2023-2024 Suffield Academy Human Resources Handbook by Suffield Academy

2023-2024

Human Resources Handbook

TABLE OF CONTENTS

Introduction

Policies

The School Mission Statement

Firearms

Purpose of Handbook

Pride in Appearance

Nondiscrimination & Equal Employment Opportunities 3

Children in the Workplace

Business Office

Smoking & Use of Marijuana & Alcohol Policy

Phone Use

Emergency Preparedness Planning

Appropriate Use of Technology

COVID-19

Record Retention Policy

Decision-Making & Communication

Record Retention & Destruction Guidelines

Emergency Protocols & Available Resources

Inclement Weather

Non-Conventional Campus Attacks

HIPAA

Asbestos Management Plan

COBRA

Emergency Numbers

Sexual Harassment Policy

Child Abuse & Neglect Policies

Employment & Pay General Employment Policies

Use of Facilities

Professional Conduct

Rules & Regulations of Pool Use

Whistleblower Policy

Campus Parking

Statement on Conflict of Interest for Employees

Hiring & Orientation

Benefits

Employee Status Classification

Medical & Dental Insurance

Exempt Employee Pay Policies

Continuation of Plan Coverage Due to Layoff,

Work Schedules for Full-time Employees

Disability and/or Approved Leave of Absence

Attendance & Punctuality

Flexible Spending Accounts

Timecard Policy [Non-Exempt]

Life Insurance

Non-exempt Overtime

Post-retirement Medical Plan

Emergency Time

Retirement Plan

Head’s Holiday

Paid Time Off

Employment of Family Members

Holidays

Separation From Employment

Sick Time

Personnel Records & Confidentiality

Long-term Disability

Security Camera Notice

Short-term Disability

Leave of Absence [FMLA]

Maternity Leave

Bereavement Leave

Jury Duty

Workers Compensation

Tuition Remission

Tobacco Valley Federal Credit Union

Professional Development

Important Contacts

2 Suffield Academy

INTRODUCTION Suffield Academy is a service organization dedicated to providing the highest quality education for the students who attend. All employees must be aware of how their jobs provide service to the students and their families; this awareness must be translated into a concern and dedication to service in order to ensure that employees are effective and productive. An important piece in the understanding of this responsibility is the school’s mission statement. THE SCHOOL MISSION STATEMENT The Suffield Academy Mission Statement was modified by a vote of the board of trustees in May 2011. The Mission Statement and its rationale, which were formulated by a joint faculty-trustee committee, appear below: Suffield Academy is a coeducational independent secondary school serving a diverse student body of boarding and day students from across the United States and from many foreign countries. The school is grounded in a tradition of academic excellence combined with a strong work ethic; respect for individual differences and a commitment to scholarship guide our curriculum and our pedagogy. We engender among our students a sense of responsibility and challenge them to grow in a school community which is both structured and nurturing. We expect our students to emerge from their Suffield experience prepared for a lifetime of learning, leadership, and active citizenship.

PURPOSE OF HANDBOOK This handbook is designed to provide an understanding of the policies and procedures currently applicable to employment at Suffield Academy. The provisions outlined here apply to all employees. This handbook is to serve as a guide and is not to be considered a contract. Suffield Academy is an “at-will” employer and will operate under the provision that employees have the right to resign their position at any time, with or without notice, and with or without cause. As the employer, Suffield Academy has similar rights to terminate the employment relationship at any time, with or without notice, and with or without cause. Suffield Academy reserves the right to review this handbook periodically and to change, modify, suspend, revoke, or terminate any or all policies and benefits discussed in this handbook at its sole discretion at any time. New or revised information will be communicated to current staff and faculty in the form of supplements or addenda to the handbook. The Suffield Academy Faculty Handbook provides additional guidance on policies and procedures related to Faculty. EMPLOYEE NONDISCRIMINATION POLICY & EQUAL EMPLOYMENT OPPORTUNITIES It is the policy of Suffield Academy to provide equal employment opportunities to all qualified individuals without regard to race, color, religious creed, age, sex, gender identity or expression, pregnancy, marital status, national origin, ancestry, veteran status, present or past history of mental disability, intellectual disability, learning disability, physical disability [including but not limited to blindness], or sexual orientation. It is Suffield Academy’s intent to comply with all aspects of the Americans with Disabilities Act [ADA] and will reasonably accommodate all qualified applicants and employees with disabilities, so long as such an accommodation allows the employee to perform the essential functions of his or her job. Any employee needing a reasonable accommodation should contact the Business Office. If you believe you have been discriminated against on the basis of any of the factors noted above, you should immediately report your concerns to your supervisor, the Business Office, and/or the Head of School. An investigation of your complaint will be conducted and Suffield Academy will remedy the situation promptly if inappropriate behavior occurred. BUSINESS OFFICE One of the Business Office’s primary functions is to be a resource to employees for information, answers to questions, and help with handling any issues related to employment at Suffield. The Business Office practices an open door policy and is accessible in person, by email, and by voicemail. Please keep the Business Office informed of any changes in name, address, telephone number, name and number of dependents, beneficiaries, and emergency contact so that the school’s records will be accurate and up-to-date. Issues of conflict with peers or other employees should be directed to an employee’s supervisor and the supervisor’s senior administrator responsible for his/her department. 2023-2024 Human Resources Handbook 3

