Giles County
School System
270 Richland Dr.
Pulaski, TN 38478
Employee
Handbook
APPROVED BY:
_________________________
Philip J. Wright
Director of Schools
(APPROVAL SIGNATURE ON FILE)
TABLE OF CONTENTS
Director’s Welcome Letter …………………………………………………………………………………………………………………….5
Vision/Mission/Goals …………………………………………………………………………………………………………………………….6
Central Office Department Heads ………………………………………………………………………………………………………….7
Purpose of this Handbook ……………………………………………………………………………………………………………………..8
Effective Date …………………………………………………………………………………………………………………………..8
Employee Responsibilities …………………………………………………………………………………………………………………....8
Contents and Revisions ………………………………………………………………………………………………………………………...8
Equal Employment Opportunity ………………………………………………………………………………………………………......8
Non-Discrimination Statement ……………………………………………………………………………………………......8
Employee Classifications ……………………………………………………………………………………………………………………..10
Administrative and Supervisory Personnel ……………………………………………………………………………..10
Professional Personnel …………………………………………………………………………………………………………..10
Support Personnel ………………………………………………………………………………………………………………….10
Employee Information ………………………………………………………………………………………………………………………..10
Job Duties and Work Assignments …………………………………………………………………………………………..10
Staff Ethics ……………………………………………………………………………………………………………………………...10
Staff Dress and Grooming ………………………………………………………………………………………………………..11
ID Badge ………………………………………………………………………………………………………………………….........11
Absences …………………………………………………………………………………………………………………………………11
Tardiness …………………………………………………………………………………………………………………………………11
Leaving the Building …………………………………………………………………………………………………………………11
Telephones ………………………………………………………………………………………………………………………........11
Absences Due to Inclement Weather and other Emergencies …………………………………………………12
Accident/Incident Reports ……………………………………………………………………………………………………….12
Administering Medicine to Students ………………………………………………………………………………………..12
Alcohol, Tobacco, and Illegal Drugs at Work …………………………………………………………………………….12
Alcohol and Drug Testing …………………………………………………………………………………………………………13
Tobacco …………………………………………………………………………………………………………………………………..13
Use of Prescription Medications while Working ……………………………………………………………………….13
Benefits ………………………………………………………………………………………………………………………………………………..13
Flexible Benefits Plan (Section 125 Cafeteria Plan) …………………………………………………………………..13
Annuities, Mutual Funds and Retirement Investments …………………………………………………………….14
Dental Insurance ………………………………………………………………………………………………………………………14
Vision Insurance ……………………………………………………………………………………………………………………….14
Life Insurance …………………………………………………………………………………………………………………………..14
Supplement Life Insurance ……………………………………………………………………………………………………….14
Sick Leave Bank ………………………………………………………………………………………………………………………..14
Cobra Information ……………………………………………………………………………………………………………………15
Eligibility for Continuation of Benefits ………………………………………………………………………………………15
Length of Continued Benefits …………………………………………………………………………………………………..15
Social Security & Medicare (FICA) …………………………………………………………………………………………….15
Compensation ………………………………………………………………………………………………………………………………........15
Direct Deposit ………………………………………………………………………………………………………………………….15
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Pay Periods ………………………………………………………………………………………………………………………………15
Payroll Deductions and W-2’s …………………………………………………………………………………………………..16
Correction of Payroll Errors ……………………………………………………………………………………………………..16
TABLE OF CONTENTS
Compensation for Unscheduled Hours …………………………………………………………………………………….16
Timesheets and Absence Reporting …………………………………………………………………………………………17
Retirement ……………………………………………………………………………………………………………………………...17
Garnishment of Wages ………………………………………………………………………………………………….…………17
Complaint and Grievance Procedures …………………………………………………………………………………………………..17
Employee Grievance ………………………………………………………………………………………………………………..17
Employee Conduct ……………………………………………………………………………………………………………………………….18
Ethics at GCSS ………………………………………………………………………………………………………………………….18
Compliance with the Drug-Free Workplace Act ……………………………………………………………………….18
Confidentiality ……………………………………………………………………………………………………………………………………..18
Department of Children’s Services Responsibility …………………………………………………………………………………19
Reporting Suspected Child Abuse ………………………………………………………………………………………….…19
Board Policy 6.409 …………………………………………………………………………………………………………………..19
Investigations …………………………………………………………………………………………………………………………..20
Accommodating DCS Investigations …………………………………………………………………………………………20
Disability Accommodations …………………………………………………………………………………………………………………..20
District Tools and Equipment ………………………………………………………………………………………………………..……..20
Emergency Evacuation ………………………………………………………………………………………………………………………….21
Expense Reports………………………………………………………………………………………………………………………….…………21
Travel and Business Expenses …………………………………………………………………………………………………21
Out of County Travel ………………………………………………………………………………………………………………..21
Gifts and Solicitation …………………………………………………………………………………………………………………………….21
Gifts …………………………………………………………………………………………………………………………………………21
Solicitations ……………………………………………………………………………………………………………………………..22
Holidays ………………………………………………………………………………………………………………………………………………..22
Housekeeping ……………………………………………………………………………………………………………………………………….22
Leave of Absence ………………………………………………………………………………………………………………………………….23
Jury Duty ………………………………………………………………………………………………………………………………….23
Court Appearances ……………………………………………………………………………………………………………….….23
Emergency Leave ………………………………………………………………………………………………………………….….23
Family and Medical Leave (FMLA) …………………………………………………………………………………………………………23
Purpose ……………………………………………………………………………………………………………………………………23
Eligibility ……………………………………………………………………………………………………………………………….….23
General Principles …………………………………………………………………………………………………………………….24
Qualifying Exigencies ……………………………………………………………………………………………………………….23
Military Caregiver Leave …………………………………………………………………………………………………………..24
Restrictions ………………………………………………………………………………………………………………………………25
Requirements of the Board for Military Leave …………………………………………………………………………25
Personal and Professional leave ……………………………………………………………………………………………….26
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Pay and Benefits ………………………………………………………………………………………………………………………26
Legislative Leave ………………………………………………………………………………………………………………………27
Long-Term Leave of Absences for Certified Personnel ……………………………………………………………..27
Military Leave ………………………………………………………………………………………………………………………….27
Physical Assault Leave ………………………………………………………………………………………………………………28
Sabbatical Leave ………………………………………………………………………………………………………………………28
Sick Leave ………………………………………………………………………………………………………………………………..28
Table of Contents
Sick Leave Support Personnel …………………………………………………………………………………………………..29
Media Relations …………………………………………………………………………………………………………………………...………29
Outside Employment …………………………………………………………………………………………………………………………….29
Parking ………………………………………………………………………………………………………………………………………………….29
Performance Appraisals …………………………………………………………………………………………………………………….….30
Certified Employees Evaluation Process …………………………………………………………………………………..30
Classified Employees ………………………………………………………………………………………………………………..30
Personal On-Site Visits ………………………………………………………………………………………………………………………….30
Personal Use of District Supplies and Equipment ………………………………………………………………………………….30
Records of Employees …………………………………………………………………………………………………………………………..30
Personnel File …………………………………………………………………………………………………………………………..30
Changes in Personal Information ………….………………………………………………………………………………….31
Security ………………………………………………………………………………………………………………………………………………..32
Classroom Security ……………………………………………………………………………………………………………..……32
Keys ………………………………………………………………………………………………………………………………………….32
Technology Acceptable Use ………………………………………………………………………………………………………………….32
Cell Phones ……………………………………………………………………………………………………………………………...33
E-Mail ……………………………………………………………………………………………………………………………….........33
Internet Connectivity ……………………………………………………………………………………………………………….33
Mail ………………………………………………………………………………………………………………………………………….33
Network Security …………………………………………………………………………………………………………….……….33
Other Communication Vehicles ………………………………………………………………………………………………..34
Personal Use of Giles County School System Property………………….…………………………………………..34
Personal Telephone Calls ………………………………………………………………………………………………………...34
Prohibited Equipment, Network Activities, and Uses …………………………………………………….………..34
Viruses and Virus Protection …………………………………………………………………………………………………….35
Workstation/Computer Use ……………………………………………………………………………………………………..35
Vacation ……………………………………………………………………………………………………………………………………………….35
Certificated Personnel .…………………………………………………………………………………………………………….35
Classified Personnel …………………………………………………………………………………………………………..……36
Violence or Other Inappropriate Behavior …………………………………………………………………………………………….36
Work Hours …………………………………………………………………………………………………………………………………………..36
Conferences …...............................................................................................................................36
Dismissal of Classes ………………………………………………………………………………………………………………….36
Duty-Free Lunch ………………………………………………………………………………………………………………….…..36
Leaving School Grounds with a Child ………………………………………………………………………………….…….36
Meetings …………………………………………………………………………………………………………………………….......37
Planning Periods …………………………………………………………………………………………………………………......37
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Supervision of Students ………………………………………………………………………………………………………......37
Alternative School ………………………………………………………………………………………………………………………………..37
Curriculum ……………………………………………………………………………………………………………………………………………38
Field Trips …………………………………………………………………………………………………………………………………………….38
Non-Sanctioned Field Trips ……………………………………………………………………………………………………..38
Guest Speaker/Controversial Speakers ………………………………………………………………………………………………..38
Homebound Instruction ……………………………………………………………………………………………………………………….39
Homework …………………………………………………………………………………………………………………………………………..39
Money Collected From Students ………………………………………………………………………………………………………….40
Table of Contents
Substitute Folders …………………………………………………………………………………………………………………..40
Employment ………………………………………………………………………………………………………………………………………..40
Background Investigations ……………………………………………………………………………………………...........40
Professional Employees ……………………………………………………………………………………………………….…..41
Support Employees ………………………………………………………………………………………………………………….41
Health Certificates …………………………………………………………………………………………………………………...41
General Employment ……………………………………………………………………………………………………………….41
Assignment of Personnel ………………………………………………………………………………………….................42
Reassignment of Personnel ……………………………………………………………………………………………………...42
Separation Practices ………………………………………………………………………………………………………………...42
Transfer of Personnel ……………………………………………………………………………………………………….………42
Certified Transfer ……………………………………………………………………………………………………………………..43
Classified Transfers …………………………………………………………………………………………………………………..43
Verifications and References for Employment ………………………………………………………………………….43
Certified Voluntary Resignation ……………………………………………………………………………………………….43
Classified Voluntary Resignation…………………………………………………………………………………...............44
Employee Handbook Receipt and Acknowledgement Statement ………………………………………………………….44
Employee Handbook Receipt and Acknowledgement Statement Form …………………………………………………45
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DIRECTOR’S WELCOME LETTER
Dear GCSS Employee:
On behalf of the Giles County School Board and the School System, I want to welcome you to the GCSS
education family. You are joining a great team of educators, administrators, and support staff that
believe in and are dedicated to continuous improvement in student performance and success. As a
school system, we believe that we can provide an outstanding educational experience and opportunity
for every child who enters our doors.
Regardless of your position, you are critical to the success of the Giles County Schools. Our bus drivers
are the first and last face of the school system that most of our children see every day. Our custodial and
maintenance staff makes sure that our children and staff has a safe, clean, and comfortable
environment in which to work and attend school. Our teachers are the single most important variable in
the educational success of our children. Our Administrators support and guide the instructional process
and safety/security of our schools. Our educational assistants provide the support needed for our
teachers and administrators to do their jobs. Our food service staffs provide high quality meals to our
children so that they can learn every day.
Again thank you for your commitment to the children of Giles County School System. I look forward
getting to know each of you as we move forward making our schools system one of the best in the state
and the nation.
Sincerely,
Phillip J. Wright
Giles County School System Director of Schools
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VISION STATEMENT
The Giles County School System will provide a successful, challenging educational experience for all
students, thus enabling them to meet and exceed grade level expectations, ultimately becoming
productive, contributing members of society.
MISSION STATEMENT
Giles County Schools will provide academic excellence in a wholesome environment.
GOALS
It is our goal that every student will be proficient in reading at the end of 3rd grade as evidenced by
Employee Handbook Receipt and Acknowledgement Statement scores on the 3rd grade state
summative assessment scores.
Every student will be proficient in mathematics by the end of the 7th grade as evidenced by the
percentage of proficient and advanced scores on the 7th grade State summative assessment scores.
