievance and determine within ten (10) working days if a basis for investigating exists. If a basis is found, the Principal or his/her designee shall make a determination whether it should conduct informal or formal proceedings to resolve the grievance. The grievant will be notified in writing of the planned schedule for fact-finding, hearing, and decision making.

The Principal or his/her designee or a grievance committee will conduct a review of the pertinent facts. Representatives of the dispute will be consulted, in addition to other persons as deemed appropriate by the Principal or grievance committee. The grievants shall be provided the opportunity to meet with the committee during the fact-finding process. If the grievance is determined to involve the informal process, the Principal will schedule a hearing and notify the grievant. If it is deemed to be formal, the Principal or the grievance committee will conduct its fact-finding procedures and make a recommendation in ten (10) working days.

The grievant will be notified in writing of the decision within five (5) working days of the decision.

The decision of the committee shall be final. Such decision may include:

· complete resolution to the satisfaction of all parties

· agree to engage in mediation process

Section Seven

Mediation

Grievances referred for mediation will be notified of such referral and explain the process of mediation to the disputants.

Mediation is a process to resolve disputes through negotiation and compromise. In mediation, a neutral person or entity facilitate a discussion with the affected parties to reach a mutually agreeable solution to the dispute.

Decision of the mediator is binding.

STAFF ETHICS/CONFLICT OF INTEREST

Employees of Socrates Academy will not engage in any activity that conflicts, or raises a reasonable question of conflict, with their responsibilities in the Academy. More specifically, employees will not:

· Use institutional privileges for private gain.

· Solicit or receive compensation, other than that allowed by law, for performance of his/her duties. This precludes, among other things, acceptance of any gratuities, gifts, or favors that might impair or appear to impair professional judgment; and any personal dealings with any individual or entity with whom he/she, on behalf of the Academy, has any direct or indirect contact for purposes of obtaining from such individual or entity, noncompetitive contacts, services, or materials.

· Knowingly authorize or employ the authority or influence of his/her office to secure authorization of any public contract in which he/she, a member of his/her family, or any of his/her business associates has an interest.

· Offer any favor, service, or thing of value to obtain special advantage.

· Permit commercial exploitation of his/her professional position.

· Engage in selling any of the following merchandise or services for personal profit to students or parents, i.e., instructional supplies and equipment; reference books; educational tours.

· Furnish lists of students or parents to anyone selling such materials or services.

Employees will use time granted for leave, planning and workshops for the purpose for which it is intended.

NEPOTISM

In order that there be no conflict of interest in the supervision and evaluation of employees, at no time may any administrator directly responsible for the supervision and/or evaluation of any employee be directly related to him or her.

PERSONNEL POLICIES

A dynamic and efficient staff dedicated to education is necessary to maintain a constantly improving educational program. To this end, the development of personnel policies is an essential component of the program of public education in the Academy. The philosophy of the Academy and the community generally will be reflected in these policies.

Through its personnel policies, the Academy will establish an environment that will attract and maintain the best-qualified persons whose mission will be to provide the best possible learning opportunities for the students enrolled in the Academy. The long-range goals on which these policies will be based are:

· To recruit, select, and employ the best qualified personnel to staff the Academy

· To provide staff compensation and benefit programs sufficient to attract and retain qualified employees

· To provide an in-service training program for all employees to improve their performance

· To conduct an employee appraisal program that will contribute to the continuous improvement of staff performance

· To assign personnel to ensure that they are used as effectively as possible

· To develop the quality of human relationships necessary to obtain maximum staff performance and a high level of job satisfaction.

Implementation of Socrates Academy’s adopted personnel policies will include channels of communication and procedures for the handling of professional and ethical problems through which all persons affected may express their suggestions, concerns, and opinions.

ORGANIZATIONAL CHART

There must be a clearly defined line of authority and responsibility in an organization. In Socrates Academy, this line of authority extends from the Board of Directors through the Principal, through staff, teachers, to the students. This line of authority, in reverse, is also the line of responsibility from teacher to the Board. Each person in this line always deals with the person next in authority. Authority is delegated in line from the Board to the Principal in that order.

The Principal will develop and maintain an organizational chart for the Academy and shall annually review this organizational chart to delineate administrative positions according to the organization of the Academy. Recommendations for change will be presented to the Board for consideration and approval/denial.

SOCRATES ACADEMY’S administration of its education program is as follows:

STAFF CONDUCT

Socrates Academy reaffirms one of the oldest beliefs in education: One of the best methods of instruction is that of setting a good example.

