ARTICLE VII: EMPLOYEE PAY AND FRINGE BENEFITS
Table of Contents
5-7.1
Employee compensation
5-7.2 insurance
5-7.3 retirement
5-7.4 POST RETIREMENT EMPLOYMENT PLAN:
BOARD PLAN
HANOVER COUNTY SCHOOL
5-7.5 LICENSED and Classified Personnel: Professional Development
Reimbursement
5-7.6 licensed personnel: assistance for meeting requirements for
additional endorsements
5-7.7 travel expenses
5-7.8 holidays
5-7.9 employee absences/leave
5-7.10 FAMILY AND MEDICAL LEAVE
POLICY 5-7.1 EMPLOYEE COMPENSATION
Teacher Compensation
Generally, the Hanover County School Board desires to adopt annually a teacher compensation schedule
that will attract outstanding teachers and will retain those teachers who have met the standards of excellence
required by the School Board. The compensation schedule should be based upon a reasonable base salary and
should take into consideration years of experience, degree of educational training, level of certification, job
performance, and such other criteria as the School Board may deem appropriate.
Placement on Compensation Schedule
1.
2.
3.
Licensed personnel submitting transcripts reflecting fifteen (15) additional graduate credit hours in an
approved program or being awarded a masters or doctoral degree in education from an accredited
college or university will receive a salary adjustment in keeping with this additional preparation.
Credit for military service may be allowed based on individual circumstances and regulations of the
Virginia Board of Education.
In order for consideration to be given for a year of teaching or comparable experience on the Teacher
Compensation Schedule, the teacher must have been under full-time contract for at least 120 days of
the contract year.
Advancement on Compensation Schedule
l.
2.
Each teacher shall receive an annual compensation increase for the step on which he is placed when the
increase is the result of an increase in the Teacher Compensation Schedule.
Advancement of teachers to the next step of the Teacher Compensation Schedule shall depend upon
the following criteria:
a.
b.
c.
A satisfactory evaluation of job performance as supported by the standard evaluation form and
appropriate supporting documentation.
The recommendation of the principal.
Availability of funds.
Pay for Extended Work Year
Licensed personnel employed for additional duties after the school year has ended (excluding summer
school and workshops) may be paid extra compensation.
Licensed Personnel: Extra Pay for Extra Duty
The School Board authorizes extra pay for licensed personnel for the supervision of activities that require at
least some special training or experience by one or more professional employees and that are of such a nature that,
although the school program includes these activities, they cannot feasibly be included in the school day in the
opinion of the school administration. The School Board annually shall establish categories and shall determine
compensation for extra pay for extra duty.
A separate contract in the form prescribed by the Virginia Board of Education shall be executed by the School
Board with an employee who is receiving a monetary supplement for any athletic coaching assignment or extracurricular
activity sponsorship assignment. This contract shall be separate and apart from the contract for teaching. For purposes of
this Policy, “extracurricular activity sponsorship” means an assignment for which a monetary supplement is received
requiring responsibility for any student organizations, clubs or groups except those activities that are conducted in
conjunction with regular classroom, curriculum, or instructional programs.
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Classified Licensed and Non-licensed Personnel: Wage and Salary Schedule
Salaries for classified licensed and non-licensed personnel shall be as set forth in the School Board Uniform
Pay Plan, determined on a case-by-case basis for each employee’s placement on the scale. Salaries for twelve-month
employees shall be calculated on the basis of 261 days; salaries for eleven-month employees shall be calculated on the
basis of 239 days; salaries for ten and one-half-month employees shall be calculated on the basis of 228 days; and
salaries for ten-month employees shall be calculated on the basis of 217 days. Calculations of deductions and
allowances for all personnel shall be made on the basis of actual days contracted.
Pay Days
School Board employees may be paid in twelve (12) or twenty-four (24) annual installments. Checks for
those employees who are paid in twenty-four installments shall be delivered on the fifteenth (15th) day of each
month or the last working day before the fifteenth (15th) and the close of the last working day of each month. All
deductions for those who are paid in twenty-four installments shall be divided equally between the two checks.
Deductions for time missed shall be made from the check due on the fifteenth (15th).
Payroll Deductions
Generally
Payroll deductions will be made for those purposes required by law. Optional deductions may be made for
insurance, investments, charity or other purposes that the School Board has approved, which the employee has
authorized in writing, and that are in compliance with the rules and regulations of the centralized payroll system.
Deductions for Absences
School Board employees who are absent from their assignments without appropriate authorization or who do
not have leave coverage shall have their next paycheck decreased at a rate equal per diem salary payment for each day of
absence.
Garnishments and Tax Liens
Any employee of the School Board who is court ordered or permits his wages to be garnished or attached or
enters into voluntary bankruptcy shall be called in for a conference with the office of human resources. All employees
are strongly advised to pay all indebtedness promptly and before the respective deadlines.
LEGAL REFERENCE: Code of Virginia, 1950, as amended, §§ 22.1-70, 22.1-78, 22.1-296, 22.1-289.1, 22.1-302;
Regulations Governing the Employment of Professional Personnel, 8 VAC 20-440-10.
Recodified: August 2000
Amended: July 9, 2001, July 16, 2003
ACCOMPANYING REGULATIONS
REGULATION 5-7.1(A)
REGULATION 5-7.1(B)
REGULATION 5-7.1(C)
REGULATION 5-7.1(D)
LICENSED PERSONNEL: TEACHER COMPENSATION SCHEDULE
EMPLOYEE PAYROLL DEDUCTIONS
WAGE PAYMENTS: SCHOOL INTERNAL ACCOUNTS
HANOVER COUNTY PAYROLL DEDUCTION PLAN FOR VIRGINIA PUBLIC
SCHOOL EMPLOYEE ORGANIZATION DUES
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REGULATION 5-7.1 (A) LICENSED PERSONNEL: TEACHER COMPENSATION SCHEDULE
Initial Placement on the Teacher Compensation Schedule
Upon initial employment by the Hanover County School Board, teachers shall be given
credit for their years of experience, their educational training, their level of licensure, and other
criteria that might be appropriate to their employment. Teachers shall provide the office of
human resources all documents that will verify their training, experience, licensure, and other
criteria within thirty (30) days of employment.
All teachers under contract with the school board shall enter the scale at the level of the
number of years that have been recognized as appropriate at that time under the policies of
the School Board.
Advancement on the Teacher Compensation Schedule
Each teacher’s advancement on the Teacher Compensation Schedule shall be
contingent on a satisfactory evaluation of his job performance as evidenced by the
recommendation of the principal and/or evaluator on TE-5 and other appropriate supportive
documentation.
Any teacher who is not recommended for advancement to the next level on the
Teacher Compensation Schedule shall have concluded a full evaluation process for the year on
which the recommendation is based. The TE-1 shall have been completed as the schedule for
evaluation requires. The TE-2 may be activated on or before December 15 of the year on which
the evaluation is being based and the process shall continue as scheduled.
In order to provide teachers an opportunity to understand why they have not been
recommended for advancement to the next step on the Teacher Compensation Schedule, the
following process may be followed by the teacher who is not recommended for advancement
on the schedule.
1. Within five (5) working days of the date the teacher signs the TE-5, the teacher may
request in writing a meeting with the principal or designee to discuss the teacher’s
concerns. If the principal’s designee was the evaluator, the principal shall be
included in the meeting.
2. The meeting shall be held within three (3) working days of receipt of the request.
3. If the teacher is not satisfied following the meeting with the principal or designee, the
teacher may request in writing to the assistant superintendent of human resources,
within five (5) days of the date of the meeting, a meeting with a staff member of the
office of human resources and the principal.
4. That meeting shall be set and held within five (5) working days of receipt of the
request by the office of human resources.
5. The office of human resources staff member shall respond in writing within five (5)
working days of the meeting.
6. This procedure does not preempt rights the teacher may have under the state
grievance procedure.
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REGULATION 5-7.1 (B) EMPLOYEE PAYROLL DEDUCTIONS
The Hanover County School Board authorizes the following specific employee payroll
deductions:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Authorized Hospitalization Plans
Dental Insurance
Cancer Insurance
Travelers Annuity
Horace Mann Annuity
Lincoln National Annuity
U. S. Savings Bonds
Lincoln Financial Deferred Compensation Plan
Virginia Credit Union
United Way
Virginia public school employee organizations
Amended: May 9, 2001, July 16, 2003
REGULATION 5-7.1 (C) WAGE PAYMENTS: SCHOOL INTERNAL ACCOUNTS
Generally
All wage payments to School Board employees must be made through the regular
payroll procedure in order to ensure proper withholding of taxes, workman’s compensation
coverage, other authorized payroll deductions, and the required rate of pay.
Procedures for Reporting
All schools will report the hours worked and complete time sheets and/or trip records.
These documents are to be sent to the payroll office as soon as the work is complete, but no
later than the last workday of the month.
Reimbursements from the School
The school’s reimbursement check must be attached to the time sheets and/or trip
records. If an employee’s rate of pay is not known, this information can be obtained from the
payroll office. Overtime rates apply to qualifying employees consistent with applicable law.
