Standard Operating Procedures

Guidelines and Support

EMPLOYMENT CALENDAR Calendars for continuing staff should already be completed New staff complete calendar at orientation The online calendar link is

https://www.gwaea.org/fapps/StaffEmploy/SignOn.cfm A tip sheet for completing the online calendar is available by

clicking on the blue question mark at top of the calendar page. Employee completes calendar in consideration of:

• District calendar(s)• Region Meeting Schedule• Agency needs/services

When calendar is approved by RA or supervisor, employee receives an email and an online record is created

Employees may print a paper copy of the calendar if needed • A copy of the calendar is maintained in the personnel file

CALENDAR CHANGE REQUESTS When it is necessary to change your employment

calendar to accommodate agency/school needs, complete a calendar change request form using the online calendar link

Calendar changes are to occur within the same work year A non-work day may not be changed to a work day for the

purpose of taking leave Change requires RA/supervisor approval. When

submitting change request, remember to include reason for the change. The reason is to be updated with each request.

When change request is approved, employee receives an email and an online record is created

SCHEDULES Weekly schedules required unless

schedule remains constant* Notify Secretary of “out of assignment”

events in case of emergency** Voice mail should also reflect changes of

schedule***

PHONE Setting up your voice mail

• Voice mail basics previously provided by Tech Support• Greeting

Checking voice mail• Regular basis – each work day• Inside the agency

• Press “voice mail” button on phone, or• Dial “6555” using any phone in the agency and press #

• Outside the agency• Dial 399-6555 or 1-800-798-9771, follow prompts

ELECTRONIC REIMBURSEMENT Submit claims for mileage online

• Reimbursement at 37 cents per mile Submit claims for non-mileage expenses online Examples of non-mileage expenses:

a) Meals during out-of-area Agency travelb) Other Agency-directed travel expenses such as lodgingc) On occasion, approved supplies purchased out-of-pocket

when not adequate time to process a purchase order or for unique specialty items

Maximum reimbursement is $50 for total cash purchases made on the same day.

**First option for general office supplies is to obtain items through your region secretary.

….Electronic Reimbursement…. Receipts are required for all on-line claims excluding

meals Meals are reimbursed at per diem rate established

by Gov’t Services Administration (GSA). GSA Quick Reference located at top of reimbursement claims system screen.

Reimbursement for cell phone at 13 cents per minute not to exceed $30 per month

For detailed instructions of reimbursement system request pink reference sheet from secretary

MILEAGE REIMBURSEMENT Staff assigned to the same building/location Monday-

Friday are not reimbursed for mileage to and from home (considered a commute by the IRS and therefore not eligible for reimbursement).

For itinerant staff assigned to multiple buildings – mileage is reimbursed from assigned Agency Center to site (or home to site – whichever is less)

Mileage driven between first and last assignments is reimbursed.

Mileage from the assigned Agency Center to and from home is not to be reimbursed (considered a commute).

….Electronic Reimbursement…. Employees are advised to submit claims

on a monthly basis – by last working day of each month.

Claims submitted more than 6 months after expenses incurred are not eligible for reimbursement.

Payment for approved claims is made the second Wednesday of each month.

LEAVE FORMS Employee Leave Form Professional Leave Request Professional Leave Reimbursement

Form Agency Directed Travel Request

EMPLOYEE LEAVE FORMS Used for absences that occur on scheduled work day Leave types include personal leave, emergency leave, illness

(personal or family), bereavement, jury duty and leave without pay. Report absence to Secretary Leave forms to be completed online at https://

www.gwaea.org/cfapps/StaffEmploy/SignOn.cfm Tip sheet for completing online leave forms is available by clicking

on the blue question mark at top of the leave form web page. For scheduled absences, leave form to be completed prior to

absence for RA/supervisor approval For unscheduled absences, leave form to be submitted immediately

upon return to work (no later than one week following absence)** Upon approval of the leave request, employee will receive email

from the leave system and an online record will be created

PROFESSIONAL LEAVE REQUEST To promote and support professional growth Must be job-related and timely application is

considered* Request to be completed, submitted, and

received by Region Secretary 15 “Agency Days” prior to event

Upon approval by RA/Supervisor, request is submitted for executive approval

Executive approval to employee within 10 Agency days

….Professional Leave Request….Contracted Staff Important Note! The list of purchases eligible for

professional leave reimbursement has been expanded to include pocket or palm-sized portable computing devices (like iPods), once every 2 years.