Socrates Academy expects that the staff of the Academy will strive to set the kind of example for students that will serve them well in their own conduct and behavior that will contribute toward an appropriate Academy atmosphere. To that end, in dress, conduct, and interpersonal relationships, all staff should recognize that they are continuously observed by students and that their actions and demeanor will be reflected in the conduct of the students.

The personal life of an employee will be the concern and warrant the attention of the Principal only as it may directly prevent the employee from effectively performing assigned functions during duty hours, or as it violates local, state, or national law or contractual agreements.

Socrates Academy expects all employees to behave in a proper manner. Behavior considered unacceptable will lead to appropriate disciplinary action.

Following is a list of actions that are considered misconduct while on duty or off Academy premises:

· possessing, using, manufacturing, distribution, or dispensing of any illegal drugs or alcohol while on duty on or off Academy property;

· fighting of deliberately harming another;

· being absent without approval;

· refusing to follow a supervisor’s instructions and directions;

· destroying Academy property intentionally;

· using obscene language which is unsuitable in the Academy setting;

· having any interaction/activity of a sexual nature or intent with a student;

· possessing weapons on Academy property;

· using Academy property without property authorization; and

· behaving in any inappropriate manner to the extent of adversely affecting the employees ability to perform his/her work.

STAFF PARTICIPATION IN POLITICAL ACTIVITIES

Socrates Academy firmly believes in the democratic process and in those principles that are a part of the heritage of our nation. The Academy also believes in the exposure of students to persons of political prominence as a means through which students are made aware of current events in their community, state, nation, and world and the effects of these events upon their individual lives.

The Academy, however, opposes those actions which transform the Academy into arenas for political activity, including the espousing of any political party or of any candidate for public office. It is deemed that such activity can and does create friction within the Academy and thus is disruptive of the educational processes and programs in the Academy.

To this end, the Academy directs that no cards, flyers, pamphlets, brochures, signs, pins, badges, or any other political paraphernalia espousing any political party or candidate be distributed or permitted to be distributed at any time upon Academy property.

Further, no employee will, during his or her employment day, and on Academy property, influence or attempt to influence any pupil, teacher, parent, or their persons for the purpose of espousing any candidate or political party, or use any property of the Academy or any property located on Academy premises for the purpose of e

spousing any candidate or political party. Additionally, no Academy publication will advertise, or accept for advertisement, any materials promoting any political party or any candidate for public office.

Nothing in this policy is to be construed as precluding mock elections, debates, conventions, or other simulated political activities, where the activity is primarily intended as an educational experience. In fulfilling this policy obligation, each Academy employee has an obligation to the public and to the Academy. However, in his or her political activities, an employee will not:

· Misrepresent the Academy, but will take adequate precautions to distinguish between his/her personal and institutional views.

· Interfere with a colleague’s exercise of political and citizenship rights and responsibilities.

· Use institutional privileges, Academy resources, or working time to promote political candidates or partisan political activities.

POSTING AND ADVERTISING OF PROFESSIONAL VACANCIES

Socrates Academy believes it has the obligation to employ the best administrative and supervisory personnel available regardless of race, color, creed, sex, national origin, age or handicap. All of its policies and procedures with respect to employing and assigning personnel will be based on this principle.

Therefore, it is the policy of the Academy to advertise openings in all administrative and supervisory positions. The following will apply:

· When the Academy declares a position open, the Principal will immediately advertise for the position;

· Advertisement will be in the local newspaper, all school ‘s, administrative offices and when appropriate, university placement offices. Copies of the advertisement will be sent to the Board members.

· The opening will be advertised a minimum of two (2) weeks; and

· In case of multiple openings, an applicant interested in more than one position will submit an application for each position to the Principal

No later than May 1 of each school year, the Principal will post a list of the then known teaching vacancies which will exist for the following school year. Teachers who desire to apply for any such vacancy may file a written statement of such desire with the Principal.

When school is in session and a vacancy occurs, the Principal will post a notice of such vacancy. Teachers who desire to apply for such vacancies will submit their applications in writing to the Principal within the time limit specified in the notice.

If a teacher’s request for a vacancy has been denied, they will, upon request, receive an explanation of the reason(s) therefore from the Principal or his designee. If the designee fails to give an explanation of the reason(s) he or she may receive an explanation directly from the Principal.

STAFF WELFARE/PROTECTION

Socrates Academy recognizes that its mission to treat each learner as a unique individual is enhanced by an organizational climate that promotes the personal health and professional development of Academy employees.

The productivity of employees and the climate of the organization are affected by the personal and professional development of the individuals within the Academy.