Every student will graduate from high school, on time, college and/or career ready as determined by the
ACT composite scores and the ACT benchmark scores.
Every student will attend a well-maintained, safe, and supportive school as determined by
transportation vehicle safety/maintenance data; maintenance work order data; custodial data (to
include Department of Health survey reports); child nutrition data (to include Department of Health
inspection reports); fire marshal/OSHA data/reports; and suspension/expulsion/alternative school
referral data.
Every student will have access to a highly effective teacher and highly effective principal as determined
by attendance rates, graduation rates, percentage of course taught by a highly qualified teacher and
TVAAS/Writing assessment data.
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CENTRAL OFFICE DEPARTMENT HEADS
Phillip J. Wright
Director of Schools
Secretary: Nancy Dunavant
Receptionist: Christie Phillips
The structure of the central office will be as follows:

Phillip J. Wright-Director of School: Responsible for overseeing all activities in the
District.

Michael Gonzales-Assistant Director: Responsible for Human Resource, Operational
Functions, Bids, Evaluations, and Discipline (DHA).

Cindy Young-Supervisor of Instruction PK thru 12th: Responsibilities are Evaluations,
Textbooks, RTI, Discipline and CTE Director.

Yvonne Brown-Supervisor of Special Education/Title and Federal Projects:
Responsibilities are Evaluations, Discipline, and overseeing all IEP’s.

Mitzi Jones- Assistant Supervisor of Special Education and Behavior Specialist

Casey Lewis-Supervisor of Transportation: Responsibilities are for all Transportation
matters, Bus Driver Training, Discipline, Testing and Data, and Teacher and Custodial
Supplies.

Denise Sanders-Coordinated School Health Supervisor: Responsible for School Health
and School Safety

Gary McCree-Technology Coordinator: Responsible for all network and technology
services in the District.

Ann Chaffin-School Nutrition Supervisor: Responsible for all cafeteria staff and school
nutrition

Mike Watson-Maintenance Department Manager: Responsible for all maintenance staff
and repairs in the district.

Berenetta Houston- Attendance, Truancy, and Student Information System(INOW)
7
PURPOSE OF THIS HANDBOOK
This handbook is designed to acquaint employees with the Giles County School System (GCSS) and
provide information about working conditions, employee benefits, policies and procedures, and
practices affecting employment with the district. It describes many employee responsibilities and district
practices and outlines programs developed for the benefit of employees.
This handbook is not intended as an employment contract (express or implied) and accordingly should
not be considered as such. Nothing in this handbook should be relied upon as a guarantee for certain
privileges, working conditions, or continued employment.
Employees should address questions pertaining to personnel policies and procedures to their immediate
supervisor. Additional information on referenced procedures and forms can be obtained from the Board
Office.
EFFECTIVE DATE
This handbook supersedes all prior Employee Handbooks (which should be discarded), verbal
communications, and staff meeting minutes and/or management memos, which may have been
previously issued on subjects addressed in this handbook.
EMPLOYEE RESPONSIBILITIES
Employees are expected to read, understand, and comply with the guidelines set forth in this handbook.
CONTENTS AND REVISIONS
No employee handbook can anticipate every circumstance or question. Accordingly, GCSS may need to
change the practices and guidelines described in this handbook. Revisions may include changing,
rescinding, or adding to any procedures, benefits, or practices described in this handbook.
EQUAL EMPLOYMENT OPPORTUNITY
NON-DISCRIMINATION STATEMENT (Board Policy 5.500, 5.104)
The Giles County School System is an Equal Opportunity Employer (EOE). Accordingly, GCSS promotes
equal opportunity in the areas of employment, training, development, transfer, and promotion.
Employment practices are without regard to race, color, religion, creed, sex, age, disability or medical
condition, national origin, and veteran status with regard only for qualifications for the positions
involved.
Additionally, in keeping with the spirit of the Americans with Disabilities Act, the district will make
appropriate accommodations for employees with qualified disabilities or religious needs whenever
possible as long as the accommodation does not cause GCSS or other employee’s undue hardship.
Opportunity for employment, as well as continuation and advancement in employment, shall be
afforded equally to members of all races, creeds, colors, sexes, religions, ages, national origins, and
individuals with disabilities or veteran status with regard only for qualifications for the position involved.
Employees shall be provided a work environment free from sexual, racial, ethnic, and religious
discrimination/harassment. It shall be a violation of this policy for any employee or any student to
discriminate against or harass an employee through disparaging conduct or communication that is
8
sexual, racial, ethnic or religious in nature. The following guidelines are set forth to protect employees
from discrimination/harassment.
Employee discrimination/harassment will not be tolerated. Discrimination/harassment is defined as
conduct, advances, gestures or words either written or spoken of a sexual, racial, ethnic or religious
nature which:
1. Unreasonably interfere with the individual's work or performance; or
2. Create an intimidating, hostile or offensive work environment; or
3. Imply that submission to such conduct is made an explicit or implicit term of employment.
4. Imply that submission to or rejection of such conduct will be used as a basis for an employment
decision affecting the harassed employee.
Alleged victims of sexual, racial, ethnic and religious discrimination/harassment shall report these
incidents immediately. This report should be made to the immediate supervisor except when the
immediate supervisor is the offending party. If the immediate supervisor is the offending party, the
report may be made to the Director of Schools. Allegations of discrimination/harassment shall be fully
investigated (as set forth in Complaints and Grievances 5.501). An oral complaint may be submitted;
however such complaint must be submitted in writing to ensure a more complete investigation. The
complaint should include the following information:
1.
2.
3.
4.
5.
Identity of the alleged victim and person accused;
Location, date, time and circumstances surrounding the alleged incident;
Description of what happened;
Identity of witnesses;
And any other evidence available.
The privacy and anonymity of all parties and witnesses to complaints will be respected. However,
because an individual's need for confidentiality must be balanced with obligations to cooperate with
police investigations or legal proceedings, to provide due process to the accused, to conduct a thorough
investigation or to take necessary action to resolve a complaint, the identity of parties and witnesses
may be disclosed in appropriate circumstances to individuals with a need to know.
A substantiated charge against an employee shall result in disciplinary action up to and including
termination. A substantiated charge against a student may result in corrective or disciplinary action up
to and including suspension.
There will be no retaliation against any person who reports discrimination/harassment or participates in
an investigation. However, any employee who refuses to cooperate or gives false information during the
course of any investigation may be subject to disciplinary action. The willful filing of a false report will
itself be considered harassment and will be treated as such.
An employee disciplined for violation of this policy may appeal the decision by contacting the Federal
Rights Coordinator or the Sexual Harassment Coordinator.
9
EMPLOYEE CLASSIFICATIONS
ADMINISTRATIVE AND SUPERVISORY PERSONNEL (Board Policy: 5.102)
All administrative and supervisory positions in the school system are established initially by the Board,
by state law, or State Board Rule, Regulations, and Minimum Standards. To be considered for
certificated administrative or supervisory positions, the applicant must show the following
qualifications:
1. Professional teaching certification; and
2. Administrative or supervisory certification and experience in accordance with state law and
State Board Rules and Regulations in the appropriate area based on the minimum of a master's
degree.
Non-certified administrative and supervisory personnel shall possess sufficient training and experience
to perform the services required and such additional qualifications as the Board and Director of Schools
shall determine
PROFESSIONAL PERSONNEL
The professional staff members are the personnel whose employment status requires certification in
accordance with the rules and regulations of the State Board of Education.
SUPPORT PERSONNEL
The support staff members are personnel whose regular employment does not require certification in
accordance with rules and regulations of the State Department of Education. Support personnel include
the following employees: bookkeepers, secretaries, clerks, maintenance employees, custodial
employees, cafeteria employees, instructional assistants, and transportation employees.
EMPLOYEE INFORMATION
JOB DUTIES AND WORK ASSIGNMENTS
To ensure that schools within the district are provided the best possible service, work assignments are
based on matching employee qualifications with school and district needs. From time to time it may be
necessary to reassign an employee to a different department, work team, or job responsibility.
STAFF ETHICS (Board Policy: 5.600, 5.601, 5.607, 5.611)
Staff members are prohibited from engaging in, or having a financial interest in, any activity that may be
perceived as a conflict of interest with their duties and responsibilities as employees of the GCSS. This
means that:
1. Staff members shall not solicit for financial remuneration from students, parents, or other staff.
2. Any device, publication, or any other item developed during the staff members paid time shall
be GCSS property.
3. Staff members shall not further personal gain through the use of confidential information
gained in the course of or by reason of their position or activities in any way.
Staff members shall not be prohibited from holding employment inside or outside the school system so
long as such employment does not interfere with regular and overtime scheduled duties for the school
system. The GCSS’s facilities, equipment, or materials may not be used in performing outside work.
10
STAFF DRESS AND GROOMING (Board Policy: 5.600)
All staff are expected to be neat, clean, and to wear appropriate dress for work that is in good taste and
suitable for the job at hand. All Teaching professionals should set a good example for students in every
possible way. As adults and professionals, teachers are expected to be guided in their grooming habits
by what is most generally acceptable in the business and professional world.
ID BADGE
Employees are issued an ID Badge which must be worn at all times while on the job or on any school
grounds. Employees must return the badge upon resigning their position or upon termination of
employment with the school system. Lost badges are replaced and may be at the expense of the
employee. Employee badges may be used as employee passes.
ABSENCES (Board Policy: 5.300, 5.301, 5.302, 5.303, 5.304)
Staff members unable to report to work for any reason must notify the school principal or his/her
designee as soon as possible to ensure that appropriate substitute arrangements may be made.
Substitutes are assigned on a daily basis unless a longer duration is specified.
In order to facilitate continuity during absences, staff members unable to return to their duties the
following day should contact the building principal as soon as the decision is made and secure a
substitute. Whenever possible, and as appropriate, substitutes will be retained during the course of your
absence. All substitutes must be on the school’s approved substitute list. In cases where a substitute
cannot be found using the approved list, a substitute not on the list may be used pending the principal’s
approval. Upon securing a substitute the principal, secretary, and bookkeeper will be notified by e-mail.
The e-mail shall state the date(s) of the absence(s), reason for absence(s), name of the substitute, and
the contact information for the substitute.
Substitute coverage for absences during work hours due to illness or emergency will be arranged as
needed upon notification to the building principal.
Leave of Absence: If you need to be absent for more than ten (10) days, you must request a leave of
absence. All leaves shall be requested in writing at least thirty (30) days in advance on forms provided by
the Director of Schools or his designee. If you need to take a leave of absence, tell your principal.
TARDINESS
Employees are expected to be at school on time. When you must be late, please call the principal or
immediate supervisor. It may be necessary for you to leave a message. Arrangements will be made for
your class or area to be supervised until your arrival. Let the principal/supervisor know when you arrive
at school. When an employee accumulates ten tardies disciplinary actions will begin.
LEAVING THE BUILDING
If for any reason you must leave the building during the school day, you are to contact the office and
sign out before departure from the school grounds and sign in upon return to the school grounds.
TELEPHONES
No calls should go directly into the classroom. This disturbs learning time. Please be aware that cell
phones are not to be used during teaching time except in the event of an emergency.
11
ABSENCES DUE TO INCLEMENT WEATHER AND OTHER EMERGENCIES
If the Director of Schools does not close the Central Office and other departments of the school system,
individuals employed on a twelve (12) month basis traveling to and from work in snow, other inclement
weather, or other emergencies must make a personal decision as to the safety and feasibility in regard
to his/her travel. If the Director of Schools closes schools, but does not close the Central Office, all (12)
month employees are to report to their school or assigned area.
If an employee decides they will be absent from work due to inclement weather or other emergencies,
the employee will have to use vacation time or personal leave time for their absence. In the event the
employee does not have any leave time available to use, they will be on leave without pay.
ACCIDENT/INCIDENT REPORTS
All accidents/incidents occurring on Giles County School property, school buses, or during the course of
school-sponsored activities, including field trips and other away events, are to be reported to the
building principal immediately. This includes accidents and incidents where no injuries occurred. Reports
should cover property damage as well as personal injury.
ADMINISTERING MEDICINE TO STUDENTS (Board Policy: 6.405)
Students who must take prescription and/or over-the-counter medication at school, on a temporary or
regular basis, must provide a written request to administer medication, signed by the parent or
physician.
