GENERAL POLICIES AND PURPOSES OF HANDBOOK

 

 

The policies included or referred to herein are abstracted or excerpted from the Northwest Kansas Educational Service Center’s Policy Handbook, hereafter referred to as NKESC, which was officially adopted September 23, 1993, and modified periodically to date.

 

Provisions or contents of this Handbook, which do not have a policy or statutory reference, are administrative rules or guidelines.  The provisions in this Handbook also control or have authority over any oral or written statements by any person(s) except the Executive Director of NKESC.

 

Any Handbook provisions with statutory or policy reference may be changed at any time by the legislature or Board of Directors respectively.  Any other provisions may be changed by the Executive Director at anytime.  This Handbook applies generally to all NKESC employees and more specifically to some identified classes of employees.  Nothing contained herein is intended to change, replace, negate, or expand upon any controlling statutes, Board Policies, or Negotiated Agreements, nor may this Handbook or any of its provisions be used to argue any work processes, employment provisions for any class of employees, or as a defense in any non-renewal or termination procedures.

 

This Handbook is not a contract of employment in any sense.  It is intended to serve as guidelines to expedite many work processes and to help employees understand and follow such guidelines.  The Handbook is not intended to list all work rules nor does it purport to do so; only a few of the more critical ones!

 

 

 

INTERLOCAL STRUCTURE

 

 

The Northwest Kansas Educational Service Center is a "special and regular education service provider" for the 19 school districts contained in Cheyenne, Decatur, Gove, Graham, Lane, Logan, Rawlins, Sheridan, Sherman, Thomas, Trego, and Wallace Counties.  The interlocal covers more than 12,099 square miles and serves a school population of over 6,464 in grades preschool-12.  It provides special education services to approximately 1,250 exceptional students with an approximate certified staff of 87and an approximate paraeducator/clerical staff of 160.  Additional services include Head Start programs in 12 counties, Interactive Television coordination, Parents As Teachers programs, media, school improvement assistance, foreign language, school nursing, itinerate administration and counseling.  In 1973, the member districts drew up an interlocal agreement to band together to provide special education and other services.  The interlocal agreement went into effect September 1, 1973.  The governing body is the Board of Directors, which is composed of a board member from each participating district.  An advisory council of member district superintendents serves to provide recommendations to the board and the administration.  The Executive Director, the Director of Special Education, Assistant Directors of Special Education and the Head Start Director assumes administrative responsibilities.

 

 

 

NORTHWEST KANSAS

EDUCATIONAL SERVICE CENTER

 

 

 

Statement of Philosophy

 

The society in which an individual functions determines his/her beliefs, attitudes, and actions.  The school, as an agency of society, plays a large role in each individual's development.  It is a role that must incorporate the advancement of broad skills in one's thinking and reasoning, build one's appreciation for the arts, and strengthen one's ability to interact socially.  These critical components which are needed for an individual to be an active contributor to society must be offered to all individuals on an equal basis as provided for in the Constitution and legislation.

 

Though the needs are unique, all children must have the guarantee that they also will receive the most complete education possible in terms of their individual needs and abilities and that this takes place as much as possible in the least restrictive educational environment.  The use of intervention, through special services or classroom programs, should be initiated only after careful weighing of the advantages or disadvantages in light of the child's particular needs.

 

Cooperative interaction between the child's family and the school is paramount in meeting the child's essential needs.  We believe parents have a right to any and all information, which is needed in order to assist the school in making intelligent educational plans for their children.  While we are concerned about the personal impact of the decisions made relative to the operation of NKESC, decisions will be made for the good of the organization in reference to our mission.

 

 

Mission Statement

 

The mission of NKESC is to allow, foster, and support cooperative efforts based on the ideas, knowledge, and beliefs of member districts and communities.  We commit ourselves to the development of all students' emotional, social, physical, and academic progress, assuring that education is a life long process.  Students can be expected to achieve standards of excellence as they prepare to become citizens of the future.  While acting in a leadership capacity, the service center will strive to meet the needs of each member district and community.

 

 

DISCIPLINARY ACTION

 

It is never pleasant to be put in a position that receives the application of punitive disciplinary action.  For this reason, the Board and administration strive for a clear understanding of NKESC policy and procedures.  While no handbook or policy manual could address every conceivable situation, we are of the opinion a "good-faith" effort has been put forth to give every employee a clear understanding of his or her responsibilities.