The Academy will therefore, facilitate, encourage, nurture and promote opportunities to increase the skill level, knowledge, health and personal and professional development of each employee. The Academy recognizes that an employee’s level of physical, mental, emotional, social and occupational functioning affects and is affected by his or her health and performance. Socrates Academy encourages each employee to develop and maintain an attitude of self-care and responsibility for his or her own health and well-being.

First Aid and Adult/Infant CPR Training

In the interest of the health, safety and welfare of our students, employees and clientele, Socrates Academy will see that Academy employees be certified in First Aid and Adult/Infant CPR. This will be accomplished within the limitations of the Academy’s educational objectives, financial capabilities, and contracted agreements.

STAFF PERSONAL SECURITY AND SAFETY

Job-related assault will be defined as any physical assault or battery upon an employee which takes place at any time during an employee’s performance of work-related duties, either on Academy grounds or off.

Self-Protection.

Employees may take reasonable and necessary action to protect themselves from immediate impending assault, but the employee must also use appropriate measure to avoid assault.

Reporting the Assault

The employee will report the assault or see that the assault is reported to his/her supervisor as soon as possible after the event. The supervisor will assist in: (1) seeing that appropriate medical attention is give and/or arranged for; (2) seeing that the assault is reported and/or filed with the appropriate agency; (3) reporting the incident to the Office Manager so the insurance procedures can be initiated. The incident will be reported to the Board by the Principal or a designee.

Attorney Accessibility.

The Academy will arrange a conference with the Academy attorney. The attorney will provide the employee with information and/or direction in regard to: (a) filing the complaint with the proper authority; (b) criminal trial procedure; (c) the availability of civil remedies.

Days Missed as a Result of Assault

Days absent from duty, whether for injury, doctors direction, hospitalization, attorney consultation, or court proceeding directly relating to the assault, will not be charged against any leave days, but the absence (s) must be consistent with workmen’s compensation guidelines.

Limitations:

The Academy reserves the right of approval of the choice of doctors. The doctor must release the employee for return to work. Upon the doctor’s release, the employee must return to work. If the employee chooses to be absent after the doctor’s release and if the absence is or is claimed to be a result of the assault, the absence (s) will be subtracted from the employees accumulated sick leave. The Academy reserves the right to be in consultation with the attending doctor before and/or after the release of the employee.

Medical Expenses as a Result of Assault

The Academy will apply for workmen’s compensation on behalf of the employee. The employee will also be eligible for the Academy’s medical insurance and accidental death and dismemberment if the employee is on the roll for these benefits prior to the assault. The Academy will pay any difference between the medical compensation received from workmen’s compensation/medical insurance and on medical expenses incurred as a direct result of the assault.

Salary of the Employee

The Academy will pay the difference between what workmen’s compensation pays and the employees regular daily salary for as long as the employee is absent from works as a direct result of the assault.

Limitation: The Academy will pay the difference for no longer than one calendar year.

Termination of Assault Benefits.

The benefits described will terminate when: (a) the doctor has released the employee to go back to work; (b) the employee is found to be the aggressor in the incident; or (c) the employee resigns.

Findings of Fault

In the event a court of law finds that the employee was the aggressor in the assault, all payments of benefits will cease and the Academy will have a cause of action against the employee for repayment of benefits.

Any assault on a staff member will be promptly reported to the immediate supervisor who will report to the Principal or his or her other designated representative. In the case of a student assaulting a teacher, the student will be suspended pending a parent, teacher, and Principal conference. The Academy will render all reasonable assistance to the staff member in connection with handling the incident by law enforcement and judicial authorities.

PERSONNEL AND MEDICAL RECORDS

The Academy recognizes that it is necessary to maintain a personnel record keeping system. Information about staff is required for the daily administration of the Academy, for implementing salary and other personnel policies, for budget and financial planning, for responding to appropriate inquires about employees and for meeting state, and federal educational reporting requirements. To these ends, the Academy will implement a comprehensive and efficient system of personnel records maintenance and control.

· A personnel file will be accurately maintained in the administrative office for each present and former employee. These files will contain applications for employment; references; and records relative to compensation, payroll deductions, evaluations, and such other matters as may be considered pertinent to the purpose of this policy as cited above.

· The Principal will have the overall responsibility for maintaining and preserving the confidentiality of the files. The Principal may, however, designate another staff to perform the duties of records management on the understanding that this staff is to be held responsible for granting or denying access to records on the basis of these guidelines.

· All personnel records will be considered confidential and not open to public inspection, and access to files will be limited to authorized Academy officials to use the files for purposes of this policy as cited above. No other persons or agencies may have access to information in a staff members file except when the staff member has given written consent for the release of specific information to a specific person or agency, or when such information is subpoenaed or ordered for release by a court of law.