All medication shall be kept in locked storage in the office or nurse’s office unless a student has written
doctor’s instruction to carry medication on his/her person during the school day. The medication must
be delivered to the nurse’s office in person by the parent or guardian of the student unless the
medication must be retained by the student for immediate self-administration. (i.e. students with
asthma).
Medication for students will be administered by the principal or the principal’s designee or school nurse.
Each time medication is administered a record noting date, time, amount, and name of the staff
member administering the medication must be made. In the event a student must carry inhaler on
his/her person during the school day, a statement signed by the physician and the parent must be
provided to the office authorizing such use.
Teachers are expected to assist students in remembering when a medication is scheduled to be
administered. If the student refuses to take medication, teachers or person in charge of administering
medication shall notify the parent whenever possible. Attempts to contact parents must be documented
as to date and time.
ALCOHOL, TOBACCO AND ILLEGAL DRUGS AT WORK
State law prohibits the sale, purchase, transfer, or possession of any illegal or non-prescribed controlled
drug during work hours on district property at any time. In addition, the district strictly prohibits any
employee from being under the influence of alcohol and/or any illegal drug while on duty or performing
work activities. Taking legally prescribed medications or over-the counter medications is permitted to
the extent that use of such medications does not adversely affect job performance or safety.
12
ALCOHOL OR DRUG TESTING
The district conducts drug and alcohol tests. Any detectable level of illegal drugs, illegally-used legal
drugs, and/or alcohol is considered a positive test. Any refusal to submit to testing is considered a
positive test.
Any GCSS employee, who tests positive while on the job and/or on the premises, will be subject to
appropriate disciplinary action up to and including termination from employment with GCSS.
TOBACCO (Board Policy: 1.803)
By law, all district buildings are smoke-free. The district became a “smoke free” organization with
smoking prohibited in or on any district-owned properties to include all school campuses, administrative
offices, athletic facilities, operations/service complexes, as well as all school district vehicles. Further, in
the interest of staff and student health and wellbeing, the district does not permit the use of tobacco
products (including smokeless) in or on any district owned properties as listed above.
1. Use of tobacco products is prohibited.
2. Tobacco products include, but are not limited to: cigarettes, vapor cigarettes, cigars, pipe
tobacco, chewing tobacco, and snuff.
3. Public school premises shall be any building and attendant grounds, and motor vehicles owned,
leased by, or under the control of the Board.
4. Penalties for violation of this policy shall include private or public reprimand, demotion,
suspension, or a combination of any such penalties, or termination. All reprimands/penalties
shall be noted in the employee’s personnel file and on the employee’s final performance review.
USE OF PRESCRIPTION MEDICATIONS WHILE WORKING
Taking legally prescribed medications or over-the-counter medications is permitted to extent that use of
such medications does not adversely affect job performance or safety. However, employees using
prescription or over-the-counter medications who discover that such medication impairs or adversely
impacts their ability to work must immediately stop working and report the condition to their
immediate supervisor. Working while affected by prescription or over-the-counter medications is
dangerous. Employees should consult their personal physician in the event they find themselves
impaired or affected by prescription or over-the-counter medications.
BENEFITS
The GCSS offers a variety of benefit packages. Contact the Central Office for specific details.
FLEXIBLE BENEFIT PLAN (SECTION 125 CAFTERIA PLAN)
GCSS provides a Flexible Benefit Plan. The plan creates valuable tax savings for many employees of our
school district who have eligible expenses by allowing the expenses to be paid with Pre-tax dollars.
The Flexible Benefit Plan is an excellent way to generate tax savings. Representatives will visit your
campus each year to answer questions and educate each employee on the different options available.
Every employee of the system will be seen, and each employee must sign to participate or to decline
participation in the Plan. New employees will have 30 days from hire date to enroll. Elections will be for
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a 12-month calendar period and cannot be altered unless you have a change in family status. Examples
of a status change include death, marriage, divorce, adoption, birth, or a spouse employment change.
ANNUITIES, MUTUAL FUNDS AND RETIREMENT INVESTMENTS
You may increase your financial security at retirement if you wish to participate in a tax sheltered
annuity program. Through these programs you can contribute a percentage of your pay on a pre-tax
basis. You determine which provider to use, your level of contribution and how to invest your
contributions. Please note that funds invested in these programs are subject to loss, and any such loss is
not the responsibility of the school system. The school system does not sponsor these programs and
offers them through payroll deduction only as a convenience to you. The school system does not
endorse or make any representations in regards to the companies, investments or providers.
DENTAL INSURANCE
GCSS offers dental insurance coverage. This coverage is optional and may be elected without the
medical coverage. If an employee elects to purchase the dental insurance, the premiums will be
deducted from his/her payroll check. In the event that a person terminates employment, the coverage
will terminate at the end of the period for which he/she has already paid.
VISION INSURANCE
A vision insurance plan is available to all employees who elect to participate. The premiums will be
deducted from the employee’s paycheck. The insurance offers single, two party, and family plan options.
LIFE INSURANCE
GCSS pays the cost of a $10,000/$20,000 Accidental, Death & Dismemberment life insurance policy for
full-time employees and for part-time employees working 20 or more hours per week.
SUPPLEMENTAL LIFE INSURANCE
A term life insurance plan is available for full-time employees. Those who elect to participate will have
the premium amounts deducted from their paycheck.
SICK LEAVE BANK
The Sick Leave Bank is a program available for certified employees who choose to participate. The
purpose of the Sick Leave Bank is to provide sick leave to contributors who have suffered from a
personal illness, injury, disability or quarantine and whose personal sick leave is exhausted.
Any employee who elects to participate in the Sick Leave Bank will initially have 3 (days) days of sick
leave deducted from his/her personal accumulation and deposited in the Sick Leave Bank by completing
and signing the Sick Leave Bank Enrollment Form. There may be future assessments of one or more days
if deemed necessary by the Sick Leave Bank Committee of Trustees.
Enrollment will be open during the month of October of any year. Deadline date for enrollment is
October 31st.
Donations of sick leave to the Bank are non-refundable and non-transferable except in the event of
termination of the Bank. In the event the Bank is terminated, the total days on deposit will be returned
proportionately to the then participating members and credited to the employee’s personal sick leave
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accumulation. Employees participating in the Sick Leave Bank agree to abide by the Rules and
Regulations established by the Trustees
COBRA INFORMATION
The Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1986 requires employer sponsored
group health plans to allow covered employees and dependents to elect to have their current coverage
continued at group rates, following a qualifying loss of coverage. This notice is intended to briefly
apprise employees and their eligible dependents of their rights and obligations under the law with
detailed information on rules and regulations to be obtained in the following sources:
www.state.tn.us/finance/ins/.
ELIGIBILITY FOR CONTINUATION OF BENEFITS
An employee is eligible to continue his/her group medical and/or dental insurance when such insurance
would otherwise terminate due to a reduction of work hours or termination of employment, other than
termination due to gross misconduct. An employee’s spouse and dependent children will also be
permitted to continue coverage when they lose eligibility under the group plan as a result of:
1. The employee’s death, entitlement to Medicare, termination of employment or reduction of
work hours;
2. Divorce or legal separation; or
3. Loss dependent child status due to age or marriage.
IT IS THE EMPLOYEE’S RESPONSIBILITY TO NOTIFY THE CENTRAL OFFICE OF THE QUALIFYING EVENT.
LENGTH OF CONTINUED BENIFITS
An employee or eligible dependents may continue coverage from 18 months to 36 months when group
insurance terminates due to death, a reduction of work hours, or termination of employment (other
than termination due to gross misconduct).
SOCIAL SECURITY AND MEDICARE (FICA)
Employees are eligible for benefits under Social Security and Medicare (Federal Insurance Contributions
Act). To provide these benefits, the district matches employee contributions. Some benefits under Social
Security include retirement income, Medicare benefits at age sixty-five, benefits for permanent
disability, and dependent survivor benefits.
COMPENSATION
DIRECT DEPOSIT
Direct deposit is mandatory for all employees. Employees must provide a form/card from the bank with
the necessary banking information or voided check along with the district’s required form for direct
deposit. Employees will receive a Direct Deposit for all payroll. Employees should contact the Financial
Management office for further information or in the event of a change in banking accounts.
PAY PERIODS
Classified employees will be paid based on the job assignment in which they work. Please check with the
immediate supervisor for the pay schedule.
Certified employees working on a 200 day contract will be paid on the fifteenth of each month. Certified
employees working on 220 or 240 day contract will be paid on the thirtieth of the month.
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If the end of a pay period falls on a non-working day, all employees will be paid on the last banking day
prior to the end of the pay period. However, checks will be dated to coincide with the end of the pay
period.
Payroll procedures shall be as follows:
1. All certified personnel shall be paid in twelve monthly paychecks each year.
2. All support personnel shall be paid in twelve monthly paychecks each year
No advance payments of salary shall be made. Upon resignation or retirement of school personnel, final
salary payment shall be withheld until all records and assets in custody of the employee are
satisfactorily transferred to his successor or another designated person.
PAYROLL DEDUCTIONS AND W-2’S
The district is required by law to make certain deductions from employee paychecks each pay period.
These deductions include: Federal Income Tax (FIT), Federal Social Security and Medicare Tax (FICA). The
amount of these deductions is summarized on the W-2 Form and provided to all employees no later
than January 31st of each year. Employees should report changes of name or address to the Payroll
Department to ensure/maintain accuracy of their W-2 Form.
CORRECTION OF PAYROLL ERRORS
Employees are expected to carefully review their payroll information on an on-going basis and to
immediately report suspected errors to the Office of Human Resources. The Financial Management
office will pay underpayments resulting from an administrative error either by manual check or adding
the difference to the employee’s next paycheck. The district reserves the right to make appropriate
payroll deductions for repayment of overages in the event it is discovered that an employee has been
overpaid. If an employee leaves the district’s employment before such overpayment is recouped, the
balance due will be deducted from the employee’s final paycheck.
COMPENSATION FOR UNSCHEDULED HOURS (Board Policy: 5.604)
At certain times, employees may be required to work more than the scheduled hours for their
workweek. When this occurs, hourly employees will be compensated for the unscheduled hours
worked. Salaried workers are not compensated for overtime.
Overtime Pay
1. The immediate supervisor must approve hours worked over the scheduled hours.
2. Whenever possible, compensatory time off should be used in preference to overtime pay.
3. Payment for overtime is processed through the Office of Financial Management.
4. Hours worked over 40 hours in a one-week period will be paid at the overtime rate of time and
one-half to include the benefits of Social Security tax, Medicare tax, and matching retirement (if
applicable).
5. All compensation time must be used within current pay period.
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TIMESHEETS AND ABSENCE REPORTING
All classified employee timesheets are important. Accurate, timely completion of timesheets is critical to
correct payroll processing. In the event an employee cannot complete the timesheet as required, the
employee should immediately contact their supervisor. Timesheets must be signed by the immediate
supervisor. Time sheets should be turned in no later than the 5th of every month to the Director of
Schools or his designee in order to insure timely processing of payroll. Certificated employee absences
are noted on the record of substitute time log due monthly and maintained by school office personnel.
Absences must be approved by the Supervisor.
RETIREMENT
Full-time classified employees are required to enroll in Tennessee Consolidated Retirement System
(TCRS). There will be a 5% pre-taxed contribution deducted each paycheck. Certified personnel are
required to participate in Tennessee Consolidated Retirement System (TCRS) with a 5% pre-taxed
contribution each paycheck.
GARNISHMENT OF WAGES
The district complies with court orders received to garnish an employee’s wages. Garnishment refers to
court ordered wage assignments or slow pays, State or County taxes, educational loans, bankruptcy
notices, child support orders and IRS Tax Levies. The employee is sent a copy of the garnishment along
with the start date, if garnishment is a court ordered wage assignment. For an educational loan
garnishment, the employee is sent a copy of the order and the start date. Employees receive bankruptcy
notices, child support orders and slow pay orders prior to payroll receiving them. If an IRS Tax Levy is
received, the employee is required to complete paperwork. If paperwork is not completed, the highest
amount allowed by the IRS will be deducted from the employee’s wages (Ref. IRS Table Publication
1494). Employees should address questions about such paycheck deductions with the office of Financial
Management.