 

An employee's choice to work outside of the policies and standards established by the Board will result in the employee receiving some form of punitive action.  This action may include, but is not limited to: 1) informal verbal reprimand, 2) informal written reprimand, 3) formal letter of reprimand, 4) formal written action plan, and/or 5) recommendation for non-renewal.  Items 3, 4, and 5 will be placed in the individual’s personnel file.

 

 

 

NKESC GOALS

 

To provide direct and related special education services to those exceptional students whose unique needs in specific areas cannot be met without such services.

 

To develop and implement programs designed to enable the individual learner to function independently to his/her maximum potential.

 

To develop and implement plans to integrate all instructional programs, personnel, and facilities to the benefit of the exceptional student as well as all other students.

 

To promote or provide programs and services to reduce the future need for special education services.

 

To participate with other community agencies in developing and maintaining a continuum of services for exceptional students.

 

To provide a community awareness program related to the unique needs of the exceptional population.

 

To contribute information to the professional community to assist in the development of legislation, regulation, policies, and programs to best serve the exceptional student.

 

To develop and maintain effective support systems, which enable personnel to operate programs at an optimal level (e.g., technical assistance, staff development, supervision, access to information, and human and material resources).

 

To provide parents with educational activities, which enable them to be informed, contributing members to their child's education.

 

To establish data and information collection systems which will be utilized for future planning.

 

To develop and implement ongoing systems to evaluate the effectiveness of programs.

 

To develop and implement the coordinated use of interactive television between member districts and other agencies in providing educational services.

 

To provide and promote Head Start services.

 

To encourage and coordinate cooperative use of the bulk purchasing power of all member districts in order to best utilize the resources available.

 

To establish a satisfactory working relationship between staff with all governmental and private agencies having an interest in the promotion of quality education.

 

To foster an atmosphere of cooperation between member districts and various community groups/organizations interested in the development, implementation, and promotion of quality education.

 

 

 

EQUAL OPPORTUNITY EMPLOYMENT AND NONDISCRIMINATION

 

The board shall hire its employees on the basis of qualifications and the service center's needs.

 

The center is an equal opportunity employer and shall not discriminate in its employment practices and policies with respect to hiring, compensation, terms, conditions, or privileges of employment because of an individual's race, color, religion, sex, age, disability, or national origin.

 

Inquiries regarding who has been designated by NKESC to coordinate NKESC's efforts to comply with the regulations implementing Title VI, Title VII, Title IX, and Section 504 may be directed to Kathy Kersenbrock-Ostmeyerat 703 West Second, Oakley, Kansas 67748, 785-672-3125, or to the Director of the Office of Civil Rights, Department of Education, Washington, D.C.

 

The center shall maintain a working environment free from discrimination, insult, intimidation, or harassment due to race, color, religion, sex, age, national origin, or disability.

 

Any incident of discrimination in any form shall promptly be reported to the immediate supervisor or other level of management for investigation and corrective action by the compliance officer.

 

Any employee who engages in discrimination shall be reprimanded and counseled to refrain from such conduct.  Any employee who continues to engage in discriminatory conduct shall be further disciplined, which may include consideration of dismissal.

 

 

 

ETHICS

 

In performance of educational duties, an educator shall:

 

Recognize basic dignities of all individuals with whom there is interaction in the performance of duties;

 

Exercise due care to protect the mental and physical safety of students, colleagues, and subordinates for whom they are responsible;

 

Be accountable for maintaining personal integrity and avoid accepting anything of substantial value offered by another which is known to be or which may appear to be for the purpose of influencing personal judgment or performance of duties;

 

Accurately represent personal qualifications;

 

Be responsible for the presentation of subject matter in a fair and accurate manner; and,

 

Extend to students the opportunity for individual action in pursuit of learning and take steps to ensure that the students shall have access to varying points of view.

 

 

DRUG FREE SCHOOLS/SERVICE CENTER

 

The unlawful possession, use, or distribution of illicit drugs and alcohol by service center employees or students on school premises or at NKESC or as a part of any service center activity is prohibited. 

 

Any violation of this policy shall be immediately reported to your supervisor, or if not available, to the Director of Special Education and/or the Executive Director.

 

 

 

GENERAL INFORMATION/PROCEDURES

 

 

A.     PERSONNEL RECORDS INFORMATION: It is the employee's responsibility to contact the business office with any change in name, address, or phone number, additional graduate credits, transcripts, etc.  Employees are also expected to leave a forwarding address with the business office upon resignation or termination.