· Lists of Academy employees names and home addresses will be released only to governmental agencies as required for official reports.

· A staff member may have access to his/her own personnel file at all reasonable times (i.e. during regular office hours.) The right of access includes the right to make written objections to any information contained in the file. Any written objections must be signed by the staff member, and will become part of the staff members file. No information is to be removed from the staff members file without the express consent of the records manager.

· No complaint, commendation, suggestion, or evaluation may be placed in the evaluation file unless it meets the following requirements:

· The comment is signed by the person making the complaint, commendation, suggestion, or evaluation; and

ACADEMY VOLUNTEERS

A volunteer is a person who works on an occasional or regular basis at the Academy or other educational facility to support the efforts of professional personnel. Such an adult volunteer worker will serve in that capacity without compensation or employee benefits of any type, except for Workers Compensation and liability protection as provided by state law. Use of volunteers within the Academy is not to conflict with or replace any regularly authorized personnel allotment.

The purpose of the volunteer program is to:

· Assist employees in providing more individualization and enrichment of instruction.

· Build an understanding of Academy programs among interested citizens, thus stimulating widespread involvement in a total educational process.

· Strengthen Academy /community relations through positive participation.

Volunteers are expected to comply with all rules and regulations set forth by the Academy. Volunteers will be insured for industrial injury/illness and liability under the Academy’s insurance programs. The spirit of donating service to Socrates Academy will in all cases be warmly accepted by the Academy. However, this service must be under the direct control of the administrative staff and the Principal. Volunteers of the Academy are not to be used to perform educational functions that are within the bounds of the trained professional educator, but such services may be performed under the direction of said professional educators.

AUTHORIZED USE OF ACADEMY - OWNED MATERIALS AND EQUIPMENT

Academy property and equipment will not be rented or loaned for use in a location other than on Academy property. Such property may be used on a cooperative basis with other Socrates Academy activities subject to the approval of the Principal. Academy employees are prohibited from using Academy supplies, materials, equipment, tools, machines, and facilities for personal use except as governed by the teachers employment agreement.

The Principal may authorize the borrowing of Academy equipment by local organizations. Such loans of Academy equipment are subject to the following policy:

Academy property loaned will not have a value of more than one thousand dollars ($1000).
No property will be loaned if a disruption is caused in regular educational programs.
Academy property will not be loaned for a period to exceed 72 hours.
All property borrowed from the Academy must be returned to the site specified. Use of Academy equipment must be requested in writing. Borrowing organization will indicate responsibility for payment of damages.
No property will be loaned without the written approval of the Principal.

Use of Computers:

The Principal may authorize the borrowing of personal computers and assorted hardware and software of use by staff members for Academy related purposes. The staff member will be held responsible and liable for damages, theft, or misuse of the borrowed equipment.

PROFESSIONAL STAFF

All staff positions in the Academy will be created initially by the Board.

When a position is initially established by the Board, the Board will approve the broad purpose and function of the job. The Principal will provide a detailed job description for the position.

Among the most important qualifications for employees are professional preparation, professional experience, personality, and general culture. Candidates for teaching positions will possess as a minimum a bachelors degree from an accredited institution and will hold or be qualified for a teaching certificate. Substitute teachers will have a minimum of 60 hours of college credit. Specialized personnel, such as counselor, nurse, psychologist, will possess or be qualified for the appropriate licenses and certificates.

Associate teachers will have at least three years working as an associate teacher, and or an associate degree, and continuing education including required staff development.

After three successful years of teaching, teachers are encouraged to apply for National Boards Certification.

Each staff member will be responsible for meeting the qualifications and performing the duties listed in his or her job description.

SUBSTITUTE TEACHER EMPLOYMENT

Socrates Academy believes that the role of the substitute teacher is highly important for maintaining continuity in teaching and learning. An effective program for selecting and assigning all substitute teachers and for evaluating their performance is established by the Principal.

Whenever possible, a substitute teacher will be a person who is employed in the absence of the regular teacher and who possesses knowledge in the areas of assignment and demonstrated successes in teaching.

Substitute teachers will not participate in the health and welfare plans or other fringe benefits of the Academy system.

Substitute teachers will be compensated at the rate of $75 per day. Regular teachers without accumulated leave time will not be compensated for days absent.

PROFESSIONAL STAFF ORIENTATION AND TRAINING

Socrates Academy recognizes that an appropriate orientation program can aid in the assimilation of new staff members into the Academy and can also contribute to the continued growth of returning personnel. It is, therefore, the responsibility of the Principal, or his designee, to provide for an annual orientation of all staff members.