COVID-19 OVERALL PLANNING The school has taken many measures to protect our community and reduce the possible spread of COVID-19. This has included significant reductions in density, changes in programming , modifications to campus facilities, acquisition of vast Personal Protective Equipment [PPE], and increased frequency in campus cleaning. For a more comprehensive understanding of all of these items you may contact any member of the school’s COVID-19 task force. By reviewing and agreeing to the Human Resources Handbook for Suffield Academy you acknowledge the handbook intends to provide informed consent to the risk and hazards related to COVID-19 and represents an outline of employee education and expectations. By agreeing to the policies outlined in this handbook you acknowledge you have read and understand them and agree to abide by them. You further agree to abide by any further instructions and policies issued by school leadership either in writing or verbally provided in good faith. By agreeing to this document you acknowledge the risks of working during the time that COVID-19 exists.

EMERGENCY PREPAREDNESS PLANNING This section provides an overview of protocols and planning for emergency preparedness, which are currently in place. Please review and become familiar with the information. DECISION-MAKING & COMMUNICATION DURING EMERGENCIES In the event the school is faced with a crisis, or any other event deemed to warrant institution of the school’s emergency management plan, the following decision-making and communication protocol will be followed: Emergency Management Team The school’s emergency management team will consist of the following individuals. Responsibility for ultimate decision-making will follow in the order listed: 1. Head of School 2. Chief Financial Officer 3. Dean of Academics & Faculty 4. Dean of Students & Campus Life 5. Director of Physical Plant Immediate Communication on Campus In the event you become aware of an event or crisis on campus you should immediately begin contacting members of the emergency management team and the Person on Duty [POD] based upon the above order until you reach a person. As is the case with all situations, if the crisis requires immediate medical attention or poses a continued threat to members of the community, you should contact 911 before trying to contact the emergency management team. After the emergency has been assessed, if necessary the Head of School may decide to initiate the phone chain to notify all the faculty and staff. The Head of School will notify the members of the Administrative Team who will call supervisors and department chairs. They, in turn, will call the people who report to them. An updated phone chain is distributed each September indicating the sequence of the chain and the home and cell phone numbers of the faculty and staff. Communicating with the Media In the event the media contact you directly for comments and/or information on an ongoing emergency, you should divert the call to the Head of School. • Start by telling the reporter you have to teach a class or are in a meeting; • Ask the reporter for any details such as his or her name, publication affiliation, phone number, the nature of their inquiry, and a convenient time to call them back; • End the conversation by asking the reporter about the types of questions that will be asked. Contact Charlie Cahn [or Patrick Booth in his absence] immediately to provide them with the details of the conversation.

4 Suffield Academy

If a member of the media is on campus during an ongoing emergency, it should be immediately reported to Charlie or Patrick. If possible, you should escort the media to Fuller Hall lobby if they arrive on campus without prior notification. You might tell the reporter, “Due to parent confidentiality, it is Suffield’s policy to schedule all media interviews through the administration, and I’d be happy to escort you over to meet with the Head of School.” Once an emergency or crisis has passed, it remains important that media communications on behalf of the school be handled with one voice through the Administration. Any communication you have with the media should explicitly note that you are not speaking on behalf of the school. Communicating with Parents During an emergency or crisis situation, it is extremely important that accurate and appropriate information be distributed. When possible, parents should be referred to the appropriate person[s] from whom to obtain information. However, we will also rely on your good judgment in distributing information during a time of high anxiety. OUTLINES OF EMERGENCY PROTOCOLS & AVAILABLE RESOURCES Emergency Kits Each dorm head has been issued a yellow and black emergency response kit. This kit contains two flashlights, a number of light sticks, rubber gloves, antibacterial lotion, and a first-aid kit. Loss of Power In the event of a loss of power, you should contact the maintenance department immediately. The school has a number of batterypowered lanterns available for distribution in addition to the items in the emergency kit. There are back-up power capabilities in Fuller Hall, Brewster Hall, the library, Brodie Hall, and a number of dormitories, which will allow these buildings to remain fully operational during a power outage. The school has increased stores of certain non-perishable food items in order to sustain the campus during a potential crisis. In the event of a prolonged power outage, the emergency management team will decide upon the distribution of resources depending on campus needs, and the expected length of time the power will be out. Shelter in Place Procedures In the event the school determines the need to lockdown the campus, please execute the following protocol: • Lock all windows and doors in your immediate area [take care not to lock out any members of the community]. Rooms/offices closest to exterior doors are responsible for locking these doors. • Cover any windows to your room. • Remain silent until contacted by a member of the school or local law enforcement. Evacuation In the event an evacuation of a building is required, leave the building in an orderly fashion and gather at your predesignated gathering locations for fire drills, or if necessary, to a distance from the building that appears safe from the potential threat. Establish a list of community members with you and await instructions. Tornadoes or Severe Weather Upon receiving notice of potential tornadoes or violent weather, protection should be sought by all community members at the lowest possible level of the nearest building. If time prevents descent to lower levels, move to interior rooms with as few windows as possible or hallways. Avoid corners of a room and seek shelter under a heavy piece of furniture. The goal is to have as many walls as possible between oneself and the outside. If the threat occurs during athletic events, teams on the fields east of Route 75 should seek shelter in the basement of the cottage dorms. Teams on fields west of Route 75 should proceed to the lowest level of the athletic center. Suffield Academy coaches should provide clear instruction to Suffield students as well as to visiting teams. Bomb Threat Should the school receive a threatening call that an explosive device has been planted on campus, the person receiving the threat should be prepared to gain as much information as possible from the caller. Once the threat has been received, 911 should be called immediately and the threatened buildings should be evacuated. If the entire campus is threatened, all buildings should be evacuated. During a bomb threat walkie-talkies and cell phones should be turned off, and you should not turn on or off any electrical devices in the threatened building. 2023-2024 Human Resources Handbook 5

