Employee Handbook2013 2014

School of the Holy Child

Employee Handbook 2013 ­ 2014

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TABLE OF CONTENTS A. INTRODUCTION

Pages 6 ­ 8

Welcome Mission Statement Statement of Philosophy Goals

B. GUIDING PRINCIPLES

Pages 8 ­ 12

Bias­Free Workplace Equal Employment Opportunity Nature of Employment/Employment At Will Persons with Disabilities Reasonable Accommodation Anti­Harassment and Discrimination­Free Environment Complaint Resolution Whistleblower Policy No Retaliation C. YOUR EMPLOYMENT Hiring and Conduct Issues Employee Classifications Non­Exempt Employees Exempt Employees Categories Probationary Period for Hourly Maintenance Staff Faculty, Staff and Administration Development Program Professional Guidelines Conduct and Behavior Process for Addressing Issues Related to Employee Conduct References Termination of Employment

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Pages 12 ­ 17

D. COMPENSATION

Pages 17­20

Letter of Agreement Time Record Keeping Overtime Paydays Paycheck Deductions Error in Pay Exempt Employees Pay Direct Deposit Personnel Data Changes E. BENEFITS Determining Benefits Eligibility Health Insurance Dental Insurance Vision COBRA – Health Insurance Continuation Rights Life Insurance Workers’ Compensation Insurance New York State Short­Term Disability New York State Short­Term Disability for Birth of a Child Long­Term Disability Retirement Plans Flexible Spending Account (FSA) Accident and Cancer Insurance Family and Medical Leave Act (FMLA) Leave Nursing Mothers Maternity/Paternity Leave Policy Tuition Remission Vacation Days Illness/Personal days Holiday Schedule Bereavement Leave Jury Duty Bone Marrow Donation Leave Victim and Witness Leave 3

Pages 20 ­ 34

Election/Voting Leave F. EMPLOYMENT POLICIES Absences Access to Personnel Files Attendance Attire Authorization to Work in the U.S. Background Screening and Hiring Confidentiality Conflict of Interest Policy Dining Hall Document Retention Policy Drug/Alcohol­Free Workplace Fund Raising Activities Gifts to Employees Media and Public Relations No Smoking Policy Privacy Statement Safety in the Workplace Transporting Students Tutoring Valuables and Personal Property Violence in the Workplace

Pages 34 ­ 42

G. EMPLOYMENT PROCEDURES Accidents Copy Machines Dining Services Requests Early Departure, Late Arrival and Leaving Campus during the day Emergency Closings/Delays Emergency Preparedness Facility Use Key Access Cards 4

Pages 42 ­ 52

Mandatory Reporting of Child Abuse and Neglect Parking Purchase, Expense, and Payment Procedures Space Reservation Procedure Supplies Trips Visitors to the School Work Orders

H.

ELECTRONIC WORKPLACE Pages 52 ­ 60 Basics of Laptop Program, Network Navigation, and Administrative Tasks Social Networking and Blogs Technology Use Policy

I.

FACULTY SUMMER SABBATICAL – Class of 2007 Endowment

Pages 60 ­ 61

J.

HANDBOOK RECEIPT AND ACKNOWLEDGMENT

Page 62

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Welcome Welcome to the 2013­2014 school year at School of the Holy Child.

This Handbook is designed to acquaint you with School of the Holy Child (herein referred to as “School of the Holy Child” or “School”) and provide information about working conditions, employee benefits, and some of the policies affecting your employment. Unless otherwise stated, all policies contained in this handbook apply to all classifications of employment at the School.

A summary of employee benefit information is contained in this Employee Handbook. As the information presented here is not comprehensive, employees are encouraged to ask for guidance wherever they need it.

No employee handbook can anticipate every circumstance or question about policy. As School of the Holy Child continues to grow , the need may arise and School of the Holy Child reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate, at its sole and absolute discretion. Employees w ill, of course, be notified of such changes to the handbook as they occur.

You should read, understand, and comply with all provisions of this handbook. It describes many of your responsibilities as an employee and outlines the programs developed by School of the Holy Child. One of our objectives is to provide a work environment that is conducive to both personal and professional growth.

Best wishes for a very successful school year.

William C. Hambleton Head of School

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A. INTRODUCTION Mission Statement The mission of School of the Holy Child is to develop “women of conscience and action.” An all­girls, Catholic, independent, college­preparatory school for grades five through twelve, the School is guided by the educational philosophy of Cornelia Connelly, the founder of the Society of the Holy Child Jesus, and her dedication to “joy in teaching and joy in learning.” Accomplished and dedicated faculty members foster the spiritual development, individual talents and interests of each student. This is realized through rigorous and comprehensive academic, arts, athletics, service, and global programs. Holy Child graduates are prepared for the innovative and critical thought necessary in a diverse, interconnected society.

Statement of Philosophy Schools of the Holy Child Jesus share in the Mission of the Society of the Holy Child Jesus which is "to making choices which enrich their own lives and contribute to the lives of others. help others to believe that God lives and acts in them and in our world, and to rejoice in the divine presence."

The Schools, committed by heritage to the educational mission of the Catholic Church through the philosophy and spirituality of Cornelia Connelly, endeavor to develop mature persons capable of What one is called to do she is called to do with all her might ­ Cornelia Connelly GOALS OF THE NETWORK OF HOLY CHILD SCHOOLS 1.

Holy Child Schools foster a faith commitment that engenders a joyous personal relationship with God in addressing the challenges of the world.

2. Holy Child Schools live, learn, and worship as a dynamic Christian community.

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3.

Holy Child Schools offer an intellectually challenging and creative program of study that develops a love of learning and academic excellence.

4.

Holy Child Schools work for Christian principles of justice, peace, and compassion in every facet of life.

5.

Holy Child Schools create a learning climate based on trust and reverence for the dignity and uniqueness of each person.

6.

Holy Child Schools promote the personal growth and development of all who participate in the life of the School.

7.

Holy Child Schools ensure the continuation of the Holy Child Mission and philosophy in the School.

B. GUIDING PRINCIPLES Bias­free Workplace The School recognizes, values and respects individual differences. As such, the School is committed to providing a bias­free workplace and community. Any employee who believes he/she has been treated unfairly or in a manner inconsistent with this policy is encouraged to discuss the situation with their administrative supervisor, the Business Manager, or the Head of School.

Equal Employment Opportunity In order to provide equal employment and advancement opportunities to all individuals, employment decisions at School of the Holy Child will be based on merit, qualifications, experience, and abilities. School of the Holy Child does not discriminate in employment opportunities or practices on the basis of race, color, religion, or religious practices, gender, national origin, age, physical or mental disability, creed, alienage or citizenship status, marital status, sexual orientation, genetic predisposition, group identity, familial status, status as a victim of sexual abuse, stalking, or domestic violence, or any other characteristic protected by federal, state, or local law s.

School of the Holy Child also recognizes that employees may request a religious accommodation to meet the needs of strongly held religious beliefs. School of the Holy Child will make every effort to provide you with a reasonable accommodation that will allow you to meet the needs of your strongly held religious belief. The School has the right to provide you with an accommodation that does not result in undue hardship to School of the Holy Child.

Nature of Employment/Employment At Will Employment at School of the Holy Child is voluntarily entered into and in accordance with the law s of the State of New York and the employee is free to resign at will at any time, with or without cause.

Similarly, for employees without a signed Letter of Agreement signed by the Head of School for a specified term, School of the Holy Child may terminate the employment relationship at will at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law.

Faculty, administration, and staff with a signed Letter of Agreement for a School year may be subject to corrective action, including termination of employment, for violating the conditions of the Handbook.

Policies set forth in this Handbook are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between School of the Holy Child and any of its employees. The provisions of the Handbook have been 8

developed at the discretion of the administration, and except for its policy of employment­at­will, may be amended or cancelled at any time, at School of the Holy Child’s sole discretion.

These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the Head of School.

Persons with Disabilities School of the Holy Child is committed to complying with the federal Americans with Disabilities Act, the New York Human Rights Law, and all applicable laws providing for non­discrimination in employment against qualified individuals with disabilities. We will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability.

If any employee thinks he/she will need a reasonable accommodation in order to perform essential job functions, he/she should inform his/her administrative supervisor, the Business Manager, or the Head of School that he/she needs an accommodation. Employers are required to provide reasonable accommodations only for the physical or mental limitations of a qualified individual with a disability of which they are aware. School of the Holy Child reserves the right to require an employee to participate in a health examination to determine the employee’s fitness to perform his/her essential job functions. All such health exams shall be paid for by School of the Holy Child. It is the employee’s responsibility to inform his/her administrative supervisor or the Head of School that an accommodation is needed.

Reasonable Accommodation School of the Holy Child is committed to complying with the federal Americans with Disabilities Act, the New York Human Rights Law, and all applicable laws providing for nondiscrimination in employment against qualified individuals with disabilities. School of the Holy Child will work with employees who have disabilities to develop reasonable accommodations that allow an individual the opportunity to perform the essential functions of his/her job in a safe and efficient manner.

Employees are encouraged to inform their supervisors of any physical or mental disability and to suggest appropriate methods of reasonable accommodation. All information concerning disabilities will be considered confidential and will be released only in accordance with the requirements of the Americans with Disabilities Act and the New York Human Rights Law .

Anti­Harassment and Discrimination­Free Environment School of the Holy Child is committed to a work environment in which all individuals are treated with respect and dignity. This policy applies to actions on the School’s premises and those in related School settings such as School trips or School­related social events. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices. Harassment on the basis of sex or gender or any other protected characteristic is also strictly prohibited. Under this policy, harassment is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of age, race, creed, color, 9

alienage or citizenship status, national origin or ancestry, religion or religious practices, sex, marital status, sexual orientation, physical or mental disability, prior arrest or conviction record, genetic predisposition, group identity, familial status, status as a victim of sexual abuse, stalking, or domestic violence, or any other characteristic protected by law. Therefore, School of the Holy Child expects that all relationships among persons in the workplace will be professional and free of bias, prejudice and harassment.

School of the Holy Child will not tolerate harassing or discriminatory conduct that affects tangible job benefits, that interferes unreasonably with an individual’s work performance, or that creates an intimidating, hostile, or offensive working environment. Harassment and discrimination in any form – verbal, physical or visual – is strictly prohibited and will result in corrective action, up to and including termination of employment.

All persons who attend or work at School of the Holy Child have a responsibility to maintain an environment that is free from all forms of harassment, including but not limited to:

1.

To prevent harassment, increase your own awareness and monitor your own behavior.

2.

If you are subjected to harassment or you believe that a student or another adult is being subjected to harassment do not ignore it.

3.

If you are made aware that your behavior is harassing, immediately refrain from engaging in such behavior.

4.

You are encouraged to first attempt to resolve the issue(s) through discussions with the people involved.

Harassment of any kind, including sexual harassment, will not be tolerated by School of the Holy Child, and any allegations will be investigated promptly and confidentially. Any employee who feels he/she has been harassed should follow the steps itemized in the form in the Faculty portal entitled Steps for Reporting Harassment or Discrimination. Also see the next section of the handbook – Complaint Resolution. If an investigation determines that harassment has occurred, the offending employee will be subjected to corrective action, up to and including termination of employment.

Complaint Resolution School of the Holy Child promotes an atmosphere wherein employees can talk freely with members of administrative management. Employees are encouraged to openly discuss with their supervisor any problems so appropriate action may be taken. If the supervisor cannot be of assistance, the Head of School is available for consultation and guidance. The administration welcomes the opportunity to help employees wherever necessary. In situations where employees feel a legitimate work­related complaint is in order, they should follow the steps itemized in the form in the Faculty portal entitled Steps for Reporting Harassment or Discrimination.

Every effort will be made to resolve the complaint within a reasonable period while preserving the 10

confidentiality and privacy of those involved to the extent possible. Reporting a concern will not provide immunity for misconduct engaged in by the individual making the report, but prompt and forthright disclosure and cooperation will generally be considered a mitigating factor in determining any consequences to the employee.

Employees should not assume that their supervisor or any other employee is aware of their concern. In order to allow School of the Holy Child to prevent and correct harassing and discriminatory conduct, it is essential that an employee use this reporting procedure and that the School receive information about every instance of suchcontact in a timely manner. Accordingly, every employee should understand that under no circumstances should an employee believe that he/she cannot, or should not, report any discrimination, harassment or retaliation. Do not allow an inappropriate or unlawful situation to continue by not reporting it, regardless of who is creating that situation. No person at School of the Holy Child is exempt from this policy.

Whistleblower Policy School of the Holy Child strives to provide an environment that nourishes moral and ethical sensitivities. In keeping with this objective, the School requires that all faculty, administrators, and other employees observe the highest standards of business and personal ethics in the conduct of their duties and responsibilities and that they comply with all applicable laws and regulations.

In accordance with federal law and as defined in this policy, a whistleblower is an employee of School of the Holy Child who reports an activity that he/she considers to be illegal or dishonest to one or more of the parties specified in this policy. The whistleblower is not responsible for investigating the activity or for determining fault or corrective measures; appropriate administrators or supervisors are charged with these responsibilities.

Some examples but not a complete list of illegal or dishonest activities that are considered to be illegal or dishonest practices include: conduct that is criminal, fraudulent, or violates any federal, state, or local law s including discrimination or human rights law s; billing for services not performed or for goods not delivered; and other fraudulent financial reporting.