The orientation of returning personnel will focus upon the changes that have occurred during the previous year and the general goals for the coming year.

Orientation of personnel new to the school system may extend over a longer period of time and will provide a broadly based effort to supply information and background details which will improve the new teacher’s understanding of the Academy’s framework - including policies of the Board, rules and regulations, and the instructional program.

PROFESSIONAL STAFF CONTRACTS

Contracts for personnel will be initiated for all new employees when hired. Contracts will include the terms of employment and any special conditions of employment. It is the responsibility of the employee to provide all information necessary for proper certification or licensing and credit for prior work experience to the appropriate division of the State Department of Education or any appropriate licensing agency.

Contracts are for one year or less and will be offered to all new employees.

Socrates Academy maintains its status as an at-will employer and may terminate employment at any time for any reason. Termination may result from, but is not limited to, unsatisfactory job performance, misconduct, excessive absences, or conduct unbecoming a teacher or tending to bring disrepute upon Socrates Academy. Rights to compensation and benefits shall be terminated effective the last day of employment.

The employment agreement with Socrates Academy may be renewed for successive years by mutual agreement between the employee and the school officials. Either Socrates Academy or the employee may elect to terminate this contract at any time during the year, for any reason with our without cause. In case the employee elects to terminate, the employee will agree to provide two (2) weeks notice of such to the Principal and Chairman of the Board of Directors of Socrates Academy.

At various times during employment, and at the Academy’s discretion, the employee will be provided with reviews of his/her performance.

PROFESSIONAL STAFF DEVELOPMENT

Socrates Academy encourages all staff members to pursue activities which will help them better meet the demands of their position.

The Academy will maintain and support a planned comprehensive in-service program that includes Academy sponsored activities to train groups in specific areas and individual development programs that may include workshops, seminars, and course work through outside resources. It will be the responsibility of the Principal to design, develop and evaluate the development programs seeking involvement from other administrators and teachers.

Education of Handicapped Students

The Academy will establish a comprehensive system of personnel development that includes development of a plan to meet identified personnel training needs for education of the handicapped. The special education personnel development plan will be an integral part of the Academy’s in-service program. The plan will include provision for continuing education and professional development of staff providing special education services.

Philosophy Statement

The ultimate goal of the professional development program is to provide better learning experiences in the classroom which result in a positive effect on student performance and attitude. This can be accomplished through the improved awareness and effectiveness of the Socrates Academy staff. Utilizing total staff involvement, the professional development process consists of identifying the areas in which improvement is needed; establishing programs that are designed to achieve the desired results and implementing these programs with evaluation and revision as needed.

Functions of the Professional Development Program

Areas needing improvement will be identified at all levels by staff members affected. Plans for action will be developed in relation to identified needs. The plans will be implemented with time, schedule, and budget built upon the identified needs. Evaluation of the plans of action will be ongoing and shall include feedback to participants.

LENGTH OF INSTRUCTIONAL STAFF WORK DAY

It will be the responsibility of the Principal to establish time schedules to enable the Academy to operate most efficiently.

Because of the importance of the duties and responsibilities of administrators and supervisory personnel, their hours of work will vary and extend as necessary to fulfill requirements of the position. They will be expected to work during the hours that the Academy offices are open unless other special arrangements have been approved by the Principal.

The minimum school day for teachers will take into account actual teaching time and other responsibilities; thus it will include the hours students are in school and short periods of the time before they arrive and after they depart.

Minimum hours will be as follows:

Teachers 8 hours

Students 6 hours 45 minutes

The teacher will be present in the assigned classroom one-half hour before school convenes in the morning. In the afternoon the teacher will be on duty in the Academy 45 minutes after school is dismissed except on Fridays and the days preceding holidays and vacations at which time he/she will be free to leave at the close of the school day.

It is against the rules of this Academy for an agent of any commercial enterprise to take the time of a teacher during the regular hours when the teachers are on duty. Exceptions can be made only by permission in writing given by the Principal.

SUPPORT STAFF WORKLOAD

All employees are covered by the Federal Fair Labor Standards Act. The implementation of this policy will be governed by the following definitions:

Exempt Employees

Employees exempt from this policy will be employees who are paid on a salary basis at least $200 per week.

The Work Week

The official work week of the Academy will end at the end of the designated work day on Friday and the new work week will begin the Monday immediately thereafter. All non-exempt employees are expected to work a forty-hour (40-hour) work week or prorated portion thereof consistent with the appropriate job description, salary schedule, and position allotment assigned by the Principal of the Academy. Accurate written records will be kept by all supervisors regarding the hours worked by employees under their supervision.