REGULATION 5-7.1 (D) HANOVER COUNTY PAYROLL DEDUCTION PLAN FOR VIRGINIA PUBLIC
SCHOOL EMPLOYEE ORGANIZATION DUES
1. There shall be a minimum enrollment of 25% of all employees within an employee
category in Hanover Schools eligible for membership in Virginia public school employee
organizations in order to qualify for payroll deduction of public school employee
organization dues. The total number of employees will be determined by the approved
FTE’s (full-time equivalents) in the school system’s payroll system following the August
School Board meeting.
2. Employee categories shall be: teacher, principal, transportation, building services,
clerical, paraprofessional.
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3. For the purposes of this regulation, employee categories may be described as including
the following positions:
Teachers:
Principals:
Transportation:
Building
Services:
Clerical:
pre-school, regular, and special education teachers, foreign
language, business, technical and career, music, talented and gifted,
alternative education and resource teachers, librarians and
counselors
elementary, middle, and high school principals and assistant principals
drivers, guards, trainers, and routing specialists
custodians and maintenance employees
secretaries, account clerks, account specialists, fiscal technicians, and
registrars
Paraprofessional: paraprofessionals
4. During the month of September of each school year, the public school employee
organization shall provide to the payroll department: the names, addresses, social
security number and signature of employees choosing the payroll deduction option.
Documentation of the minimum 25% enrollment standard shall be furnished each
September in order to sustain the deduction opportunity for that school year.
5. The cost of the deduction forms shall be paid for and provided by the public school
employee organization.
6. The amount of the deduction shall be the same for all employees choosing this option,
and the organization will notify the payroll department each September in writing the
amount for this deduction.
7. By September 5, an employee can enroll in the payroll deduction plan for the public
school employee organization dues. Changing or revoking this deduction shall be done
only during the month of August of each year or upon termination of employment.
8. Deductions will be made in twenty-four (24) equal installments beginning September 15
through August 31.
9. Deductions will be forwarded monthly to the public schools employee organization and
will include a listing of the names and the amount deducted.
10. It shall be the employee’s responsibility to make any adjustment payments directly to the
public school employee organization. This includes any employee subject to a contract
change.
11. No refunds shall be issued by the School Board; any refunds shall be obtained from the
public school employee organization.
12. The public school employee organization shall agree to hold the Hanover County School
Board harmless and to indemnify the School Board for any and all claims against the
School Board for deducting or failing to deduct organization dues and refunds.
13. The public school employee organization shall be responsible for any reasonable
administrative fee to start up the payroll deduction.
Adopted: July 9, 2001, September 11, 2001
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POLICY 5-7.2 INSURANCE
State Worker’s Compensation
The Hanover County School Board honors the requirements of Virginia’s Worker’s Compensation laws.
Group Life Insurance
The School Board pays the employee and employer’s cost of the group life insurance program for those
employees eligible to participate in the Virginia Retirement System.
Group Medical Insurance Plan
The School Board pays an approved percentage of an eligible employee’s monthly premium for all full-time
employees who carry the School Board’s approved hospitalization coverage. Regular part-time employees may
participate in the program. The School Board will pay one-half of the regular part-time employee’s monthly premium.
Group Long-Term Disability Insurance
The School Board pays the premiums for the School Board’s approved group long-term disability insurance for
all employees.
Tort Insurance
The School Board will annually provide for liability insurance coverage for all employees for acts and
omissions arising out of their employment with Hanover County Public Schools.
LEGAL REFERENCE: Code of Virginia, 1950, as amended, §2.2-1204, 15.2-1517, 22.1-85, 65.2-100, et seq.
Recodified: August 2000
Amended: July 16, 2003
POLICY 5-7.3 RETIREMENT
Generally
The Hanover County School Board participates in the Virginia Retirement System (VRS) and recognizes
VRS requirements as from time to time they are approved by the Virginia General Assembly and the Virginia
Retirement System Board.
Employee Members of the Virginia Retirement System (VRS)
School Board employees with VRS entitlements may retire with unreduced benefits at age 50 after 30 or
more years of service or under such other conditions as the Virginia General Assembly and/or Virginia Retirement
System Board from time to time approve.
Purchase of Military and/or Out of State Service (VRS)
Any VRS member with at least 25 years of service may purchase up to 36 months of credit for active
military service or service rendered in the retirement plan of another state at 5% of salary at the time of purchase.
The service purchased may be used to qualify for early unreduced retirement.
Disability Retirement VRS
School Board employees with five (5) or more creditable years who qualify may be eligible for disability
retirement. A regular disability is a disability not compensable under worker's compensation. Disability retirement
under provision of the VRS is completely independent of the qualifications under social security for disability.
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Retirement: Regular Part-Time Employees
Regularly contracted part-time employees on a daily work schedule shall be entitled to contributions paid
quarterly into an annuity in an amount established by the School Board with the adoption of the annual financial
plan.
LEGAL REFERENCE: Code of Virginia, 1950, as amended, §§ 51.1-142, 51.1-154.
Recodified: August 2000
Amended: July 16, 2003
ACCOMPANYING REGULATION
REGULATION 5-7.3
RETIREMENT ANNUITY: REGULAR PART-TIME EMPLOYEES
Each regular part-time employee (including bus driver, food service worker, custodian,
secretary) may receive a contribution into an annuity on a quarterly basis with the amount set
by the School Board upon the adoption of the annual financial plan. The annuity shall be
administered in accordance with all applicable law. An employee who elects to withdraw
contributions on his behalf shall do so with the understanding that he will be liable for all taxes
and shall not be eligible to continue participation in the plan. An employee who leaves the
school division shall not be eligible to continue to participate in the plan.
POLICY 5-7.4 POST RETIREMENT EMPLOYMENT PLAN: HANOVER COUNTY SCHOOL BOARD
PLAN
Post Retirement Employment Plan
The Hanover County School Board provides eligible licensed and non-licensed employees a plan of post
retirement. The division superintendent shall promulgate regulations for administering the plan.
Recodified: August 2000
Amended: March 13, 2012
ACCOMPANYING REGULATION
REGULATION 5-7.4
POST RETIREMENT EMPLOYMENT PLAN - APPLICATION
Hanover County School Board employees desiring to retire under the School Board’s post
retirement employment plan shall notify the assistant superintendent of human resources in
writing on or before March 1 of the year for a retirement date of July 1 or later. Requests
received after this date may still be approved if funding permits. The assistant superintendent of
human resources shall by May 1 review all requests and determine employees eligible to
participate in the post retirement employment plan.
The division superintendent shall
recommend to the School Board at its regular May meeting those employees to participate in
the post retirement employment plan. This plan shall remain in effect and shall be subject to
School Board approval. Employees currently participating in our early retirement program may
continue in the post retirement plan if they meet the other requirements outlined in this
regulation.
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Eligibility
To be eligible for benefits under the post retirement employment plan, the employee
must have been employed for at least ten (10) consecutive years by the Hanover County School
Board and must have served the last ten years of consecutive employment immediately prior to
retirement as an employee of Hanover County Public Schools, must have twenty (20) years of
coverage under the Virginia Retirement System (VRS), must be employed by the School Board at
the time of retirement, and must be at least fifty (50) years of age. An employee may not
receive post retirement employment compensation concurrent with disability retirement. The
division superintendent may consider other post retirement employment requests. There must be
a minimum separation from service of at least 30 regularly scheduled working days from the
date of retirement to any reemployment with the School Board.
County Government service does not count toward Hanover Schools’ post retirement
employment plan eligibility.
Formula and Benefits
Employees receiving post retirement employment compensation under this plan shall
receive an annual amount equal to ten (10) percent of their highest contract salary if the date
of retirement is within the first six (6) months of the fiscal year (July through December).
Employees whose dates of retirement occur in January or February will receive post retirement
employment compensation in an amount equal to five percent (5%) of their highest contract
salary through the end of the fiscal year (June 30). Participants in the post retirement
employment plan must complete their required hours of service annually before receiving
compensation for other non-contractual services rendered. The Post Retirement Employment
Plan shall be offered for no more than seven (7) years. This regulation will continue in effect until
superseded. Participants in the post retirement employment plan will be paid monthly, will have
FICA withheld, and will receive a W-2 earning statement at the end of each calendar year of
participation.
Requirements and Assignments
Participants in the post retirement employment plan will be required to work 200 hours
(twenty-five (25) days) per fiscal year. Participants whose dates of retirement occur in January
or February will be required to work 100 hours before June 30 and will be required to work 200
hours per fiscal year thereafter. The nature of the work and the time shall be determined by the
school division with consideration for the participant’s job experiences and licensure
qualifications. Input on interest areas also will be requested from the participant prior to making
assignments.
Withdrawal from the Plan
A participant who is eligible to draw disability under the Virginia Retirement System (VRS)
may not receive post retirement employment benefits and must withdraw from the plan. The
participant is responsible for notifying the assistant superintendent of human resources if this
disqualifying event occurs. A participant may withdraw from the plan at any time, but will no
longer be eligible to participate in the post retirement employment plan in the future. Before
participants leave the program, they must have completed the number of hours of service for
which they have been compensated.
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Determination of Plan Continuation
The continuation of this plan will be determined through the annual budget process and
shall be based upon availability of funds and available openings. Participant compensation,
required work days, and assignments of service will be reviewed annually. If the number of
applicants exceeds the funds budgeted for the plan, applicants with the highest total of age
and years of consecutive service with the Hanover County Public Schools will be selected.