NON-CONVENTIONAL CAMPUS ATTACKS Chemical Attack on the Region In the event of a chemical attack, all community members should move into the nearest building. You should avoid basements as chemical vapors will seek the lowest level and become trapped. All windows and doors should be closed, and if time permits all venting from HVAC and heating ducts should be closed and sealed. If available, wet towels should be jammed in the cracks of exterior doors. If possible you should establish contact with the emergency management team. No one should leave the building until a representative from local law enforcement or the emergency management team contacts you. Chemical Attack on a Specific On-campus Building[s] Evacuate the affected structure immediately. Safety permitting, the HVAC systems of the affected building[s] should be shut down and the building[s] locked. If campus buildings are to be evacuated, the community should gather at the track [away from campus buildings in the opposite direction of the prevailing winds] and await instructions from the emergency management team. Other Non-Conventional Attacks In the event of biological, nuclear, or other non-conventional attacks, the emergency management team will respond to the circumstances as is deemed appropriate. The team is currently working on protocol for an evacuation strategy of the entire campus. ASBESTOS MANAGEMENT PLAN The Asbestos Hazard Emergency Response Act of 1986 [AHERA] requires schools to identify asbestos containing materials [ACM] in their school buildings and to take appropriate actions to control the release of asbestos fibers in an attempt to decrease the chances of dangers of exposure to this health hazard for its employees and students. In response, Suffield Academy has undergone a thorough inspection of all its student-occupied buildings by an accredited inspector. Subsequent to that inspection, an Asbestos Management Plan [AMP] has been developed which has the following dimensions: • To summarize the inspection results, listing the locations of all ACM identified by the sampling and testing. • To state the response actions to be undertaken by the school [repairs and/or removal] in an attempt to eliminate the asbestos hazard. • To set up a series of operational and maintenance guidelines designed to prevent asbestos fiber release through the proper cleaning, maintenance, renovation procedures, and general building operations. • To train all employees with regard to the hazard of asbestos and the proper methods of working in its presence. The AMP was prepared, as required by AHERA, by a certified management planner. The AMP is available in the Academy’s business office for review during normal business hours. The review will be arranged no less than five working days after the receipt of written or electronic request by the business office. The long-term goal is to make all our buildings free of ACM. As we carry out renovation projects or building upgrades, we will incorporate asbestos abatement as part of those projects.

EMERGENCY NUMBERS Local Emergency Numbers

Internal Cell Phone Numbers

Local Police, Fire, & Ambulance: 911

Security: 860-463-6903

Poison Control Center: 800-343-2722

Charlie Cahn: 860-558-3595

Johnson Memorial Hospital ER: 860-684-8111

Patrick Booth: 860-930-7263

Baystate Medical Center: 413-794-0000

Sara Yeager: 978-340-8872 Greg Lynch: 860-729-6159 Physical Plant on Duty: 860-996-0081 Suffield Academy Health Center Landline: 860-386-4503 Cell Phone: 860-463-5805