Overtime

Overtime is defined as any work which exceeds the regular number of work hours for the work week. Any overtime worked must have the prior approval of the supervisor except in emergency situations. Overtime is to be computed at the normal hourly rate for up to forty house (40 hours) per week and time and one-half for all hours worked beyond a forty-hour (40-hour) week.

Where possible, overtime hours will be exchanged for hours off from the regular work assignment during the same work week.

Compensatory Time

Due to unusual circumstances, compensatory time may be earned for payment of overtime hours worked. Such time may accrue to a maximum of 240 compensatory time hours. Compensatory time will be taken at a time mutually agreeable to the Principal and Supervisor. Upon leaving the Academy, the employee will be paid for any unused compensatory time at the regular rate of pay received by the employee at the time of his separation from the Academy.

Dual Assignments

Employees having two (2) separate work assignments will be paid for hours worked based upon a weighted formula averaging the rates of pay for the two (2) separate assignments.

SUPPORT STAFF SCHEDULES AND CALENDARS

The standard workweek for secretaries, custodians, and other support staff employees will be eight (8) hours per day, inclusive of rest periods and lunch time 40 hours, exclusive of time for lunch. All lunch periods for employees must be a minimum of thirty (30) minutes long.

Daily time schedules for the various employees will be established by the Principal, together with other supervisors.

NON - ACADEMY EMPLOYMENT OF PROFESSIONAL STAFF

When a person is hired on a regular, full-time basis, the Academy considers that it has given the employee employment. It will, therefore, expect all employees to give the responsibilities of their positions in the Academy precedence over any time of outside part-time work.

The outside work done by a staff member is of concern in so far as it may:

· prevent the employee from performing his/her responsibilities in an effective manner;

· be prejudicial to the employees effectiveness in the position; or might compromise or embarrass the Academy;

· raise a question of conflict of interest - for example, where the employees position in the Academy permits access to information or another advantage useful to the outside employer.

Therefore, an employee will not perform any duties related to an outside job during regular working hours or during the additional time that is needed to fulfill the responsibilities of the position; nor will an employee use any Academy facilities, equipment, or materials in performing outside work.

An employee will confer with the Principal before accepting any outside employment and discuss the prospective job in relation to the three points listed above.

Employment in Part-time Work in Addition to Socrates Academy Contract

Academy employees are expected to recognize that the first employment priority is the performance of duties directly related to the position for which the person has been contracted. A teacher, or other Academy employee, who desires to accept part-time employment in additional to the Academy contract must submit a written request to the Principal concerning such plans, and must obtain written authorization for that extra employment.

Outside employment (work not directly related to Academy contract obligations) will be limited to 20 hours per week during the time school is in session. This limitation does not affect employment during the winter break, spring break, holidays, nor summer vacations.

PROFESSIONAL STAFF TERMINATION OF EMPLOYMENT

Professional employees who for any reason intend to resign or who intent to retire are encouraged to indicate their plans in writing to the Principal as early a date in the school year as plans may become firm and the decision to leave the Academy is made. Resignations become effective at the end of the school year in which they are submitted. Resignations to become effective earlier than at the end of the school year require a release by the Principal and must be considered on an individual basis. Letters of resignation will be submitted to the Principal.

Termination

Supervisors who directly supervise the work of professional personnel must provide the Principal with carefully documented evidence concerning the professional persons inadequacies and lack of competencies as a professional which have led to the recommendation and contemplation of non-renewal or dismissal. These documents must also show ways in which the Principal, or director has endeavored to help the teacher become a more effective professional.

Termination Agreements

The Academy is greatly concerned about former employees of the Academy who have resigned their positions pursuant to settlement agreements after having been served with disciplinary charges or told they would be subjected to disciplinary action. Such termination or settlement agreements often prohibit the disclosure of their terms to prospective employees, thus preventing prospective employers from becoming fully apprised of the reason(s) the individuals left their former positions and taking appropriate action.

The Academy therefore prohibits agreement to any provision in any such settlement which will prevent the Academy from informing prospective employers of the reason(s) the employee has left employment at the Academy.

No Academy personnel, with the exception of the Principal will make any statements concerning the reason(s) that an individual has left employment with the Academy. The Principal will seek legal counsel concerning the nature of statement which are permissible in the particular case.

The Academy will also report any serious misconduct to the appropriate authorities, including the North Carolina State Board of Education, North Carolina Charter Schools Office and Socrates Academy Board of Directors.