Amended:
April 11, 2001, May 11, 2004, December 14, 2004, April 28, 2009, July 1, 2011,
March 13, 2012, May 1, 2012, November 11, 2014, January 6, 2015
POLICY 5-7.5
LICENSED AND CLASSIFIED PERSONNEL: PROFESSIONAL DEVELOPMENT
REIMBURSEMENT
Hanover County School Board full-time and part-time (.5 FTE or greater) employees are eligible for
reimbursement of tuition for college course work, as related to the individual’s professional growth. In order to be
eligible for assistance, the employee shall submit professional goals to the assigned evaluator consistent with school
division and individual school goals for approval as part of the evaluation process. The professional goals must
address short-term and long-term growth and development opportunities, assessment of performance, improvement
of instruction, and professional responsibility.
The continuation of this plan will be determined through the annual budget process and shall be based upon
availability of funds.
LEGAL REFERENCE: Code of Virginia, 1950, as amended, § 22.1-78.
Recodified: August 2000
Amended: March 14, 2001, January 8, 2013
ACCOMPANYING REGULATION
REGULATION 5-7.5
LICENSED AND CLASSIFIED PERSONNEL: PROFESSIONAL DEVELOPMENT
REIMBURSEMENT
In order to promote professional development needs and to support individual growth,
all employees are eligible for professional development reimbursement as established through
the annual budget process. Part-time employees are eligible for a pro-rated amount of that
established for full-time employees.
Application Procedure
Full-time and part-time (.5 FTE or greater) contracted employees shall file application for
tuition assistance reimbursement prior to the activity to ensure that approval is granted and that
revenues are available.
All requests must be consistent with the employee’s professional development goals and
must be endorsed by the employee’s principal or immediate supervisor, with final approval
subject to review by the assistant superintendent of human resources or his designee.
Reimbursement requests must be submitted no later than 60 days following the
completion of the activity.
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Assistance Allotment
The division superintendent shall determine through the annual budget process the
amount of professional development assistance available for qualifying employees.
Conditions of Assistance
Should requests for professional development assistance exceed available funds, priority
for making awards will be based on:
1. Endorsement need.
2. Licensure renewal need.
3. Appropriateness of course work or professional development activity to position with
HCPS.
4. Advanced degree.
Employees who resign from employment with the School Board prior to reimbursement
will not receive payment.
Employees who receive the maximum annual professional
development allotment shall sign an agreement to work in HCPS one (1) school calendar [July 1June 30] year after receipt of the assistance. If an employee does not return to honor the work
commitment, he/she is obligated to reimburse the county for the amount paid from the
professional development tuition assistance program.
Amended: March 14, May 9, 2001, January 8, 2013
POLICY 5-7.6 LICENSED PERSONNEL: ASSISTANCE FOR MEETING REQUIREMENTS FOR
ADDITIONAL ENDORSEMENTS
Hanover County School Board licensed personnel who are interested in pursuing added endorsements in the
critical teaching shortage areas of Mathematics, Physics, Earth Science, Physical Science, Chemistry, Biology, Latin,
German, and Special Education (Emotionally Disturbed and Learning Disabilities), or such other areas as the School
Board from time to time recognizes, or who need courses to complete licensure with an endorsement in an area of critical
shortage, may be granted financial assistance in any one of these specific areas subject to eligibility for assistance
criteria. In order to be eligible for the assistance, the teacher must have at least six (6) semester hours toward the specific
requirements established by the Virginia Board of Education to meet the endorsement, and must agree to teach for a
specified period of time in the Hanover County Public Schools after endorsement requirements are met. A teacher may
receive a scholarship for two (2) consecutive years. Scholarships for any teacher shall not exceed $1,000 per year.
Recodified: August 2000
ACCOMPANYING REGULATION
REGULATION 5-7.6
FINANCIAL ASSISTANCE FOR ADDITIONAL ENDORSEMENTS
Application Procedures
Professional personnel shall file applications for scholarships for receiving additional
endorsements in the specific areas listed in Hanover County School Board Policy 5-7.6 between
April 1 and April 30 of each year. Applications shall show the courses that are to be taken, the
year in which it is anticipated they will be taken, and the projected costs.
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After all applications are received, the division superintendent or his designee shall
review and select the recipients of the scholarships.
Teachers who are seeking endorsement in the areas of most critical shortage shall
receive top priority. Teachers who will meet endorsement requirements in the shortest period of
time shall receive next priority.
Assistance Allotment
The division superintendent or his designee shall determine the amount of the scholarship
for each awarded according to the applicants' needs. Scholarships shall be applied to those
classes that meet specific requirements set by the Virginia Department of Education for
certification in the specified areas.
Conditions of Assistance
Those teachers who receive scholarships totaling $1,500 to $2,000 shall sign an
agreement to teach in the school division for three (3) contract years after the completion of
the endorsement. A teacher who receives scholarships totaling $1,000 to $1,500 shall sign an
agreement to teach in the school division for two (2) years following the completion of the
endorsement. A teacher who receives scholarships totaling $500 to $1,000 shall sign an
agreement to teach in the Hanover County School system for one (1) year following completion
of the endorsement. In each case the agreement shall contain a provision for a pro rata
reimbursement to the School Board of the scholarship received if the teacher does not
complete the endorsement within three (3) years of receiving the initial scholarship or fulfill the
teaching responsibility provided in the policy and regulations for teacher scholarships.
Scholarships are awarded with the understanding that upon completion of the endorsement a
teacher may be assigned to a position wherever a critical shortage exists.
Yearly Limit of Assistance Grants
No more than five (5) new grants shall be made in any one fiscal year from local funds.
Completion of Teaching Requirements
If a teacher who has received scholarship assistance does not fulfill the required number
of teaching years after completion of the endorsement, that teacher shall reimburse the School
Board a pro rata amount of the scholarship assistance received in proportion to the amount of
time taught. If a teacher receives a scholarship(s) as provided herein, and fails for any reason to
meet endorsement requirements within three (3) years of receiving the initial scholarship, that
teacher shall reimburse the Hanover County School Board the amount of the scholarship(s)
received or shall teach the required time in the school division as provided in the Conditions of
Assistance section of this Regulation.
Amended: August 21, 2001
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HANOVER COUNTY SCHOOL BOARD
SCHOLARSHIP APPLICATION - Area of Critical Shortage
NAME _______________________________________________ DATE _________________________
SCHOOL _____________________________________________________________________________
Present Endorsement(s)
_________________________________________________________
_________________________________________________________
Area of critical shortage for which endorsement is being sought:
List specifically required classes previously completed:
Number
Name
College
List specifically required classes to be taken, when they will be taken, cost of classes, and
college at which they will be taken:
Class
Number
Name
Year to be
Taken
College
Tuition
Total Tuition:
List other anticipated costs incurred as a part of meeting requirements for endorsement in your
selected areas of critical shortage.
Travel (estimate)
Books (estimate)
Total costs (tuition, travel, books):
$ _______________
$ _______________
$ _______________
This application is to be filed in the office of human resources of the Hanover County Public
Schools between April 1 and April 30 of each year.
I agree to abide by the requirements of the Hanover County School Board Policy and
Regulations should I receive a scholarship under the scholarship assistance in areas of critical
shortage.
Teacher ________________________________________________ Date ______________________
For Office Use:
 Scholarship granted in the amount of __________________
 Scholarship denied.
Approved by School Board: ______________________________ Date ____________________
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HANOVER COUNTY SCHOOL BOARD
EDUCATIONAL ASSISTANCE AGREEMENT
THIS
AGREEMENT,
entered
into
this
__________
day
of
_______,
by
_________________________, a teacher employed by the Hanover County School Board ( the
“School Board”) and school board (hereinafter "the teacher").
WITNESSETH:
In consideration of educational assistance provided to the teacher by the Hanover
County School Board in the amount of __________, the teacher agrees that if he/she leaves
School Board employment for any reason, including resignation or termination, prior to
__________ years after completion of endorsement, he/she will pay to the School Board a
proportionate amount of the total paid by the Hanover County School Board. Such amount
shall be prorated on a weekly basis with reference to the length of time remaining in the time
period referred to above and in Hanover County School Board Policy and Regulations regarding
teacher educational assistance.
If the teacher fails for any reason to meet endorsement requirements prior to __________
(three years from date of receipt of initial scholarship), and if he/she leaves School Board
employment for any reason, including resignation or termination, prior to __________ years after
the three-year period has elapsed, the teacher shall pay to the School Board a proportionate
amount of the total paid by the School Board, prorated as stated above.
WITNESS the following signature:
________________________________________
Signature
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(SEAL) ________________
Date
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POLICY 5-7.7 TRAVEL EXPENSES
Generally
Hanover County School Board employees who use their personal vehicles for travel on official school
business within and outside the division and who have received prior approval for such use shall be paid a travel
allowance at a rate approved by the School Board.
Itinerant Teachers
Itinerant teachers who teach in more than one school building during the school day and are required to
travel from school to school in order to carry out their assigned instructional duties are eligible for reimbursement
for such travel at a rate approved by the School Board.
Attendance at Conferences, Workshops, etc.