6 Suffield Academy

EMPLOYMENT & PAY GENERAL EMPLOYMENT POLICIES Employees of Suffield Academy are expected to carry out their assigned responsibilities to the best of their abilities, in terms of thoroughness, efficiency, and quality. • All employees are expected to maintain the highest standards of professionalism in their actions as well as their written and verbal communication. • In situations that involve sensitive, private, and personal issues and information, the school and its employees will endeavor to handle them in a manner that protects the rights and interests of all involved parties. • Suffield is a service organization; all employees are expected to contribute to providing the best total education for the students. • No employee should take advantage of school resources, financial or otherwise, for personal gain. The Suffield Academy fiscal year runs from July 1 through June 30. All policies, compensation periods, and years of service are administered on a fiscal year basis, unless specifically designated otherwise. An employee who was discharged for unsatisfactory work or behavior or who left employment at Suffield Academy voluntarily without giving adequate [a minimum of two weeks] notice will not be eligible for rehire. PROFESSIONAL CONDUCT Each employee is expected to act in a professional manner and to uphold and support standards of personal integrity, honesty, fairness, and consideration of others. All employees’ appointments are on at at-will basis for one academic or fiscal year. It is essential that all employees be mindful of appropriate boundaries with students. While positive relationships between students and adults are a central part of the Suffield community, there needs to be a professional approach in working with students at all times. Employees should not be spending personal time—during school breaks, for example—with students. WHISTLEBLOWER POLICY Employees should use care and discretion in all forms of communication—including online—and be mindful at all times that they are representing Suffield Academy. Suffield Academy [the “School”] requires members of its board of trustees, its administrators, other employees, contractors, and volunteers to observe high standards of business and personal ethics in the conduct of their duties and responsibilities to the School. Employees and representatives of the School must practice honesty and integrity in fulfilling their responsibilities and comply with all applicable laws and regulations. Each trustee, employee, contractor, and volunteer of the School has an obligation to report in accordance with this Whistleblower Policy [a] questionable or improper accounting or auditing matters, and [b] instances where one suspects that an employee[s] or a representative[s] of the School did not practice honesty and integrity or comply with all applicable laws and regulations [see also the following section on Abuse & Neglect]. A. Should a trustee, officer, employee, contractor, volunteer, or agent of the School have a concern or complaint regarding the accounting, auditing, or reporting of, or the internal controls, practices, or procedures relating to School funds, the following guidelines shall be followed: 1. To submit the complaint, contact either the Head of School [the “Head”] by telephone [860-386-4402], mail [185 North Main Street; Suffield, Connecticut 06078], or in person; or the President of the School’s board of trustees [the “President”] by phone or email. Current contact information for these individuals shall be posted on the website of the School. Submissions may be made anonymously. 2. Upon receipt of the complaint, the Head [or the President or the President’s designee] shall conduct an initial screening of the complaint to assess its nature, legitimacy, and significance. In the course of the initial screening or at any time thereafter, it may be determined that the Head may continue with the investigation or appoint another person[s] to assume the investigation instead. 3. Upon conclusion of the initial screening, the Head [or the President or the President’s designee] shall decide whether to report the complaint to the Budget, Finance, and Audit Committee [the “Committee”] of the board of trustees, proceed with further investigation, or close the file. Any complaint involving [i] the existence of material inaccuracies in the School’s financial reports or [ii] a defalcation, fraud, or other intentional misconduct with respect to its cash and/or other financial assets, accounting, auditing, reporting, or internal controls, shall be reported promptly to the Committee following the initial screening thereof. 2023-2024 Human Resources Handbook 7

4. All submissions, inquiries, and discussions will be documented by the Head [or President or the President’s designee]. The Head and President will report at least annually to the Committee on any complaints or concerns raised under this policy and the investigation and/or resolution of same. 5. All submissions, inquiries, discussions, and documentation will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation. Documentation related to the investigation shall be maintained in confidential files. Access to the confidential files shall be restricted to the Head, the President or the President’s designee, the President of the Committee, and their designated agents. This is important in order to avoid damaging the reputations of persons suspected but subsequently found innocent of wrongful conduct and to protect the School from potential civil liability. All such confidential files shall be maintained for at least seven years following the final disposition of the matter. B. All other concerns and complaints not relating to the accounting, auditing, or reporting of, or the internal controls, practices, and procedures relating to, the School funds shall be handled pursuant to the current policies and procedures applicable to such matters. This Whistleblower Policy is intended to encourage and enable trustees, administrators, employees, contractors, and volunteers to raise good faith concerns within the School for investigation and appropriate action. With this goal in mind, no one who in good faith reports a concern or complaint under this Policy shall be subject to harassment, retaliation, or adverse employment consequences for such reporting. Any employee who harasses or retaliates against such a person is subject to discipline up to and including termination of employment. On the other hand, any employee who makes a complaint under this policy by means of allegations that prove not to be substantiated and which also prove to have been made maliciously, recklessly, or with foreknowledge that the allegations were false will be subject to discipline up to and including termination of employment. STATEMENT ON CONFLICT OF INTEREST FOR EMPLOYEES The following statement of policy applies to each employee of Suffield Academy. It is intended to serve as guidance for all persons employed by the institution in positions of significant responsibility. Fiduciary Responsibilities Employees of the school serve the public trust and have a clear obligation to fulfill their responsibilities in a manner consistent with this fact. All decisions of the employees are to be made solely on the basis of a desire to promote the best interests of the institution and the public good. The school’s integrity must be protected and advanced at all times. Employees of the institution are involved in the affairs of other institutions and organizations and may have personal business relationships with vendors or other organizations that do business with or interact with the school. It would be difficult to have an organization which did not consist of individuals entirely free from at least perceived conflicts of interest. Although most such potential conflicts are and will be deemed to be inconsequential, it is everyone’s responsibility to ensure that the Board is made aware of situations that involve personal, familial, or business relationships or transactions that could be troublesome for the school. Thus, the Board requires each senior officer and designated employees the responsibility to annually [1] to review this policy; [2] to disclose any possible personal, familial, or business relationships or transactions that reasonably could give rise to a conflict involving the school; and [3] to acknowledge by his or her signature that he or she is in accordance with the letter and spirit of this policy. This is meant to explicitly include material transactions between individual employees and vendors with whom the school does business. In addition all other school employees are responsible for knowing and understanding this policy and providing details of any and all possible conflicts they may encounter in the course of completing their jobs. Disclosure All senior officers and designated employees are requested annually to disclose substantive relationships or transactions that he or she maintains [or members of their family maintain] or has been a party to with organizations that do business with the school or otherwise could be construed to potentially affect their independent, unbiased judgment in light of his or her decision-making authority or responsibility. All employees must disclose any potential conflicts of interest as defined by this policy when they occur. In the event you are uncertain as to the appropriateness of listing a particular relationship, the Head of School and/or the chair of the board of trustees should be consulted. They, in turn, may elect to consult with legal counsel, the executive committee, or the board of trustees, in executive session. Such information, including information provided, shall be held in confidence except when, after consultation with you, the institution’s best interests would be served by disclosure. Definitions are listed below to help you decide whether a relationship should be disclosed.