INSTRUCTIONAL STAFF EXTRA DUTY

Professional staff members will be expected to assume reasonable duties over and above regular teaching responsibilities. Activities and services which make demands on the teacher’s time will be a part of each teacher’s basic assignment. Administrators will strive to equalize assigned duties among teachers.

Extra Pay for Extra Work

Socrates Academy recognizes that there are duties within the Academy setting that may exceed that which would normally be expected of a teacher hired at the regular teacher pay scale. The Academy agrees to reimburse teachers for such extra duties as may be assigned, provided such duties are truly in excess of what should reasonably be expected of an employee of the Academy. The Academy emphasizes that teachers’ duties are expected to exceed mere academic duties. The Academy specifically reserves the right to determine those areas which are a part of the regular teaching assignment, and thus to be done without extra pay, and which duties are truly extra, and therefore should receive extra pay.

Among these duties are the following:

Parent-teacher conferences - necessary to the success of the Academy program. Full cooperation of the teacher is highly desirable. Such conferences should be scheduled as conveniently as possible for the teacher and with parents-encouraged to make advanced appointments, preferably a day in advance. (Socrates Academy has scheduled three conference weeks throughout the year.) Individual conferences may be requested by teachers and/or parents as needed.
Sponsorship of participation in co-curricular activities - such as athletic events, concerts, dramatics, chess club, etc.
Care of property - sharing responsibility for the care and upkeep of Academy property. Teachers will report promptly any need for repairs, facilities, or supplies.
Attendance at meetings - called or approved by the Principal. (Socrates Academy has weekly faculty meetings. Parent Faculty Involvement will meet monthly. Staff should attend beginning, ending and at least one additional meeting per year.)
Responsibility for acceptable conduct and dress - will rest primarily with the employee as a professional individual. However, in extreme cases, the Principal may require acceptable conduct and/or dress on the part of the employee.

PROFESSIONAL STAFF PROBATION, CONTINUING CONTRACTS

All newly hired teachers and staff are on a probationary status for six months following their date of hire. Teachers will be granted continuing contracts annually after demonstrating successful service under contract with the Academy. Socrates Academy will conduct thorough and competent evaluations of all personnel before they become candidates for continuing contracts. This requires critical evaluation at four stages:

at the time of selection;
self-evaluation which will help the teacher decide whether he or she commands the necessary skills to continue in the profession;
whether the first years success can be sustained and developed; and
it is determined whether the teacher will be a permanent asset to the staff.

Evaluations are thorough and discussed carefully with teachers and candidates for continuing contracts to enable them to be aware of their status. The Academy wishes no teacher to be taken by surprise if he or she is not reappointed, and will ensure that due notice of non-renewal of contracts be served in accordance with state law.

The contract of employment of a probationary or continuing teacher for a school year will be deemed automatically renewed for the ensuing school year unless, the Principal gives notice to the teacher of non-renewal of contract.

The probationary or continuing teacher will indicate acceptance of the contract for the ensuing year by signing and returning the contract or by an acceptance in writing which is delivered to the Principal within 10 days after receipt of the contract.

Notice of termination of a contract will be by delivering it personally to the teacher or by sending it by registered or certified mail bearing a postmark, directed to the teacher at his or her place of residence as recorded in the school records. The notice will include a statement of reasons for not reemploying the teacher. All continuing teachers will be issued a contract annually. The Principal will present a list of appointments, reappointments, and non-reappointments for the following school year to the Board.

PAYROLL PROCEDURES/SCHEDULES

All salaries and supplements paid regular staff members, substitute or part time personnel, and student workers will be paid through the regular pay system.

The proper payroll procedures are dependent on staff attendance accounting and on the signing of time cards of all workers including part time and hourly workdays. The necessary procedures for this will be established by the office manager and carried out by administrative personnel.

Compensation records kept by the business office will reflect an accurate history of the compensation and related benefits accorded each employee.

Employees are to receive their salary payments in a timely and consistent manner and in a manner that suits the needs (within level limits) of the majority of the employees.

Salary Underpayment/Overpayment

The Academy, as a fair employer, will ensure that all employees are paid in accordance with approved rates of pay (salary schedules, hourly rates, allowances, etc.) as authorized from time to time by the Board. In the event that errors are made in calculating and paying salaries and allowances, the Academy will take immediate steps to correct the overpayment or underpayment in accordance with applicable statutes or regulations.

When monies have to be recovered from employees, every effort will be made to be equitable, taking into account the need to avoid undue burden. The Office Manager will establish procedures to implement this policy which will include reference to repayment schedules and methods.

Payday Schedules

Paychecks will be delivered to the employees work site monthly except for December, in which case the pay period will be announced.