If any employee of the School reasonably believes that any policy, practice, or activity of School of the Holy Child violates any law , rule, regulation, or a clear mandate of public policy, or if any employee becomes aware of any illegal or dishonest activity or other misconduct involving the School’s financial or business affairs, she/he should promptly report such concern to her/his administrative supervisor, the Business Manager, or the Head of School. Concerns may be submitted on an anonymous basis, and all communications will be confidential to the extent reasonably possible.

However, identity may have to be disclosed in order to conduct a thorough and fair investigation and to comply with applicable law .

This policy is intended to encourage employees to raise concerns within the School for investigation and appropriate action, but employees must exercise sound judgment to avoid baseless allegations.

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With this goal in mind, no employee who, in good faith, reports a concern shall be subjected to retaliation as a result of that report. This includes protection from retaliation in the form of an adverse employment action including, but not limited to, termination or discharge, demotion, suspension, compensation decreases, poor work assignments, harassment, or threats of physical harm. Any employee who believes that he/she is being subjected to retaliation as a result of having reported concerns about any policy, practice or activity of the School or any individual should immediately contact the Head of School or the Business Manager.

The right of the whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated. Employees with any questions regarding this policy should contact the Business Manager or the Head of School.

No Retaliation In accordance with both federal and state laws, School of the Holy Child will not tolerate unlawful retaliation directed against an employee who makes a complaint or files a grievance including, but not limited to, those of discrimination, reporting discrimination, harassment, or retaliation they observe, or providing information relating to such complaints or reports. It is the right of an employee to bring the complaint or concern to the attention of School of the Holy Child, which is why the School maintains a zero tolerance policy against any such retaliation. All employees should promptly report any perceived retaliation directly to their Division Head, administrative supervisor, the Business Manager, or the Head of School. If the report is against the Head of School, employees may contact the Board Chair.

School of the Holy Child will promptly investigate complaints of discrimination, harassment, or retaliation and will take prompt remedial and/or corrective action as is appropriate under the circumstances. Employees are expected to cooperate with School of the Holy Child’s efforts to investigate such complaints. All such investigations will be kept confidential to the extent possible.

Any employee who violates this policy will be subject to corrective action up to and including termination. Action also will be taken against all other violators as deemed necessary or as regulated by law .

School of the Holy Child is confident that complaints of harassment, discrimination, or retaliation can be resolved internally as set forth above. Please contact the Head of School if you are in need of ay assistance with the issues described above.

C. YOUR EMPLOYMENT Hiring and Conduct Issues The Head of School is ultimately responsible for all employment decisions including hiring, rehiring, and dismissal of all employees, including all administrators, faculty, staff, athletic coaches, and arts adjuncts.

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Employee Classifications It is School of the Holy Child’s intent to clarify the definitions of employment classifications to ensure that employees understand their employment status and benefit eligibility.

Non­Exempt Employees Non­Exempt Employees are employees who are covered by the minimum wage and overtime provisions of the Fair Labor Standards Act (FLSA). They are NOT exempt from the law’s requirements concerning minimum wages and overtime.

Exempt Employees Exempt Employees are generally managers, professional, administrative, or technical employees who are exempt from the minimum and overtime provisions of the FLSA. Exempt employees hold jobs which meet the standards and criteria established under the FLSA by the U.S. Department of Labor.

Categories An employee’s Exempt or Non­Exempt classification may be changed only upon written notification by the Head of School of the Holy Child. The School has established the following categories for both non­exempt and exempt employees:

Full­Time Full­time employees are regularly scheduled to work the School’s full­time schedule of a minimum of thirty­five hours per week. Full­time employees are eligible for full benefits sponsored by School of the Holy Child, subject to the terms, conditions, and limitations of each benefit program.

Part­time Part­time employees are regularly scheduled to work less than thirty­five hours per week. Part­time employees who work a minimum of twenty (20) hours per week are eligible to participate in School of the Holy Child’s health plan.

Part­time employees who work a minimum of twenty one (21) hours per week are eligible to participate in the School’s dental plan. Part­time employees may be eligible for some additional benefits sponsored by School of the Holy Child, subject to the terms, conditions, and limitations of each benefit program.

Part­time employees working less than twenty hours per week are not eligible to participate in the School’s plans unless required by state or federal law .

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Probationary Period for Hourly Maintenance Staff The probationary period gives an employee the opportunity to become familiar with the specific duties and responsibilities of the new position. During this period, the employee’s supervisor will review information about performance requirements, basic School policies, compensation, and other necessary information. The probationary period is the first ninety days of employment, but may be extended as needed at the discretion of the Head of School.

Faculty, Administration and Staff Development Program Faculty, administration and staff members who are interested in pursuing outside educational enrichment are encouraged to submit applications to the School’s Faculty and Staff Development Committee. The Committee, comprised of faculty and staff from both the Middle School and Upper School, will review applications throughout the school year beginning in September and finishing when all funds have been depleted. The Committee will develop a funding proposal to be approved by the members of the Senior Administrative Team. The Committee encourages faculty, administration and staff to submit both traditional forms of enrichment, e.g., AP workshops, graduate classes, as well as nontraditional, collaborative, innovative and creative proposals. The Committee will award funding to those applications that provide a detailed plan of action, appropriate research, and demonstrate a commitment to professional growth which will benefit the School community.

All applications should be word ­processed and include the description of one's project, goal, and the opportunity it presents for professional development, an itemized list of expenses for which the grant will be used, and a project schedule, including the expected dates of completion and registration. There will be three categories of applications, which will have different criteria on the application for detailed elaboration. These include curriculum development, courses and workshops, and travel. The forms can be submitted to the Faculty Development Committee Chair as an attachment to an e­mail or printed out and placed in her/his mailbox. The forms are available in the Faculty Portal under Professional Development on the School’s website.

If you have any questions regarding the fund and the process, please contact the Faculty Development Committee Chair, Division Head, or Head of School.

Professional Guidelines Please note that the following guidelines are intended to be general professional guidelines for employee conduct and should not be interpreted as an all­inclusive list of behaviors:

1. Employees interact with and support their colleagues in a professional manner and work together to ensure the successful implementation of the School’s stated Mission and 14

philosophy.

2. Employees maintain courteous, professional relationships with students, parents, colleagues, alumnae, and other members of the School community. Employees should be especially careful never to use their position to put students and/or parents in a compromising situation or to create a conflict of interest.

3. As professionals and as adults in the community, the employees model the behavior that is expected of all students. The relationship of employees with students is to be kept on a professional level at all times.This relationship is not a peer relationship, a social relationship, or a business relationship. Employees may not use social networking sites to communicate with students.

4. Employees communicate effectively with colleagues and parents and meet all School deadlines in a timely manner.

5. If an employee finds himself or herself engaged in a conversation with a parent that is becoming threatening, turning negative, or is threatening and uncomfortable, she/he can end this conversation by saying “Perhaps w e should end this conversation now and you can call my supervisor, Division Head, or the Head of School to discuss the matter.” Whenever such a conversation occurs, the employee should immediately notify their Division Head, administrative supervisor, or Head of School of the situation.

6. Employees should remember that all email correspondence should be sensitive to tone, content, timing, and confidentiality. This also applies to all social networks.

7. Employees ensure that confidentiality is maintained for all delicate matters that are contained in School files or that are discussed in faculty meetings, parent conferences, or parent phone calls; however, in any case where a student wants to share something confidential with an employee, the employee may agree to listen, but must convey to the student beforehand that a faculty or staff member cannot keep confidential any information about a harmful situation. If such a situation does arise, and the information is potentially harmful, an administrator should be notified immediately.

8. Any consumption of alcoholic beverages at School is prohibited except during School sponsored events. Faculty accompanying students on School trips are expected to exercise sound judgment and exceptional restraint in this area. All employees are responsible for self ­ monitoring during School celebrations such as the Auction.

Violations of these Professional Guidelines and other inappropriate behavior may result in corrective action.

Conduct and Behavior To ensure orderly operations and provide the best possible work environment, School of the Holy Child expects employees to follow rules of conduct that will protect the interests and safety of all employees and the School.

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It is not possible to list all the forms of behavior that are considered unacceptable in the workplace, and employees may be subject to corrective action for “common sense” violations of School policies and procedures not enumerated. The following are examples of infractions of rules of conduct that may result in corrective action, up to and including termination of employment: ● Inappropriate relationships with students at School of the Holy Child ● Theft or inappropriate removal or possession of School or another employee’s property ● Falsification of timekeeping records ● Negligence or improper conduct leading to damage of employer­owned, colleague­owned, or student­owned property ● Insubordination or other disrespectful conduct ● Violation of safety or health rules ● Smoking anywhere on campus ● Excessive absenteeism or any absence without notice ● Excessive lateness ● Unsatisfactory performance or conduct including profanity ● Drinking alcohol, using drugs, or inappropriate sexual behavior ● Harassment or discrimination (See section B. Guiding Principles – Anti­Harassment and Discrimination­Free Environment for specific reporting steps to follow ) Process for Addressing Issues Related to Employee Conduct The following process will be used to address any concerns that could result in corrective action against or termination of an employee: 1. The Head of School and administration will gather the information related to the situation involving the employee.

2. The employee will have an opportunity to meet with the Head of School to discuss the situation. The employee may invite another individual from the School to accompany him or her to this meeting.

After gathering the information and meeting with the employee, the Head of School will determine the appropriate course of action.

References Inquiries by outside parties (e.g. potential employers, credit agencies, etc.) with regard to former or current employees should be directed to the Head of School prior to providing a reference.

Inquiries of former staff employees should be directed to the Division Head or the Head of School.

Written inquiries must be on the stationery of the company, organization, or school requesting information and must include the former employee’s signature giving their approval to release confidential information.

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Termination of Employment Voluntary termination from employment at the School will generally occur when an employee resigns or retires. In these instances, the School will generally schedule exit interviews with the employee to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to the School, or return of building keys and school­owned property. Suggestions, complaints, and questions the departing employee may have can also be voiced on that occasion.

Involuntary termination of employment is initiated by the School and will result in the discharge of the employee. All employees, including faculty with a signed agreement for a fixed term, may be subject to corrective action or terminated for, among other things, unsatisfactory performance, insubordination, or misconduct while employed by the School.

See the policy statement titled Conduct and Behavior for further discussion.

In the event of termination, an employee will receive any earned but unpaid salary or wages through the date of termination. Upon termination the employee must clear all accounts with the Business Office and return all School keys and property (laptops and textbooks).

Some benefits may be continued at the employee’s expense if the employee so chooses and if the plan provides for continuation of coverage or portability. The employee will be notified in writing by the Business Office or benefits provider of the benefits that may be continued and of the terms, conditions, and limitations of such continuance.

D. COMPENSATION Letter of Agreement Since 2004­2005, School of the Holy Child has based Letter of Agreement renewal and salary upon a universal annual evaluation of every employee. There is no tenure.

Letters of Agreement for 2012­2013 will be based on the Evaluation Protocols. The final decision for renewal or non­renewal of a Letter of Agreement is made by the Head of School. The School expects a signed Letter of Agreement to be honored ­ if one resigns after signing and returning a Letter of Agreement and the School incurs expenses from placement agency fees or placing advertisements in newspapers ­ the employee may be responsible for their reimbursement.

Each employee will be informed as to whether his/her Letter of Agreement will be renewed prior to spring vacation of the current Letter of Agreement period. The Letter of Agreement shall be returned to the Head of School by the date requested. If a faculty member needs time beyond March, he/she is asked to request in writing an extension for an agreed upon length of time. For all other staff the 17

notification date for renewal is by March 31st and returned by the date requested. A written request is needed for an extension of time.

The following are the evaluation forms available on the Faculty Portal of the school’s website, under Reference, Forms and Documents. ● Admistration Professional Competence Form ● Faculty Professional Competence Form ● Staff Professional Competence Form

Time Record Keeping Federal and New York State laws require School of the Holy Child to keep an accurate record of time worked and paid time off from work (compensated absence) in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.

Accurately recording time worked and time off from work is the responsibility of every non­exempt employee. It is the non­exempt employee’s responsibility to sign his/her time card or time sheet to certify the accuracy of all time recorded. The supervisor will review and then initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes by initialing the time record.

Non­exempt employees should use timesheets to record the time they begin and end their work each day as well as lunch and breaks. They should also record the beginning and ending time of any departure from work for personal reasons. Overtime work must always be approved before it is performed. Semi­monthly timesheets may be obtained from the Business Office.

Exempt employees must maintain a record of paid time off from work. Records of paid time off should be submitted as it is taken or scheduled to the Head of School and Business Office.

Altering, falsifying, tampering with time or attendance records, or recording time on another employee’s time record may result in corrective action, up to and including termination of employment.

Overtime Overtime compensation is paid to all non­exempt employees in accordance with federal and state wage and hour restrictions. Overtime pay is based on actual hours worked. Time off on sick leave, holidays, vacation leave, or any leave of absence will not be considered hours worked for purposes of performing overtime calculations.

Non­exempt employees will be given the opportunity to volunteer for overtime work assignments, in 18

instances when operating requirements or other needs cannot be met during regular working hours.

All overtime work must receive the supervisor’s prior authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work.

Employees who work overtime without receiving prior authorization from the supervisor may be subject to corrective action, up to and including possible termination of employment.

A non­exempt employee will be paid for any hours worked beyond the normal work schedule up to forty hours at their normal hourly rate. If the employee works beyond forty hours, he/she will be paid at time and one­half the regular hourly rate. Non­exempt employees may not accumulate overtime hours in exchange for a day off from work.