Instructional personnel may be granted reimbursement for travel expenses incurred for attendance at
conferences, work shops, etc., provided such expenses and reimbursements have the prior approval of the division
superintendent or his designee. As required by School Board Policies 5-5.6 and 5-7.5.
LEGAL REFERENCE: Code of Virginia, 1950, as amended, § 22.1-78.
Recodified: August 2000
POLICY 5-7.8 HOLIDAYS
All full-time and part-time 12 month employees are entitled to thirteen holidays per year. The division
superintendent shall develop regulations setting forth the procedures to be followed to affect this Policy. Leave for
religious holidays may be granted in accordance with the School Board’s Policy regarding personal and/or annual
leave.
LEGAL REFERENCE: Code of Virginia, 1950, as amended, § 2.1-21.
Recodified: August 2000
Amended: March 2001, May 10, 2016
ACCOMPANYING REGULATION
REGULATION 5-7.8
HOLIDAYS
All full-time and part-time 12 month employees are entitled to thirteen holidays per year.
Nine of these holidays are closed and four are compensatory days. The division superintendent
shall recommend annually to the School Board during the calendar adoption process those
holidays to be designated closed days for the central services administration office and schools.
The designated closed holidays for central services and schools are as follows:
New Year’s Day ....................................................................................................January 1
Martin Luther King, Jr. Day ....................................................... Third Monday in January
Memorial Day .................................................................................... Last Monday in May
Independence Day .................................................................................................... July 4
Labor Day ................................................................................ First Monday in September
Thanksgiving Day............................................................... Fourth Thursday in November
Day after Thanksgiving ................................................................. Day after Thanksgiving
Christmas Eve .................................................................................................December 24
Christmas Day ................................................................................................December 25
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Additionally, all 12 month full-time and part-time employees are entitled to four
compensatory holidays which are included in the 12-month employee’s annual beginning
balance each fiscal year. Employees who qualify for the holiday but who actually work on the
holiday shall be granted the time off with pay at another time during the contract year. In order
to take a compensatory holiday off, employees shall submit an annual leave request in the
automated leave system for approval by their immediate supervisor. Employees who terminate
prior to a holiday date will not be compensated for that holiday. The four designated
compensatory holidays are as follows:
Columbus Day ..................................................................... Second Monday in October
Veteran’s Day ................................................................................................ November 11
Lee-Jackson Day ............................................................................ Third Friday in January
President’s Day ......................................................................... Third Monday in February
Whenever a holiday falls on Saturday, the holiday will be observed on the preceding
Friday for employees entitled to such holidays. Whenever the holiday falls on Sunday, the
holiday will be observed the following Monday.
The number of compensatory holidays earned by 12 month full-time and part-time
employees will be determined by their hire date as follows:
Before October 1st ............................................................................... 4 compensatory holidays
After October 15th .............................................................................. 3 compensatory holidays
After November 11th ........................................................................... 2 compensatory holidays
After January 15th ..................................................................................1 compensatory holiday
After February 15th .............................................................................. 0 compensatory holidays
When a non-exempt employee is requested to work on a holiday, the employee shall be
compensated at an additional half of his/her hourly wage for the hours worked. Compensatory
time cannot be accrued in lieu of holiday pay.
Amended: March 2001, June 9, 2009, May 10, 2016
POLICY 5-7.9 EMPLOYEE ABSENCES/LEAVE
Reporting Absences
The division superintendent or his/her designee shall issue regulations for the reporting of Hanover County
School Board employee absences. Unexcused absences may result in an employee’s dismissal. Annual leave and
personal leave may be taken at any time during a contract year if workload permits, except designated restricted
periods for school based personnel, and with the authorization of the designated supervisor.
Annual Leave
All 12 Month Full-time and Part-time Employees
Eligibility for annual leave shall be based on continuous 12 month full and part-time employment with
Hanover County Public Schools unless otherwise approved by the Superintendent and/or his/her designee.
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All 12 month employees shall earn annual leave based on their start date in a 12 month position as follows:



Months of Service
Days of Annual Leave/Month
0-48 months (1-4 years)
49-108 months (5-9 years)
After 109 months
1 day of leave per month
1.25 days of leave per month
1.5 days per month
Any break in service will result in a new start date for calculating annual leave accrual unless otherwise
approved by the Superintendent or his/her designee. A 12 month part-time employee who works .5 FTE or more for
a specified contract period shall earn and accumulate annual leave proportionally.
Annual leave may be taken at any time during a contract year if workloads permit, and with the prior
authorization of the designated supervisor.
Personal Leave
Full-time employees may be granted personal leave during a contract year to attend to personal and/or
business needs. Employees are granted two (2) days of personal leave during the first three (3) years of continuous
service per contract year. Those employees who have completed three (3) or more years of continuous service with
the school division are granted three (3) days of personal leave during a contract year. The division superintendent
shall establish regulations for the application of this Policy.
Employees who are eligible for full-time benefits may be granted personal leave as follows:


Months of Services
Days of Personal Leave/Year
0-36 months
After 36 months
2 days per contract year
3 days per contract year
Leave for G.E.D. Study
An employee committed to earning his/her G.E.D. may be granted leave time during the workday to
complete work for the G.E.D. as workloads permit. The division superintendent or his/her designee shall determine
the length of leave time allowed.
Sick Leave
Sick leave is available for employees listed on the teacher salary scale or the uniform pay scale, except
those paid hourly, in case of sickness and emergencies and medical appointments for themselves and immediate
family members. Due to the detrimental effect on the instructional program, other absences on the part of the
teacher are discouraged. Employee absences not covered by sick leave or personal leave shall be charged as leave
without pay. Sick leave shall be available, however, in accordance with regulations promulgated by the division
superintendent. Full-time employees earn one-day of sick leave per each month of employment. Full and part-time
employees who qualify for sick leave may have unlimited accumulated sick leave based on regularly contracted
hours if VRS Plan 1 or 2. Regularly employed part-time employees earn leave on a prorated basis. Employees who
are participants in the Virginia Retirement System Hybrid Plan may carry over a maximum sick leave balance of 90
days from one fiscal year to the next fiscal year.
Absence of 5 Consecutive Days or More
Sick leave shall be allowed for personal illness, including quarantine, or illness or death in the immediate
family requiring the attendance of the employee for not more than five (5) days in any one case. In all cases of
personal illness of five (5) or more consecutive days of absence, the employee must supply the Human Resources
Department with a doctor's certificate verifying the illness. Employees who demonstrate a pattern of absences may
also be required to submit a doctor’s certificate to verify the illness/injury.
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Bereavement Leave
Sick leave shall be allowed for bereavement for death in the immediate family (as defined in regulation 57.9 Guidelines for Sick Leave Usage) for not more than five (5) days in any one case. Sick leave to be charged to
leave balances shall be allowed for up to two (2) days per year (non-cumulative) for death outside the immediate
family.
Accumulated Sick Leave
Full-time and part-time employees who qualify for VRS Plan 1 and 2 have unlimited accumulation of sick
leave. Employees who are participants in the Virginia Retirement System Hybrid Plan may carry over a maximum
sick leave balance of 90 days from one fiscal year to the next fiscal year. Leave balances will be maintained for
three (3) years after an employee leaves HCPS service.
Terminal Pay for Unused Sick Leave
Incumbent employees retiring or terminating employment from the school division after ten (10) or more
continuous years with Hanover County Public Schools, regardless of reason for termination, may be paid at the time
of separation from School Board employment 15% of their final daily salary for each day of accrued sick leave
subject to the following limitations:
1.
Employees terminating employment and receiving payment for accrued sick leave under the above
plan and who return to the employment of the School Board within a period of five (5) years following
termination, may reimburse the School Board, at the time of reemployment, all or part of payment for
said accrued sick leave. Individuals under these circumstances of reemployment shall have their sick
leave restored in the full amount for which payment has been made. Persons receiving payment for
accrued sick leave shall not be permitted to transfer sick leave credit to another school division.
2.
In the case of employees not receiving payment for accrued sick leave, a record of such leave shall be
maintained for a maximum for three (3) years.
Sick Leave Bank
The School Board will maintain a sick leave bank for full-time and part-time contracted employees who have
prolonged medical challenges (defined as life threatening and so serious in nature as to require expensive, extensive,
long-term treatment) or long-term illness or injury and who have exhausted their own sick leave, as long as one-third of
the eligible members participate in the sick leave bank. Membership in the sick leave bank shall be voluntary and open
to all full-time and part-time employees who accumulate sick leave. Employees may become members by donating one
(1) day of sick leave upon joining and one (1) day thereafter whenever an assessment is required. Membership in the
bank shall be continuous unless during an open enrollment period the employee informs the sick leave bank
administrator, of his intent to withdraw from participation. Upon termination of employment or withdrawal of
membership, a participant will not be permitted to withdraw or be paid for his contributed day(s). Employees who are
covered by the Virginia Retirement System Hybrid Plan are not eligible for participation in the sick leave bank.
Medical Leave for Continued Absence (Employee Only)
Medical leaves for continuous absence may be granted to employees of the school division who have a
debilitating or life-threatening illness or injury, but who are not eligible for leave under the Family and Medical Leave
Act because they have not worked for the School Division for twelve (12) months or at least 1,250 hours. Such leaves
of absence shall not exceed twelve (12) weeks and may be taken only in full-day increments within the designated
FMLA year. Approval must be obtained before leave may be taken. Leave will be approved only for the period of
time certified by the employee’s physician. Medical leave for continued absence may not be taken on an intermittent
basis.