 

B.     LICENSE/CERTIFICATES:  A license or certificate is considered to be the personal property of an individual; therefore, the service center will not reimburse for such items.  It is the responsibility of each employee to hold and maintain the current license/certificate (including valid driver's license) to carry out their employment functions and to provide this information to the business office.  All certificate applications (including renewal and fingerprint cards) are available in the Special Ed. Administrative Assistants' office.

 

Effective July 1, 2002, all applicants for initial Kansas certification and any applicant whose certificate has been expired one year or more will be required to submit fingerprint cards for a criminal history records check.  The fingerprint cards will be submitted to the Kansas Bureau of Investigation and the Federal Bureau of Investigation for clearance.  Applicants affected must submit fingerprint cards in the manner described in the Fingerprint Card Instructions.

 

Licensure and certification regulations are changing.  We will keep you updated as we receive the information from KSDE.

 

C.     EVALUATION:  Every teacher in the first two years of employment shall be evaluated at least once each semester by the 60th day of the semester.  Every teacher in the third and fourth year of employment shall be evaluated at least once each school year by February 15.  Every teacher employed five (5) or more years by NKESC shall be evaluated at least once every three (3) years and by February 15 of the year evaluated.  Paraprofessional and support staff will be evaluated at least annually.

 

         For clarification, it should be noted, the first day of the first semester shall be the first NKESC report date. The first day of the second semester shall be considered NKESC’s first scheduled workday in January.

 

D.     MEDICAID (THIRD PARTY BILLING):  For those certified staff members and their paras engaged in the Third Party Billing program (currently speech therapy, audiology, physical therapy, occupational therapy, counseling, Early Childhood and attendant care), you are to have your completed documentation to the Medicaid Coordinator by the 5thof each month.  Infant/toddler (Part C), selected Audiology needs, and Assistive Technology Case Management continue to require charge tickets, as well as the documentation, also due by the 5th of each month.  Billing needs to be current for timely filing with Medicaid. If you have questions, please contact the Director of Special Education, Executive Director, a Special Education Administrative Assistant or the Medicaid Coordinator.

 

 

E.     HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA):

It shall be the intent of the Northwest Kansas Educational Service Center to comply with all applicable Health Insurance Portability and Accountability Act provisions insuring the confidentiality of protective health information.

 

The service center shall provide appropriate and timely staff inservice training regarding HIPAA requirements.

 

All NKESC staff shall abide by HIPAA requirements and maintain the confidentiality of protective health information.

 

The HIPAA information officer is the Executive Director and may be contacted during regular business hours at: 

NKESC, 703 West Second, Oakley, KS 67748

785.672.3125 or dthornton@nkesc.org

 

Complaints regarding HIPAA may be made online at http://cms.hhs.gov/hipaa/hipaa2/default.asp or you may mail complaints to the following address:

HIPAA Complaint

7500 Security Blvd, C5-24-04

Baltimore, MD 21244

 

F.      STAFF DEVELOPMENT: 

 

1.  Professional Development Council (PDC) - NKESC participates in the Kansas Inservice Plan with an active Professional Development Council.  All certified staff is encouraged to have Individual Development Plans on file.  The following list includes PDC members and the groups they represent:

 

Doug Malay - Chairperson and Low Incidence (APE, OHI, SMH, VI, HI) Representative

Karin Rasmussen - Vice Chairperson & Preschool Representative

Keva Scheib - Interlocal and Administrative Representative

Carol Thiel - Gifted and Interrelated Representative

Jane Wieland - Speech/Language and BD Representative

Judy Taylor - Vocational and School Psychologist Representative

Brenda Janzen - Media and New Staff Representative

Gerri Geist - PDC Secretary

 

2. Continuing Education/Inservice - Inservice activities are provided for all staff throughout the year.  To attend a training activity, the staff member must submit a completed travel request packet to the Special Ed. Administrative Assistants' office at least three (3) weeks prior to the event.  ALL professional leave arrangements (hotel, plane, etc.) will be handled by this office, not by individual staff members or secretaries.  However, Head Start staff will continue to submit the proper paperwork to the Head Start secretary.

 

The completed travel request packet must include:

*Completed registration form for the conference.

*Completed Purchase Order Requisition for the registration, including the address and phone number.

*Completed Professional Leave Form, signed by your district administrator if applicable.

*Completed Purchase Order Requisition for the hotel where you wish to stay, including the address and phone number.

*Completed Lease Vehicle Request Form, if needed.

 

IF THIS INFORMATION IS NOT COMPLETE, YOUR PAPERWORK WILL BE RETURNED TO YOU.