Phones, iPads and other tablet or notebook size computers or computing devices are not included.

Maximum amount available for purchase of materials/equipment is $400 per work year.

When professional leave monies are used for tuition reimbursement, the coursework is not eligible for salary lane change advancement.

….Professional Leave Request…. To be eligible for reimbursement, approved equipment

and materials are to be purchased no later than March 1, or at least 3 months prior to leaving the Agency, whichever is first.

The March 1 timeline is also a consideration for other expenses (including conferences, license fees and professional dues), and these requests are evaluated on a case-by-case basis.

The March 1 timeline helps to establish the job-related nature of expense.

Total amount of request is not to exceed the balance available at the time expense was incurred.

PROFESSIONAL LEAVEREIMBURSEMENT FORM

Employee makes personal payment for activities and expenses

After event, employee submits completed form (signed and dated) to Region Secretary for supervisor approval.

Employee is to attach necessary receipts for air fare, parking, lodging, or registration. (Meals and mileage do NOT require receipts.)

AGENCY DIRECTED TRAVEL Travel is directed by RA/Supervisor (specify if

travel is directed by someone other than own RA/Supervisor)

Complete and return form to Region Secretary 5 days prior to departure

Approval required before departure Expenses submitted on electronic claim system

PURCHASE ORDER REQUISITION

Request form from Region Secretary Complete needed information Return form to Region Secretary for RA/

Supervisor approval Upon approval, Region Secretary will

submit Purchase Order online

AGENCY CLOSINGS If an Agency Center closes for emergency purposes, a

voice mail message notification will be sent to all staff voice mail boxes.

When an Agency Center closes, options for making up work time missed during the closing include:• Calendar change• Emergency leave• Personal leave• Leave without pay

.…Agency Closings…. Contracted Staff also have option to use comp time

previously earned and approved by supervisor. Full-time Classified Staff also have option to use

vacation, work a longer day within the 7-day pay cycle or make up the work time on a weekend.

Requests for making up the work time (leave, calendar change, adjusted schedule, etc.) are subject to supervisor approval.

TIME SHEETS CONTRACTED: Time sheets are used only when you

are a new employee to the agency and your contract has not yet been signed or for added days or Teacher Quality

CLASSIFIED: Use online Payroll Time Card System

• Employees are to enter time worked on a daily basis.

• Employees are to certify their weekly timecards by the end of their work day on Friday each week.

• Employees are to obtain prior supervisor approval for any change in the regular work schedule.

COMP TIMEContracted Staff Employees are contracted for a professional service that often

does not lend itself to a specifically-defined day. Employees are to provide weekly schedule information to the

supervisor (this info is to include work locations). Comp time may be earned when there’s a need for staff to work

outside of Agency business hours for personal interactions related to direct services.

Common examples for earning comp time include IEP meetings, parent/community meetings, CISM support, presentations/ workshops beyond the workday, client visits that occur over the week-end, etc.

Time not spent directly with clients, such as office activities, paperwork, reports, professional reading, etc. is not eligible for earning comp time.

Comp Time, continued In order to earn and use comp time, employee is to notify

supervisor of need to provide services off-hours on the weekly schedule or contact supervisor before working off-hours activity to request approval.

Email notice is encouraged for documenting the comp time request and the supervisor approval.

If employees are unable to notify their supervisor ahead of time of the need to provide services off-hours, supervisor may consider request when received and approval will depend on the circumstances. It’s important employees give notice as soon as possible.

When employees provide advance notice of the request and no response is received from the supervisor before the off-hours services are to be provided, then tacit approval has been granted to earn the comp time.

Comp Time, continued As general rule, comp time is to be taken in same

year it was earned. While not required, best practice would encourage

employees to balance the professional time provided to their clients when using comp time (if comp time was earned with Client A then consider using the comp time for Client A to the extent possible).

No more than 16 hours of comp time is to be used consecutively.

Comp Time, continuedClassified Staff Any change from regular schedule requires

prior supervisor approval. Assigned work in excess of 40 hours per week

is considered overtime. Employees may be granted comp time in lieu

of overtime. As general rule, comp time is to be taken in

same year it was earned.