Paydays Payroll checks are issued on the 15th and the last day of each month. If the 15th or the last day of the month is on a weekend, paychecks will be disbursed on Friday prior to the weekend. The check issued on the 15th of the month covers the pay period from the 1st to the 15th and the check issued on the last day of the month covers the pay period from the 16th to the last day of the month.

Paycheck Deductions The law requires that School of the Holy Child make deductions from every employee’s compensation for applicable federal, state, and local income taxes, and to comply with legal garnishment orders. The School also must deduct Social Security taxes on each employee’s earnings up to a specified limit that is called the Social Security “wage base.” The School pays the amount of Social Security taxes appropriate by laws.

If you have questions concerning why deductions were made from your paycheck or how they were calculated, see the Business Manager.

Error in Pay Employees should report any payroll discrepancies immediately to the Business Office. An overage in pay may result from an employee reporting his/her hours inaccurately and/or a payroll, clerical, or administrative error. The deduction of the overpayment will be taken from the employee’s next paycheck. If an error is made on an employee’s paycheck that results in a deficit in pay, the School will rectify any error on the next paycheck.

Exempt Employees Pay Exempt employees are paid on a salary basis because they are expected to work as many hours as needed to perform the work required. Because of this expectation, an exempt employee’s salary is not subject to reduction because of variations in the quality or quantity of the work performed.

Exempt employees will receive their full salary for any week in which they perform any work ­ without regard to the number of days or hours worked.

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The School prohibits deductions from the semi­monthly pay of exempt employees, except as set forth below : ● Deductions from pay of exempt employees may be made for unpaid disciplinary suspensions of one or more full days imposed for violations of the School’s workplace conduct rules. ● Deductions from pay may be made for absences of one or more full days caused by sickness or disability (including work­related accidents) pursuant to the School’s Family and Medical Leave Act, sickness, disability, and/or workers’ compensation policies. ● Deductions may be made after the designated number of personal days are used.

If an exempt employee believes an improper deduction was taken from her/his paycheck, she/he should contact the Business Manager. The School will reimburse an exempt employee for any improper deduction.

Direct Deposit For convenience purposes, direct deposit service is available for the electronic transfer of an employee’s paycheck amount directly into his/her bank account. Employees can arrange direct deposit through the Business Office. Direct deposit is deposited in employee bank accounts by the 15th and last day of the month. If the 15th or the last day of the month is on a weekend or holiday, direct deposits are made the preceding work day.

Personnel Data Changes The Business Office maintains a database of employee information that is used to generate employee paychecks, year­end W­2 forms for income tax reporting, and benefit eligibility reports for insurance companies that administer School benefit programs. To ensure accurate and timely reporting, and benefits continuity, it is the employee’s responsibility to promptly notify the Business Manager of any changes in personnel data, including name, mailing address, telephone number, marital status, names of dependents, emergency contact, or beneficiary.

E. BENEFITS Determining Benefits Eligibility Eligible employees at School of the Holy Child are provided a wide range of benefits. A number of the programs (such as Social Security, workers’ compensation, state disability, and unemployment insurance) cover all employees in the manner prescribed by law. Dependent upon certain eligibility criteria, the School offers certain health, disability, retirement and other fringe benefits to its eligible employees. These benefits are described briefly below.

Employees should refer to the plan documents and applicable insurance policies for the complete description of each particular program.

These documents are available in the Business Office.

If information in this Handbook and the summary plan descriptions contradicts information in these master plan documents or master contracts, the master documents/contracts shall govern in all cases.

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The School reserves the right to amend, interpret, modify, or terminate any of its employee benefit programs without prior notice and at any time. The School has the power and authority to construe and interpret the terms of the plans, to make all factual determinations, and to amend or terminate such plans. Employees will be notified in writing of any changes to the plans.

Health Insurance Employees must make a plan election within ten days of hire or during open enrollment (July 1 of each year). If employee declines insurance with a medical waiver form, then you can only elect coverage on July 1 or if you have a change of status event (marriage, birth or adoption, divorce, change in spouse coverage, death of spouse).

School of the Holy Child offers four health insurance options through the NYSAIS Health Consortium. Below is a brief description of each plan, all of them utilizing Empire BlueCross BlueShield as the carrier.

Plan 1 / PPO ­ This option has both in and out­of­network features. When using in­network services, no referrals are required and most services are subject to a copayment. The out­of­network coverage allows members to seek care provided by a non participating provider and these services are subject to a deductible and coinsurance. This plan utilizes the Empire BlueCross BlueShield national network.

Plan 2 / POS ­ This plan also offers in and out­of­network benefits. The out­of­network coverage allows members to seek care provided by a non participating provider and these services are subject to a deductible and coinsurance. This plan utilizes the Empire BlueCross BlueShield local network.

When traveling outside of the local NY, NJ and CT area, services would be considered out­of­network unless the service is an emergency or prior authorization is obtained.

Plan 3 / EPO ­ This option has in­network benefits only. There are no referrals required for specialty care and most services are subject to a copayment. This plan utilizes the Empire BlueCross BlueShield national network.

Plan 4 / Transitional EPO ­ This option has in­network benefits only. This plan covers services such as office visits or prescription drugs at a copayment only, other services including inpatient and outpatient hospital services, radiology services and laboratory services will be subject to a calendar year deductible first and then covered at 100%. This plan utilizes the Empire BlueCross BlueShield national network.

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Empire BCBS Plans and Rates Empire PPO

Empire POS

Empire EPO

Benefit Provisions

Empire EPO transitional

Referrals required

no

no

no

no

Network

nationwide

local

nationwide

nationwide

Gym reimbursement

$400 annually

$400 annually

$400 annually

$400 annually

Dependant coverage

end of month

end of month

end of month turns

end of month

turns 26

turns 26

26

turns 26

Deductible (ind/fam)

n/a

n/a

n/a

$1,000/$2,500

Coinsurance

n/a

n/a

n/a

100%

Out of pocket

n/a

n/a

n/a

$1,000/$2,500

n/a

n/a

n/a

calendar year

In­Network

maximum Deductible accumulation Inpatient hospital

$250 copay*

$500 copay*

$250 copay*

deductible

Outpatient surgery

100%

100%

100%

deductible

Emergency room

$50 copay

service

Primary/specialist visit

$15/$15

$50 copay

$75 copay

$75 copay

$15/$30** copay

$25/$25 copay

$25/$40 copay*

100%

100%

100%

copay Annual physical/well woman

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100%

Out­of­Network Deductible (ind/fam)

$500/$1,250

$1,000/$2,500

n/a

n/a

Coinsurance

80%

80%

n/a

n/a

Out of pocket

$2,500/$6,250

$3,000/$7,500

n/a

n/a

deductible

calendar year

calendar year

n/a

n/a

Deduction

80%

n/a

n/a

80%

accumulation UCR

Prescriptions Copay

Deductible

$10 / $35/ $70

$10 / $35 / $70

$10 / $35 / $70

$10 / $25 / $50

n/a

n/a

n/a

$100**

unlimited

unlimited

unlimited

calendar year

Deductible accumulation

2x pharmacy

2x pharmacy

2x pharmacy

2x pharmacy

Mail order

copay

copay

copay

copay

*per admission $625

*copay applies to examinations and evaluations only.

Other services performed at the office setting may be subject to Ded and Coins. **Rx ded is waived for mail order

Notes:

*per admission $625 max per calendar year

*per admission $1,250 max per contract. **lower copay applies to services provided by the member’s PCP or backup PCP

max per calendar year

All semi­monthly (per payroll) premiums paid by employee

Premiums for those people hired before 2002: employee pays 20% of all premiums EPO PPO individual 23

102.95

POS 92.27

EPO 86.75

Transitional 73.21

plus one

200.76

179.93

169.15

142.76

family

298.56

267.59

281.56

212.31

EPO transitional as an in-network deductible of $1000/$2000

Premiums for those people hired after Jan. 1 2002: employee pays 20% for individual and 50% for plus one and family premiums EPO PPO

POS

EPO

Transitional

individual

102.95

92.27

86.75

73.21

plus one

501.89

449.84

86.75

356.91

family

746.40

668.99

628.90

530.79

EPO transitional as an in-network deductible of $1000/$2000

Health Premiums as of July 1, 2013 *Please note with that out of network services are reimbursed based on Usual & Customary fees. You may be balance billed for amounts that exceed UCR in addition to your deductible and coinsurance.

Additional information is available in the Business Office.

Dental Insurance Voluntary dental insurance provided by Guardian is offered to all employees who work over twenty­one hours per week. Open enrollment is September of each year. Employees who elect the dental coverage for yourself, you plus one or family coverage pay 100% of the premium. The premium is deducted from your pay as a pre­tax deduction. You do not have to participate in the medical plan to take advantage of the dental plan.

Option 1: With your Pre­Paid plan, you enjoy negotiated discounts from our network dentists. You pay a fixed copay for each covered service. Out­of­network visits are not covered.

Option 2: With your PPO plan, you can visit any dentist; but you pay less out­of­pocket when you choose a PPO dentist. Out­of­network benefits are limited to our PPO fee schedule.

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COMPARE THE PLANS

Option 1: Pre­Paid

Your Semi­monthly premium

$9.76

$16.92

You and 1 dependent (Spouse or Child)

$19.03

$31.27

You, spouse and child(ren)

$29.07

$54.47

Plan year deductible

Option 2: PPO

In­Network

Out­Network

$50

$50

Individual Family limit Waived for Charges covered for you (co­insurance) Preventive Care (e.g. cleanings) Basic Care (e.g. fillings) Major Care (e.g. crowns, dentures) Orthodontia

No deductible

Network only You pay a copay for each covered procedure. See “Plan Details”, for more information.

In­Network

Annual Maximum Benefit

Unlimited

$1200

3 per family Preventive Preventive 100%

100%

80% 80% 50% 50% 50% 50% $1200 Yes

Maximum Rollover is not applicable for this plan type.

Maximum Rollover Rollover Threshold Rollover Amount

Out­Network

$600 $300 $400 $1200

Rollover In­network Amount Rollover Account Limit Lifetime Orthodontia Maximum

Not Applicable

$750

Office visit copay

$10

None

Dependent Age Limits(Non­Student/Student)

26/26

26/26

Premiums subject to change on October 1, 2013.

Vision Plan – We offer a voluntary vision plan through Empire BlueCross for an employee working over 20 hours a week. You must make a plan election with ten days of hire or during open enrollment (July 1 of each year). If you decline insurance, then you can only elect coverage on July 1 or if you have a change of status event (marriage, birth or adoption, divorce, change of spouse coverage, death of spouse).

There are two plans offered and they are summarized in the chart below which includes the premiums Vision Plan Benefits

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In-Network

Out of Network

Copayment Examination Eyeglass lens

$20 $20

$40 allowance $35 allowance

Frequency of service Exam Lenses Frames Contact lenses

12 months 24 months 24 months 24 months

12 months 24 months 24 months 24 months

Professional services Comprehensive vision exam

Covered in full after copayment

Up to $40 allowance

Basic lenses (pair) Single vision Bifocal Trifocal

$20 copay, then covered in full $20 copay, then covered in full $20 copay, then covered in full

Up to $25 allowance Up to $40 allowance Up to $55 allowance

$130 allowance, then 20% off remaining balance

Up to $45 allowance

$130 allowance, then 15% off remaining balance $130 allowance (no additional discount) Covered in full

Up to $105 allowance Up to $105 allowance Up to $210 allowance

Frames Eyeglass frames allowance

Contact lenses Elective conventional Elective disposable Non­elective contact lenses

Dependent age limits are child to age 26 or full time student to age 26.

Premiums (semi-monthly): Individual

$2.16

2 person

$4.21

Family

$6.26

COBRA – Health Insurance Continuation Rights Employees who participate in School­sponsored health plan benefits (health, dental, flexible spending accounts, etc.) are subject to the Consolidated Omnibus Budget Reconciliation Act (COBRA). COBRA gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under School of the Holy Child’s medical plan when a “qualifying event” would normally result in the loss of the eligibility. Some common qualifying events are resignation, termination of employment, death of an employee, a reduction in an employee’s hours or a leave of absence, an employee’s divorce or legal separation, and a dependent child no longer meeting eligibility requirements. Under COBRA the employee or beneficiary normally pays the full cost of coverage at School of the Holy Child’s group rates plus an administration fee. The School or 26

insurance carrier provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under the School’s health insurance plan. The notice contains important information about the employee’s rights and obligations. School of the Holy Child will comply with all federal, state, and local laws pertaining to health coverage continuation. For example, if New York State or the federal government provides for a COBRA subsidy or extension of benefits for any period of time, this information will be provided to all qualified individuals.

Life Insurance For full­time employees, the plan covers $10,000 and is free. The application must be returned to the Business Office for processing within ten days of hire.

Workers’ Compensation Insurance School of the Holy Child provides a comprehensive workers’ compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers’ compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.

Employees who sustain work­related injuries or illnesses should inform their supervisor immediately and then see the School nurse for triage to determine what level of treatment may be necessary.

Employees must also report the incident to the Business Office within 2 days, no matter how minor the on­the­job injury may appear. This will enable the eligible employee to qualify for coverage as quickly as possible.