 

Additional items to remember:

In most instances, warrants cannot be released prior to approval by the Board of Directors, thus just because registration is due February 1 does not mean paperwork should be received at NKESC February 1 or even a few days before.  This can result in paying higher registration fees for you, or not attending the event at all.

 

If you are traveling with another person or a group of people, please discuss your travel arrangements prior to sending in your paperwork.  You need to decide who you are staying with at the hotel and whose lease car you will be taking, if applicable.  This information needs to be listed on your professional leave form in the appropriate spaces.

 

Staff members are not to make their own reservations.  EXCEPTION: Activities paid by stipend arrangements are made by the individual.

 

Prior to attending the event, staff members will receive either a denial (verbal or written) if the arrangements have been declined by your administrative supervisor, or a note when arrangements have been completed with any additional details you need to know for your trip.

 

3.  Paraprofessional Inservice - The inservice training program shall include an orientation session and training related to the area and type of program in which they serve.  The special education paraeducator must receive no less than 20 clock hours of inservice training per school year.

 

G.     SUBSTITUTE TEACHER/PARAPROFESSIONAL:  Whenever a certified or noncertified staff member is to be absent from duties, appropriate local arrangements will be made for a substitute, if needed, by the certified teacher.  Once these arrangements are made, NKESC staff should contact their supervisor.  A copy of the Report of Substitute Teacher/Para form is found in the forms section of this document.

 

H.     WEATHER:  It is the intent of the service center to be open for business at all times while any member district is open.  The Executive Director shall determine if the center will be closed and area radio stations will announce such closings at the earliest time possible. 

 

         When NKESC does close, it will be reported to: KFNF-Oberlin, KGCR-Brewster, KLOE/KKCI-Goodland, KQLS-Colby, KAYS-Hays, KQNK-Norton, and KJLS-Hays.  You should be aware, on occasion, some radio stations choose not to carry or report the NKESC activities and/or announcements.

 

Certified staff should follow the provisions for district-wide school dismissal as outlined in the negotiated agreement.  Appropriate leave sheets must be filed when you miss work as a result of a district-wide school dismissal.

 

         Classified Staff: If the district in which a classified staff member is assigned to or scheduled for exercises the option for school-wide dismissal, then the staff member may elect to use school-wide dismissal leave (up to 32 hours per year with pay).  Appropriate leave sheets must be filed when you miss work as a result of a district-wide school dismissal.  Hours are prorated based upon your full time equivalency.

 

In no case does the administration of NKESC wish to place our staff members in harm's way.  Every individual should, in case of inclement weather, consider the degree to which they can travel safely.

 

I.       BLOOD BORNE PATHOGENS EXPOSURE PLAN:  In the spring of 1992, pursuant to state statutes, the Kansas Department of Human Resources announced it would apply the Occupational Safety and Health Administration's safety standard regulations for the handling of blood borne pathogens to entities such as NKESC.  For employees who can reasonably anticipate having "occupational exposure" (e.g., reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from the performance of the employee's duties), NKESC will make the Hepatitis B vaccination series available.  Whenever an employee is involved in an incident which results in potential exposure, the employee shall report the incident to the Director of Special Education, or if not available, any other NKESC administrator before the end of the workday during which the incident occurred.  Staff having questions about whether their position has "occupational exposure," additional information and/or a copy of the Blood Borne Pathogens Exposure Plan for Interlocal #602 are available by contacting the Director of Special Education.

 

J.      WORKER'S COMPENSATION:  If an injury is sustained while on the job, notify your principal and/or supervisor immediately, as well as the NKESC business office, to obtain procedural information and the appropriate forms.

 

        Failure to make timely reports of work comp inquiries may result in your claim being dismissed.  The NKESC carrier for workers compensation claims is the Kansas State School Board’s Association.  The claims are being administered by KASB Workman’s Compensation Fund.  You may obtain information from the NKESC Business Office at 703 West Second, Oakley, Kansas, or by calling or writing:

Division of Workers Compensation

Kansas Department of Human Resources

800 SW  Jackson  Street STE 600

Topeka, Kansas 66612-2996

 

        Those with impaired hearing or speech utilizing a telecommunications device may access the above number by using the Kansas Relay Center at 1-800-766-3777.