COMPLAINT AND GRIEVANCE PROCEDURES (Board Policy: 5.501)
EMPLOYEE GRIEVANCE
The district advocates resolving workplace disputes in an informal and efficient manner to assist
employees and supervisors/department heads in resolving concerns, complaints, and disputes. Such
disputes may be related but not limited to, the following: general work conditions, work schedules,
assignments, relationships with coworkers or supervisors and subordinates, and instances of conduct,
actions, or language that is reviewed by the employee as harassing, intimidating, discriminatory, or
otherwise unwelcome.
The Board believes that differences of opinions arising in the course of employment should be resolved
as quickly as possible and at the lowest supervisory level. In instances of questions by an individual staff
member concerning the interpretation of policies and procedures to that staff member, administrative
practices within his/her particular school and relationships with other employees, the staff member
concerned must consult the administrative or supervisory personnel to whom he/she is responsible. If a
satisfactory resolution of the problem cannot be reached after ample opportunity for consideration of
the matter, the staff member concerned may discuss the matter with the next level of supervision up to
and including the Director of Schools. In instances where an individual staff member feels for personal
reasons that he/she cannot discuss a problem with his/her immediate superior, he/she may take the
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problem directly to the Director of Schools. After review of the case, the Director of Schools shall take
action as he/she deems appropriate and within a prompt, reasonable time shall notify all parties
concerned of his/her decision.
EMPLOYEE CONDUCT (Board Policy: 5.600)
ETHICS AT GCSS
All employees are expected to conduct themselves at all times in a manner that conforms to Board
policy and administrative procedures. Each staff member has the responsibility of line 12-28 of Board
Policy 5.600. Engaging in unethical conduct may result in disciplinary action.
Each staff member has the responsibility to:
1. Make themselves familiar with and abide by, the laws of the state as these affect their work,
the
policies of the Board and the procedures designed to implement them.2
2. To adhere to the Code of Ethics of the Tennessee Education Association.3
3.
Exercise good judgment in selecting issues for discussion and balance the relative maturity
of his/her students and the students' right to know.
4. Be courteous and helpful in interacting and responding to parents, visitors and members of
the public.
5. Keep all records and prepare and submit promptly all reports that may be required by state
law, state board regulations, board policy and administrative procedures.
6. Wear appropriate dress for work according to local school rules.
COMPLIANCE WITH THE DRUG-FREE WORKPLACE ACT
It shall be the employee's duty to report, orally and in writing, any arrests, citations, or known official
investigations they have received or involved in to their immediate supervisor within twenty-four (24)
hours. The employee shall further understand that failure to comply may result in discipline up to or
including termination.
It shall be the immediate supervisor's duty to report these events to the Director of Schools as soon as
he/she receives the information
CONFIDENTIALITY
An employee’s work assignments may involve work of a confidential nature and/or involve contact with
confidential student or employee information. Employees may not disclose to outsiders any information
that is not in the public domain as referred to in FERPA and HIPPA.
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DEPARTMENT OF CHILDREN’S SERVICES RESPONSIBILITIES
REPORTING SUSPECTED CHILD ABUSE
(Child Abuse Hotline 1-877-237-0004)
Under Tennessee law (TCA 37-1-403) it is the duty of any person, including a teacher, reasonable with
suspicion that a child has been the victim of physical, mental, or sexual abuse, to report such harm to
the county office of the Department of Human Services or the Juvenile Court or the sheriff or the police
chief. If school personnel do not report the suspected abuse, they could be found guilty of a
misdemeanor. Schools are required by law to give access to the child’s records to the authorized person
or team investigating the suspected abuse, and to cooperate fully with the investigation. (It is not a
violation if State law specifies that every citizen has a duty to report suspected child brutality, abuse,
neglect, or sexual abuse.
The principal may not insist that a school employee be present during the interview by the investigative
team but may reasonably control the time, place, and circumstances of the interview. This policy is to be
followed even if the alleged abuser is a school employee or another student. School officials must honor
the investigator’(s) directive not to inform the child’s parents of the interview if a parent is the alleged
abuser.
Board Policy 6.409
All personnel shall be alert for any evidence of child abuse or neglect. Child abuse is defined as any
wound, injury, disability, or physical or mental condition which is of such nature as to reasonably
indicate that it has been caused by brutality, abuse, or neglect or which on the basis of available
information reasonably appears to have been caused by such. Staff members having knowledge or
suspicion of any child who is suffering from abuse or neglect shall report such harm immediately. The
report shall be made to the judge having juvenile jurisdiction, the office of the chief law-enforcement
official where the child resides, or to the Department of Children's Services in a manner specified by the
department, either by contacting a local representative of the department or by utilizing the
department's centralized intake procedure where applicable.
The report shall include:
1. The name, address, and age of the child;
2. The name and address of the parents or persons having custody of the child;
3. The nature and extent of the abuse or neglect; and
4. Any evidence to the cause or any other information that may relate to the cause or extent of the
abuse or neglect.
The person reporting shall be immune from liability and his identity shall remain confidential except
when the juvenile court determines otherwise.
The Director of Schools shall develop reporting procedures, including sample indicators of abuse and
neglect, and shall disseminate the procedures to all school personnel. However, nothing in the reporting
procedures shall eliminate the staff member's legal responsibility to directly make a report to the
authorities stated above.
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INVESTIGATIONS
School administrators and employees have a duty to cooperate, provide assistance, and information in
child abuse investigations including permitting child abuse review teams to conduct interviews while the
child is at school; the principal may control the time, place and circumstances of the interview, but may
not insist that a school employee be present even if the suspected abuser is a school employee or
another student. The principal is not in violation of any laws by failing to inform parents that the child is
to be interviewed even if the suspected abuser is not a member of the child's household.
The district requires any employee who suspects abuse that is not severe physical or sexual abuse to
report that suspicion directly to the Department of Children’s Service (DCS) AND to the immediate
supervisor. Any employee who suspects severe physical or sexual abuse is required to report such
suspicions directly to the immediate supervisor who will notify the appropriate law enforcement agency.
In all cases where the suspected abuser is a GCSS employee, volunteer, or contracted services provider,
or if it is suspected that the abuse occurred on school grounds while the child was under the supervision
or care of the school, district employees will report their suspicions directly to the Director of Schools
who will notify the appropriate law enforcement agency.
ACCOMMODATING DCS INVESTIGATIONS
The Department of Children’s Services is charged with investigating cases of suspected child abuse and
conducting all related investigations to include child interviews. Except in cases where school employees
are suspected of being the perpetrator, the school is regarded as an appropriate neutral setting for
conducting such interviews. The school system cooperates fully with DCS in their investigations of
alleged child abuse. Principals and Department Heads will accommodate DCS and law enforcement
personnel regarding student access, records’ review and interviewing both students and school
personnel.
DISABILITY ACCOMMODATION
Employees who require accommodation for a medical condition or disability should contact their
supervisor and the Board Office so that the district can determine whether or not a reasonable
accommodation can be made. Requests for such accommodation will be handled in as timely and
confidential manner as possible.
DISTRICT TOOLS AND EQUIPMENT
When using district tools and equipment, employees are expected to use these items with caution so as
not to injure themselves or others. Employees are also expected to operate such items in accordance
with the manufacturer’s specifications so that the tools and equipment will not be damaged. Employees
in doubt about how to properly operate a particular tool or piece of equipment should refer to the
manufacturer’s User’s Manual or ask their supervisor for assistance. Employees should immediately
inform their supervisor of any tool or equipment malfunctions.
In some cases, employees may be assigned certain tools or equipment necessary for proper job
performance. In such cases, the employee may be asked to sign for receipt of these items. Employees
may be held financially responsible for the loss of any tools or equipment they have been issued. Upon
termination of employment, employees must return all issued tools and equipment to the district.
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Failure to do so could result in legal action being taken against the employee or the withholding of the
employee’s final paycheck.
Employees need to keep up with tools and equipment, especially when taking these from one worksite
to another. Employees should return with the same item(s). Tools and equipment may become lost
because the employee leaves them behind when moving to another worksite. Employees who damage
or lose any tools or equipment should immediately inform their supervisor so appropriate repairs can be
made or a replacement can be arranged.
EMERGENCY EVACUATION
A Classroom Emergency Procedures Guide is posted in each classroom and in the office. Employees
must take time to become familiar with this guide.
EXPENSE REPORTS
TRAVEL AND BUSINESS EXPENSES
Because the Internal Revenue Service places stringent requirements to substantiate Travel and Business
Expenses, all expense reports must thoroughly detail the purpose of the reimbursed expense and the
benefit derived from the expense. Reimbursement for travel will be based on the most direct route and
economical method possible. Reimbursement will be based on the prevailing rate approved by the State
of Tennessee and must be submitted on a monthly basis.
In all cases, there must be advanced approval of the expenditure by the appropriate authority for
expenses to be reimbursed.
Employees should direct questions about travel expenses and expense reporting procedures to their
supervisor.
OUT OF COUNTY TRAVEL
When duties require travel out of Giles County the Business Expense Reimbursement Form can be
obtained from the Central Office. The employee should submit this form to their supervisor for approval
as early as possible but at least seven (7) days in advance of the travel. If registration fees are required, a
requisition for payment should be forwarded with the advance request. Employees are not to pay these
fees themselves.
GIFTS AND SOLICITATION (Board Policy: 5.605)
GIFTS
Employees of the Board shall not accept gifts from students unless the gifts are of token value only.
The collection of money for group gifts is discouraged except in special circumstances such as
bereavement, serious illness, or for mementos at retirement.
Employees are prohibited from accepting things of material value from individuals, companies or
organizations doing business with the school system. Exceptions to this policy are the acceptance of
minor items which are generally distributed to all by the companies through public relations programs.
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SOLICITATIONS
No organization may solicit funds from employees within the schools. Flyers or other materials related
to fund drives shall not be distributed through the schools without the written approval of the Director
of Schools.
Employees will not be made responsible for the collection of any money or the distribution of any fund
drive literature within the schools unless such activity has the Director’s written approval.
GCSS does not allow the solicitation of employees or students for any purpose during working time.
Distribution of literature and notices during work time or on district premises is not allowed. Any
exception to this policy must be approved by the Director of Schools.
Working time includes all time during which an employee is paid to perform duties for the district
excluding breaks and meal periods.
Persons who are not employees of the district are not permitted to come upon or remain on the
premises for the purpose of selling products or services, making solicitations, posting or distributing
cards, literature, notices or other paper.
If an employee must meet with a vendor for personal business, this should be done on the employee’s
own time (e.g., before or after work or during lunch break).
For privacy, legal and/or security reasons, employees are not allowed to give out other employees'
addresses, phone numbers and/or other information about employees or former employees. Requests
for such information should be directed to the Central Office.
VACATION AND HOLIDAYS (Board Policy: 5.310)
Vacations
Support personnel shall earn one (1) day of vacation time for each twenty (20) days of employment. The
time of vacation must be approved by the director and the immediate supervisor. Vacation time may
not be accumulated from year to year.
Holidays
Support personnel, if on active payroll at the time, shall be entitled to the following holidays:
1. Martin Luther King
2. Presidents Day
3. Good Friday
4. Memorial Day
5. 4th of July
6. Labor Day
7. Wednesday prior to Thanksgiving Day
8. Christmas Day, December 25th
9. New Years Day
Equivalent days as approved by Director of Schools may be taken when these days fall on weekends or
school is in session.
HOUSEKEEPING
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To maintain a safe and healthy work environment, all employees must practices good housekeeping.
This means better and more pleasant working conditions, helps reduce accidents, adds to the efficiency
of our operations, and contributes to the quality of the district’s work and services provided. The
appearance of our workplace and our employees is very important to the district’s operational
effectiveness and efficiency and to conveying the right message to prospective employees and district
stakeholders.
LEAVE OF ABSENCE (Board Policy: 5.300-5.309)
JURY DUTY
When a teacher is summoned for jury duty he/she shall appear in court and specify a seven (7) day
period within twelve months that he/she will be available for jury duty. The following procedures shall
regulate the leave for jury duty for teachers:
1. The teacher shall present written evidence that he has been summoned to serve on a jury; and
2. The teacher shall be entitled to the usual compensation, less the amount paid by the court
COURT APPEARANCES
If a teacher appears in state court because of a personal interest, whether as a plaintiff, defendant or
witness or voluntarily appears in behalf of family or friends, or when a teacher is required to appear in
court either as a defendant or plaintiff in a civil case, personal leave or leave without pay shall be
granted in accordance with the established board policies on leaves.