Employees who are on medical leave for continued absence or FMLA leave may not engage in work for
which they receive pay or any other type of remuneration without the prior written approval of the Superintendent or
his designee.
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In cases where employees are absent at least five (5) continuous work days, the division superintendent
shall require a medical statement from a physician or physicians. The School Board reserves the right to require a
second medical opinion in cases involving any medical leave of absence. Additionally, supervisors have the right to
request a medical statement.
Leave Without Pay
Leaves of absence without pay may also be considered for employees with at least three successful years of
continuous and satisfactory service in the division who provide detailed information indicating the reason for the
request. Such continuous leave may be requested for illness, family demands, or other personal reasons.
An employee on leave of absence is not afforded the same job protection as required during FMLA and is not
automatically offered reappointment, nor guaranteed his/her former assignment, and must assume the responsibility for
notifying the division superintendent or his/her designee in writing at least two weeks prior to taking Leave Without
Pay. Failure to request leave from their supervisor may result in termination of employment effective the end of the
leave period.
Acceptance of any full-time employment while on leave, without approval of the superintendent or his/her
designee, will result in the immediate termination of employment and all associated benefits.
Extended Leave Without Pay
Leaves of absence without pay for a period of up to one year may also be considered for employees with at
least three successful years of continuous and satisfactory service in the division who provide detailed information
indicating the reason for the request. Such continuous leave may be requested for illness, family demands, or other
personal reasons and may be granted only with the prior approval by the Superintendent, the Assistant Superintendent
of Human Resources, or his/her designee.
An employee on leave of absence is not automatically offered reappointment, not guaranteed his/her former
assignment, and must assume the responsibility for notifying the division superintendent or his/her designee in writing
not later than April 15 of the year preceding the school year in which he/she will became available for reappointment.
Failure to notify the superintendent of his/her designee, will result in termination of employment effective the end of
the leave period.
Acceptance of any full-time employment while on leave, without approval of the superintendent or his/her
designee, will result in the immediate termination of employment and all associated benefits.
Educational Purposes
Any employee may be granted a leave of absence for short duration to complete work on an advanced degree,
certification or licensure that is directly related to or is essential to the position which he/she holds. The division
superintendent shall determine the length of leave allowed.
Reassignment Upon Return from Extended Leave Without Pay
In the granting of extended leave without pay, the School Board can only assure that every reasonable effort
will be made to return the employee to his/her original position, or as nearly as possible to a position that is mutually
satisfactory. The School Board makes no guarantee that any individual will be returned to a specific position.
Sabbatical Leave
Generally
A leave of absence for professional improvement not to exceed one (1) year may be granted by the division
superintendent with the approval of the School Board. An employee is eligible to apply for Sabbatical Leave after
completing four (4) years of continuous and satisfactory service. Employees who have been the subject of any
disciplinary action, including written counseling statements, performance improvement plans, or suspensions, or who
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have received a less-than-satisfactory performance evaluation at any time during the four years before applying for
sabbatical leave are ineligible for such leave.
Teaching in a Foreign Country
Teachers may be granted a one (1) year leave of absence to teach in a foreign country. A one-year leave may
be extended for one (1) additional year, provided the requesting teacher makes written application to the division
superintendent for the extension not later than April 15 of the school year of which the one-year leave ends and upon
approval by the division superintendent.
Military Leave
Military leave shall be granted for all school employees entitled to such leave consistent with applicable law.
Full time employees whose active duty service with the regular armed forces of the United States or the National Guard
or other reserve component has required their absence from their employment with the School Board shall receive
supplemental pay if the military compensation of the employee is less than the employee’s regular compensation from
the School Board.
Jury Duty and Court Appearances
Jury Duty
School Board employees who are called for jury duty will be granted leave with pay. Any jury pay,
excluding travel reimbursement which accrues to the employee, must be paid to the School Board.
Subpoenaed Witnesses
Employees who have been summoned or subpoenaed as witnesses who provide reasonable notice of such
court appearance to their supervisor will be granted jury/court leave with pay, except when the employee is a
defendant in a criminal case.
LEGAL REFERENCE: Code of Virginia, 1950, as amended, §§ 8.01-341.1, 18.2-465.1, 22.1-289.2; 22.1-296; 44-75,
44-93.
Recodified: August 2000
Amended: April 23, 2001, April 16, 2002, September 14, 2004, July 12, 2005, July 14, 2009, July 13, 2010,
April 8, 2014, May 10, 2016, July 12, 2016
ACCOMPANYING REGULATIONS
REGULATION 5-7.9(A)
REGULATION 5-7.9(B)
REGULATION 5-7.9(C)
REGULATION 5-7.9(D)
REGULATION 5-7.9(E)
REGULATION 5-7.9(F)
REGULATION 5-7.9(G)
REGULATION 5-7.9(H)
REPORTING ABSENCES
ANNUAL LEAVE
GUIDELINES FOR SICK LEAVE
SICK LEAVE BANK (VRS Plan 1 & Plan 2)
LEAVES WITHOUT PAY
PERSONAL LEAVE
SABBATICAL LEAVE
RELIGIOUS HOLIDAY LEAVE
REGULATION 5-7.9 (A) REPORTING ABSENCES
Hanover County School Board employees utilizing available leave shall follow these
general principles:
1. Employees should notify their supervisor or principal as soon as possible prior to the
start of their work day as circumstances permit.
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2. If an absence is of more than one day’s duration, notification should be given each
day by 2:00 p.m. for the following day.
3. A request for leave should not be considered automatically approved. All leave is
subject to the approval of the supervisor.
4. Abuse of these procedures may result in the offending employee’s loss of a day’s
pay. If the employee is charged a day without pay, no days will be deducted from
his/her accrued sick leave.
5. Employees with excessive absences may be required to furnish a doctor’s certificate.
6. All leave should be reported using the automated leave reporting system.
Amended: April 8, 2014, May 10, 2016
REGULATION 5-7.9 (B) ANNUAL LEAVE
A. Earned annual leave may be taken any time during a contract year if workload permits,
and with the authorization of the designated supervisor. The maximum accumulated
annual leave shall not exceed 60 days. Unused annual leave in excess of sixty days will
be converted to sick leave at the end of the fiscal year.
B. The maximum of seven annual leave days may be converted to seven sick leave days.
C. Retiring or terminating employees shall be paid for unused earned annual leave at the
time of leaving School Board employment.
D. Annual leave shall be accrued on a month-by-month basis for all eligible employees
beginning July 1, 2015.
12 month full-time and part-time employees (including 12 month teachers) shall be granted
annual leave at the rate of one (1) day per month through their first full 48 months of employment.
After the completion of their first full 48 months of employment, employees will earn 1.25 days per
month through the completion of 108 full months of employment; and employees will earn 1.5 days
after the completion of 108 months of employment. Experience for annual leave shall commence
and be earned only from employment in Hanover County Public Schools and only for 12 month fulltime employment. A twelve-month part-time employee who works at least .5 FTE shall earn and
accumulate annual leave proportionally.
Adopted: April 16, 2002
Amended: April 26, 2005, September 11, 2007, June 9, 2009, April 8, 2014, May 10, 2016
REGULATION 5-7.9 (C) GUIDELINES FOR SICK LEAVE
Sick Leave
1. Allowances shall be as follows:
a. Employees listed on the teacher salary scale or the uniform pay scale, except
those paid hourly, earn one (1) day of sick leave for each month of service and
will earn one day of sick leave if they report to work by the 15th days of their first
month of work. Full-time and part-time employees who qualify may have
unlimited accumulation of sick leave. Employees who are covered by the
Virginia Retirement System Hybrid Plan may carry over a maximum of 90 days sick
leave from one fiscal year to the next. Such leaves may be used for no more
than five (5) consecutive days in case of illness or death in the immediate family.
b. Regularly contracted ten-month part-time employees on a daily work schedule
shall be entitled to 10 days sick leave annually. Part time sick leave will be
prorated based on hours worked.
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c. An employee cannot claim any portion of earned leave unless he has actually
reported for duty for the regular school term in accordance with the terms of the
contract/letters of appointment and the return to work provisions below.
However, if an employee is unable, because of illness, to begin in the Fall, such
employee may be allowed to use accumulated leave to his/her credit, not to
exceed such balances to his/her credit as of June 30 of the immediate
preceding school year.
d. School employees returning from FMLA/LOA on teacher contracts are expected
to participate in two professional development (PD) days and the school
preparation work week immediately prior to the first day of school in order to be
credited with their leave balance for the upcoming school year.
e. The School Board permits employees to anticipate sick leave earnings for a
current school year with the provision that a refund must be made in the event
the employee uses sick leave beyond the days accrued and terminates
employment before such credit is earned.
2. The “immediate family” for purposes of using family sick leave shall include natural
parents, foster parents, grandmother, grandfather, stepmother, stepfather, spouse,
children, grandchildren, brother, sister, father-in-law, mother-in-law, brother-in-law,
sister-in-law, son-in-law, daughter-in-law, and any other relative living in the household
of the employee.