Employees who sustain work­related injuries are eligible for a medical leave of absence for the period of disability in accordance with all applicable laws covering occupational disabilities. Subject to the terms, conditions, and limitations of the applicable plans, School of the Holy Child will continue to provide health insurance benefits for up to 3 months during the approved leave. Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon return to active employment.

Neither School of the Holy Child nor the insurance carrier will be liable for the payment of workers’ compensation benefits for injuries that occur during an employee’s voluntary participation in any off­duty recreational, social, or intramural activity.

New York State Short­Term Disability School of the Holy Child employees are covered by New York State Short­term Disability Insurance, which pays a portion of the salary of an employee who is disabled by an off ­the­job injury or illness. After a 7­calendar day waiting period, benefits include weekly payments to partially replace w ages. All or a portion of these w ges may be taxable to the employee.

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New York State Short­Term Disability for Birth of a Child A period of time after giving birth is considered a disability under the New York State Short­term Disability Law. Employees expecting to go on disability leave for the birth of a child should meet with the Business Office to complete a disability claim form. New York State’s Short­term Disability insurance policy generally provides payments for leave for 6 weeks (or 8 weeks for a cesarean section birth) during the applicable period of an employees’ disability leave for birth of a child.

Short­term disability leave for the birth of a child runs concurrently with Family and Medical Leave.

Employees may request additional unpaid time off beyond the New York State Short­term Disability leave period by submitting a written request for Family and Medical Leave. See the policy titled “Family and Medical Leave Act (FMLA) leave” for information about FMLA eligibility and requirements.

Long­Term Disability For those employees working over twenty hours a week, the School offers voluntary long term disability. The premiums are based on age and salary and will be calculated on an individual basis prior to the enrollment deadline. The plan will pay up to 60% of salary if an employee becomes disabled. See the Business Manager for details.

Retirement Plans Supplemental Retirement Annuity – for employees working over twenty­one hours per week.

Through TIAA­CREF, you may make voluntary, unmatched contributions into TIAA­CREF fund or funds of your choice. Your contributions are with pre­tax dollars which reduces your taxable income. You may contribute a maximum of approximately $17,000 of your income in a calendar year 2012. The maximum is calculated by TIAA­CREFF in order to comply with IRS regulations.

Applications and information packets are available in the Business Office. You may start at any time.

Retirement Annuity– available to employees who have completed 2 years of work at over twenty­one hours per week The School of the Holy Child puts 5% of your salary into a TIAA­CREFF fund or funds of your choice. You must match this with at least a 3% contribution into the Retirement Annuity or Supplemental Retirement Annuity. You are vested immediately and the plan is portable, meaning that if you leave the School, the plan moves with you. After completing 5 years at School of the Holy Child, the School’s contribution increases to 8%. All you need is to 28

complete an online application. Instructions are available from the Business Manager.

Flexible Spending Account (FSA) Available to employees working more than twenty hours per week, the flexible spending account is an employee­owned account that uses pre­tax dollars, in accordance with Section 125 of the IRS code, to pay for out­of­pocket medical/dental, parking and transit benefits, and dependent care expenses.

The FSA allows employees to voluntarily put aside money for out­of­pocket medical/dental and/or dependent care expenses. The money deposited into the FSA is automatically deducted from the payroll as a pre­tax deduction. After incurring out­of­pocket medical, transit or dependent care expenses, the employee submits a claim to the plan administrator and will be reimbursed for all eligible expenses (up to the maximum elected) from the FSA with pre ­ tax dollars. The Medical Care, Parking and Transit, and Dependent Care accounts are separate and distinct accounts. The employee may elect one or all of these accounts.

Each participant elects a goal amount for the school year and the deductions are made each payroll.

The maximum allowable goal is $5,000 for medical and dependent care accounts. The parking maximum is $215 a month and the transit maximum is $110 monthly. The goal amount cannot be changed or discontinued unless one of the following qualifying events occurs: marriage, divorce, addition or loss of dependent, or change in work status for the employee’s spouse. Additionally, if the dependent care cost is increased by the provider than the goal amount can be increased. The open enrollment is September 1st.

For more information concerning this program and to obtain enrollment and reimbursement forms please see the Business Manager.

Accident and Cancer Insurance For those employees working more than twenty hours per week, 2 voluntary benefits are AFLAC’s Personal Accident Indemnity Plan and Personal Cancer Indemnity Plan. These plans pay cash benefits directly to you or your family in the case of accident or cancer. Additionally, the cancer plan has a wellness benefit for cancer screening such as mammograms and blood tests for cancer screening. These payments are made regardless of any other insurance you may have. These plans are portable. See the Business Manager for information on how to enroll.

Family and Medical Leave Act (FMLA) Leave It is the policy of School of the Holy Child to grant up to twelve weeks of family and medical leave during any rolling twelve­month period to eligible employees, in accordance with the federal Family and Medical Leave Act (FMLA) and associated regulation updates, and up to twenty­six weeks of leave in any rolling twelve­month period in compliance with the expansion of FMLA under the Support for Injured Service Members Act. The FMLA leave is generally unpaid, subject to the 29

terms of this Employee Handbook and/or the other leave policies.

To qualify for this leave, the employee must have worked for School of the Holy Child for twelve months or fifty­two weeks and have worked at least 1,250 hours during the twelve­month period immediately before the date when the leave is requested to commence. To qualify as FMLA leave under this policy, the employee must be taking leave for one of the reasons listed below : ● ● ● ● ●

The birth of a child and in order to care for that child The placement of a child for adoption or foster care and to care for the new ly placed child To care for a spouse/domestic partner, child, or parent with a serious health condition The serious health condition of the employee For a “qualifying exigency” for families of members of the National Guard or reserves or of a regular component of the Armed Forces when the covered military member is on covered active duty or called to covered active duty ● To care for a service member with a serious illness or injury (an employee whose son, daughter, parent, or next of kin is a covered service member may take up to twenty­six weeks in a rolling twelve­month period to take care of that service member) Married employee couples may be restricted to a combined total of twelve weeks leave within any rolling twelve­month period for childbirth, adoption, or placement of a foster child, or to care for a parent with a serious health condition. In addition, leave for birth and care, or placement for adoption or foster care, must conclude within twelve months of the birth or placement.

Eligible employees should make requests for leave in writing to the Business Office and administrative supervisor at least thirty days in advance of foreseeable events and as soon as possible for unforeseeable events. A health care provider’s statement must be submitted verifying the need for leave and its beginning and expected ending dates. The Business Office must then have the request for leave approved by the Head of School before the leave can be taken. Special rules govern the availability of leave for faculty, as well as the timing of the return from leave, and will have to be applied as each individual request warrants in accordance with applicable law .

The approved request is then forwarded to the Business Manager for payroll and benefits processing purposes. Any subsequent changes in this information should be promptly reported to the employee’s supervisor and the Business Manager. School of the Holy Child will comply with all laws related to the use of sick leave while receiving workers compensation or disability payments. The School will maintain group health insurance coverage for an employee on Family and Medical Leave on the same terms as if the employee continued to work.

An employee must first use any available paid leave, as applicable, for any Family and Medical Leave and take the remainder of the twelve weeks (or twenty­six weeks for covered service member leave, as appropriate) as unpaid leave. In addition, any leave provided for under the worker’s compensation law s and Family and Medical Leave run concurrently, provided the injury qualifies as a serious health 30

condition.

So that an employee’s return to work can be properly scheduled, an employee on Family and Medical Leave is requested to provide School of the Holy Child with at least 2 weeks advance notice of the date the employee intends to return to work. School of the Holy Child may require employees on leave for their own serious health condition to submit to the Business Office, prior to their return, a medical verification from their healthcare provider of their ability to return to work and perform the essential functions of their job. The School may delay restoration to an employee who fails to provide such verification. Receipt of this verification will trigger resumption of regular payroll for the employee.

When a medical leave ends, the employee will be reinstated to the same position, if it is available or to an equivalent position for which the employee is qualified that has equivalent pay, benefits, and other terms and conditions of employment. School of the Holy Child is not required to restore “key” employees to their jobs upon their return to work following family and medical leave when restoration to employment will cause the School substantial and grievous economic injury. School of the Holy Child will notify “key” employees – certain highly compensated, salaried individuals – in writing of the decision denying job restoration.

Should the employee terminate his/her employment by electing not to return to work at School of the Holy Child at all after the leave period, then all benefits coverage will cease. The employee will have the right to elect COBRA coverage for continuation of her/his health benefits.

Any employee who fraudulently obtains family and medical leave will be subject to immediate corrective action, up to and including termination of employment.

School of the Holy Child will not interfere with, restrain, or deny the exercise of any right provided by the FMLA or terminate the employment of or discriminate against any individual for opposing any practice because of involvement in any proceeding relating to the FMLA. In addition, School of the Holy Child will not use the taking of family and medical leave as a negative factor in employment actions, such as hiring, promotions, or corrective actions.

More detailed information and/or an application regarding the Family and Medical Leave Act is available in the Business Office.

Nursing Mothers In accordance with New York State Labor Law, the School promotes and supports breastfeeding and expressing breast milk on its premises. The School will support female employees’ continuation of breastfeeding upon their return to work and for up to three years after the birth of their child(ren).

Employees will be permitted to take a break period or use meal time each day to express milk. To accommodate nursing mothers, a private space is available adjacent to the nurse’s office.

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Maternity/Paternity Leave Policy In accordance with the Family and Medical Leave Act (FMLA), 3 months unpaid may be taken for Maternity/paternity leave upon the birth or adoption of a child. The spacing of this time is to be mutually agreed by the employee in consultation with the appropriate administrator. Maternity benefit of 4 weeks paid leave for employment of 1 through 4 years, and 6 weeks of paid leave starting the 5th year of employment. Paternity benefit of 1 week paid leave for employment of 1 through 4 years, and 2 weeks of paid leave starting in the 5th year of employment.

Tuition Remission Children of full­time faculty and staff who are employed by the School prior to September 1997 will continue to receive full tuition.

Additional siblings of the aforementioned employees will receive 75% of the tuition. They may apply for additional funding for financial aid.

Children of faculty and staff hired after September 1997 will pay 50% of the tuition. They may apply for additional funding for financial aid.

Vacation Days All administrators and non­faculty employees are required to take their vacations, allotted by their letters of agreement. Any vacation requested when School is in session must be approved in writing ahead of time by the Head of School. Vacation during the summer months must have supervisory approval to ensure that all departments have adequate coverage. No vacation time may be carried forward to the following year. All unused vacation time will be forfeited.

Illness/Personal Days A maximum of eight days (pro­rated for part­time) may be taken for illness or personal responsibilities without loss of salary. Personal days are not intended as vacation days; personal days immediately before/after vacation are emphatically discouraged and in any case are referred only to the Head of School for permission. If a faculty member, administrator or staff has scheduled a personal day and School has an “inclement weather closing” or unexpected closing, then the day will be counted in the attendance program as personal. After an absence of more than three days, the Head of School reserves the right to require a physician’s note stating that the employee can return to work full time without restriction.

Holiday Schedule Holiday time off is granted at the discretion of the School based on the workflow of the institution and is subject to change annually based on how holidays fall and as the School calendar may dictate. Each year, the list of exact holiday dates is listed in the Employee Handbook. Generally, School of the Holy Child will grant holiday time off to all full­time and part­time employees on the holidays listed below . There are some exceptions for the maintenance staff as listed in the holidays attached to their individual letters of agreement.

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Independence Day (July 4, 2013) Friday before Labor Day (August 30, 2013) Labor Day (September 2, 2013) Columbus Day (October 14, 2013) Day before Thanksgiving (November 27, 2013) Thanksgiving Day (November 28, 2013) Friday after Thanksgiving (November 29, 2013) Christmas Eve (December 24, 2013) Christmas Day (December 25, 2013) New Year’s Day ( January 1, 2014) Martin Luther King Day (January 20, 2014) President’s Weekend (February 14, 2014) President’s Weekend (February 17, 2014) Good Friday (April 18, 2014) Easter Monday (April 21, 2014) Memorial Day (May 26, 2014) Bereavement Leave The School will allow all employees who have a death in the immediate family up to 5 days off with pay as bereavement leave. Time off beyond 5 days must be approved by the Head of School.

School of the Holy Child defines “immediate family” as the employee’s spouse/domestic partner, parent, child, sibling; the employee’s spouse’s/domestic partner’s parent, child or sibling; the employee’s child’s spouse; grandparents or grandchildren. Special consideration will also be given to any other person whose association with the employee was similar to any of the above relationships.

Bereavement leave must be approved by the employee’s supervisor and noted on the semi­monthly timesheet for non­exempt employees.

Jury Duty The School believes that jury duty is an important civic responsibility and endeavors to work with our employees to support their service. Since postponement is granted on the first 2 requests, the School requests employees who are summoned to jury duty to postpone their service until School is not in session. Those who work on a twelve­month schedule are asked to arrange scheduling with their individual supervisors.

Bone Marrow Donation Leave In accordance with New York Labor Law, employees who need scheduled work time off to undergo a medical procedure to donate bone marrow are eligible for paid leave not to exceed twenty­four hours in combined length. This leave should be scheduled in advance with the employee’s supervisor. The School may require verification by a physician as to the purpose and length of each such leave requested.