 

K.     PAY PERIOD:  The “Daily Log” must be submitted on the HR Portal each Monday for the previous week.

 

All employees not subject to the continuing contract law shall be grouped into the following two classes:

 

Class I employees shall be those employees who are not subject to the continuing contract law, but are employees who are eligible for membership in the NKESC group health insurance program.  Class I employees shall be paid in 12 substantially equal installments as provided for in Senate Bill 521.  Class I employees shall be paid on or about the 20th day of each month.

 

Class II employees shall be those employees who are not subject to the continuing contract law, and who are not eligible for membership in the NKESC group health insurance program.  Class II employees shall be paid from their timesheets in accordance with board policy and statute.  Class II employees shall be paid on or about the 15th day of each month.

 

L.     HEALTH INSURANCE:  Eligibility for health insurance coverage requires the position to be a minimum contract length of 208 days with a minimum workday of 7 hours. 

 

M.    SECTION 125 - CAFETERIA PLAN:  The service center maintains an employee flexible benefit plan under Section 125 of the Internal Revenue Code and rules and regulations thereunder.  The plan year runs December 1 to November 30 each year.   There has been an amendment to the Section 125 plan (Medical Reimbursement Provision only).  If you have not used your full Section125 medical reimbursement by the end of the plan year (November 30) contact the Business Office. For the plan year beginning December 1, 2006, American Fidelity Assurance will administer the plan.  Sign-up will be completed with this company.

 

         Before December 1 of each year, those employees eligible for plan participation will be required to complete a Section 125 Flexible Benefit Plan Election Form.  This form is the official record of the elections made by each employee and IRS regulations require its completion and employee signature (even if the employee chooses not to participate in the plan).  Prior to December, staff will need to complete the form and return it to American Fidelity.  Eligible staff choosing to participate in the dependent care reimbursement and/or medical care reimbursement must turn in their receipts to American Fidelity as per their company procedures.  Please contact the business office if you have any questions.

 

N.     HOSTILE WORK ENVIRONMENT:  The service center is committed to maintaining a working and learning environment free from discrimination, insult, intimidation, hostility, or harassment due to race, color, religion, sex, age, national origin, or disability.

 

Any incident of discrimination in any form shall promptly be reported to an employee’s immediate supervisor, the building principal, or the district compliance coordinator for investigation and corrective action by the building or district compliance officer.  Any employee who engages in discriminatory conduct shall be subject to disciplinary action, up to and including termination.  All complaints shall be filed pursuant to NKESC policies and/or the negotiated agreement when applicable.

 

O.     SEXUAL HARASSMENT (Employee):  NKESC staff will not tolerate sexual harassment.  Sexual harassment of employees or students of NKESC by board members, administrators, certified and support personnel, students, vendors, district personnel, and any others having business or other contact with NKESC is strictly prohibited.

 

Sexual harassment shall include, but not be limited to, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: 

 

(1) Submission to or rejection of such conduct is made either explicitly or implicitly a term or condition of an individual's employment;

 

(2) Submission to or rejection of such conduct by an individual is used as the basis for employment decision affecting such an individual; or

 

(3) Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment.

             

        No NKESC employee shall sexually harass, be sexually harassed, or fail to investigate or refer a complaint of sexual harassment for investigation.  Complaints of sexual harassment by employees will be promptly investigated and resolved.  Initiation of a complaint of sexual harassment will not adversely affect the job security or status of an employee, nor will it affect his or her compensation or work assignment.  Violation of this policy shall result in disciplinary action, up to and including termination, against any employee.

 

         Employees who believe that they have been subjected to sexual harassment should discuss the problem with their immediate supervisor.  If an employee's immediate supervisor is the alleged harasser, the employee should discuss the problem with the Executive Director or Compliance Officer for discrimination.

 

P.      SEXUAL HARASSMENT (Student):  NKESC staff will not tolerate sexual harassment.  Sexual harassment of employees or students of the service center by board members, administrators, certified and support personnel, students, vendors, district personnel, and any others having business or other contact with the school district is strictly prohibited.

 

It shall be a violation of this policy for any service center employee to sexually harass a student, for a student to sexually harass another student, or for any employee to discourage a student from filing a complaint or to fail to investigate or refer for investigation, any complaint lodged under the provisions of this policy.

 

Sexual harassment is unwelcome sexual advances, requests for sexual favors and other inappropriate oral, written or physical conduct of a sexual nature when made by a member of the service center staff to a student or when made by any student to another student when:  (1) submission to such conduct is made, explicitly or implicitly, a term or condition of the individual's education; (2) submission to or rejection of such conduct by an individual is used as the basis for academic decisions affecting that individual; or (3) such conduct has the purpose or effect of interfering with an individual's academic or professional performance or creating an intimidating, hostile or offensive academic environment.  Sexual harassment may include, but is not limited to: verbal harassment or abuse; pressure for sexual activity; repeated remarks to a person with sexual or demeaning implication; unwelcome touching; or suggesting or demanding sexual involvement accompanied by implied or explicit threats concerning a student's grades, participation in extra-curricular activities, etc.