Support personnel called for jury duty or who serve as court witnesses shall present the subpoena
or
other documents which give reporting instructions to the immediate supervisor. The employee shall
obtain a form indicating the days served and the court pay to be received from the court’s clerk for
submitting to the Office of Financial Management. The employee shall receive the usual compensation
less the amount paid by the court.
EMERGENCY LEAVE
An immediate supervisor may grant a certified or non- certified employee emergency leave during the
workday for a sudden, unexpected occurrence demanding immediate attention. The leave shall be taken
as a personal leave; sick leave or leave without pay. The employee who uses emergency leave shall
confirm said leave on appropriate forms the day after returning to work. Principals or administrative
supervisors shall keep a tally of the amount of time individual employees are released under this policy
and when the total time reaches one (1) day, the employee shall be charged with (1) day of applicable
leave.
FAMILY AND MEDICAL LEAVE (FMLA) (Board Policy: 5.305)
PURPOSE
To entitle employees to take reasonable leave for medical reasons, for the birth or adoption of a child,
and for the care of a child, spouse or parent who has a serious health condition.
ELIGIBILITY
Anyone who has been employed for at least twelve (12) months by the school system or anyone who
has at least 1,250 hours of service (Hours used for leave, even FMLA leave, shall not be credited for
service for purposes of FMLA eligibility1) during the previous twelve month period.
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GENERAL PRINCIPLES
1. Any employee shall be granted, upon request, up to twelve (12) weeks unpaid leave for the birth
or adoption of a child, the care of a child, spouse, or parent who has a serious health condition
or for qualifying exigencies arising out of the fact that the employee’s spouse, child, or parent is
on active duty, or has been notified of an impending call or order to active duty, in support of a
contingency operation. (Any employee requesting leave due to pregnancy and childbirth shall be
granted at least four (4) months leave.)
2. Any employee on maternity leave shall be permitted to use accumulated sick leave during the
period of actual physical disability only. Otherwise, the maternity leave shall be unpaid leave. A
teacher may use up to thirty (30) days of accumulated sick leave for the adoption of a child. If
both adoptive parents are teachers, only one parent may request leave. Written verification
from the adoption agency or other entity handling the adoption shall be required before the
leave is granted.
3. A physician's statement may be required by the Director of Schools when determining the
period of actual physical disability.
4. Request for leaves and extension of leaves shall conform to state law governing all leaves of
absence.
QUALIFYING EXIGENCIES
Qualifying exigencies include:
1. Issues arising from a covered military member’s short notice deployment (i.e., less days of
notice) for a period of seven days from the date of notification;
2. Military events and related activities, such as official ceremonies, programs, or events
sponsored by the military or family support or assistance programs and informational briefings
sponsored or promoted by the military, military service organizations, or the American Red
Cross that are related to the active duty or call to active duty status of a covered military
member;
3. Making or updating financial and legal arrangements to address a covered military member’s
absence;
4. Attending counseling provided by someone other than a health care provider for oneself, the
covered military member, or the child of the covered military member, the need for which arises
from the active duty or call to active duty status of the covered military member;
5. Taking up to five days of leave to spend time with a covered military member who is on shortterm temporary, rest and recuperation leave during deployment;
6. Attending to certain post-deployment activities, including attending arrival ceremonies,
reintegration briefings and events, and other official ceremonies or programs sponsored by the
military for a period of 90 days following the termination of the covered military member’s
active duty status, and addressing issues arising from the death of a covered military member;
7. Any other event that the employee and employer agree is a qualifying exigency.
MILITARY CAREGIVER LEAVE
An eligible employee who is a spouse, child, parent, or next of kin of a covered service member with a
serious injury or illness shall be granted up to a total of 26 work weeks of unpaid leave during a “single
12-month period” to care for the service member. A covered service member is a current member of
the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical
treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary
disability retired list, for a serious injury or illness. A serious injury or illness is one that was incurred by a
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service member in the line of duty on active duty that may render the service member medically unfit to
perform the duties of his or her office, grade, rank, or rating. The “single 12-month period” for leave to
care for a covered service member with a serious injury or illness begins on the first day the employee
takes leave for this reason and ends 12 months later, regardless of the 12 month period established by
the employer for other types of FMLA leave. An eligible employee is limited to a combined total of 26
work weeks of leave for any FMLA-qualifying reason during the “single 12-month period.”
RESTRICTIONS
1. For foreseeable leave, the employee shall provide the Director of Schools with at least thirty (30)
days written notice before the beginning of the anticipated leave.
2. The Director may require that a request for leave be supported by certification issued by a
health care provider with the following information:
a. the date on which the serious health condition commenced;
b. the probable duration of the condition;
c. the appropriate medical facts within the knowledge of the health care provider
regarding the condition; and
d. a statement that the eligible employee is needed to care for the son, daughter, spouse
or parent and an estimate of the amount of time that such employee is needed.
3. If there is any reason to doubt the validity of the certification provided, the Director may
require, at the expense of the school system, an opinion of a second health care provider.
4. Once it has been established that the leave requested qualifies for FMLA, the Director of
Schools/Designee shall notify the employee within two (2) business days (absent extenuating
circumstances) that —
Any leave taken pursuant to state leave statutes (paid vacation leave, personal leave, sick leave or
worker's compensation) shall run concurrently with FMLA leave. The notice may be given orally or in
writing. If the notice is oral, it shall be confirmed in writing, no later than the following pay day.
5. Intermittent Leave - When a licensed employee requests foreseeable leave for planned medical
treatment and the employee would be on leave for greater than 20% of the total number of
working days in the period during which the leave would extend, the school may require that
such employee elect either to take the leave for periods of a particular duration, not to exceed
the duration of the planned medical treatment or to transfer temporarily to an available
alternative position offered by the school system for which the employee is qualified, and that
has equivalent pay and benefits and better accommodates recurring periods of leave.
6. Period Near the End of an Academic Term (Professional employees) - If leave is taken more than
five (5) weeks prior to the end of the term, the Director of Schools may require the employee to
continue taking leave until the end of the term if the leave is at least three (3) weeks of duration
and the return of employment would occur during the three (3) week period before the end of
the term. If the leave is taken five (5) weeks prior to the end of the term, the Director of
Schools may require the employee to continue taking leave until the end of the term if the leave
is greater than two (2) weeks duration and the return to employment would occur during the
two (2) week period before the end of the term.
7. Spouses employed by the same employer are limited in the amount of family leave they may
take for the birth and care of a newborn child, placement of a child for adoption of foster care,
or to care for a parent who has a serious health condition to a combined total of 12 work weeks
(or 26 work weeks if leave to care for a covered service member with a serious injury or illness is
also used).
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REQUIREMENTS OF THE BOARD FOR MILITARY LEAVE
1. The employee shall be restored to the same position of employment or an equivalent position
with no loss of benefits, pay or other terms of employment.
2. The employee shall be kept under any group health plan for the duration of the leave in
accordance with all State and Federal statutes.
3. The Board may recover the premium paid under the following conditions:
a. The employee fails to return from leave after the period of leave has expired.
b. The employee fails to return to work for a reason other than the continuation,
recurrence, or onset of a serious health condition or other circumstances beyond the
control of the employee.
PERSONAL AND PROFESSIONAL LEAVE (Board Policy: 5.303)
Personal and professional leave shall be granted in accordance with laws of the State of Tennessee and
rules and regulations of the State Board of Education.
Certificated employees shall earn personal and professional leave at the rate of one day for each halfyear employed for a total of two (2) days per year. Any personal and professional leave remaining
unused at the end of a year shall be credited to sick leave.
If, at the termination of services, any employee has been absent for more days than leave has been
earned, an amount sufficient to cover the excess days used shall be deducted from the employee’s final
salary payment.
Subject to the following conditions, personal leave may be taken at the discretion of the employee:
1. Except in emergency, each employee shall give the principal at least one day’s notice in writing
of intent to take leave;
2. The approval of the principal of the school shall be required:
a. If more than ten percent (10%) of the teachers in any given school request its use on the
same day;
b. If requested during any prior established student examination period;
c. If requested on the day immediately preceding or following a holiday or vacation period.
Professional leave is a short, temporary absence for the purpose of attending workshops and other
meetings relating to school business or serving on boards and commissions which meet during daytime
hours when appointed by a mayor, city council, county executive or county commission.
Requests shall be submitted to the principal at least five (5) days prior to the requested leave of
absence.
In addition, certificated employees shall be granted leave to serve on any board or commission of the
state when the appointment is made by the Governor or General Assembly. Such leave shall not be
counted against any other accumulated leave credits. The employee shall notify the principal at least
five (5) days prior to leave being taken.
PAY AND BENEFITS
All leave granted in conformance with his policy shall be without pay except as may be covered by sick
leave in the case of maternity and recuperative leaves. Employees shall have the opportunity to
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continue participation, at their own expense, in group insurance plans subject to restrictions of the
insuring carrier.
Employees who take leave under the provisions of the Family Medical Leave Act (FMLA) shall have the
same portion of their insurance premiums paid by the Board as is paid for active employees. This leave
is limited to twelve (12) weeks and subject to the restrictions and conditions of the Family and Medical
Leave Act.
LEGISLATIVE LEAVE (Board Policy: 5.309)
Certificated employees who have been elected to state or local law-making bodies shall be granted
personal leave or leave without pay for the time those law-making bodies are in official session or while
attending official meetings outside the session.
In addition, certificated employees shall be granted leave to serve on any board or commission of the
state when the appointment is made by the Governor or General Assembly. Such leave shall not be
counted against any other accumulated leave credits. The employee shall notify the principal at least
five (5) days prior to leave being taken.
LONG-TERM LEAVES OF ABSENCE FOR
CERTIFICATED PERSONNEL (Board Policy: 5.304)
Any person holding a position requiring a license to teach shall be granted leave for military service,
legislative service, maternity, adoption, recuperation of health, educational improvements or other
sufficient reason without loss of accumulated leave credits, tenure status, or other fringe benefits. All
leaves shall be requested in writing at least thirty (30) days in advance on forms provided by the Director
of Schools. The 30-day notice may be waived or reduced by the Director of Schools upon submission of a
certified statement by a physician. The application for leave forms shall require:
1. A description of the type of leave requested;
2. The requested dates for beginning and ending the leave; and
3. A statement of intent to return to the position from which leave is granted.
Each request for leave must be acted upon by the Director of Schools within fifteen (15) days. Each
applicant shall be notified in writing of the action of the Director and the beginning and ending dates of
the leave which is granted. All leaves, except military leave, shall be from a specific date to a specific
date. However, any leave may be extended by the Director of Schools upon written request from the
teacher. Military leave shall be granted for whatever period may be required. The procedure and
condition for extending a leave are the same as those used when originally requesting and granting the
leave.
Positions vacated for less than twelve (12) months by teachers on leave shall be filled with an interim
teacher while the teacher is on leave. If the teacher returns from leave within 12 months, the interim
teacher shall relinquish the position. If the leave exceeds twelve (12) months, the teacher shall be
placed in the same or a comparable position upon return.
Part-time leaves may be granted by the Director of Schools upon written request for the same
conditions as for full-time leave.
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Any teacher on leave shall notify the Director of Schools at least thirty (30) days prior to the date of
return if the teacher does not intend to return to the position from which he/she is on leave. Failure to
give such notice shall be considered breach of contract.
MILITARY LEAVE (Board Policy: 5.306)
Employees who are members of any reserve component of the Armed Forces of the United States shall
be granted leave of absence for all periods of military service during which they are engaged in the
performance of duty or training in the service of the state or the United States. Reservists who
anticipate military duty during the school year must give written notice to the Director of Schools, within
thirty (30) days of the beginning of the school year, of the dates of the anticipated duty. While
performing such duty or training, the employee shall be paid his regular salary up to a maximum of
twenty (20) working days in any one (1) calendar year, plus such additional days as may result from any
call to active state duty. An employee called to active duty by the governor to enforce the laws of the
state shall be paid his/her regular salary for such time as he/she is engaged in the performance of
his/her duty, and any time spent in active state duty shall not count against the twenty-day period of
leave allowed for military service.