Salary Deductions

Salary deductions and calculations are explained on each check for each pay period. It is the employees responsibility to notify the Office Manager in writing should (s)he wish to change deductions. Deductions will be made only when the proper written authorization is received by the Office Manager.

EMPLOYEE BENEFITS

The Academy will provide certain employment benefits for employees. Some benefits may vary depending upon which group includes the position of the employee. Benefits shall include:

Health Plan: The Academy will pay a predetermined amount per month of each permanent full time employee who worked 30 hours or more per week as full payment of membership in the Academy provided group health.

General Liability: The Academy will provide commercial general liability coverage with a combined single limit of at least $100,000 per occurrence and including employees of the Academy within this coverage.

Worker’s Compensation: The Academy under the NC Worker’s Compensation Law will provide worker’s compensation coverage for all employees.

Unemployment Compensation: The Academy, under the NC Employment Law, will provide unemployment compensation for all eligible employees.

PROFESSIONAL STAFF RECRUITING

It is the policy of the Academy that the procedure for employing the best qualified teachers and administrators will include:

an effective recruitment program;
an initiative that results in prompt action when vacancies occur or new positions are created; and
a set of consistent hiring practices in dealing with applicants for teaching or administrative positions.

A recommendation to hire a teacher or administrator will not be made to the Board until a personal interview with the candidate has been conducted and one or more references have been personally contacted by the Principal, or his/her designee.

Discrimination against any applicant for reasons of race, color, religion, disability, national origin, sex, age or socioeconomic status will be prohibited in the Academy. Special efforts will be taken in the recruitment and in all phases of the employment process to guarantee that there is no such discrimination.

The Principal or his/her designee will verify that persons nominated for employment meet all qualifications established by the applicable state law, rules of North Carolina Department of Education and Board policies for the type of position for which the nomination is made.

Background checks and fingerprinting are required of each staff member.

PROFESSIONAL STAFF ABSENCES AND LEAVES

Absence

Definition: Any failure to report for or remain at work as scheduled regardless of reason, including illness, when the absence or leave has not been approved.

Every reasonable effort will be made to obtain and examine pre-employment job attendance data of potential employees. Attendance data will be considered in the evaluation, promotion, and upgrading of employees. Employees are expected to come to work every day. The Academy recognizes, however, that certain absences are unavoidable. At such times, it desires employees to return to work at the earliest time commensurate with good health, safety, and reasonable personal consideration.

The Principal will be responsible for implementing a program that will be consistent with the philosophy of the Academy, using proper motivational techniques, what is known about improving staff attendance, and positive approaches for dealing with human behavior.

Bereavement Leave

Eligibility and Time Period

In the event of a death in the immediate family, full-time, position control/budgeted staff and faculty are entitled to a period of up to three days of leave with pay. Bereavement leave is available to employees during the employment period. All requests for bereavement leave should be submitted on a leave form available in the administrative office.

Immediate Family

The immediate family is defined as parent, step-parent, parent-in-law, child, step-child, brother, sister, step-brother or step-sister, grandparent, grandchild, spouse, or foster child. Employees may request personal leave, annual leave or leave without pay for deaths of relative or friends in categories other than those listed above.

Annual Leave

Family and Medical Leave Act (FMLA)

An employee may use annual leave for FMLA covered events: such leave will be used concurrently with FMLA approved leave. Whenever an employee requests leave for an FMLA covered event, the employee will be required to exhaust all accrued sick leave, personal leave and annual leave prior to being placed in unpaid leave status.

Faculty, Non-teaching Faculty, Administrative and Professional and Support Staff

Full-time professional/technical and administrative staff and twelve-month faculty accrue 12 days per school year which may be used as sick or personal leave. Accrual is limited to a maximum of 20 days; when the maximum is reached, accrual will stop until the balance falls below the maximum.

Active Pay Status

An employee must be in active pay status to accrue leave; active pay status means that the employee is either working or on approved paid leave (except Administrative Leave) and is thus receiving a paycheck.

Accrual of Leave and Automatic Leave Sequence

Accrual of leave means the accumulation of available leave time which is added each pay period to an employee’s leave balance. Leave which is used is subtracted from the leave balance. All leave balances are positive numbers of leave hours available. Individuals may accrue personal leave days and sick leave while on annual leave. Annual leave may not be used if it has not yet been accrued.

Holiday Leave

All budgeted employees are eligible for holiday leave. Holiday benefits are not eligible for temporary employees.

Download the Administrative Policy and Procedures Manual Document

SOCRATES ACADEMY

GENERAL RESPONSIBILITIES

Termination