3. All accumulated sick leave shall terminate upon the expiration of employment. An
employee may transfer from one school system to another in Virginia or from Hanover
County Government and likewise transfer any such accumulated leave (a maximum
of 90 days may be transferred if employee is participating in the VRS Hybrid Plan) if the
School Board of the system to which the transfer is being made accepts such transfer.
Employees who transfer from Hanover County Government may transfer all annual
and sick leave balances. Employees terminating from the school division after ten (10)
or more years of continuous service in Hanover County Public Schools may elect to be
paid at the time of leaving School Board employment 15% of their final salary for each
day of accrued sick leave by submitting a written request for payment to the Hanover
County payroll department.
4. Employees who leave their employment to enter the armed services do not forfeit
accumulated earnings unless they fail to return to their profession immediately upon
discharge from an original tour of duty in the armed services. However, current
earnings cannot be allowed (insofar as state funds are concerned) for the period
while in service. A substitute teacher for purposes of this Regulation is defined as a
person not under contract as a regular teacher and who is employed during the
regular teacher’s absence.
5. In all cases of personal or family illness of five (5) or more consecutive days of absence,
an employee is expected to provide a doctor’s certificate verifying the illness/injury
upon request of the supervisor.
6. Employees shall be permitted to use two days of sick leave for the death of someone
other than immediate family members. Such absence will be charged to the
employees’ sick leave balance.
Amended: September 11, 2007, June 9, 2009, August 10, 2010, April 8, 2014, May 10, 2016
ATTACHMENT: Request for Payment of Unused Sick Leave
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Hanover County Public Schools
TTY: (804) 798-7571
200 Berkley Street
Ashland, VA 23005-1399
Phone: (804) 365-4500
Fax: (804) 365-4680
Website: www.hcps.us
E-mail: [email protected]
Request for Payment of Unused Sick Leave
In accordance with Regulation 5-7.9 (C) Guidelines for Sick Leave, I am
requesting the following action to be taken: (Check One)
______ Payment for any unused sick leave in the amount of 15% of final
salary for each day of sick leave
______ Transfer of unused sick leave to another Virginia school system
or Hanover County government, if approved by receiving employer.
In cases of employees not receiving payment for accrued sick leave nor
transferring unused sick leave to another Virginia school system, a record of
such leave shall be maintained for a maximum of 3 years.
_______________________
Employee Signature
________________________
Date
Received by ____________________
Date ____________________
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REGULATION 5-7.9 (D) SICK LEAVE BANK (VRS Plan 1 & Plan 2)
Each full-time and part-time Hanover County School Board employee who accumulates
sick leave is eligible for membership in the sick leave bank and may become a member by
donating one (1) day of sick leave upon joining and one (1) day thereafter whenever an
assessment is required. Employees who are covered by the Virginia Retirement System Hybrid
Plan are ineligible for participation in the sick leave bank.
Enrollment
An employee may enroll within the first 30 calendar days of employment. An employee
who does not enroll when first eligible may do so during a future benefits open enrollment period
by making a written request to the assistant superintendent of human resources.
Membership in the sick leave bank shall be continuous unless the employee informs the
assistant superintendent of human resources in writing of his/her intent to withdraw from
participation in the sick leave bank during a future benefits open enrollment period.
Application
1. The first 30 consecutive contract days of illness or injury will not be covered by the sick
leave bank but must be covered by the employee’s own accumulated leave or
leave without pay. Thereafter a maximum of 45 days each school year may be
drawn by any one member.
2. A member of the bank will not be able to utilize sick leave bank benefits until his/her
own leave is depleted. A member must make application for use of the sick leave
bank entitlement within 10 working days after using all accrued leave.
3. Members utilizing days from the sick leave bank will not have to “replace” these
days; that is, they will not have to donate subsequently accrued leave for leave
taken from the sick-leave bank.
4. Days drawn from the bank for any one (1) period of eligibility must be consecutive,
except additional periods of disability resulting from recurrence or relapse of the
original illness that will be covered fully on a continuing basis up to the annual
maximum of forty-five days. Otherwise, members must return to work and meet the
30-day elimination requirement before becoming eligible to utilize sick leave bank
benefits again.
5. A doctor’s certificate is required before a sick leave bank member can use his/her
sick leave bank entitlement. This statement is to be submitted in writing to the
assistant superintendent of human resources in advance of the absence for which
the days are to be granted. Requests cannot be made retroactively.
6. The sick leave bank cannot be used for family care.
Assessment
1. Participants in the sick leave bank will be assessed an additional day of sick leave at
such times as the sick leave bank is depleted to 200 days. Notification of such
assessment shall be sent to each member at the time it is determined to be
necessary.
2. A member who has no sick leave to contribute at the time of assessment shall be
assessed this day from the first sick leave day subsequently accumulated.
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Termination/Withdrawal
1. Upon termination of employment or withdrawal of membership, a participant will not
be permitted to withdraw or be paid for his/her contributed day(s).
2. The sick leave bank will carry over its total days from one school year to the next.
Amended: January 2, 2013, April 8, 2014, May 10, 2016
REGULATION 5-7.9 (E) LEAVES WITHOUT PAY
Leave Without Pay
Leaves of absence without pay may also be considered for employees with at least
three successful years of continuous and satisfactory service in the division who provide detailed
information indicating the reason for the request. Such continuous leave may be requested for
illness, family demands, or other personal reasons and may be granted only with the prior
approval by the Superintendent, the Assistant Superintendent of Human Resources, or his/her
designee.
An employee on leave of absence is not afforded the same job protection as required
during FMLA and is not automatically offered reappointment, nor guaranteed his/her former
assignment, and must assume the responsibility for notifying the division superintendent or his/her
designee in writing at least two weeks prior to taking Leave Without Pay. Failure to request leave
from their supervisor may result in termination of employment effective the end of the leave
period.
Acceptance of any full-time employment while on leave, without approval of the
superintendent or his/her designee, will result in the immediate termination of employment and
all associated benefits.
Extended Leave Without Pay
Personal leave days without pay may be granted to School Board employees under the
following conditions:
1. Requests shall be submitted on the proper forms five (5) days in advance of the
absence.
2. Requests should be approved by the immediate supervisor.
3. Approval is contingent upon the employee’s work continuing without undue burden
on other staff members.
4. Teachers taking personal days shall leave specific plans for all classes.
5. Pay for each day of personal leave shall be forfeited, and deducted from the next
regular paycheck.
Amended: May 10, 2016
REGULATION 5-7.9 (F) PERSONAL LEAVE
Personal Leave
Full-time employees may be granted personal leave during a contract year to attend to
personal and/or business needs. 12 month full-time employees with fewer than three (3)
continuous years of service with Hanover County Public Schools may be granted two (2) days of
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personal leave per contract year, and full-time and part-time 12 month employees with three (3)
or more continuous years of service with Hanover County Public Schools may be granted three
(3) days of personal leave during a contract year under the conditions below:




Personal leave may not be used the day before and after a holiday, or school break.
The Assistant Superintendent of Human Resources may determine final action for
personal leave requests submitted for restricted periods.
These days should be requested at least 10 workdays in advance.
Personal leave may not be used the first week and last week of the school year.
Personal Leave/Sick Leave Exchange for Four Hour Bus Drivers
Four hour bus drivers for Hanover County Public Schools (HCPS) are considered part-time
and benefit eligible. HCPS bus drivers earn one day of sick leave per month, up to a total of ten
sick leave days per year. Sick leave is available for planned and unexpected illnesses and
medical emergencies. Sick leave is not intended for annual leave or personal use. Unused sick
leave carries over from year to year. Bus drivers, and all HCPS employees, are encouraged to
plan ahead for leave usage.
Eligible four hour bus drivers may convert two sick leave days to two personal leave days
each year. These converted days will be taken from unused sick leave balances from the
previous fiscal year. To be eligible for this leave benefit, the following conditions apply:






The driver must have at least one year of work experience as a bus driver with HCPS.
The driver must have a carryover balance of at least two sick leave days at the start
of the school year.
The driver must receive prior approval. Approval may be denied if there are
extenuating circumstances that cannot be resolved or covered by a substitute.
Personal leave may not be used the first week and last week of the school year.
Bus drivers may carry over one day of personal leave from year to year.
Any remaining days will revert to sick leave at the end of the school year.
Accumulation of Personal Leave
follows:
Employees who are eligible for full-time benefits may be granted personal leave as


Months of Services
Days of Personal Leave/Year
0-36 months
After 36 months
2 days per contract year
3 days per contract year
Employees with fewer than ten (10) continuous years of service in Hanover County Public
Schools may carry forward one (1) unused day of personal leave from one contract year to the
following year. All remaining personal leave days will be converted to sick leave.
Employees with ten (10) or more continuous years of service in Hanover County Public
Schools may carry forward two (2) unused days of personal leave from one contract year to the
following contract year. All remaining personal leave days will be converted to sick leave.
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Application for Personal Leave – (up to three consecutive days)
Employees will request personal leave from their principal or immediate supervisor no
fewer than ten (10) workdays prior to the date for which leave is requested. In cases of an
emergency, the ten (10) days notification may be waived by the principal or immediate
supervisor.