 

When acts of sexual harassment or other violations of this policy are substantiated, appropriate action will be taken against the individual.

 

         Employees who believe that they have been subjected to sexual harassment should discuss the problem with their immediate supervisor.  If an employee's immediate supervisor is the alleged harasser, the employee should discuss the problem with the Executive Director or Compliance Officer for discrimination.

 

Q.     SUPERVISION OF MEDICATIONS: The supervision of any medications shall be in strict compliance with the rules and regulations of the board of education of member districts (in which the student attends school), the Kansas Nurse Practice Act, and applicable state statutes.

 

R.     (a) SUPERVISION OF STUDENTS:  Students shall be under the supervision of the appropriately assigned service center personnel at all times.  For the safety of each student, no activity sponsored by a member district and/or the service center shall be allowed to commence without appropriate supervision.  In case of injuries and/or accidents on the job, please document the incident following local procedures, and also report to your NKESC supervisor(s).

 

          (b) CHILDREN AT THE JOB SITES:  If you are providing direct services to students or are in consultation regarding a student, it is not acceptable for children to accompany one to work.  It is not acceptable to transport family members in NKESC vehicles except in previously approved situations.  If you are on contract time, you should not have your children at your work site.

 

S.      CHILD ABUSE:  Any personal interview or physical inspection of the child by any service center employee shall be conducted in an appropriate manner with an adult witness present.

 

         In all cases reported to the Social and Rehabilitation Services (SRS), it is required that an oral report to the local principal, Director of Special Education or Administrative Supervisor be made as soon as possible and be followed by a written report as soon as possible.

 

         In Kansas, anyone making a report in accordance with state law or participating in a resulting judicial proceeding is presumed to be acting without malice and in good faith and, in so doing, is immune from any civil or criminal liability which might otherwise be imposed. (K.S.A. 38-1522)

 

         The statewide reporting number is 1-800-922-5330 or reports may be made to the local SRS office.

 

         NOTE:  Use of corporal punishment is not endorsed by NKESC.

 

T.     (a) EQUIPMENT:  Service center equipment may be used and/or removed for use only if approved by the Executive Director and/or Director of Special Education, but it is general policy not to allow use of center equipment by individuals for personal use.  Upon resignation/termination, employees are required to check in all NKESC equipment to their supervisor or building principal, specifically to include Franklin Planners and related items.

 

               Routine checkout of equipment and materials for professional use by NKESC staff is to be expected.  However, loss or damage of equipment or materials outside normal wear and tear will result in replacement fees.  Generally, these fees will be assessed within individual department budgets and authorized by the Executive Director or Director of Special Education.

 

               If you use a password to secure your work, the password must be recorded with your immediate supervisor and the business office.

 

         (b) EXPECTATIONS OF PRIVACY:  Any employee of NKESC should hold no expectations of privacy as it relates to equipment owned by NKESC or located on NKESC property.  Agency e-mail is considered information of the agency.

 

         (c)  SHARED USE:  All equipment, materials, and supplies are the property of NKESC unless such ownership is expressly prohibited, and may be used for any purpose that does not violate existing laws, regulations, or policies.

 

               Individuals may be required to share such property when it is determined to be in the best interest of the NKESC organization by the individual’s administrative supervisor.

 

               When property is purchased through restricted grants, it is the responsibility of the Executive Director to determine when that property may be used, and the scope of use for such property.     

 

U.     EQUIPMENT/MATERIALS/SUPPLIES PURCHASES (Individual Students):  The purchase of any equipment/materials/supplies that will be used by an individual student needs to be the responsibility of the local USD.  Amounts budgeted for materials and equipment are intended to provide services for all students within a department, not just one student.  In addition, any equipment/materials/supplies purchased by NKESC needs to stay with the NKESC program which purchased it when the child is attending school outside the service center area.  This will allow the equipment/materials/supplies to be available for use by other children within the service center area.  Additionally, NKESC, through its Assistive Technology department, loans or rents some equipment or devices to qualified agencies and/or individuals.