Request for leaves and extension of leaves shall conform to state law and Board policy governing all
leaves of absence. Failure to comply with applicable laws and policies shall constitute grounds for
dismissal.
The employee shall supply a copy of the orders for duty, including the dates of departure and return it
to the Director of Schools prior to, or simultaneous with, requesting leave.
PHYSICAL ASSAULT LEAVE (Board Policy: 5.307)
A teacher who is absent from assigned duties as a result of personal injury cause by physical assault or
other violent criminal acts committed in the course of the teacher’s employment activities shall receive
workers’ compensation or comparable benefits without loss of accumulated or granted sick, personal or
professional leave.
A signed statement listing the cause of the absence shall be given to the immediate supervisor in
support of all claims.
SABBATICAL LEAVE (Board Policy: 5.308)
Regular employees or teachers shall be entitled to a leave without pay not exceeding one (1) year to
further education on a full-time basis, provided such academic work entails a minimum of at least eight
(8) hours per semester or twelve (12) quarter hours per quarter. No regular employee or teacher shall
be eligible for more than (1) such leave every (7) seven years of consecutive service with the school
system.
SICK LEAVE (BOARD POLICY: 5.302)
Sick leave shall be defined as: illness of a teacher from natural causes or accident, quarantine, or illness
or death of a member of the immediate family of a teacher, including teacher’s spouse, parents,
grandparents, children, grandchildren, brothers, sisters, mother-in-law, father-in-law, daughter-in-law,
son-in-law, brother-on-law, and sister-in-law.
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The time allowed for sick leave for professional/support personnel shall be one (1) day for each month
employed during the school year. Professional personnel and support staff shall accumulate sick leave
for an unlimited number of days.
A signed statement listing the cause of absence shall be provided by the employee and shall promptly be
given to the immediate supervisor in support of all claims for sick leave pay. A falsified statement shall
be grounds for dismissal.
A certificate executed by the attending physician on forms furnished by the Board may be required in
support of any claim for sick leave pay.
The principal shall notify the Central Office at once if an employee is sick beyond the limit of his/her sick
leave accumulation. The substitute teacher, beyond this point, must have a certificate or permit and
must be paid according to the state salary scale. Permanent, cumulative sick leave records for each
active certificated employee shall be kept at the Financial Management Office.
When a teacher is first employed, he or she shall be given an initial allotment of five (5) days, but not
exceeding the number that can be earned during the first year of employment. If a teacher uses all or a
part of this initial allotment, these days will be charged to sick leave later accumulated by the same
teacher.
A teacher, upon employment, may transfer his accumulated sick leave from another Tennessee school
system provided that the Director of Schools of the system in which the accumulated leave was held
provides notarized verification.
A teacher may use up to thirty (30) days of accumulated sick leave for the adoption of a child. If both
adoptive parents are teachers only one parent may request leave. Written verification from the
adoption agency or other entity handling the adoption shall be required before the leave is granted.
SICK LEAVE-SUPPORT PERSONNEL
Sick leave shall be the same for support personnel as for certified employees. The time allowed (days
earned) for sick leave shall be one (1) day for each month an employee is employed. Sick leave shall be
cumulative for all earned days not used. At the termination of the employment of any employee, all
unused sick leave accumulated by the employee shall be terminated. The immediate supervisor may
require a physician’s certificate stating the reason for absence.
MEDIA RELATIONS
Because an employee’s work may involve confidential/sensitive information, contacts by media
representatives will be referred to the Director of Schools. If contacted by the press about work-related
matters, employees must refer the media representative to the Director of Schools.
OUTSIDE EMPLOYMENT
Employees must notify their supervisor when engaged in employment outside of the district. The district
reserves the right to prohibit outside employment that creates real or potential conflict of interest to
the district or its students. If outside employment prohibits effective performance of an employee’s
district duties or creates an actual or potential conflict of interest, the district may ask the employee to
either resign their outside employment or their position with the district. GCSS assumes no
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responsibility for any outside employment. Worker’s Comp and other benefits for injuries arising from
outside employment will not be provided by GCSS.
PARKING
Employees who park at district facilities do so at their own risk. The district does not assume liability for
theft or damage to an employee’s vehicle or personal belongings. All employees are to park in
appropriate designated parking spaces.
PERFORMANCE APPRAISALS
CERTIFIED EMPLOYEES EVALUATION PROCESS
The Board adopts the TEAM evaluation model. The Director shall draft procedures to ensure that the
model is implemented throughout the school system. Additionally, the Director shall provide
information to all licensed teaching personnel regarding the nature of the evaluation and the grievance
procedures prescribed by the Tennessee State Board of Education.
CLASSIFIED EMPLOYEES
To provide employees feedback about their performance, and to facilitate two-way communication,
supervisors will provide classified employees with their performance appraisal. This is done through a
formal written performance appraisal which is completed by December 1st and May 1st.
Evaluations will be used to inform employees of their performance as an aid in improving performance
and as a basis for continuing employment. To accomplish these objectives, evaluation reports will be
discussed with the evaluated employee. Each employee will be given a copy of the evaluation and will
sign the supervisor’s copy as evidence it has been discussed. Each employee is permitted to write
comments the evaluation prior to its being filed in the employee’s personnel folder.
PERSONAL ON-SITE VISITS
Employees’ family members and/or friends are not allowed to regularly visit the employee while he or
she is on the job. Subject to the approval of an employee’s direct supervisor, family members and/or
visiting friends may volunteer to assist GCSS employees with work-related activities with the same rights
and responsibilities as other district volunteers.
PERSONAL USE OF DISTRICT SUPPLIES AND EQUIPMENT
Employees are prohibited from personal use of district supplies and equipment without the express
approval of the immediate supervisor. This includes using computer equipment, software, and the
district postage meter for personal use. District stationery must not be used for personal
correspondence, since any type of communication sent out on our stationery might be considered an
official communication. Violation of these rules may result in disciplinary action.
RECORDS OF EMPLOYEES
PERSONNEL FILE (Board Policy 5.114)
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The Director of Schools or his designee(s) shall be authorized to maintain personnel records and to
permit inspection of the same, except for matters deemed confidential by law. The following personnel
records shall be maintained for all employees as appropriate:
1. Employee applications and contracts;
2. Professional certificates and other documents required by state and federal laws and
regulations;
3. Evaluations;
4. Cumulative information files; and
5. INS Form I-9.
The following guidelines shall be followed:
1. Information contained in personnel records shall be limited to job-related matters;
2. The Director of Schools shall be responsible for notifying all employees of the types of records
kept and uses made of such records;
3. Employees shall be granted an opportunity to respond in writing to material paced in records;
4. Employee records are public records, except for matters deemed confidential by law, and shall
be open for inspection during regular business hours;
5. In accordance with federal law, the district shall release information regarding the professional
qualifications and degrees of teachers and the qualifications of paraprofessionals to parents
upon request for any teacher or paraprofessional who is employed by a school receiving Title I
funds and who provides instruction to their child at that school.
6. Members of the public may not obtain the home telephone number, personal cell phone
number, bank account information, social security number, residential street address, or driver
license information (except where driving or operating a vehicle is considered to be a part of the
employee’s duties), of an employee or of the immediate family members or household
members of an employee, unless release of this information is expressly authorized by the
employee.
7. A record of the person inspecting and the date of inspection shall be recorded; and
8. Copies of records may be made under rules determined by the Director of Schools.
CHANGES IN PERSONAL INFORMATION
To ensure records are accurate and up-to-date, employees should notify both their Supervisor and the
Central Office in writing when changes in personal information occur. Employees shall provide the
following information ASAP:
1. Name
2. Address
3. Telephone Number
4. Marital Status or change in the Number of Dependents
5. Changes in Emergency Contact
6. Completion of Education/Training/Advanced Degrees
7. When a dependent child reaches age 26 if enrolled in medical, dental or vision plans
*Please note a copy of the new Social Security Card must be on file in the Central Office before a name
change will take effect.
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SECURITY
CLASSROOM SECURITY (Board Policy: 3.205)
When leaving the classroom, locker room, or other work areas between classes or at the end of the day,
teachers are expected to turn out the lights and secure all doors and windows.
All school personnel are asked to refrain from keeping personal items of value in or about their desks.
Purses should never be left unsecured. Students should be instructed to leave valuables at home. The
GCSS will not be responsible for the loss of or damage to, personal property due to such causes as fire,
theft, accident or vandalism.
KEYS
Keys/ key cards may be issued to staff by the building principal. In order to protect property, students
and staff, and to ensure the building is adequately secured when no authorized personnel are present,
all staff members are expected to follow the following key/key cards control procedures:
1. The duplication of keys/key cards is prohibited.
2. Keys are not to be left unattended. Avoid leaving keys/key cards on desks, tables, in mailboxes,
unattended coat pockets, or other public areas.
3. Keys/key cards may not be loaned.
4. Lost or stolen keys/key cards must be reported to the building principal immediately of
discovery of the loss or theft so that measures may be taken to protect the GCSS property.
Three days will be allowed for the finding or recovery of keys/key cards before any charges are
assessed.
5. Charges for lost or stolen keys/key cards may be made to the staff member to whom the
keys/keycards have been issued.
6. All keys/key cards are to be checked in at the end of the school year. Staff with summer duties
necessitating building access may make arrangements with the building principal to keep their
keys as appropriate.
TECHNOLOGY ACCEPTABLE USE
The district has an extensive technology infrastructure, including hardware, software, and connectivity
equipment for the purpose of improving its educational, administrative, and clerical functions. The
significant ongoing investment in technology is, in part, justified by two promises:
1. To better prepare students for life and work in a future filled with technology laden changes,
and use.
2. To increase the productivity of current and future staff.
This investment must be protected from potential misuse and deliberate abuse. This section clarifies
roles and responsibilities in the use of GCSS technology, both hardware and software, to preserve the
integrity and usability of these resources to benefit and serve all clients. Noncompliance may result in
the suspension of privileges, internal investigation, and/or criminal prosecution. GCSS must be strict in
these matters, not only because of the real value of the facilities, but also because GCSS research,
instructional, and operational activities are dependent upon the reliability of the technology systems.
These rules apply to all GCSS computing facilities and equipment with the intent being to raise
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awareness about what is appropriate, ethical, legal, and professional use of a valuable shared resource,
not to enumerate all uses that are or are not appropriate.
Acceptable use of GCSS information technology resources is based on common sense, common decency,
and civility applied to the networked computing environment. There is no expectation of privacy by
users when using the internet or electronic communications. The district reserves the right to monitor,
inspect, copy, review, and store (at any time and without any prior notice) all usage of district
computers and computer systems. The district may access district-owned or networked computers for
maintenance, upgrades, and at any time of suspected abuse of district policy.
All employees will comply with all applicable copyright laws in the use of all media and materials and
model legal and ethical practices related to technology.
CELL PHONES
Giles County Schools and Verizon Wireless have an agreement that provides free equipment for cell
phone service to all Giles County School Principals, Teachers, and one phone per school office. These
phones are to be used for the business purposes of Giles County Schools.
All full time teachers, assigned to a classroom will be supplied a cell phone. Teachers will be responsible
for the cell phone and maintaining it in proper working order including charging. An A/C “home”
charging cradle will be provided. All phones should be fully charged at all times and should stay on
school grounds at all times unless you are on a school field trip. Messages from school officials may be
sent to these phones.
The cell phones are programmed with several numbers which may be important in times of emergency
or to communicate when other means are not available. It may be convenient or necessary to add other
numbers to the “phonebook” which will assist you. Only numbers to the Verizon phones supplied by the
school system or numbers which have been preprogrammed into the phone should be entered unless
special permission has been granted by a supervisor.
E-MAIL (Board Policy: 4.406)
The GCSS e-mail system has been provided for the internal and external communication of employees
and board members. Responsible and ethical use of the e- mail system is required. The e-mail system
may not be used for personal gain or political or religious views or in any illegal, offensive, or unethical
manner. Personal e-mails should be limited. All e-mail is the property of GCSS and, as such, is subject to
review at any time by authorized GCSS personnel. Employees are reminded that e-mail messages do not
always remain private. Accordingly, use discretion when using e-mail to communicate sensitive matters.
All employees are to check their e-mail daily.