8 Suffield Academy

Business Relationship One in which an employee or a member of his or her family as defined below serves as an officer, director, employee, partner, trustee, or controlling stockholder of an organization that does substantial business with the school. Family Member A spouse, parent[s], siblings, children, or any other relative if the latter resides in the same household as the trustee or officer. Substantial Benefit When you or a member of your family [1] are the actual or beneficial owner of more that 5 percent of the voting stock or controlling interest of an organization that does substantial business with the school or [2] have other direct or indirect dealings with such an organization from which you or a member of your family benefits directly, indirectly, or potentially from cash or property receipts. Transaction Any exchange or provision of goods or services either on a regular or one time basis. Material For purposes of this policy the provision or goods or services which has a value of greater than $250. Restraint on Participation Employees who have declared or been found to have a conflict of interest shall refrain from participating in consideration of proposed transactions, unless for special reasons the Board or administration requests information or interpretation. Definition of Conflict of Interest A conflict of interest arises when personal interests of an employee interfere with his or her ability to objectively perform his or her duties or act in the best interests of the institution. The potential for a conflict of interest arises when a personal, familial, or business relationship or transaction exists between an employee [or institutional officer] and the institution that can cause the institution to be legally or otherwise vulnerable to criticism, embarrassment, or litigation in the opinion of responsible stakeholders. Such situations involve ethical or moral values, to be sure, but they are distinguishable and much more visible because of two factors, either of which or both may be present: A. They usually involve money or profit or otherwise bear on the employee’s responsibility of the employee using [or to be perceived to be using] his or her institutional affiliation for personal financial gain except as may be explicitly allowed by institutional policy. B. They usually involve one or more aspects of the institution’s programs, personnel, or auxiliary enterprises. HIRING & ORIENTATION Hiring is done by individual supervisors and department chairs, working within the framework of the overall school administration and the policies presented in this manual. Because of the multitude of different job types and individual job descriptions there will be some variation in the process throughout the school. The administration reserves the right to change the job description or responsibilities of any employee at any time, if this is deemed to be in the best interests of the school. All new employees will receive from their supervisors a formal orientation to the school, which covers this Human Resource Handbook and general school information particular to their individual job expectations. The informal phase of orientation is open-ended and will continue as needed until employees feel comfortable and supervisors feel that the employees have internalized the mission of the school. Of course, employees are free to seek information and ask questions of their supervisors or school administration throughout their time of employment. The administration will attempt to comply with appropriate requests in a timely manner. All prospective employees must go through a background check managed by the business office prior to being officially hired. The results of the background check may be cause for non-hiring. EMPLOYEE STATUS CL ASSIFICATION The classifications of Suffield Academy employees are based upon the following: Teaching Faculty: Academic Year Administrator with Faculty Designation: Full Year & Academic Year Exempt Staff & Non-Exempt Staff: Full Year & Academic Year 2023-2024 Human Resources Handbook 9