33

Victim and Witness Leave In compliance with New York Penal Code, the School recognizes an employee’s rights to unpaid time off for the following reasons, with prior notice to their immediate supervisor: ● To exercise her/his rights as a victim as provided by the Criminal Procedure Law and the Executive Law ● Consult with the District Attorney as provided in the Criminal Procedure Law ● Exercise rights as provided by law prior to appearing as a witness Under the law, “victims” include the aggrieved party or the next of kin of a deceased aggrieved party, the representative or guardian of a victim, a Good Samaritan (citizen who assists in an arrest or prevents a crime), or a pursuing application for or enforcement of an order of protection under the Criminal Procedure Law or the Family Court Act.

Election/Voting Leave The School encourages employees to exercise their voting privileges in local, state, and national elections. Employees are encouraged to vote before or after regular working hours. In accordance with state election law s, if it should be necessary, employees may take up to two hours leave from work, without loss of pay, to vote in a governmental election or referendum if the polling hours are during their regular working hours. Employees will be expected to request this time in advance from their supervisor.

F. EMPLOYMENT POLICIES Absences If a faculty member, administrator, or staff knows in advance that he/she will be absent on a given day, he/she is asked to contact their Division Head (for shared faculty – contact both Division Heads) or supervising administrator at least one week before and make arrangements for classes and duties to be covered. He/she shall also inform the Department Chair of the intended absence. This procedure includes absence due to professional days and/or field trips. In the case of sudden illnesses or emergencies, faculty are required to inform their Division Heads before 7:00 a.m. so that they may make all arrangements for class coverage. From time to time, faculty may be asked to cover a colleague’s class. All faculty are scheduled for sub coverage each cycle.

Access to Personnel Files School of the Holy Child maintains a personnel file on each employee. The personnel file includes 34

such information as the employee’s resume, records of training, documentation of performance appraisals and salary increases, and other employment records such as transcripts.

Personnel files are the property of the School and access to the information they contain is restricted. Generally only the Head of School and specified employees who have a legitimate reason to review information in a file are allowed to do so.

Attendance Faculty: As professional educators full­time faculty are expected to meet their teaching responsibilities and advising commitments which include: for Middle School advisors taking attendance in homeroom each morning; for Upper School advisors attending the morning meetings everyday. Upper School class deans who take attendance in this Division are also expected to attend and to facilitate class meetings on Tuesday morning with the help of their grade advisors. During the teaching day, full­time faculty are expected to be available to students in their classes and their advisees (including assemblies and class trips). If faculty members need to leave School before 3:15, they are required to inform their Division Head and sign out appropriately at the front desk. With rare exceptions all faculty are advisors, an important role in all Holy Child Schools; this includes academic and personal advising. In addition, most faculty shall assume the responsibility for at least one extracurricular or co­curricular activity. Part­time faculty shall coordinate their individual schedules with their Division Head and attend All­School meetings, Faculty Enrichment Day, Division meetings and the Faculty Retreat Day.

Shared Faculty (those who teach in both Middle and Upper School Divisions): It is the expectation that these faculty members shall confer with both Division Heads when conflicts occur; they are also expected to attend Parent Conferences, Open House and Back ­ to­School nights in both Divisions.

All Faculty (Part­time and full­time): Attendance is required at the following: the Annual Dinner, Graduation, all closing exercises and final meetings, Back­to­School Night, Faculty Enrichment Day, Faculty Retreat Day, Parent Conferences, Open House for their Division, Holy Child Night (Upper School faculty only), Faculty meetings, class trips within the school day, all liturgies, and in­service days. Optional attendance (but strongly encouraged) includes: Homecoming Weekend events, the Christmas concert at Manhattanville, the annual Auction, School plays, recitals, concerts, and athletic events particularly when their students or advisees are involved. These events are important ways to demonstrate interest in students and to support students and colleagues who are responsible for these activities. Generally, as professional members of a community, Holy Child faculty also join at least one faculty committee or task force.

35

Staff and Administration Each administrative office shall arrange its hours with its supervisor to coincide with the school day as well as to fulfill its designated function; the Head of School will review these hours of attendance with the Senior Administrative Team should the need arise. All staff and administration shall attend all liturgies and opening meetings, Faculty Retreat Day, and Graduation, all closing exercises and other evening and weekend events within their areas of responsibility such as the Annual Dinner, Open House, Back­to­School Night, or the Homecoming/Alumnae Reunion in October. They are also encouraged to attend the Christmas Concert at Manhattanville, School plays, concerts, athletic events, and the Auction.

Attire Faculty, administrators, and staff are expected to use appropriate language and to be dressed in a manner consistent with their professional role in any School setting including off ­campus events such as the Auction.

Authorization to Work in the United States Anyone hired after November 6, 1986 must verify identity and employment eligibility by completing a Form I­9 within 3 business days of the date of hire. Providing false documentation or making false statements on the verification form shall be grounds for immediate discharge. If during the course of employment, the School requests further information relating to the employee’s authorization to work in the United States, the employee shall furnish the information requested. Failure to cooperate in supplying such information shall be grounds for corrective action, up to and including discharge.

Employees with questions should see the Business Manager.

Background Screening and Hiring Prospective employees must submit to a background screening check before a final decision is made to hire the applicant. Obviously the School expects that persons seeking employment will be people of good character and standing and references will be contacted. Any false information given on a resume will result in the denial of the applicant. However, the School’s insurance company, legal counsel, parent community, and society at large expect that best practices will include checking the background of prospective employees as a matter of course. Additionally, any false information given on a resume such as previous employment, education or the like found during the course of employment may result in immediate discharge.

Confidentiality Each employee acknowledges his/her obligation to keep confidential all non­public information concerning the School, acquired during the course of his/her employment with School of the Holy Child. Faculty and all advisors are required to honor the confidentiality inherent in their position by not discussing students in any but the most confidential setting. This request for discretion particularly applies to those public and semi­public areas of the School including faculty offices, the dining hall, library and hallways. This also applies to out­of­School conversations. All faculty, administrators, and staff are required to honor the specific areas of confidentiality inherent in their position.

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Conflict of Interest Policy The School expects all employees to conduct business according to the highest ethical standards of conduct. Employees are expected to devote their best efforts to the interests of School of the Holy Child and the conduct of its affairs.

Business dealings that represent, or appear to represent, a conflict between the interests of School of the Holy Child and employees are unacceptable. The School recognizes the rights of employees to engage in activities outside of their employment that are of a private nature and unrelated to School business. However, a policy of full disclosure must be followed to assess and prevent potential conflicts from arising. Employees are also prohibited from soliciting favors or requests from parents or past parents of School of the Holy Child students, alumnae, or trustees. Employees must contact their administrative supervisor or the Head of School if they have questions regarding a possible conflict of interest or outside work.

Dining Hall With few exceptions (tutoring, peer leader, etc.), food, dishes, glassware, and utensils should not leave the Dining Hall. These items should be returned personally each day by 1:30 pm.

Document Retention Policy In the event School of the Holy Child becomes aware that a law suit, official proceeding, or government investigation is pending, threatened, or reasonably foreseeable, destruction of any and all documents that are potentially relevant, discoverable, reasonably calculated to lead to the discovery of admissible evidence, reasonably likely to be requested during discovery and/or are the subject of a pending discovery request (“Relevant Documents”) shall immediately cease. Relevant Documents include paper and electronic records, data, data storage devices, and backup tapes.

Destruction of such Relevant Documents shall be suspended until legal counsel to School of the Holy Child confirms which documents may be destroyed.

Drug/Alcohol­Free Workplace It is the School’s desire to provide a drug­free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.

The use of illegal drugs, improper use of prescription drugs, and consumption of alcohol, whether on or off duty, can impair an employee’s ability to work safely and efficiently. The School prohibits the use of these substances to the extent that they affect, or have the potential to affect, the workplace. The School will not jeopardize the safety of the employees, students, the public, and/or School operations due to an employee’s poor judgment. Accordingly, the School prohibits employees from possessing, using, purchasing, distributing, dispensing, soliciting, selling, or having illegal drugs, alcohol, or other controlled substances in their systems without medical authorization during work hours, while operating a vehicle owned or leased by the School, while on premises 37

owned or occupied by the School and/or while representing the School in any manner. Employees who violate the School’s drug/alcohol­free workplace policy will be removed from the workplace immediately. The School may also bring the matter to the attention of appropriate law enforcement authorities. Any conviction for criminal conduct that is contrary to this drug/alcohol­ free workplace policy, whether occurring on or off duty, or any violation of this policy, including having a positive test result, may lead to corrective action, up to and including termination of employment.

The lawful and proper use of prescription drugs and/or over­the­counter drugs may also affect employee job performance and seriously impair employees’ value to the School. Employees who are using these substances are prohibited from working at the School, operating a vehicle owned or leased by the School, being on premises owned o r occupied by the School and/or representing the School in any manner if such use affects their ability to safely perform their essential job functions. The employee is not required to identify the medication or the underlying illness. Various federal and state laws protect the rights of individuals with disabilities and others with regard to the confidentiality of medical information, medical treatment, and the use of prescription drugs and substances taken under medical supervision. Nothing contained in this policy is intended to interfere with individual rights under, or to violate, these laws.

On occasion, alcohol may be available at School­sponsored events. Alcohol may be served at these events only with the approval of the Head of School. In addition, alcohol may be served at School­related events, such as conferences, workshops, professional gatherings, the annual Auction, etc. On these occasions, only the moderate and limited use of alcoholic beverages is acceptable. Employees are expected to remain responsible, professional, and sober at all times.

Fund Raising Activities Any class, club, or individual fundraising project must first be approved by the appropriate Division Head in conjunction with the Director of Development and Campus Ministry.

Gifts to Employees No employee should accept a gift or services from a parent, alumnae, or trustee that compromises their professional role. The Parent Association recognizes the value of the School’s employees and sponsors periodic breakfasts and other occasional remembrances including a Christmas check.

Media and Public Relations Any and all media requests or contacts must be referred to the Head of School or designate.

Information is not to be given to the media by any unauthorized employee. Only the Head of School will designate employees who are authorized to talk to the media. In the event the media makes contact, the employee should inform the media that the School wants to be helpful but will need to have the appropriate person return their call. If contacted, request the name, phone number and the organization represented and inform the media contact that the appropriate person will return their phone call as soon as possible. The employee should immediately submit that information to the 38

Head of School so that return contact can be made.

No Smoking Policy School of the Holy Child’s intent is to provide a safe and healthful work environment. Smoking and the use of any other tobacco products are prohibited at all times in all School buildings, on School grounds, or in parked cars on campus. This policy applies equally to all employees, customers, and visitors. Violations of this policy should be reported to the Head of School. The School will not permit retaliatory actions against individuals who report violations of this policy.

Privacy Statement The policy of School of the Holy Child, which is consistent with the law s of the United States and the Health Insurance Portability and Accountability Act (HIPAA) regulations, is to keep all employee medical data absolutely confidential unless the employee consents to disclosure of that data in writing. Accordingly, the School will not disclose to anyone, including employees, that an employee has any medical condition unless the employee consents to do so.

Any employee who has questions or other issues relating to this policy is encouraged to speak directly with the Business Manager.

Safety in the Workplace A Safe Environment Our employees’ safety and well­being are extremely important. The School wants all employees to leave work at the end of their workday in the same health condition in which they arrived at work. Therefore, it is the policy of School of the Holy Child to conform to all comprehensive state and federal law s and industry standards that apply to our workplace.

School of the Holy Child is committed to providing a place of employment free from recognized hazards through the following guidelines: 1. Emergency response, minor injuries: Please report any injury or sickness to the nurse and your administrative supervisor immediately, even if it may seem trivial.

2. Emergency response, serious injuries: If an injury or illness of a serious nature occurs on the School’s premises, call “911” first and then immediately notify the nurse, an administrative supervisor, Division Head, or the Head of School.

3. Reporting: Employees are required to report all job ­related accidents, which result in an illness or injury, to their administrative supervisor immediately.

Each Employee’s Responsibility Safety can only be achieved through teamwork at our School. Each employee must practice 39

safety awareness by thinking defensively, anticipating unsafe situations and reporting unsafe conditions immediately.

Please observe the following precautions: 1. Notify your administrative supervisor of any emergency situation. If an employee is injured or becomes sick at work, no matter how slightly, he/she must inform his/her administrative supervisor immediately.

2. Use, adjust, and repair machines and equipment only if you are trained, qualified, and authorized.

3. Know the proper lifting procedures. Get help when lifting or pushing heavy objects.

4. Understand your job fully and follow instructions. If an employee is not sure of the safe procedure, don’t guess: just ask a supervisor.

5. Know the locations, contents and use of first aid and fire fighting equipment.

6.

Wear personal protective equipment in accordance with the job you are performing.

Transporting Students Reimbursements are made to employees w ho use their cars for trips in connection with School business; however, faculty and administration may not drive students in their own cars. The School does not have liability insurance coverage for vehicles other than School vehicles for transporting students.

Tutoring No advisors, faculty or staff may make suggestions directly to parents or students regarding testing, tutoring, or therapy. These recommendations are made only by the Division Head, Director of Guidance, or the Guidance Committee. In addition, no faculty member may tutor for remuneration any student in his/her Division without the permission of the Head of School.

Valuables and Personal Property Employees are asked to avoid bringing valuables into the School. Cash and other valuables should never be left unsecured or unprotected while an employee is in any School building. The School does not assume any responsibility for an employee’s personal belongings lost or stolen on the premises.

Please immediately report a theft that occurs while you are working to your administrative supervisor or to the Director of Technology and Plant Management.