INTERNET CONNECTIVITY (Board Policy: 4.406)
Internet connectivity is provided to improve educational, administrative, and clerical functions. It
requires responsible and ethical use and is intended for valid and legitimate district-related purposes.
Classroom use of the internet is intended for instructional related purposes only. Any violation of the
Acceptable Use Policy by searching any inappropriate content (ie. pornographic images, graphic/violent
content) will be met with harsh punishment and could lead to termination of employment.
MAIL
Employees should not have personal mail sent to their work location.
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NETWORK SECURITY
Domain/Active Directory account information are only given to authorized personnel. Only users with
valid GCSS network accounts are authorized to use the GCSS network and computer equipment.
Employees must only use their assigned network account and should not allow anyone to use their
computer while they are logged in. Employees should always log off the network before leaving their
work area. The individual assigned the domain login is accountable for any and all transactions entered
under that specific user account.
Use of software designed to gain passwords or access beyond the rights assigned to a user or computer
is strictly prohibited. Use of such programs risk security of the network and is considered “hacking”. The
intent to control unauthorized access is a violation of State and Federal law. Violators will be
prosecuted. Employees who inadvertently discover passwords or any other method used to control
unauthorized access must report this to the Technology Supervisor.
OTHER COMMUNICATION VEHICLES
The district telephone notification system – School Reach - may be used to contact employees with
emergency or outreach notifications.
PERSONAL USE OF GCSS PROPERTY
To protect data and software on district computers, employees are prohibited from loading personal
software onto district computers without the express permission of the Technology Department. District
computers and related equipment are for district business only and must not be used for personal
business. Employees may not copy district software for personal use. Under no circumstances will the
removal of GCSS technology off of school grounds be permitted without prior written consent from the
building administrator/supervisor. This includes laptops, computers, projectors, tablets, cameras, and
etc. If damages occur while equipment is off premises, the employee is responsible for repair and cost.
PERSONAL TELEPHONE CALLS
Personal telephone calls should be limited both in time and nature so as not to interfere with employee
job performance and responsibilities. All personal cell phones should be put away and not used during
instructional or supervisory times.
PROHIBITED EQUIPMENT, NETWORK ACTIVITIES, AND USES
Downloading, installation or use of programs that infiltrate computing systems and/or damage software
components, including “viruses” and “worms” is not allowed.
Downloading, installation or use of any program or software without prior authorization of Technology
Department management is not allowed. Automatic updates of existing Technology installed software
are permitted.
Intentionally disrupting network traffic, crashing the network, or gaining unauthorized access to the files
of another user is not allowed.
Use of the network to personally attack, harass, or threaten another person intentionally or recklessly
publish false information about another person is not allowed.
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Use of inappropriate language in any type of communication, including, but not limited to, language that
is illegal, vulgar, profane, abusive or threatening is not allowed.
Access to the network through false identity including anonymous communication, falsifying,
concealing, or misrepresenting user’s identity or sharing network accounts is not allowed.
Mass e-mailing of unsolicited and unwanted messages (“spamming”), including text, software, video
images, graphics, and chain letters is not allowed.
Downloading music and sound recording for non-instructional purposes without the permission of
supervisory personnel is not allowed.
Make sure to monitor the size of your mailbox. Each e-mail mailbox has a size limit. To insure that you
don’t go over your limit, delete unnecessary e-mails periodically. If you have any questions regarding
this limit, contact the Technology Department at 363-4558.
VIRUSES AND VIRUS PROTECTION
The Technology Department provides virus protection, and related software for all workstations and
servers. Virus protection will be automatically installed via login script and will not require any personnel
attention unless otherwise indicated by the Technology Department.
Employees should not open any e-mail attachments from unknown senders nor should they send
anyone an e-mail that may contain a virus. The intentional spreading of messages or files containing
damaging or destructive programs or data is against federal law. Violators will be prosecuted.
Employees who suspect their computer may contain a virus should contact the Technology Department
immediately. Any notifications requesting your email credentials should be viewed as a phishing threat
and deleted immediately, unless it is requested directly from the Network Administrator or the
Technology Supervisor.
There are many virus hoaxes. Never delete system files from a computer to remove a potential virus
without first checking with the Technology Department to ensure the virus is valid and not a hoax.
WORKSTATION/COMPUTER USE
Employees are prohibited from installing any software on any computer unless authorized by the
Technology Department. Illegal download or use of copyrighted software, music, videos, pictures, or
other files is strictly prohibited.
Employees are prohibited from using any computer for illegal or commercial activity. Any desktop
application designed to limit access to students or staff, other than those used by the Technology
Department for network security purposes, is prohibited.
Changing or tampering with any computer’s system configuration is strictly prohibited. Any action which
violates Board or Administrative policies, local, state, or federal law is prohibited.
Computers found to be tampered with or containing unapproved software/files will be reformatted and
restored to compliance, while the offending parties will be penalized.
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VACATION (Board Policy: 5.310)
CERTIFICATED PERSONNEL
Twelve-month certificated employees shall earn twelve (12) vacation days each year. For nonadministrative personnel, those days will be taken as structured in the school calendar. The time of
vacation must be approved by the Director of Schools and immediate supervisor.
Vacation time is paid at the employee's base pay rate and does not include overtime or any special
forms of compensation such as incentives, commissions or bonuses. Vacation time is paid only for days
taken off and may not be cashed out at any time.
CLASSIFIED PERSONNEL
Regular full-time twelve-month classified employees shall earn one (1) vacation day for each month
worked. The time of vacation must be approved by the Director of Schools and immediate supervisor.
Vacation time may not accumulate from year to year.
Vacation time is paid at the employee's base pay rate and does not include overtime or any special
forms of compensation such as incentives, commissions or bonuses. Vacation days may not be taken
until earned.
Upon termination of employment, employees will forfeit unused vacation time.
VIOLENCE OR OTHER INAPPROPRIATE BEHAVIOR
Threatening employees, students, visitors, contractors, or vendors, or engaging in threatening or violent
behavior in our workplace is a serious matter. Employees engaging in such activities will be subject to
appropriate disciplinary action up to and including termination of employment with GCSS and perhaps
legal action from the victim(s) of their conduct.
WORK HOURS
Work hours may differ from school to school, work center locations, and jobs performed.
CONFERENCES
Planned conferences between teachers and parents are essential to the Giles County School System’s
efforts to further understanding and close cooperation between the home and school. Parent-teacher
conferences are scheduled each fall and spring. The student may be included if the teacher or parent so
desires.
Conferences should be treated as an opportunity for constructive, mutual exchange of information and
ideas for the welfare and continued academic growth of the student.
Occasionally, teachers or parents may arrange for conferences outside regularly scheduled conference
dates, to meet more immediate student needs. Teachers should be prepared to provide after-school or
pre-school time to meet with parents as necessary.
DISMISSAL OF CLASSES
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Teachers should never dismiss a class before the established dismissal time. Detaining the entire class
after dismissal time is also discouraged. Whenever individual students are detained after class, the
teacher is expected to provide the student with a note for the student’s next class teacher.
DUTY-FREE LUNCH
All teachers are entitled to a duty-free lunch period. Teacher lunch period is equivalent to the student
lunch period. When rare emergencies arise, a teacher may be asked to assist in the cafeteria.
LEAVING SCHOOL GROUNDS WITH A CHILD (Board Policy: 6.208)
No staff person may leave school grounds with a child unless the principal and parent have given
permission and know where you are going and when you will return. Under most circumstances,
permission will not be granted unless the parent is notified prior to the transportation of the child.
MEETINGS (Board Policy: 5.603)
Staff meetings shall be held in each school for the purpose of promoting school improvement and
professional growth and maybe conducted by the principal, teachers or committees.
All staff is expected to attend all meetings called by the administration and all in-service programs
designed to improve the total school, unless excused by the person calling the meeting.
Teacher’s meetings may include but not limited to:
1. Meetings of the entire staff of school;
2. Meetings of teachers in same subject area or grade level;
3. System wide in-services meetings; and
4. Committee meetings dealing with specific problems.
PLANNING PERIODS (Board Policy: 5.602)
Planning time is incorporated into the teaching day for each instructional position. The building
principal, in emergency or unusual circumstances, may direct instructional staff to temporarily assume
duties during this time. Planning time is for the purpose of developing the instructional program.
Teachers shall inform the principal or designee when leaving the building during planning time.
Teachers shall be allotted a duty-free planning period of least two and one-half (2 ½) hours each week to
provide time for planning, preparation for effective teaching and attention to major program
improvement.
SUPERVISON OF STUDENTS (Board Policy: 6.408)
Staff members are responsible for the supervision of all students while in school or engaged in schoolsponsored activities.
All teachers are expected to be in their classrooms prior to the arrival of students unless otherwise
assigned. Under no circumstances are classrooms or other areas where students are under the
supervision of assigned staff to be left unattended while students are present. Teachers who may need
to temporarily leave the classroom or their assigned duties in an emergency situation while students are
present are expected to contact the office to arrange for temporary coverage.
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No other staff members may leave their assigned group unsupervised except as appropriate supervision
arrangements have been made to take care of an emergency.
During school hours, or while engaged in school-sponsored activities, students may be released only into
the custody of parents or other authorized persons.
ALTERNATIVE SCHOOL (Board Policy: 6.319)
An alternative school program is provided for students whose behavior makes it necessary for them to
be removed from the regular program. The alternative school program is provided for students in
grades 6-12.
CURRICULUM
Curriculum guides are available for all courses taught in the Giles County School System. Curriculum
guides reflect a consistent and coherent structure for the education of Giles County School System
students. The curriculum established for the courses and grade levels of the Giles County School System
provides the flexibility necessary to meet the individual need of students and their diverse learning rates
and styles.
Deviations from the established curriculum, adopted textbooks, and instructional materials are not
permitted without building principal approval. Teachers with questions should contact the building
principal.
Though teaching methodology may vary, classroom instruction is expected to reflect “best practices”
consistent with research on effective instruction.
FIELD TRIPS (Board Policy: 4.302)
Field trips are direct extensions of units of study in the curriculum. Field trips must be approved before
transportation can be scheduled. Please allow at least two weeks for the approval process.
The cafeteria manager must be notified in writing as least two weeks prior to any trip which will alter
the lunch menu or number of lunches needed.
NON-SANCTIONED FIELD TRIPS
Non-sanctioned field trips organized by employees acting as independent contractors/agents involving
students on a volunteer, self-supporting basis are to be approved by the Board and are not considered
part of the curriculum. Total responsibility for privately planned field trips or tours rests with the
individual(s) and agency sponsoring them. The Board assumes no legal or financial responsibilities.
If recruitment of students is sought through the school(s), the request for recruitment shall be made in
accordance with those of private citizens. Recruitment efforts shall not occur during class time or the
employee’s work day
GUEST SPEAKERS/CONTROVERSIAL SPEAKERS
Guest speakers may be used by teachers from time to time, when such use is consistent with
educational goals and with a demonstrable relation to the curricular or co-curricular activity in which the
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participating students are involved. Teachers are expected to inform the building principal of the date,
time, and nature of the presentation whenever such use is planned.
Prior building principal approval is required whenever the guest speaker and/or presentation may be
reasonably considered controversial.
Guest speakers should represent various approaches or points of view on a given topic in order to afford
students a more comprehensive understanding of the issue.
Prior to his/her participation, guest speakers are to be informed of the following regulations:
1. Profanity, vulgarity, and lewd comments are prohibited.
2. Smoking is not permitted on school grounds or while speaking to or consulting with students.
3. Sexist, racist, or derogatory remarks regarding any group or individual are prohibited.
Teachers responsible for inviting a particular guest speaker have the right and obligation to interrupt or
suspend the presentation if the conduct or content being presented is judged to be in poor taste or
endangers the health and safety of students or staff.
HOMEBOUND INSTRUCTION
Homebound instruction may be provided to any student whose health or impairment causes him/her to
be absent from school for at least 10 days. A physician’s statement substantiating such absence is
required in order for GCSS to authorize homebound instruction.
Teachers are expected to cooperate with counselors, students, and parents to provide such
assignments/homework as may be necessary to help students maintain satisfactory progress during
each student’s temporary absence from school.