 

Costs - Additional Districts:  Additional materials, equipment, inservice, change of schedule, etc. which will require billing excess costs back to the district(s) must be approved by local and NKESC administration and be followed by written notice to the district(s) involved.  Verbal communication with the district(s) is not acceptable documentation for such situations.

 

V.     COPYRIGHT:  The Board of Directors does not sanction illegal use or duplication of copyrighted materials in any form including computer software and video/audio tapes.  Service center employees shall neither duplicate, nor use copyrighted materials in violation of the exclusive rights of the copyright holder.  Furthermore, illegal copies of copyrighted materials shall not be made or used on district equipment.

 

         Copyrighted materials may be used or duplicated when the use or duplication constitutes a "fair use" of materials, as defined by law, or with prior permission of the copyright holder by letter, license, or in extreme circumstances, by telephone.  Details about "fair use" are available from your supervisor.

 

         Employees who willfully disregard the district's copyright position do so at their own risk and assume all liability.

 

         Legal Ref.: Title 17 U.S. Code P.L. 94-553, 10/19/76.

 

         Copies made for personal use are 15 cents each.  Please submit this fee to the Board Clerk.

 

Personal faxes made by or received by employees shall be paid at a rate set by the administrator.

 

W.    LEASE CAR AND VAN PROCEDURES:  If a staff member is assigned a lease vehicle, the following procedures are to be observed:

 

The vehicle shall remain at its “Home Base” as assigned by the Executive Director or the staff member’s residence as per the negotiated agreement. Vehicles shall not be operated for personal business.

 

The driver shall not operate the vehicle unless he/she and all passengers are properly using the vehicle passenger restraint (seat belt) system.

 

Absolutely no smoking is allowed in the vehicle at any time.  No operation of any NKESC vehicle shall occur within 8 hours after consumption of alcohol or drugs.

 

Only NKESC contracted personnel are authorized to operate the vehicle, except in emergency or other approved situations.

 

Drivers must have a valid Kansas Driver’s License.  You should be advised, your driving records may be checked.

 

It is the employee’s responsibility to have their respective vehicles serviced (oil change and lubrication, etc.) every 5,000 miles and to have the tires rotated every 10,000 miles.  It will be the employee’s responsibility to schedule this. Reprimands will be issued to those who do not follow this directive.  Employees will be given a list of service stations when they receive their vehicles.

 

All vehicle repairs must have prior approval from the Executive Director or his designee.

 

Keep the Leased Vehicle Mileage and Service Log in regards to gas and oil purchased, and date and mileage of last service and tire rotation.  Please forward the completed form by the first day of each month to the Executive Secretary. This information is required for a report prepared for the Board of Directors each month.

 

You should clean the interior and exterior of the vehicle at least twice a month. Submit actual cleaning expenses, not to exceed $10.00, on the monthly expense voucher for reimbursement. Vehicle appearance should be maintained. Cleaning of Head Start buses shall be reimbursed at a rate of $20.00.

 

If you are involved in an accident with an NKESC vehicle, refer to the NKESC Accident /Incident instruction form.

 

If you have questions or need assistance, contact the Executive Secretary or the Executive Director.

 

NKESC will have a limited number of “motor pool” vehicles to be used by employees to attend approved conferences, workshops, etc. Filling out a lease vehicle request form reserves these vehicles. Requests should be completed in a timely manner. Request for use of a vehicle will not guarantee that you will be assigned a NKESC lease vehicle.

 

Individuals who are assigned a lease vehicle may be asked to share those vehicles when unique circumstances arise. 

 

Negligent use or abuse of a vehicle may result in the driver being responsible for payment of repairs.

 

15.  Idling vehicles should not be left unattended.

 

 

CONTACT THE EXECUTIVE DIRECTOR’S OFFICE FOR ALL MAINTENANCE WORK APPOINTMENTS.

 

(a) All vehicle repairs must have prior approval from NKESC administration.

 

(b) Keep the Leased Vehicle Mileage Log to reflect gas and oil purchased, and any repairs.  Forward the completed form by the first of the month to the Executive Secretary.

 

X.     NKESC BUILDING POLICIES:

 

1.  TORNADO SAFETY: The following locations are the safest in the building in the event of a tornado:

Any of the four restrooms

The vault

An inside corridor away from windows

 

2.  HALLWAY DOORS: All of the hallway doors are fire resistant doors, which will slow the spread of a fire.  For this reason, fire regulations require them to be left in the closed position at all times.  The Fire Marshall has cited us on occasion because hallway doors have been blocked open.