The actual job classifications for each employee are articulated in the job description or letter of employment according to the above terminology. The following definitions shall apply: Faculty: Major responsibilities involve direct delivery of the educational program [academic, athletic, residential, advising] to the students enrolled at the school. Staff: Provide support service in areas such as administrative offices, food service, student services, and physical plant. Full Year: The 52-week period coinciding with the fiscal year of the school, running from July 1 to June 30. Academic Year: The 40-week period coinciding with the school calendar, normally running from August 15 to June 15. Exempt: Supervisory/professional employees who are not subject to minimum wage and overtime provisions of The Fair Labor Standards Act. Non-Exempt: Employees who are subject to the minimum wage, overtime, and timecard provisions of The Fair Labor Standards Act. The following additional definitions apply to certain employees within the above classifications: Full-Time: A non-exempt employee scheduled to work at least 35 hours per week during the academic year or 1,820 per full year, or exempt year employees defined as full-time or greater in their annual employment letter. Part-Time: A non-exempt employee scheduled to work fewer than 35 hours per week during the academic year, or fewer than 1,820 for full-year appointments. Exempt employees defined as part-time in their annual employment letter. Temporary: An employee hired to work a specified period of time. EXEMPT EMPLOYEE PAY POLICIES Full Year Exempt Employees A full year exempt employee’s salary is paid in bi-weekly amounts within a fiscal year. Academic Year Employees Upon initial hire, academic year exempt employees are typically paid over 20 pay dates starting with the first pay date in September with their final pay coinciding with the final pay date in June. Beginning with their second academic year of employment, employees are paid over a full fiscal year’s pay dates beginning with the first date in July. Should an employee terminate during their contracted academic year, the employee will be paid through the last day worked. WORK SCHEDULES FOR FULL-TIME EMPLOYEES Faculty work a schedule that can be described as actively working or “on-call” 24 hours per day seven days a week when school is in session. There is some down or free time in this schedule, but the demands of the multifaceted faculty job must be met fully at all times. Attendance at all mandatory faculty meetings is required. Support Staff work a 35, 37-1/2 or 40-hour work week as determined by their supervisor and documented in their annual employment letter. Adjustments to overall hours scheduled in a week are at the discretion of the supervisor. ATTENDANCE & PUNCTUALITY Due to the strict structure of the academic calendar it is extremely important that employees are on campus when scheduled. In the event an employee cannot be at work as scheduled, they may request unpaid time off. The request must be made five days in advance; approval is at the discretion of the supervisor based upon needs of the school. If this does not occur, the absence will be considered unexcused and may subject the employee to disciplinary action up to and including termination of employment. Just as it is important for employees to come to work on the days scheduled, it is equally important that their attendance be accented with punctuality. Tardiness has a definite impact on operational effectiveness because it prevents the efficient use of time by all other employees who interact with or are dependent upon the tardy employee. Repeated problems in this regard will be subject to normal disciplinary procedures. TIMECARD POLICY [NON-EXEMPT] Non-exempt employees are required to maintain accurate time records daily. The primary responsibility for the accuracy of the time record lies with the employee, with the supervisor assuming approval responsibility. Employees should adhere to the following guidelines: • The work week runs from 12:01 am Saturday through 12:00 midnight Friday. • Hours should be recorded in one-quarter of an hour [15 minute] increments, using the seven minute rule, on the electronic timecards, and all recording should be done daily. 10 Suffield Academy

• Times must be recorded at the start and end of the workday and at the start and end of the lunch period. • Employees are required to punch out for their lunch break. • Any time an employee leaves campus during scheduled work hours for a reason that is not work-related, the supervisor must be notified in advance and the time out and in must be recorded on the timecard.

• Employees must punch/sign in no earlier than seven minutes before the scheduled start of the work day and punch/sign out no later than seven minutes after the scheduled end of the day, unless approved by a supervisor.

• All variations in scheduled work time must have prior approval of the immediate supervisor. • Both the employee and the supervisor must initial all corrections to a timecard. Completed timecards must be signed or electronically approved by the employee and the supervisor and turned into the Business Office by 10:00 am Monday morning. NON-EXEMPT OVERTIME Overtime work, when required, will be scheduled by the supervisor. Overtime scheduling is the supervisor’s responsibility and must be approved in advance. Overtime is paid based upon actual hours worked, plus vacation, jury duty, and holiday time. Overtime is not paid on sick time hours or on-call hours. Non-exempt employees who work more than 40 hours in a workweek shall be paid one and one-half times their regular rate for the time over 40 hours. Employees who normally work less than 40 hours in a workweek shall be paid their regular rate for hours up to 40. EMERGENCY TIME In the event non-exempt employees are called into work outside of normally scheduled hours to handle campus emergencies [such as snow removal/flooding, etc.], such hours will be paid at time and a half regardless of whether the hours are in excess of 40 hours during that pay period and are counted towards overtime for the week. Emergency time is defined as being called into work with less than one day’s notice. HEAD’S HOLIDAY Occasionally, the Head of School may declare a “Head’s Holiday” in which classes are canceled. This does not impact operations or expectations regarding staff or how time is processed during this period of time. EMPLOYMENT OF FAMILY MEMBERS A member of an employee’s immediate or extended family will be considered for employment by the school provided the person has the appropriate qualifications and such employment would not create a situation where one family member would have direct or indirect supervisory relationship with another. The Head of School and Board President may choose to provide an exception to this policy when in their opinion the supervisory aspect of the hired employee. These criteria will also apply to the reassignment, transfer, or promotion of existing employees. SEPARATION FROM EMPLOYMENT All employees are requested to give reasonable notice prior to resignation from Suffield Academy. The recommended amount of time for an exempt employee is a month’s notice and two weeks for a non-exempt. Notice of shorter or longer duration may be authorized by the Business Office in consultation with the supervisor. Employees who leave Suffield Academy are provided information regarding status of benefits. All school property [keys, uniforms, tools, computer equipment, etc.] must be returned to the school before the end of the employee’s last day of employment. Any indebtedness to the school must be cleared through the Business Office. The employee also should leave a forwarding address.