EXTENDED SCHOOL YEAR Provide data at conclusion of service Collect data 9 weeks following service Need measurable baseline EYSE conferences by February or March Consider summer options for services

(calendar change 1 day = 8 hours) Frequency, Duration, Location

POLICIES & PROCEDURESConflict of Interest The Board is committed to assuring Agency employees provide

services to clients for which they are eligible. Conflict of interest is of special concern when an employee provides

services privately that are provided by the Agency. To ensure no real or perceived conflict of interest, employees are not

to: act as an agent or dealer for the sale of textbooks or other school supplies; participate in outside activities where their position on the staff is used to sell

goods or services to students or to parents served by the Agency; engage in outside work or activities where the source of information concerning

the customer, client or employer originates from information obtained because of the employee’s position with the Agency; or

engage in any outside employment or activity that is in conflict with the employee’s official duties and responsibilities.

Policies and Procedures, cont’dSecondary Employment An annual request form for any outside, secondary

employment is to be submitted to ensure the other employment is not 1) interfering with Agency job responsibilities, 2) occurring on Agency time, 3) using Agency materials or resources or 4) replacing or interfering with Agency services.

When employees teach a class through the Agency’s Professional Development Office, this is considered Agency employment and there is no need for a secondary employment request to be submitted for these situations.

Policies and Procedures, cont’d In the event of a work-related injury or

bloodborne exposure, employee is to:• Notify supervisor and business services

(x6706) within 24 hours of the injury.• Seek medical attention, if necessary.

Employees may go to health care practitioner/facility of their choice. Inform provider that injury is work related.

Home Visit Safety Issues

NAME BADGES Helpful to others Ensures safety and security for staff and

children School policy

STUDENT RECORDS ACCESSNorth Virginia Smelser, Records Technician

399-6814South Barb Aanonson, Team Leader

358-6211

Records Access Procedures Must have a legitimate educational interest to

review records Contact Virginia or Barb via phone, email or in

person to obtain records Virginia or Barb will document that you have

reviewed the record or been given a copy Return records promptly in person (not via van

mail) Remember that everything in the record is

confidential – treat it accordingly (do not leave out on your desk, in your car or in a building)

Student Records LocationsNorthern Facility Alburnett Anamosa Benton Cedar Rapids public and parochial Center Point-Urbana Central City College Community Linn-Mar Lisbon Marion Midland Monticello Mount Vernon North Cedar North Linn Olin Solon Springville Tipton Vinton-Shellsburg West Branch

Southern Facility Belle Plaine Clear Creek-Amana Deep River-Millersburg Highland HLV Iowa City Iowa Valley Lone Tree Mid-Prairie Washington Williamsburg

GRANT OPPORTUNITIES Before initiating grant application, important to

communicate and work with supervisor and Business Manager (x6704)

When a grant has been approved for funding, a project manager is identified, an account number is assigned and financial activity is monitored by the project manager.

Budget changes may only be made according to grant guidelines and within the period authorized by the grant (same school year of the activity).

Status reports required by the funding source are typically the responsibility of the project manager and financial reporting is to be coordinated with the Business Manager.

SALARY LANE CHANGES Contracted staff may advance their placement on

the salary schedule by completing additional graduate hours beyond their degree

Employees are advised to submit application to their supervisor before taking coursework to be sure coursework has been approved for salary purposes

Semester hours for lane change to be completed by September 1

Evidence of additional hours to be submitted to HR Office by October 1

….Salary Lane Changes…. Salary lane changes are presented to Board at

October meeting and change is retroactive to beginning of work year

If hours completed and submitted before the 2nd Wed of August, it’s possible lane change may be presented at the August Board meeting rather than October and included in first paycheck

HR Office sends annual notices of employee progress towards lane change

ONLINE SERVICES AVAILABLE GWAEA home page Software (far right link on teal bar) Computer Services (2nd link on list) Employee Info Login (scroll down menu of

links on left side of page – 4th link from the bottom)

Bookmark this login!

.…Online Services Available…. Sign on by entering first name, last name and

last 4 digits of Social Security Number (SSN) In section titled “Navigational Links,” employee

information available regarding:• Address (employee can update with changes)• Job History• Contact List (employee can update with changes)• License Status• Leave Balance Information

EMPLOYEE INFORMATION RESOURCES Master Agreement for Contracted Staff

www.aea10.k12.ia.us/intranet/docs/contractedagreement10-11.pdf

Master Agreement for Classified Staffwww.aea10.k12.ia.us/intranet/docs/classifiedagreeme

nt10-11.pdf Business and HR Procedures Manual

www.aea10.k12.ia.us/intranet/busprocemanual.pdf Board Policy Manual

www.aea10.k12.ia.us/policy/policysearch.cfm