HOMEWORK
Education is a lifelong process which extends beyond the school. It is important for educators, parents
and students to understand that learning also occurs in the home and community. Homework is but one
means of teaching the needed skills of independent study and learning outside the school. Homework
shall be broadly defined to comprise any learning-related activity assigned to be done at home,
including written work, reading, reports, projects, viewing specified media programs, and other tasks.
Homework may be assigned for the following reasons:
1. To complete work begun in class.
2. To provide additional practice and/or further study in previously introduced material and
subjects.
3. To build interest in reading and learning.
4. To make up work missed due to absence.
5. To encourage parents' awareness of student learning.
6. To develop independent study habits and the ability to organize and complete assigned
homework tasks.
Homework shall be received by teachers making assignments and utilized as a formative assessment.
Homework assignments shall take into consideration students' individual differences, including their
abilities, educational resources at home, home conditions, and health. Homework shall not require the
use of reference materials not readily available in most homes or in school and/or public libraries.
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Schools have a primary responsibility for the intellectual development of students. Yet, schools shall not
be in continuing conflict for time with homes, churches, and various community agencies which also
have responsibilities for many aspects of student progress. Educators are aware that out-of-school hours
are, and should be, planned by the home and other agencies to help in the maximum growth of wellbalanced persons. Educators should realize that effective homework must be thoughtfully planned,
sensibly assigned, and orderly evaluated.
Based on preferences given by both teachers and parents of Giles County students, the GBOE offers
teachers the following recommendations:
Teachers should typically assign homework from two to four nights per school week.
1. Teachers should typically expect their students to spend from 30 to 60 minutes working on all
homework at home on any given school night, recognizing that homework time generally
increases as students advance in grade levels.
2. Teachers should provide students an opportunity to begin work on homework at school on an
occasional-to-frequent basis, typically allocating 5 to 10 minutes per class period for this
purpose.
3. Homework should be checked for effort and correctness on a frequent basis. Homework should
be utilized as a formative assessment.
4. Homework may be graded by a combination of students grading their own work, by students
exchanging papers and grading each other's work, and by teachers grading students' work.
Teachers are reminded that many parents prefer teachers, themselves, to grade homework.
5. Homework should typically count from 10 to 20 percent of students' nine-week grades.
6. New learning, that is, material that has not yet been taught in class, should rarely be sent home
as homework.
7. Homework may be assigned for some subject areas more than others.
8. Teachers of secondary advanced or honors courses may be allowed to assign different amounts
of homework from regular courses.
Principals shall convey to teachers each school's expectations of homework practices. At the beginning
of each school year, teachers shall submit in writing to their students and their students' parents their
proposed homework policies for that school year. Teachers who teach the same grade and/or the same
subject within the same school shall strive for consistency in their homework practices. Teachers shall
not significantly decrease homework for students as students advance in grade levels.
MONEY COLLECTED FROM STUDENTS
Money may not be left in the teacher’s desk at any time. Money may be collected from students only for
purposes approved by the School District. Each teacher is required to turn in a collection log and any
money collected to the office daily. The teacher will be responsible for replacing money left unattended.
SUBSTITUTE FOLDERS
Each teacher shall compile a folder of pertinent information for a substitute. The folder should include
students’ names, schedules, emergency drill procedures, teacher duties, daily routines, and names of
students with special circumstances, students with medical needs, students’ dismissal information, and
any other pertinent information. Lesson plans should be accessible, current, easy-to-follow, and
complete. Each school office has a list of approved substitute teachers. The substitutes are required to
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attend substitute orientation and complete a full background check before approved to enter the
classroom.
Teachers shall compile an emergency lesson plan folder. The folder should include students’ names,
schedules, emergency drill procedures, teacher duties, daily routines, and names of students with
special circumstances, students with medical needs, students’ dismissal information, and any other
pertinent information. This plan should be updated each nine weeks. These plans should be kept with a
building administrator.
EMPLOYMENT
BACKGROUND INVESTIGATIONS (Board Policy: 5.106)
Professional Employees
The application must include a transcript of credits earned at the colleges or universities attended along
with reference information from persons such as previous employers, college professors and supervisors
of student teachers. Other information shall include whether such applicant has been dismissed for
cause from a school system. If previously employed by a local board of education, the applicant shall
provide evidence of acceptable resignation.
Certified Personnel
No person shall be employed:
1. Who does not hold a valid license to teach from the State Board of Education;
2. Who does not present a physician’s certificate showing a satisfactory health recoed or has any
contagious or communicable disease in such form that might endanger the health of school
children;
3. Who refuses to take and subscribe to an oath to support the Constitution of the State of
Tennessee and the United States of America;
4. Who fails to make a full disclosure of any prior criminal record and any prior dismissals from
employment for cause; or
5. Who does not receive a satisfactory background check.
Support Employees
No person shall be employed:
1. Who has any contagious or communicable disease is such form that might endanger the health
of the children;
2. Who has not complied with the Immigration Reform and Control Act of 1986; or
3. Who fails to make a full disclosure of any prior criminal record and any prior dismissals from
employment for cause; or
4. Who does not receive a satisfactory background check.
HEALTH CERTIFICATION
Employee of the GBOE, prior to entering employment, must verify with the completion of the Employee
Health Certification that they do not have a contagious or communicable disease in such form as might
endanger the health of school children. Employees are required to submit to a physical examination by
a physician.
GBOE bus drivers who hold a valid Commercial Driver’s License (CDL) are required to complete an
annual re-certification and required DOT physical.
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Employees working as Pre-K teachers and assistants must follow the State Board of Education (Chapter
0520-12-1) physical examination requirements.
GENERAL EMPLOYMENT (Board Policy: 5.105)
The Director of Schools is responsible for the development of a program for the recruitment of licensed
personnel.
Identification of personnel needs shall be the responsibility of the Director of Schools, supervisors, and
building principal. Effort shall be made to include representation of academic and professional
experience, age, ethnic backgrounds, race and sex.
Vacancies will be advertised locally and, if deemed necessary, through the closest placement office. A
deadline for receiving applications will be established and disseminated with the vacancy notice.
ASSIGNMENT OF PERSONNEL (Board Policy: 5.115)
The Director of Schools shall assign personnel to the various schools or departments by June 15 for
professional and classified personnel proceeding the school year for which such persons are employed
while allowing each principal or immediate supervisor to assign more specific responsibilities within
each school.
Assignment of employees will be made by the Director of Schools based on the recommendation of the
appropriate supervisor and/or building principal. The assignment will be determined by the applicant’s
training, experience and ability to perform the duties of the position and in the best interest of the
schools.
Extra assignments for which supplements are provided and upon which initial employment was based
may not be relinquished in part by the employee without the approval of the person making the
assignment.
Other assignments for which supplemental salary is provided shall be made on an annual contract basis.
REASSIGNMENT OF PERSONNEL (to move to another assignment within the same school or
administrative unit)
Reassignments shall be non-discriminatory and shall not be arbitrary or capricious. Employees shall be
reassigned as necessary for efficient operation of the schools. The Director of Schools is responsible for
developing and disseminating procedures for reassignments.
SEPARATION PRACTICES (Board Policy: 5.200, 5.201, 5.202)
If the immediate supervisor is of the opinion that an employee should be suspended or dismissed, a
recommendation will be made to the Director of Schools. A Director of Schools/designee may suspend
an employee at any time when deemed necessary. Before an employee is suspended he/she shall be:
1. Provided with reasons for the suspension;
2. Given an opportunity to respond, and
3. Given a written decision of the suspension.
The causes for which a professional employee may be dismissed are as follows: incompetence,
inefficiency, neglect of duty, unprofessional conduct, and insubordination.
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Under no circumstances shall a Director of Schools suspend an employee with pay. If reinstated, the
employee shall be paid full salary for the period of suspension, unless suspension without pay is deemed
to be an appropriate penalty.
TRANSFER OF PERSONNEL (Board Policy: 5.115) (to move from one school or administrative unit to
another)
The Director of Schools shall transfer employees as necessary for efficient operation of the schools.
Transfers shall be non-discriminatory and shall not be arbitrary or capricious. The Director of Schools is
responsible for developing and disseminating procedures for transfer.
All employees transferred shall receive written notification of the transfer.
Individual members of the Board shall be notified of transfers five (5) business days in advance of the
transfer whenever practical or as soon as possible thereafter.
Transfers made in accordance with board policy and state law are final.
CERTIFIED TRANSFER
Certified Employee Requests for Volunteer Transfers are considered only for positions to be filled
effective the opening day of school the following fall. Voluntary Transfers for Certified Positions will not
occur at any time during a school year, unless the Director of Schools deems it is in the best interest of
the school system. Administrative Transfers may be made at the discretion of the Director of Schools if
the transfer is in the best interest of the school system.
Certified Employees interested in transferring the following school year to a new school or position for
which they qualify shall write a letter to the Director of Schools to request a transfer by April 15th
annually.
CLASSIFIED TRANSFERS
The Director of Schools, when necessary to the efficient operation of the school system, may transfer an
employee from one location to another within the school system, or from one type of work to another
for which he/she is qualified.
Employees interested in transferring voluntarily to an open and posted position must submit a transfer
form to their supervisor. Employee requests for transfer must be justified and serve the mutual
interests of the employee and the school system. Some transfers may require testing, with the
employee scoring a passing score. All transfers are subject to review and approval by the Director of
Schools.
Employees who are to be transferred are notified in writing. If a transfer request is approved, transfer
arrangements will be coordinated by the appropriate school/department and made at a time and in a
manner that will minimize work interruptions in the affected schools/departments.
Employee demotions occur when an employee is reassigned or voluntarily requests a transfer to a
position in a lower pay grade. If an employee was promoted and subsequently returned to the original
(lower) job, his/her pay rate is adjusted to the pay rate that would apply if the promotion had not
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occurred. The employee’s pay rate normally would be reduced to be consistent with the rates of pay of
other incumbents in the new job who possess similar skills and tenure.
VERIFICATIONS AND REFERENCES FOR EMPLOYMENT
From time-to-time, employees may need the district to verify employment for loans or to prospective
employers. All employment verification/reference requests must be directed to the Central Office. For
employment verifications/loans, the district will only release dates of employment, job title, and
compensation data unless the employee provides written authorization for the release of additional
information. For employment references, the district complies with the provisions of TCA 50-1-105Providing Employee Information to Prospective Employers – Good Faith when releasing such
information.
CERTIFIED VOLUNTARY RESIGNATION
Certified teachers working for GCSS are subject to the resignation requirements dictated by the State of
Tennessee in T.C.A. 49-5-411b. “A teacher shall give the Director of Schools written notice of
resignation at least thirty (30) days in advance of the effective date of the resignation.” A teacher who
breaks a contract with a local board of education without justifiable reason can be subject to the
penalties listed within the state statute.
CLASSIFIED VOLUNTARY RESIGNATION
Classified personnel will submit voluntary resignation in writing to their immediate supervisor in
advance of the effective date of the resignation. The immediate supervisor will forward a copy of the
resignation to the Director of Schools the day the form is received. In the event that an employee
voluntarily leaves GCSS employment and fails to submit this form upon departure, the immediate
supervisor may terminate the employee on the basis of failure to report to the workstation.
Terminated Employees must return all system property including, but not limited to: keys, uniforms,
equipment, software, ID badge, etc., to the appropriate department prior to the last day of
employment. Failure to return or properly account for unreturned items may result in a deduction from
employee’s final paycheck for the value of unreturned items.
EMPLOYEE HANDBOOK RECIEPT AND ACKNOWLEDGMENT
Upon in-processing through Human Resources, all employees will sign an In-processing
Acknowledgment Statement acknowledging information on how to access the GCSS Employee
Handbook and agreeing to familiarize him or herself with the contents of the handbook and to observe
the guidelines set forth therein.
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GILES COUNTY SCHOOL SYSTEM
PHILLIP J. WRIGHT, DIRECTOR OF SCHOOLS
270 RICHLAND DR., PULASKI, TN 38478
EMPLOYEE HANDBOOK ACKNOWLEDGMENT STATEMENT
I have received a copy and/or information on how to access a copy of the GCSS Employee Handbook. I
agree to familiarize myself with the contents of the handbook and to observe the guidelines set forth
therein.
___________________________________________________________________________________
Printed Name of Employee
Date
_________________________________________________________________________________
Signature of Employee
Date
__________________________________________________________________________________
Signature of Supervisor
Date Received
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