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PERSONNEL RECORDS & CONFIDENTIALITY Information contained in personnel files and other employee records is considered school property and will not be released without legitimate purpose and proper authorization, unless required by state law. An employee’s personnel file will be kept in the Business Office. Employee personnel files may not be removed from the Business Office, and documents may not be removed from personnel files, except where required by law. Employees are permitted access to their individual personnel files in the following instances: • Files may be reviewed in the Business Office during normal working hours only in the presence of a Business Office representative at a prearranged time. At no time may employee files or their contents be removed from the Business Office area. • Employees will be denied access to any file information that relates to an ongoing investigation, which may result in corrective action, termination, or civil or criminal liability. • Employees will be denied access to any documentation regarding preemployment reference checks. • Employees are not permitted to examine another employee’s personnel file, with the exception of supervisory/administration personnel acting within the scope of their responsibility. Suffield Academy will comply with any validly issued subpoena or court order requiring surrender of an employee’s personnel records. However, personnel files will not be released to outside agencies without a valid court order, or other legal instrument and/or requirement to do so pursuant to state law. The school will maintain employee records in accordance with its record retention policy. SECURITY CAMERA NOTICE In an effort to enhance student safety, the school has security cameras in certain locations on campus to monitor safety. The school will maintain the video recordings for at least 30 days. The school may utilize the cameras and video recordings for any purposes, including but not limited to issues related to health, safety, or monitoring of school guests or employees.

POLICIES FIREARMS No faculty member, employee, patron, student, or any other individual, other than a law enforcement officer, may carry a firearm, loaded or unloaded, or other dangerous weapon, in any building or on the grounds of Suffield Academy. Faculty members living on campus or in any building owned or leased by Suffield Academy who wish to maintain such items must make arrangements to store them off-site. PRIDE IN APPEARANCE Suffield Academy requests that employees dress neatly and appropriately for the functions they perform, keeping in mind the responsibility and authority of supervisors to establish guidelines for appropriateness, including guidelines during times when classes are not in session. It is understood that guidelines reflect the spirit of the established student dress code. Employees should use judgment and take individual responsibility for helping to uphold Suffield Academy’s positive image. It is expected that administrators and staff will be in appropriate attire whether classes are in session or not. CHILDREN IN THE WORKPLACE Suffield Academy is a community that strives to support family life and tries to accommodate the needs of working parents. Children can be a distraction in the workplace to our co-workers. Thus, it is generally inappropriate for employees to bring children to their workplace, however, the school recognizes that there may be rare times when last minute changes in childcare arrangements result in a parent having no other options. On those rare occasions, when all contingency plans for childcare have been exhausted, the employee should make arrangements with his or her supervisor for taking vacation time or permission to bring their child to the workplace. In the dining hall it is important for the community to understand issues of safety. In the buffet area, there is potential for a greater risk of transmitting germs because of the communal nature of our buffet area. Frequently, young children do not understand food safety or cannot physically prevent themselves from transferring germs to the buffet lines. Parents of young children should understand this and actively work to mitigate this risk by keeping their children from coming into the buffet area when appropriate.

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SMOKING & USE OF MARIJUANA POLICY Suffield Academy’s smoking and use of marijuana policy applies to all employees, regardless of category, as well as visitors. Faculty, staff, and visitors must comply with the following rules: • There is no smoking permitted in any school-owned building or vehicle except in the case where residential faculty may smoke in their houses or dormitory apartments. Adults may smoke only outside on school grounds away from buildings or in the school-owned apartment/house where they reside. • All employees are strongly discouraged from smoking anywhere in the presence of students. As with any school policy, everyone in the Suffield Academy community shares the responsibility for compliance. Any conflicts or concerns in this area should be reported immediately to the Business Office. In every case, Suffield Academy’s commitment to the health and welfare of its community will be primary. The use of marijuana is prohibited on campus and in any school-owned building or vehicle. Faculty are notified that marijuana continues to be a banned substance in order to maintain your public service license for driving. Loss of your public service license because of a failed drug test may result in disciplinary action, up to and including termination of employment. PHONE USE Any personal use of telephone and/or cell phones during work hours should be kept to a minimum, and at no time should such use disrupt work activities. To ensure safety, under no circumstances should a Suffield Academy employee use a cell phone while operating a vehicle or power equipment while working. APPROPRIATE USE OF ACADEMY DATA & TELEPHONE NETWORK All network and telephone traffic is logged by Suffield Academy. Telephone call sessions are not monitored. However, all school internet activity and e-mail messages are stored on school-owned machines and remain the property of the Academy. Suffield does not guarantee data or telephone services or the privacy of such. Suffield reserves the right to terminate such services at any time and act on disciplinary issues. • Please do not use the school’s phone system to make personal international [or toll] calls. • Employees should not use telephones or data network to harass another individual or group. • Administrative, school-owned [office] computers should not be used for recreational access to the Internet during business hours. Suffield does not allow any pornographic or offensive material to be viewed, stored, or transmitted from school-owned equipment. • Recreational use of the school’s data network should be confined to network ports located within school residences. • Suffield Academy employees may not conduct a private business using Suffield data or telephone resources or bandwidth. • Suffield Academy employees may not use Suffield data or telephone resources or bandwidth to engage in illegal activity. • Suffield Academy does not guarantee access to its data resources within a school-owned residence to an employee’s family or guests. In addition, Suffield cannot guarantee remote access capabilities to another remote network through the Academy’s firewall. • Internet bandwidth may be controlled or filtered at any time. RECORD RETENTION POLICY This policy applies to how Suffield Academy handles all forms of records including hard copies and electronic files. Safeguarding Records includes the following records—maintained in secured fireproof cabinets: • Personnel Records • Student Academic Records • Student Admissions Records • College Counseling Records • Alumni/Development Records • Medical Records • Student Counseling Records All electronic records relating to Suffield Academy [including personal, cloud-based, or on school owned devices] should be secured by password and employees should not share their passwords. 2023-2024 Human Resources Handbook 13