 

3.  PARKING:  Please do not park too close to the trash dumpsters.  The sanitation truck needs plenty of space to empty the dumpsters.  Also, pull completely into a marked parking space so as not to block the driveway.  Do not leave your vehicle parked at the front (east) entrance or at the west entrance.  Inappropriate use of disabled parking spaces is prohibited.  Overnight parking at NKESC should occur on the east side of the large parking lot. 

 

4.  SAFETY/FIRE HAZARDS: When you leave the building for the day, please check your area for appliances, etc. that could cause safety hazards during the evening and night hours.  Remember to shut off and unplug items such as coffee warmers, coffeepots, electric heaters, or any other items that could develop a short or become dangerous in any way.

 

5.   LOADING AND UNLOADING: NKESC provides loading and unloading zones on the south and west sides of the building with a time limit of 30 minutes.  These zones are not to be blocked and vehicles are not to be parked in these areas.  Loading and unloading at the front entrance is discouraged, except in rainy/snowy weather.  If you do use the east entrance in inclement weather, do not leave items in the foyer or lobby (i.e. boxes, carts, materials.)  When you are parking your vehicle to load or unload, do not leave your vehicle unattended if the vehicle is left idling.

 

6.   FRONT DESK: The front desk is to be left clean of all items not directly related to the business of NKESC.  Thus, no raffles or food sales display shall be on the front desk.

 

      The foyer and lobby windows are not to be used for posting areas, except when required by statute or regulations.

 

Y.     ROOM SCHEDULING:

 

Schedule all rooms through the Staff Development Department.

Arrangements for catering are done through the Staff Development Department.  Meals are available for non-participants at a cost.  This cost should be paid at the time of consumption.  Non-activity participants may eat after activity participants have gone through the line.

 

Z.     COMPLAINTS:  Complaints regarding the service center shall be resolved at the lowest possible administrative level.

 

         About Center Policies: Complaints about service center policies should be directed to the Executive Director.

 

         About Instructional Materials: Complaints about specific instructional materials should be directed to the department coordinators/administrators.

 

         About Center Facilities and Services: Complaints about service center facilities and services should be directed to the Executive Director.

 

         About Center Personnel: Complaints about service center personnel should be directed first to that person.  If the complaint is not satisfactorily resolved, a written complaint should be directed to their supervisor.  If satisfactory resolution of the problem is not made at this level, the complaint should be made to the Director of Special Education or Head Start Director; if not resolved, then to the Executive Director.  Finally, if satisfactory resolution of the problem is not made at the Director level, the complaint should be made to the Board of Directors.  Complaints about service center supervisory staff should first be directed to that person, then a written complaint should be submitted, if appropriate, to the Director of Special Education, then to the Executive Director and, if appropriate, finally to the service center Board of Directors.

 

AA.  MAILING PROCEDURES:

 

         Incoming - Mail coming to NKESC from the school districts should be left at a district building to be taken to the designated collection point for that district to be returned to the NKESC via the delivery van.

             

         Outgoing - Mail to the school districts should be put in the appropriate box in the mailroom.  If you have larger items there are designated shelves in the Media area for each district.  Non-school district mail, with the exception of bulk (200 or more pieces) and other large mailings, should be weighed (15lb. max.) and put in the appropriate box in the mailroom for posting by Media department personnel by 4:00 p.m.  Priority mail (that costing $3.85 or more) should be put in the receptacle in the mailroom identified for that purpose.

             

         The delivery van will stop at one location in each district usually twice a week.

 

         Any outgoing mail to the districts requiring postage must be approved by administration beforehand.

 

         If there are questions, please contact the IMSS department.

 

BB.   PHONES:  Since office phones are primarily for business activities, please limit personal use.  Usage records may be routinely reviewed.

 

         Cellular Phones: For those who have cellular phones issued by NKESC, use only when necessary or in emergency situations.  Do not call anyone with a cellular phone (personal or NKESC) unless necessary.  For those with personal cellular phones, you may, if you choose, leave the number at the switchboard for emergency use only.  All cellular phone numbers (personal and NKESC) are not to be given out without the staff member or NKESC administration approval.  NKESC will not pay for usage of personal cellular phone without prior administrative approval.

 

Toll Free Number: NKESC staff is NOT authorized to release the toll free number for use by anyone other than NKESC and member districts staff.  The 800 number is not a flat rate toll account and we are not budgeted to fund this expenditure by other than NKESC and member districts.  Use of the NKESC phones and the 800 number should be for business purposes only.