Application for Personal Leave – (more than three consecutive days)
Leave requests that consist of four (4) or five (5) consecutive days must be submitted
twenty (20) workdays in advance.
The principal or immediate supervisor may deny the leave request for the following
reasons:
1. unavailability of substitute from the approved substitute list, or
2. five (5) percent of eligible employees have already been granted personal leave, or
3. due to the operational needs of the school or department.
Application for Personal Leave – restrictions for school based personnel
Final approval or denial of a personal leave request of up to three (3) consecutive days
rests with the principal or immediate supervisor.
Unless extenuating circumstances are
established, leave requests for the following periods will be denied for school-based personnel:
1. the first week and the last week of school;
2. the day before or after a holiday period or school break;
3. workdays prior to and during the administering of state testing programs, mid-term,
and final school district examinations even if the employee is not expected to be
directly involved.
Leave requests from employees for more than three consecutive days for non-emergency
purposes (i.e., immediate family weddings, graduations, etc.) may be viewed as extenuating
circumstances.
The assistant superintendent of human resources will determine final action for personal
leave requests submitted for restricted periods.
Amended: April 11, 2001, May 10, 2016
REGULATION 5-7.9 (G) SABBATICAL LEAVE
Application Procedures
Applications for sabbatical leave for the upcoming school year must be received by the
division superintendent on or before May 1; sabbatical leave to begin February 1 must be
received by the division superintendent on or before November 1.
Salary Allotment
During the sabbatical period, the Hanover County School Board employee shall be on
leave without pay. The VES does not consider sabbatical leave to be creditable service and no
contributions will be made to the VRS account of an employee on sabbatical leave. If an
employee desires to continue health insurance coverage while on sabbatical leave, the
employee may elect to do to under COBRA.
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Conditions of Leave
Those to whom sabbatical leave is granted must sign an agreement to teach in the
Hanover County Public Schools for three (3) consecutive years following their sabbatical leave
period. While the Hanover County School Board will offer employment to an employee
returning from sabbatical leave, it cannot guarantee that the employee returning from
sabbatical leave will be reassigned to his/her former position. Any person granted a sabbatical
for study must carry at least two-thirds of the work regularly carried and expected of graduate
students. Leave shall be granted only when suitable provision can be made to have the work
carried on during the employee’s absence. Principals are not permitted to take summer and
sabbatical leave within the same school year.
Frequency of Leave
A member of the instructional staff who has been granted a sabbatical leave of
absence may apply for another leave seven (7) years after his/her return to full employment.
Limitations on Leaves Granted
Preference shall be given those applicants who, in the judgement of the sabbatical
leave committee and the division superintendent, are most likely to profit professionally from the
activities to be pursued during the leave. Only two (2) professional personnel members will be
permitted to be absent in a given year.
Amended: May 10, 2016, July 12, 2016
REGULATION 5-7.9(H) RELIGIOUS HOLIDAY LEAVE
Any employee whose religious affiliation requires the observance of holidays on
scheduled work days may request leave. This leave may be taken as personal or annual leave,
or with prior approval, from an employee’s sick leave only when other leave has been
exhausted. No more than two days of sick leave per year may be used for religious purposes.
Employees requesting religious holiday leave must submit the request to their supervisor within a
time period which is no less than one week prior to the date of the requested leave.
Adopted: May 11, 2004
Amended: May 16, 2016
POLICY 5-7.10 FAMILY AND MEDICAL LEAVE
The division superintendent shall promulgate regulations consistent with the Family and Medical Leave Act of
1993 providing for paid or unpaid leave under the circumstances and to Hanover County School Board employees
covered under that Act.
LEGAL REFERENCE: Family and Medical Leave Act of 1993, as amended, 29 U.S.C. §§ 2601, et seq.; 29 CFR,
Chapter 825; Fair Labor Standards Act, 29 U.S.C., section 207(0).
Recodified: August 2000
Amended: April 16, 2002, July 16, 2003
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ACCOMPANYING REGULATION
REGULATION 5-7.10: FAMILY AND MEDICAL LEAVE
Any eligible Hanover County School Board employee is entitled, pursuant to the Family
and Medical Leave Act (FMLA), to leave for a combined total of twelve (12) weeks per year for
the following reasons:
(1) For birth of a son or daughter, and to care for the newborn child;
(2) For placement with the employee of a son or daughter for adoption or foster care;
(3) To care for the employee's spouse, son, daughter, or parent with a serious health
condition;
(4) Because of a serious health condition that makes the employee unable to perform
the functions of the employee's job;
(5) Because of any qualifying exigency arising out of the fact that the employee's
spouse, son, daughter, or parent is a covered military member on active duty (or has
been notified of an impending call or order to active duty) in support of a contingency
operation; and,
(6) To care for a covered service member with a serious injury or illness if the employee is
the spouse, son, daughter, parent, or next of kin of the service member.
Employees are entitled, when medically necessary, to take such leave on an intermittent
or reduced leave schedule except as provided below.
Definitions
“Covered Service Member” means: (A) a 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; or (B) a veteran who is undergoing medical
treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the
Armed Forces (including a member of the National Guard or Reserves) at any time during the
period of 5 years preceding the date on which the veteran undergoes that medical treatment,
recuperation, or therapy.
“Next of kin of a covered service member” means the nearest blood relative other than
the covered service member's spouse, parent, son, or daughter, in the following order of priority:
Blood relatives who have been granted legal custody of the covered service member by court
decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first
cousins, unless the covered service member has specifically designated in writing another blood
relative as his or her nearest blood relative for purposes of military caregiver leave under the
FMLA. When no such designation is made, and there are multiple family members with the same
level of relationship to the covered service member, all such family members shall be
considered the covered service member's next of kin and may take FMLA leave to provide care
to the covered service member, either consecutively or simultaneously. When such designation
has been made, the designated individual shall be deemed to be the covered service
member's only next of kin.
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“Serious Health Condition” means an illness, injury, impairment or physical or mental
condition that involves inpatient care or continuing treatment by a health care provider.
“Serious injury or illness” means an injury or illness incurred by a covered service member
in the line of duty on active duty that may render the service member medically unfit to perform
the duties of the member's office, grade, rank, or rating.
Leave for the Birth, Adoption or Foster Placement of a Child
Upon request, any eligible employee shall be granted family and medical leave for the
purpose of caring for a newborn or newly adopted child or the placement of a foster child.
The employee’s entitlement to leave for a birth, adoption or foster placement of a child
expires at the end of the twelve-month period beginning on the date of the birth, adoption or
foster placement. Leave taken for the birth, adoption or foster placement of a child may be
taken intermittently or on a reduced leave schedule if the division superintendent or designee
agrees to such an arrangement.
Military Family Leave Entitlements
An eligible employee who is a spouse, son, daughter, parent, or next of kin of a covered
service member with a serious injury or illness is entitled to up to a total of 26 workweeks of
unpaid leave during a “single 12-month period” to care for the service member. The “single 12month 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 workweeks of leave for any FMLAqualifying reason during the “single 12-month period.” (Only 12 of the 26 weeks total may be for
a FMLA-qualifying reason other than to care for a covered service member.) The single 12month period is from July 1 to June 30.
Qualifying Exigencies
Eligible employees may take FMLA leave while the employee’s spouse, son, daughter, or
parent (the “covered military member”) is on active duty or call to active duty status for one or
more of the following qualifying contingencies, as further defined in 29 C.F.R §825.126:
(1)
Short-notice deployment; (2) Military events and related activities; (3) Childcare and school
activities; (4) Financial and legal arrangements; (5) Counseling; (6) Rest and recuperation; (7)
Post-deployment activities; and (8) Additional activities which arise out of the covered military
member’s active duty or call to active duty status, as agreed to by the employer and
employee.
To be eligible for leave under this Policy the employee must have at least twelve (12)
months of service with the Hanover County Public Schools and have worked at least 1250 hours
according to the Fair Labor Standards Act in the twelve (12) months preceding the
commencement of the leave. Full-time teachers are deemed to meet the 1250 hour test. The
12 months do not have to be consecutive, but employment prior to a break in service of seven
years or more does not have be counted unless the employee was fulfilling his/her National
Guard or Reserve military service obligation or there is a written agreement between the
employee and the School Board that the School Board intended to rehire the employee after
the break in service.
For the purposes of this Policy a year is defined as beginning July 1 and ending June 30.
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Notice to Employees of Their Rights under the FMLA
A notice explaining the FMLA’s provisions and providing information about the
procedure for filing complaints with the Department of Labor will be posted prominently where it
can be seen by employees and applicants for employment and the text will be large enough to
be easily read. (See Attachment 1).
Employees requesting leave will be informed whether they are eligible under FMLA. The
notice will also specify if any additional information is required as well as the employees’ rights
and responsibilities. If they are not eligible, the reason for the ineligibility will be provided.
Rules for Intermittent and Reduced Schedule Leave
When permitted by this Policy, intermittent and reduced schedule leave may be used
until the aggregate amount of such leave equals twelve (12) weeks in a year (July 1-June 30).
However, the school division may assign the employee to an alternative position with equivalent
pay and benefits that better accommodates the employee’s intermittent or reduced schedule
leave.