Violence in the Workplace The School is committed to providing a workplace for all employees that is free from violence and it is our policy to prohibit any workplace violence. Threats or acts of violence include conduct (verbal or physical) against persons or property that is sufficiently severe, offensive, or intimidating to alter the employment conditions or create a hostile, abusive, or intimidating work environment. Violation by any employee of this policy will lead to corrective action up to and including termination.

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The School will also take appropriate action against any individuals who engage in such behavior including vendors, former employees, or visitors. Such action may include notifying the police, or other law enforcement personnel, and prosecuting violators to the maximum extent of the law .

Acts of Violence Defined: The following definitions are intended to provide further guidance: ● “Threat” includes a communicated intent to inflict physical or other harm on any person or property. ● “Threatening behavior” is any behavior that is provoking and unsafe, which by its very nature could cause physical or other harm to any person or property. It may or may not include an actual physical attack. ● “Physical attack” includes aggression resulting in a physical assault or contact, with or without the use of a weapon.

Specific Examples of Prohibited Conduct: Specific examples of conduct that may be considered “threats or acts of violence” prohibited under this policy include, but are not limited to, the following: ● Hitting or shoving an individual; ● Threatening to harm an individual or his/her family, friends, co­workers, or their property; ● The intentional destruction or threat of destruction of property owned, operated, or controlled by School of the Holy Child; ● Making harassing or threatening telephone calls, letters, e­mail messages, or other forms of written or electronic communications; ● Harassing surveillance, also known as “stalking” is the willful, malicious, and repeated following of another person and creating a credible threat with intent to place the other person in reasonable fear of his/her safety; ● Unauthorized possession or inappropriate use of firearms, weapons, or any other dangerous devices on the School’s property.

Responsibilities and Implementation: In keeping with the spirit and intent of this policy and to ensure that School of the Holy Child’s objectives in this regard are attained, it is the responsibility of both the School and all employees to help prevent violence in the workplace. It is the commitment of School of the Holy Child to: ● Take prompt and remedial action, up to and including termination, against any employee who engages in any of the conduct defined above. ● Take appropriate action in dealing with former employees, vendors, or visitors to School of the Holy Child’s property who engage in such behaviors. Such action may include notifying the police or other law enforcement personnel and prosecuting violators of this policy to the 41

maximum extent of the law. ● Prohibit employees, former employees, vendors, and visitors from bringing unauthorized firearms or other weapons onto any of the School’s premises. ● Establish appropriate security measures at the site level to promote safety and security.

It is everyone’s business to prevent workplace violence. Employees can help by reporting their observation of the types of conduct described in this policy, or any other behaviors that could indicate that a co­worker (or someone else on the property) is in trouble, to their administrative supervisor or the Head of School. Employee reports made pursuant to this policy will be held in confidence to the maximum extent possible. School of the Holy Child does not tolerate any form of retaliation by anyone against any employee making such a report.

G. EMPLOYMENT PROCEDURES Accidents Handling and Reporting: Any time a student or employee is involved in an accident at School, the School Nurse or Athletic Trainer should be notified immediately so first aid can be administered. In addition, their Division Head and Head of School should be apprised of the situation. In the case of any School­related off­campus accidents involving School of the Holy Child students or employees, their Division Head and Head of School should be notified as soon as possible.

Universal Precautions: Any time an employee handles an accident or emergency where blood or other bodily fluids are in evidence, the employee should use “universal precautions,” which are the following procedures that prevent the spread of blood ­borne infections: In handling an accident or emergency involving any individual (students, parents, colleagues, visitors), treat all blood as if it were infected with blood ­borne germs, such as HIV or Hepatitis B. Precautions include: 1. Avoiding direct contact with blood 2. Using disposable, waterproof gloves (preferably latex) 3. Cleaning blood­soiled surfaces with bleach/water solution (a tablespoon of bleach per quart of water) 4. Using paper or other disposable towels/materials for cleaning 5. Wrapping and sealing blood­soiled disposable items before discarding Accident Reports: Any time an accident occurs, the employee who is supervising the situation or who responds to the emergency should complete form C­2 (Employer’s Report of Work­related Injury/Illness) within twenty­four hours of the accident and distribute the appropriate copies of the form. This form establishes a record of the accident and ensures that everyone who needs to know 42

about the accident is promptly informed, including the School’s insurance carrier.

Copy Machines Account numbers must be entered in order to use the copy machines in the Mansion and adjacent to the Dining Hall. These accounts are monitored. Please see the Business Manager for your personal number. The Business Office should also be contacted for adding toner, staples, or to report a problem with the copier.

Dining Services Requests Any request for dining services such as class trips, meetings, coffees, etc. must be requested from Flik using the Catering Request form. This form is also available on the School’s website in the Faculty portal.

Early Departure, Late Arrival, and Leaving Campus during the day When personal or School business requires an employee to leave early or arrive late, arrangements for such situations should be made in advance with both the Division Head and the Department Head (where appropriate), or in the case of other employees, with the administrative supervisor. If an employee needs to leave campus during the school day, he/she must inform, in person, his/her administrative supervisor and sign out at the reception desk. This is necessary in the event of a fire drill or emergency situation where the School is vacated.

Emergency Closings/Delays When weather or emergencies necessitate School closings or delays, faculty, administration and staff will be notified by the IRIS system starting at 6:00 a.m. The IRIS system can notify you by email and telephone. If you would like to change your email address or telephone number for the IRIS system, please email the Director of Technology and Plant Management. Employees in the Facilities Department are responsible for ensuring that the campus walkways, roads, and parking lots remain open and accessible during inclement weather. Unless specifically instructed by the Director of Technology and Plant Management not to be on campus, Facilities employees are expected to be at work during regularly scheduled hours, regardless of weather conditions. However, these employees are not expected to take unusual risks to reach School during inclement weather.

Therefore, if a Facilities employee considers conditions unsafe to travel, the employee should contact the Director of Technology and Plant Management before he/she is scheduled to report to work.

Emergency Preparedness All emergency procedures, including fire drills, School evacuations, and crisis management procedures are covered in the School of the Holy Child Crisis Management Plan available on the School’s website.

Facility Use If entrance to the School is necessary after hours or weekends, the appropriate staff, administrator or faculty member should make arrangements with the Director of Technology and Plant 43

Management or the Head of School. The Maureen Alison McGrath ’78 Memorial Library is open for supervised study and research until 6:00 p.m. Monday through Thursday. After 3:30 p.m., all Middle School students are (unless directly supervised by an adult) required to wait in the Library for their rides. Students may not be in the School building after 6:00 p.m. without a faculty member or other adult supervision. The School buildings are closed to all on the weekends unless the Director of Technology and Plant Management gives permission. All doors including the Mansion and lower Westchester Avenue doors must be locked at all times for the safety of the community.

Key Access Cards All employees are issued building access cards. Access is determined based on the role of the employee. The Director of Technology and Plant Management distributes these cards.

Mandatory Reporting of Child Abuse and Neglect (1) REQUIREMENTS BY LAW In compliance with the intent and specific requirements of New York State’s laws regarding child protection, School of the Holy Child maintains policies and procedures for the identification, assessment, reporting, and management of cases of child abuse and maltreatment.

New York State laws require that certain professionals, including School officials, faculty, mental health professionals, social workers, and psychologists must report suspected cases of child abuse and neglect when the child coming before them in their professional capacity presents information, which, if true, would cause that child to be an abused or neglected minor.

The law also extends to situations in which information regarding suspected abuse or maltreatment stems solely from parental disclosures in the absence of the child coming before the staff member of the School. The latter is a common manner in which information regarding suspected child abuse or maltreatment reaches the attention of a School employee.

When it is necessary to make a report, such report shall be submitted without regard to whether the parent (or child) consents to such reporting. All suspected cases are to be reported in accordance with the procedures outlined in the following policy statement.

(2)

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REPORTING a) Mandated Reporters Mandated reporters of child abuse in New York State, including School personnel, must now directly report suspicions of child abuse to the Statewide Central Register for Child Abuse and Maltreatment (1­800­635­1522), rather

than rely on a Head of School, Division Head or supervisor to do so. The Head of School is available for support and discussion with mandated reporters.

Mandated reporters need not, however, seek consent or approval before making a report but they have a professional responsibility to let the Head of School know that a report has been made.

Previously, an employee who suspected that a child had been abused or maltreated could notify the person in charge of a school who then became responsible to report or cause a report to be made to the Register. Child Protective Services determined that this system contributed to problems such as the reporting of inaccurate second ­ and third­hand information, and diminished the ability of Child Protective Services workers to follow up with the original source of the report in a timely manner. Now , mandated reporters must make a report themselves to the hotline, and then immediately notify the person in charge of the school. The person in charge of the school or that person’s designated agent, is responsible for any follow ­up necessitated by the report.

In accordance with the law , the School will not take retaliatory personnel action against an employee who believes that he/she has reasonable cause to suspect that a child is an abused or maltreated child and then makes a report in accordance with the law .

The new legislation also clarifies which “school officials” are mandated reporters. They include, but are not limited to faculty, guidance counselors, psychologists, coaches, nurses, administrators and other personnel. b) When to Report Mandated reporters are required to report when, in their official or professional role, they are presented with reasonable cause to suspect that a child has been abused or maltreated. c) Immunity Persons reporting in good faith with concern for the welfare of a child shall be granted immunity from any liability, civil or criminal. d) Failure to Report Failure to report a suspected case of child abuse or maltreatment constitutes a Class A misdemeanor. Knowingly and willfully failing to report is cause for civil liability for damages proximately caused by such failure. e) How to Present the Report to the Central Register The Register is most likely to accept calls when the causal link between the parent’s (or caretaker’s) acts of commission (abuse) or omission (maltreatment) and the 45

child’s behavior, symptoms or conditions is clearly demonstrated. It is wise to think this through carefully before the call is made. If, for example, the child is not attending school, this can be considered educational neglect if the reporting person can show that the child’s absence is due to the parent’s or caretaker’s failure to effect the child’s attendance at school.

(3)

WHAT TO REPORT ­ DEFINITIONS New York State Social Services Law defines abuse and maltreatment. Below is a summary of those definitions. (a) Physical Abuse New York State Social Services Law and the Family Court Act define an abused child as a child less than 18 years of age whose parent or other person legally responsible for the child’s care: ● Inflicts or allows to be inflicted upon such child physical injury by other than accidental means ● Creates or allows to be created a substantial risk of physical injury to such child by other than accidental means Of particular concern is physical abuse, which causes or creates a substantial risk of death, or serious disfigurement, or impairment of the function of any bodily organ, including head injuries, fractures, burns, scalding, lacerations, bruises and welts, specifically but not limited to the head, sex organs and limbs, such injuries caused by the use of any instrument (e.g. chain, electric cord) other than the human hand. (b) Sexual Abuse Defined as a child less than 18 years of age whose parent or other person legally responsible for the child’s care commits or allows to be committed a sex offense against such child, as defined in the penal law (Corroboration requirements in the penal law no longer apply).

There is reasonable cause to suspect child sexual abuse when the parent or other person legally responsible: ● Touches a child’s genitals, buttocks, breasts, or other intimate parts for the purpose of gratifying sexual desire; or forces or encourages the child to touch the genitals, buttocks, breast, or other intimate parts of the parent or other person legally responsible for the purpose of gratifying sexual desire. ● Engages or attempts to engage the child in sexual intercourse or deviate sexual intercourse (e.g. anal or oral sex). ● Uses a child in sexual performance, such as a photograph, play, motion picture or dance, giving rise to impairment or imminent danger of impairment to the child, regardless of whether the material itself is obscene.

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c) Maltreatment Defined as a child less than eighteen years of age whose physical, mental or emotional condition has been impaired as a result of the failure of the child’s parent or other person legally responsible for his/her care to exercise a minimum degree of care; whose physical, mental or emotional condition has been impaired or is in imminent danger of becoming impaired as a result of the failure of his/her parent or other person legally responsible for his/her care to exercise a minimum degree of care: ● Who has been abandoned by his/her parents or other person legally responsible for his/her care; or ● Who has had serious physical injury inflicted upon him/her by other than accidental means The following situations provide reasonable cause to suspect physical and emotional maltreatment or neglect: malnutrition, failure to thrive, lack of clothing, inadequate housing, educational neglect, lack of medical care, lack of supervision, excessive corporal punishment, child’s drug/alcohol use, abandonment. d) Sexual Maltreatment Situations, which provide reasonable cause to suspect sexual maltreatment and exploitation, are as follows: ● Sexual abuse of a child by a person not legally responsible for the child (see paragraph (3)(B) when the parent or person legally responsible failed to exercise a minimum degree of care. ● A child exposed to sexual activity or exhibitionism for the purpose of sexual stimulation or gratification of another with the knowledge and approval of the parent or person legally responsible. ● A parent or person legally responsible allowing a child to engage in sexual activity which is not developmentally appropriate when such activity results in the child suffering emotional impairment or imminent danger of emotional impairment. ● A parent or person legally responsible permits the obscene photographing, filming or depiction of such child. ● A parent or person legally responsible for a child, permits photographs, plays or motion pictures to be made depicting the child in a sexual performance, thereby causing harm or imminent danger. e) Past History of Abuse or Neglect New York State law is silent on the issue of reporting past incidents of child abuse or maltreatment. However, the spirit of the law is to protect the child and to prevent abuse or maltreatment. Therefore, if in the present the clinician has good reason to believe, based on a past history, that there will be a future act of child abuse or maltreatment, the 47

situation should be reported.

(4)

SPECIAL SITUATIONS (a) Legally responsible persons: New York State law mandates the report of abuse or neglect by a parent or other person legally responsible. “Other person legally responsible” as defined in the Family Court Act, includes the child’s custodian, guardian, and any other person responsible for the child’s care at the relevant time (e.g. day care worker). Custodian may include any person continually or at regular intervals found in the same household as the child when the conduct of such person causes or contributes to the abuse or neglect of the child.

In addition, situations involving the suspected abuse, maltreatment or exploitation of a child being cared for in a facility operated or supervised by the Department of Social Services or the Division of Youth, should be reported if there is reason to suspect that the child was abused, maltreated, or exploited by an employee of the facility. (b)

Abuse or maltreatment by non­related adults or others who are not caretakers: If there is harm or imminent danger of harm to the child which is not due to the acts or omission of the parent or person legally responsible for the care of the child, then the situation is a criminal matter and should be referred to law enforcement officials.

In the event that a concern of child abuse or maltreatment (e.g. child sexual abuse) does not fall within the realm of the child protective process and is not accepted for Child Protective Services investigation, the caller should be encouraged to contact the local police and /or District Attorney for further response/action.

Of course, acts that constitute child sexual abuse, maltreatment and exploitation may also constitute a crime under the penal law and may be prosecuted accordingly.

(c)

(5)

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For a child in imminent danger: If a child is in imminent danger, certain officials – peace officers, law enforcement officers, child protective workers, a physician treating a child or a person in charge of a hospital – may keep a child in their custody without the consent of the parent or guardian until the next regular weekday session of the Family Court. If necessary, the local police may be contacted in an emergency situation, when the clinician feels that a child should not be allowed to leave with a parent, or to be with a parent.

AGENCY RESPONSIBILITIES (a) Follow ­up w ith Child Protective Services After the call is made to the Register and you have alerted the Head of School, the Head of School may wish to call the local Child Protective Services office and alert them to the fact that the Register has been called. This will help in jointly planning

how to proceed.

Within 48 hours of the report to the Register, the Head of School, along with the individual who makes the report, should complete form 2221A and forward it to the local Child Protective Services office. A copy of the form should be filed with the Head of School’s office and maintained in a separate file. (b)

Liaison with Child Protective Services In order to ensure that the School develops and maintains a genuine working relationship with Child Protective Services, the Head of School, or designate should serve as liaison with the local child protective district office.

Parking Bus Circle/Main Entrance/Mansion Circle: The Bus Circle area is for buses and handicapped parking only. It needs to remain open for emergency vehicles. All three of our handicapped spaces are located in this circle because only the Main Entrance is equipped to handle the needs of those with disabilities. There is no parking in the Mansion Circle other than the five designated parking spaces.

It also needs to remain open for emergency vehicles.

Faculty and Staff Parking: Every faculty and staff member has access to parking in the Gryphon Field Lot, Upper Lot or the Mansion Circle. After 12:00 p.m., if the space is open, anyone may park there.

All parking spaces on campus are open to drivers AFTER 12:00 p.m. If there are any questions regarding parking, please contact the receptionist at the Front Desk.

Purchase, Expense, and Payment Procedures Always contact the Business Office to see if w e have an account with a vendor or can get better pricing on items. Also, get a tax exempt form from the Business Office or the Division’s administrative assistant.

Visit the Faculty Portal on the School’s website for information on the following: a) Using School Credit Card or Other School Accounts with Individual Vendors b) Accounts Payable Invoices c) Faculty and Staff Expenditure Reimbursement d) Faculty and Staff Workshop, Seminar, or Conference Registrations e) Using Purchase Orders f) Check Signing 49

Space Reservation Procedure.

Facility Rental Generally, any rental requests from outside organizations must first be arranged with the Business Manager.

Gymnasium and Fields All reservations for use of the Gymnasium and/or Fields must first be arranged with the Director of Athletics and the Director of Technology and Plant Management. Please indicate the date, time, duration, number of attendees, and contact person. Also ensure that the School Calendar is also updated.

Alumnae Room The reservation calendar can be viewed online by looking in the School Calendar. Please check this first to see if the time you want is available. Then let the Calendar Distribution List know the date, time and duration of meeting. Also ensure that the School Calendar is updated.

Chapel The reservation calendar can be viewed online by looking in the School Calendar. Please check this first to see if the time you want is available. Then let the Calendar Distribution List know the date, time and duration of meeting. Also ensure that the School Calendar is updated.

Mansion Hall or Parlor The reservation calendar can be viewed online by looking at the School Calendar. Please check this first to see if the time you want is available. Then let the Calendar Distribution List know the date, time and duration of meeting. Also ensure that the School Calendar is updated.

Maureen Alison McGrath '78 Memorial Library All reservations for use of the Library must be arranged through the School Librarian, who will also make sure event is put on School Calendar. Please indicate the date, time, duration, number of attendees, and contact person. No refreshments may be served in the Library.

Supplies Basic/Office supplies: The School has a supply of standard classroom and office supplies available in the mailroom. Please let the Business Office know if you take the last of any particular item. Any other supplies must be requested in writing using the Supply Request form also available on the School’s website in the Faculty portal.

No one may go to Office Depot or Staples without prior authorization from a Division Head or administrative supervisor. We are a tax­exempt organization, therefore, a tax­exempt certificate must accompany all purchases.

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Furniture/Equipment: Should an employee have a request for new furniture or equipment, they must have prior authorization from their Division Head or administrative supervisor.

Textbook Ordering: Faculty investigate and decide which books and supplemental materials will be needed for their assigned courses by February/March of each year. If exam copies or new editions are desired, faculty need to put in a request to the Textbook Coordinator at this time.

Textbook and Faculty Resource requests must be submitted by faculty by April 15th each year. These requests should include the book title, publisher, ISBN and edition of each book.

All books, supplemental and faculty materials need to be approved by Department Chairs and Division Heads. The approved requests are then given to the Textbook Coordinator in the Business Office on the designated Requisition forms.

Faculty members who want to have their Course Assignments begin in June for the following school year need to make note of this on the Request form so that the books will be available on the Online Bookstore at the earlier date.

Faculty who teach 1 or 2 semester courses can request all their books as above by April 15th or follow the same procedure in November or March for their prospective classes.

Trips Approval: Prior to the announcement of any trip/project requiring funds, faculty and administrators must seek the approval of their respective Division Head, Director of Global Programs as well as the Business Manager. A limited amount of financial aid shall be budgeted for all trips and special projects not covered by tuition. The Head of the School reserves the right of review .

Effective for all trips, the stipend for faculty, staff or administrators chaperoning overnight trips is the following: $75 stipend per night, paid through payroll plus reimbursement of receipted appropriate expenses (meals and required transportation not covered by the trip). These expenses will be paid through accounts payable and are not taxable.

Trip Supervision and Communication: The employee who is leading the trip or in the case of athletic teams, the coach, is in charge of all aspects of the trip, including transportation. If there is ever any concern about the safety of the transportation, the employee or coach has the authority and the responsibility to ask the driver to slow down and/or stop the vehicle. Any problems during any off­campus trip, including transportation problems, should be reported immediately to the Division Head or Interim Director of Athletics and the Head of School. Chaperones must carry cell phones, 51

emergency forms, and phone numbers of necessary contacts. NOTE: The coach or trip supervisor is responsible for student supervision until the parent or guardian picks up the student. No student may be left alone while waiting to be picked up.

Visitors to the School All outside visitors to School of the Holy Child are required to sign in at the front desk. Employees are notified when guests are at the front desk. If an employee sees an unfamiliar, unaccompanied individual on School premises, report this to the Front Desk or to the Head of School’s office.

Work Orders Cleaning: Employees should assist the maintenance staff by ensuring that classrooms and offices are picked up at the end of the day. In the event that an emergency cleanup such as spills, needs to be taken care of during the day, please notify the Receptionist who will contact the maintenance staff, the Director of Technology and Plant Management or Flik (in the Dining Hall). If at any time during the year, an area is not in satisfactory condition, contact the Director of Technology and Plant Management.

Repairs: Any work that needs to be done in the classroom or office (i.e. repairs, special cleaning, moving of items) should be requested through the use of a Repair Request form available in the Faculty portal.

H. ELECTRONIC WORKPLACE Basics of Laptop Program, Network Navigation, and Administrative Tasks School of the Holy Child depends on technology for both classroom use and administrative purposes. The Technology staff is comprised of the following positions: a. Director of Technology and Plant Management b. Director of Instructional Technology c. Laptop Technician

Social Networking and Blogs Use of social networking websites (such as Facebook, MySpace, Twitter, Flickr, etc.) and weblogs (“blogs”) or Internet diaries (collectively, “Personal Online Activities”) is a growing trend among individuals of all ages, including School of the Holy Child students. Employees are expected to act professionally when engaging in Personal Online Activities and follow the guidelines below : ● In order to provide equal, age­appropriate access for students to course materials, faculty should limit class activities to School­sanctioned online tools. If you find a tool that you think will be useful in your classroom or position, please consult with your Division Head or the 52

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Director of Technology and Plant Management.

Exercise appropriate discretion when engaging in Personal Online Activities for personal communications (friends, colleagues, parents, former students, etc.) with the knowledge that adult behavior on social networks may be used as a model by our students.

You may not initiate or accept social network friend requests with current students or former students under the age of eighteen. Use professional discretion when “friending” alumnae eighteen and over as well as parents and parents of alumnae.

Exercise care with privacy settings and profile content.

Content should be placed thoughtfully and periodically reviewed. In addition, know that privacy settings can be changed at any time to limit access to profiles and searchability to content, and changes should be made accordingly.

Recognize that many former students have online connections with current students and that information shared between School adults and former students is likely to be seen by current students as well.

School of the Holy Child employees are not permitted to post on their social networking pages, photographs of colleagues or students, messages about them, or any other material that comes from or reflects on the School. In addition, keep in mind that information posted to profile pages is often searchable. Each time a photograph or other information on a social networking site is posted, it can potentially be viewed by students and parents. You are responsible for removing any photos or other information from social networking sites that seem inappropriate for viewing by members of the School’s community.

Understand that you should not be engaging in Personal Online Activities during work hours. Please limit this activity to your off hours.

The content of Personal Online Activities may not contain: a) Any reference to confidential or privileged information or activities of School students or their families, whether by name or implication; b) Any reference to confidential School information; c) Any reference to School faculty or students, whether by name or implication, that would in any manner defame such staff or student; d) Any material that is obscene, defamatory, threatening, harassing, or abusive to any person or entity associated with the School.

The School’s Social Networking and Blogs Policy does not prohibit law fully protected communications regarding an employee’s off duty political, recreational or other legally protected activities. Should an individual identify him or herself as a School of the Holy Child employee in the course of her/his Personal Online Activities, she/he should include a clear disclaimer that the views expressed do not represent the views of the School.

Technology Use Policy School of the Holy Child provides employees with access to computers, laptops, Internet service, 53

network services, email programs and accounts and other electronic resources (“Computer Systems”) for educational­related purposes only. The School requires at all times that all members of the School community use the Computer Systems in a safe, responsible, appropriate and legal manner.

The same rules and customs that guide behavior without computers apply when using computers. The goal of the Technology Use Policy is to maximize the opportunities of all members of the School community to use technology to carry out School­related work and communication responsibly in an environment free from inappropriate distraction.

Employees must be aware that privacy is NOT guaranteed when using the School’s Computer Systems. The School’s technology resources, including its Computer Systems are the property of School of the Holy Child. The School reserves the right to monitor and access these resources, including email (School email as well as Internet­based password protected email), deleted email, password protected files, instant messaging, Internet site access logs, and the downloading and printing of documents, to ensure that users are using the Computer Systems responsibly. The School also has the right to access these resources to investigate any situation involving information stored or transmitted over the School’s Computer Systems.

Appropriate Communications Employees must communicate using the School’s Computer Systems only for legitimate and responsible education­related interaction with students, faculty, administrators, and the outside world. Ruse, abusive, offensive, threatening, harassing or otherwise inappropriate language or content is not permitted. Employees must always be aware of the tone of their communications.

General Guidelines Employees must follow the guidelines listed below. This is not meant to be an all­inclusive list. ● Employees must not use the School’s Computer Systems to access inappropriate or offensive sites or communicate any inappropriate or offensive information. ● If an employee receives any rude, abusive, offensive, threatening or harassing email messages or other communication on the School’s Computer Systems or from a member of the School community, he/she must immediately report this situation to his/her administrative supervisor, their Division Head, or the Head of School. ● An employee must not access or use another person’s email account under any circumstances. ● Any potentially disruptive communication using the Computer Systems is not allowed. ● Each School of the Holy Child employee will be given a School of the Holy Child email account and should check it for School­related communication at least once during the school day. Upon termination of employment, an employee’s access to her/his School email account will be terminated. ● Employees must keep individual passwords confidential at all times. Passwords should never be shared with other people, and especially students. ● Employees must never attempt to bypass any security system of the School’s computer networks.