Instructional employees (including teachers, athletic coaches, driving instructors and
special education assistants) who need foreseeable intermittent or reduced schedule leave for
themselves or family members and the leave would be greater than twenty percent of the total
number of working days over the period of leave, may be required to take leave for a particular
period or temporarily transfer to another position with equivalent pay and benefits.
Employees must make a reasonable effort to schedule any planned medical treatments
so as not to disrupt unduly the school division’s operations.
Rules for Spouses Employed by Hanover County School Board
A husband and wife who are both eligible for family and medical leave and are both
employed by the Hanover County School Board shall be granted family and medical leave only
for a combined total of twelve (12) weeks per year when the leave is taken for the birth, foster
placement, or adoption of a child or to care for the child after birth, adoption or foster
placement and to care for a parent with a serious health condition.
Employee Notice of the Need for Leave
An employee must provide the school division at least 30 days advance notice before
FMLA leave is to begin if the need for the leave is foreseeable based on an expected birth,
placement for adoption or foster care, planned medical treatment for a serious health condition
of the employee or of a family member, or the planned medical treatment for a serious injury or
illness of a covered service member. If 30 days notice is not practicable, such as because of a
lack of knowledge of approximately when leave will be required to begin, a change in
circumstances, or a medical emergency, notice must be given as soon as practicable.
In requesting leave, employees shall not be required to use the words family and
medical leave, but shall provide sufficient information to make the school division aware of the
need for the leave. The school division shall inquire further of the employee if it is necessary to
determine whether family and medical leave applies.
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Certification of the Need for Leave
Employees must provide sufficient information for the school division to determine if the
leave may qualify for FMLA protection and the anticipated timing and duration of the leave.
Sufficient information may include that the employee is unable to perform job functions, the
family member is unable to perform daily activities, the need for hospitalization or continuing
treatment by a health care provider, or circumstances supporting the need for military family
leave. Employees also must inform the school division if the requested leave is for a reason for
which FMLA leave was previously taken or certified. Employees also may be required to provide
a certification and periodic recertification supporting the need for leave.
Planned Medical Treatment Cannot Unduly Disrupt Employer Operations
When scheduling planned medical treatment, the employee must make reasonable
efforts, which may require consulting with the employee’s supervisor, so as not to unduly disrupt
the school division’s operations (subject to the approval of the health care provider) to meet the
needs of the employee and the school division.
At the school division's discretion and expense, a second medical opinion may be
required. Any dispute between the two opinions shall be resolved by the opinion of a third,
jointly selected provider and paid for by the school division. Any recertification requested by the
school division shall be at the employee’s expense.
The school division may use a health care provider, a human resource professional, a
leave administrator, or a management official – but not the employee’s direct supervisor – to
authenticate or clarify a medical certification of a serious health condition. The school division
may require employees returning from leave for their own serious health condition to submit a
certification that they are able to resume work. If reasonable safety concerns exist, the school
division may require such a certification for employees returning from FMLA leave.
Designation of Leave as Family and Medical Leave
The division superintendent or his designee shall decide whether the employee qualifies
for family and medical leave. The division superintendent or his/her designee shall designate
family and medical leave qualifying leave as such and provide the employee a response within
five (5) business days (absent extenuating circumstance) of the employee’s request or if
insufficient information is provided, as soon as sufficient information is provided. The response
shall inform the employee that paid and unpaid leave shall be used concurrently with family
and medical leave.
Retroactive Designation
The school division may retroactively designate leave as FMLA qualifying if appropriate
notice is given to the employee, provided the retroactive designation does not cause the
employee harm. If the leave qualifies for FMLA protections, the employer and employee can
mutually agree that it be retroactively designated as FMLA leave.
Benefits during Family and Medical Leave
Employees on family and medical leave shall receive the group health insurance plan
coverage on the same conditions as coverage would have been provided if the employee had
been working during the period of leave. The employee must continue to pay his or her share of
the health care premium. Failure of the employee to pay his or her share of the premium may
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result in loss of coverage. Other benefits shall be provided according to School Board policy for
paid or unpaid leave, whichever applies.
Reinstatement
On return from FMLA leave, an employee is entitled to be returned to the same position
the employee held when leave commenced, or to an equivalent position with equivalent
benefits, pay, and other terms and conditions of employment.
Holidays during FMLA Leave
For purposes of counting the amount of FMLA leave an employee may take, a holiday
that occurs within a week of leave has no effect. The entire week is counted as a week of FMLA
leave. If an employee is on approved intermittent FMLA leave, and takes FMLA leave in an
increment of less than a full week, the holiday does not count against his or her entitlement
unless the employee was scheduled and expected to work on that day.
If the school division temporarily closes and employees are not expected to report for
work for one or more weeks (such as during two weeks for winter break or a school year ending
for the summer), the days the employer is closed do not count against an employee’s FMLA
leave entitlement.
Return to Work
An employee on family and medical leave shall provide the school division at least two
(2) work days notice of his intent to return to work. The employee shall be returned to the same
or equivalent position at the end of the family and medical leave unless the school division
shows that the employee would not otherwise have been employed at the time reinstatement is
requested.
above:
The following return to work provisions applies to instructional employees as defined
1.
If an instructional employee begins family and medical leave more than five (5) weeks
before the end of an academic term, the employee may be required to continue taking
leave until the end of an academic term if the leave is at least three (3) weeks in
duration and the return to work would occur during the last three (3) weeks of the
academic term.
2.
If an instructional employee begins family and medical leave for a purpose other than
the employee's own serious health condition during the five (5) week period before the
end of an academic term, the employee may be required to continue taking leave until
the end of the academic term if the leave is longer than two (2) weeks in duration and
the return to work would occur during the last two (2) weeks of an academic term.
3.
If an instructional employee begins family and medical leave for a purpose other than
the employee's own serious health condition during the three (3) week period before the
end of an academic term, the employee may be required to continue taking leave until
the end of an academic term if the leave is longer than five (5) working days in duration.
If an instructional employee is required to continue leave until the end of an academic
term, only the period of leave until the employee is ready and able to return to work will be
counted against the twelve (12) week family and medical leave entitlement. However, the
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school division will continue the group health insurance coverage under the same conditions as
if the employee were working.
Paid and Unpaid Leave
All types of leave (accumulated sick, annual, personal, short term disability, long term
disability, worker’s compensation, etc.) will run concurrently with any FMLA leave.
Employees will be required to use any accumulated sick, annual, and personal leave
before being granted unpaid leave status, unless the employee has short-term disability
insurance coverage and elects to use this benefit during his/her FMLA leave. In this case, the
employee must use any available leave, including sick, annual and personal leave, during the
prescribed waiting period of his/her short-term disability policy and at the expiration of the shortterm disability benefit period if the employee remains on FMLA leave.
If the employee uses anticipated leave that has not been earned and the employee
fails to return to work after the expiration of FMLA leave, he/she will be expected to reimburse
the school division for any unearned leave taken.
Extensions after FMLA is Exhausted
Extensions of leave may be granted to employees, through the use of their accumulated
sick leave, if they meet the following criteria: (1) the medical leave was taken because of the
employee’s own serious health condition; and (2) the employee has an earned sick leave
balance or the employee participates in the sick leave bank and is approved for use of the sick
leave bank. A position will not be held through use of earned, unused sick leave into the
following school year.
Amended: April 12, 2002, July 16, 2003, July 1, 2011
ATTACHMENTS/DOCUMENTS
Attachment 1
“Employee Rights and Responsibilities” - Notice to be posted of employee
rights under FMLA.
Attachment 2
“Military Leave Rights
The Certification of Health Care Provider and Request for Leave of Absence can be obtained
by contacting the Human Resources Department.
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Amended: April 12, 2002, July 16, 2003
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ACCOMPANYING REGULATION
REGULATION 5-7.10: FAMILY AND MEDICAL LEAVE
Any eligible Hanover County School Board employee is entitled, pursuant to the Family
and Medical Leave Act (FMLA), to leave for a combined total of twelve (12) weeks per year for
the following situations:
1. The birth and care of a newborn child;
2. The adoption or foster placement of a child;
3. To care for the employee's spouse, parent, or child with a serious health condition;
and
4. Because of a serious health condition that makes the employee unable to perform
the essential functions of the employee’s job.
To be eligible for leave under this Policy the employee must have at least twelve (12)
months of service with the Hanover County Public Schools and have worked at least 1250 hours
according to the Fair Labor Standards Act in the twelve (12) months preceding the
commencement of the leave. Full-time teachers are deemed to meet the 1250 hour test.
For the purposes of this Policy a year is defined as beginning July 1 and ending June 30.
To the extent that an employee is entitled to compensated leave, including sick leave
and personal leave, under other School Board policies, such paid leave shall be used
concurrently with the 12-week family and medical leave entitlement. A “non-exempt”
employee may request to use his balance of compensatory time for a family and medical leave
purpose. Otherwise, family and medical leave is unpaid.
Notice to Employees of Their Rights under the FMLA
The School Board shall post, in conspicuous places where employees are employed, a
notice explaining the FMLA’s provisions and providing information about the procedure for filing
complaints with the Department of Labor. (See Attachment 1). Such notice will be posted
prominently where it can be seen by employees and applicants for employment and the text
will be large enough to be easily read.
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