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● An employee must never provide any personal information about himself or herself, or another member of the School community in any electronic format that might threaten his/her well­being, the safety of other individuals in the community, or the safety and reputation of the School. ● When communicating over the Internet with other individuals, employees must always use caution about the identity of unknown individuals. Employees must remember that unknown individuals involved in email communications may not always be who they claim to be. ● Employees must not use the School’s Computer Systems to email or post websites, blogs, or any other public or private Internet sites any inappropriate or graphic material that might be offensive to others or embarrassing to the School. ● Employees must not use the School’s network to access personal online accounts such as AOL, Gmail, Yahoo, etc. or to send instant messages through services such as AOL Instant Messenger, except for incidental usage as necessary and in accordance with all other School policies regarding acceptable use of the School’s Computer Systems. ● Employees must not download or email music files or any other large or copyrighted information through the School’s network unless such files are obtained legally and are being used for a School­related project. ● Employees must not use the School’s network to send chain letters, spam, anonymous emails or solicitations. ● Employees must comply with all copyright laws, including using only legally purchased or licensed software on computers.

If an employee is not sure about copyright restrictions, he/she should check with the Librarian or Director of Instructional Technology. ● When information travels over a computer network (the Internet or the School’s network), it may leave a permanent record. The content of each employee’s account may be archived and thus remain available for years. Employees must exercise caution to avoid using the School’s Computer Systems in any way that may threaten the current or future reputation of the School or any member of the School community, including themselves. ● Since most laptop computers and cell phones now have built in digital cameras, employees are never allowed to use these devices at any time in the School’s bathrooms and lockers/locker rooms. ● Electronic devices of any kind may not be used to make audio or video recordings at School without the consent of those who are being recorded.

Access to Information The Internet: Between 8:00 a.m. and 4:00 p.m. on school days, employees may use the School’s Internet connection only for research or information gathering that is directly related to academic assignments or School­related extracurricular projects; other uses of the Internet, including downloading music or video files, hinder those using the School’s Internet connection for legitimate academic purposes.

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While the School uses Internet filtering software to block offensive materials, this filtering software does not block every objectionable site on the Internet. Employees must not access any Internet site that contains inappropriate information including but not limited to pornographic, violent, or offensive materials. If an employee inadvertently accesses an inappropriate site, he/she should click off from that site immediately and report the site to the Director of Technology and Plant Management.

Private Information: People are generally aware that attempting to break into or enter locked or private rooms is a serious infraction with serious consequences. Attempting to break into or enter locked or private areas of computer systems, such as email accounts or password secured sites, is no different and constitutes a very serious violation of other people’s privacy.

Employees may access only those files that belong to them or that they are certain they have permission to use. Any employee caught accessing or attempting to access, computer files belonging to other people will be treated in the same way as an employee caught trying to break into or looking through a filing cabinet, desk, or locked room with private or confidential information.

Employees may only store files related to formal School courses or activities on School servers.

Games, music, commercial software and graphic, video and other files that are not for a School project or formal activity may not be stored on School Computer Systems.

Protecting an Academic Environment The principle of academic integrity is the cornerstone of any school. Employees must make sure that they properly document any information that is taken from the Internet.

At School, employees must not display on their computers or computer screens any sexually­ explicit images, messages or cartoons, inappropriate slogans or designs, such as vulgar or profane language or the suggestion thereof, or anything that may be taken as discrimination, harassment or disparagement of others based on gender, race, religious or ethnic group, sexual orientation, national origin, age, disability, marital status, or any other category protected by law or constituency of the School population. The School’s Policy on Anti­ Harassment and Discrimination Free Environment applies fully to the use of the School’s Computer Systems.Slogans and images involving references, subtle or otherwise, to alcohol, drugs, tobacco, and sex are also forbidden.

Using the Computer Systems to play a game is forbidden during school hours unless the game is part of a class assignment or official School activity.

Employees are not permitted to watch feature films, television shows, or other commercially produced material during the school day unless the material is part of a class assignment or official 56

School activity.

Equipment and Resources Employees must not do anything, including downloading viruses that could damage the School’s Computer Systems.

Enforcement Any employee who is aware of any problem with the School’s Computer Systems or who knows of any misuses of the School’s Computer Systems must immediately report such information to the Director of Technology and Plant Management or the Head of School.

Access to School of the Holy Child’s Computer Systems is a privilege, not a right. Violating the letter or spirit of School of the Holy Child’s Technology Use Policy may be cause to limit or deny an employee’s access to the School’s Computer Systems and may result, even on a first offense, in corrective action, up to and including suspension or termination of employment. In addition, employees must understand that any use of the School’s Computer Systems involving illegal activity will also be reported to the appropriate legal authorities.

Guidelines for Safe and Productive Computing 1. Choose a good password and keep it secret. A good password is defined as one that an employee can remember but no one else can possibly guess.

2. Never let students have unsupervised access to your School computer.

3. Do not use email for any sensitive or critical messages.

4. Back up your work on a regular and frequent basis.

5. Learn Outlook, Google Apps for Education, Finalsite, and Blackbaud systems.

6. Avoid adding non­work­related utilities and extensions to your computer. These can make your system more crash prone.

7. Save your work often. Soon after you start to work on a new document name it and save it. From then on, use the keyboard shortcut for saving, and save frequently.

Security Passwords are extremely important when using networked computer systems. In many cases the only thing preventing unauthorized access to private or confidential information is a password.

Some students actively attempt to guess passwords and have been successful in the past.

Guidelines for creating a good password: 1. Do not use a word that is easily associated w th you. For instance, avoid names of family members, initials, pets, hobbies, likes, dislikes, etc.

2. If you choose a word that has some association to you, make certain that the association is obscure.

3. If possibly, choose a word randomly.

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4. No matter how you choose your password, strongly consider throwing in a number or symbol at the beginning or end, or capitalizing a character at random.

(Examples: bertha8, ^snowy, glove) Guidelines for keeping your password secure: 1. This may seem obvious, but do not unnecessarily share your password with others.

2. When you type in a password, if someone else is present, have him or her look away.

Some people are very good at seeing what keys are being pressed. As a courtesy, turn away when you are with someone else who is entering a password.

Your School Computer: It is possible to share information or files with other people on the network. There are a number of steps to doing this correctly so that your computer’s security is not compromised. If you have some need to share information or files, please check with the Director of Technology and Plant Management to make sure you are following these steps.

You should make it a policy to never let students have unsupervised access to your computer. A good way to prevent someone from using your computer while you are briefly away from it is to use a screensaver with a built­in password.

School of the Holy Child’s offices and classrooms are not totally secure. If you have a laptop, it should not be left unattended.

Email: Electronic mail is an inherently insecure means of communication. Numerous people may have administrator privileges, which give them the capability to read the personal email of any user of the email system. The courts have consistently ruled that the organization providing an electronic mail system “owns” all the messages on that system. The email server is backed up on a regular basis. This means that messages which have been deleted by both the sender and recipient may still be retrieved at a later date.

No Privacy Rights: Employees must be aware that privacy is NOT guaranteed when using the School’s Computer Systems. The School’s technology resources, including its Computer Systems, are the property of School of the Holy Child. The School reserves the right to monitor and access these resources, including email (School email as well as Internet based password ­ protected email), deleted email, password protected files, instant messaging, Internet site access logs, and the downloading and printing of documents, to ensure that users are using the Computer Systems responsibly. The School also has the right to access these resources to investigate any situation involving information stored or transmitted over the School’s Computer Systems.

Since the privacy of email messages is not legally protected, the best policy is not to use email for messages that would be embarrassing or damaging if made public.

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Appropriate Use: The Computer’s Function: In general the School’s Computer System should be for School­ related functions.

Software Copyright Laws: In using the School’s Computer Systems, employees should observe the copyright laws regarding software.

File Storage: Only files related to performing your job at School should be stored on the School’s Computer Systems. Under no circumstances should games be stored on the Computer Systems.

Email: Legally the School has complete access to all email messages (including those created or stored on Internet based password protected email account insofar as it is accessed using the School’s Computer Systems) created or stored on the School’s email system. The best policy is not to create email messages with content that could in any way be damaging if it were made public.

Electronic mail should not be used to send critical or negative messages. Face­to­ face communications and phone conversations convey much more information than textual communications. Subtle emotional nuances, tone and attitude are very hard to convey with writing. It is time consuming to get the right effect and often a message can be misconstrued. Use of email to convey criticism is inefficient and can lead to unpleasant misunderstandings.

Any sort of chain letter activity is not allowed. If you become aware of any such activity on the part of our students, please alert the appropriate administrator.

Don’t use your email mailbox as a long­term storage area. The primary reason for this is the email server has the capacity to store only a certain number of messages.

If you join mailing lists, be careful to keep the instructions about how to unsubscribe to the lists. Be aware that some mailing lists may cause you to receive dozens of email messages a day.

Faculty Computers: All full­time faculty are supplied with a computer and are responsible for its longevity.

Faculty should avoid making major alterations to these computers as the computers may be assigned to different faculty in the outgoing process of upgrading the School’s Computer 59

Systems.

Support: The Technology staff provides support to employees. They handle equipment repair and help with troubleshooting technological problems on School equipment. Employees should not ask the Technology staff to fix or troubleshoot personal computing devices.

I. FACULTY SUMMER SABBATICAL – CLASS O F 2007 ENDOWMENT The parents of the Class of 2007 established an endowment to honor their daughters’ years at School of the Holy Child. This endowment is intended to provide an opportunity for the revitalization and professional growth of the faculty at School of the Holy Child. They recognize the tremendous influence faculty members have in kindling the sparks of intellectual curiosity in their students and, therefore, sought to enrich the range of experiences that faculty can ultimately bring to their classrooms. The chance to acquire new knowledge, and test theories, is exactly what the parents of the Class of 2007 wanted to give the many hard ­working and dedicated faculty at School of the Holy Child.

Each year the endowment will enable faculty members to submit written proposals for a single grant that will be used to finance the travel and study expenses associated with a summer professional development experience. A committee, appointed by the Head of School, will review these applications and award the funds on the basis of merit and how the School can be directly enhanced.

The monies in this fund will be invested and half of the interest raised each year will be available for use, and the remaining interest will be reinvested, thus raising the principal.

Eligibility: ● Must be a faculty member for at least three years ● Grant monies will be granted only to faculty who are returning to School of the Holy Child for the following school year. ● Applicant’s proposals should focus on a project that will benefit both the applicant and School of the Holy Child by supporting classroom teaching in some way.

Requirements: ● Faculty should produce a comprehensive proposal outlining the specifics of the Sabbatical.

Acceptable projects will show creativity, as well as a concrete mission. ● Applicants should include specific information about how their project will directly enhance their students’ educational experiences, as well as the Holy Child community at large. Projects should have measurable goals, as well as produce empirical data helpful for other educators and students.

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● Proposals should include a detailed reading, resource or research list. ● Proposals should include a preliminary budget. ● Applicants should be prepared to document their experience through a daily journal or ongoing blog. ● Faculty will be required to share their sabbatical experience with the Holy Child and or the educational community via a published article, website, as well as supplementary projects like a workshop, assembly, etc. in the year following their experience.

Please submit a written proposal no longer than 2 pages in length describing how you will use the funds. The application deadline is January 8, 2014. Award notifications will be released by February 13, 2014.

Please consider the following questions in your proposal: ● What is your history of service to Holy Child? What have you contributed to furthering the School’s Mission? ● How will your sabbatical benefit the School? How will it significantly extend your skills or vision? How will this make your educational contribution different over your present contribution? ● Will your sabbatical benefit the larger educational community? How? ● Will your sabbatical renew or reinvigorate you, and/or will it help to redirect or refocus your purpose? How ? ● Have you been awarded Faculty Development Funds in the past? How have you used them?

Recent examples of faculty travel/education supported by similar funds at other schools: ● Competing in the Percy DeWolf Memorial Mail Sled Dog Race on the Gateway Voyage Course in Alaska ● Studying history and art in Vienna, Berlin or Amsterdam ● Hiking and Studying Wordsworth, Coleridge and Southey in Lake District, England ● Studying contemporary history: The Peace and Reconciliation Commission in South Africa ● An Earthwatch expedition, “The Mexican Art of Building” in Yucatan, Mexico ● An Alpine­style ascent of a peak in the North Cascade Range in British Columbia, Canada ● An exploration of American authors hometowns ● A study of New York City ● ∙ Following Lewis and Clark’s Expedition The application is available on the School’s website in the Faculty portal.

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J. HANDBOOK RECEIPT AND ACKNOWLEDGMENT This is to acknowledge that I have received a copy of School of the Holy Child’s Employee Handbook and understand that it contains important information on School of the Holy Child’s general personnel policies, procedures, and guidelines and on my privileges and obligations as an employee.

I acknowledge that I have read and understand the contents of the Employee Handbook, and I have been given the opportunity to ask questions about anything contained in the Employee Handbook and fully understand the rules governing my employment w ith School of the Holy Child. I also understand that School of the Holy Child has the sole and absolute discretion to amend, supplement, or rescind any provisions of this Employee Handbook, as it deems appropriate.

I agree to abide by the conditions specified in this Employee Handbook and any other rules, practices, or procedures that the School may adopt. I understand that this Employee Handbook is a guide only and is not to be construed as a legal document or employment contract. I also understand that unless I have a written contract signed by the Head of School for a fixed term, I am an employee at will and that my employment with School of the Holy Child is for no specified period of time and, therefore, School of the Holy Child or I may terminate my employment with or without notification and with or without reason at any time.

I have received the Employee Handbook and I understand that it is my responsibility to read and comply with the policies contained in this Handbook and any revisions made to it.

_____________________________________________ _________________ Employee Signature Date

_____________________________________________ Employee Name (Print)

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