RECORD RETENTION & DESTRUCTION GUIDELINES Business Records • Maintained for five years following time of employment • W-2 and pertinent information in order to administer 403B Retirement Plan and dates of employment [permanently] • Financial/Business Office Records • Annual Reports and Tax Returns [permanently] • Detailed Endowment Records [permanently] • Insurance Policies [permanently] • SEVIS Records [3 years after graduation/separation] • Other Records [7 years] Student Academic Records • Full files maintained while students are enrolled • After graduation files will include only the following: original applications to Suffield Academy, prior high school transcripts, final Suffield Academy transcripts, and standardized test scores. The file is transferred to the College Counseling Office upon the student’s class graduation year. Student Admissions Records • When a student enrolls, the application becomes the Student Academic Record while the student is at Suffield. • Student files for those who applied but did not enroll are maintained in the admissions office for five years Student Discipline Records • Maintained in the Dean of Students Office only while enrolled College Counseling Records • Transcripts, standardized testing since 1979, and some transcripts and testing records dating back to 1918 & SEVIS records for international students are maintained permanently. • Recommendations and other support for college applications are maintained for five years after the date of graduation for a student’s class. • Standardized testing by class is maintained. • Summary of students and class matriculation and school evaluative metrics are maintained and may have student specific information. These include the school’s use of web-based software that is a repository of information during the student’s time at Suffield. The program deletes material after three years except for grades, standardized testing, colleges applied to, and college admission decisions. • Data within the school’s database related to college counseling remains on record for two years after the graduation of a student’s class. • The Student Academic record received by College Counseling from the Academic Dean’s Office after graduation of a student’s class is maintained for one year and then moved to the Alumni and Development Office. As noted above, this includes original applications to Suffield Academy, prior high school transcripts, final Suffield Academy transcripts, and standardized test scores. • College Counselors may maintain individual student files to aid in completion of applications [electronic and paper] for two years after a student’s class graduates from Suffield Academy. Alumni/Development Records Files maintained include final Suffield transcripts and standardized testing scores [since 1979], documents related to financial contributions made to the school, news articles, and some correspondence between the school and alumni or their parents. Many files of graduates prior to 1979 have notecard information with grades. Electronic files in the school database include historical giving data, information including about sports or other extracurricular activities, academic and sports awards, and other information such as attendance at alumni events and alumni relations correspondence. Health Center & Counseling Records Student Medical Records and Student Counseling Records are maintained for seven years from date of last treatment or separation from the school.

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School Database [Filemaker] • Filemaker is currently the school’s comprehensive central database program. This program is used to track and facilitate communication, operations, and data tracking throughout the school for a number of departments. • Student records tracked in Filemaker include general demographic information, class schedules, athletic choices, housing assignments, other commitments, grades, attendance, admissions information, enrollment contract and financial aid awards, and SEVIS data for international students. • Faculty and staff records in Filemaker include general demographic information, class schedules and other assignments, and information pertinent to maintaining student activity vehicle endorsements. • The Filemaker database is annually rolled over in order to allow operations such as class assignments to be generated, and general operating records are updated. Permanent Filemaker data for student records is moved to the Alumni/Development module upon a student’s departure or graduation from Suffield. • The following portions of student records that are kept during the time of a student’s enrollment but only for two years afterwards include attendance records and college recommendations. Email The school email system is set to delete messages in a user’s mailbox after one year. If a user wants to maintain the email beyond this point it should be moved into a separate folder on the email server or to their computer. However, any data in the email system that pertains to records should be handled by following the procedures outlined in this record retention policy. Former Employees Employees who leave the school are expected to remove or return any records that are in their possession, on personal electronic devices, or in other non-school cloud-based programs. Former employee files and records will be maintained for one year. Access to the school’s email system for former employees will end with employment unless an exception is granted by the Head of School. INCLEMENT WEATHER Subject to the approval of the immediate supervisor, in situations of extreme weather, a regular non-exempt employee [who is scheduled to work at least 1,040 hours per year] has the option of: • Making up [within the same work week] time lost • Using accrued Paid Time Off • Going without pay for the time lost Use of accrued sick time is not an option for inclement weather. If inclement weather causes an employee to be absent due to closing of a child’s school, as stated above, you may make up time lost [within the same week], use accrued vacation, or go without pay for time lost. An exempt staff member electing not to come to work due to inclement weather will need to document the time away from work as a vacation day. The supervisor must approve any exception in writing. Employees should note the cancellation of classes is not a closing of the school. A closing of the school only occurs when the Head of School determines it should. If the Head of School closes school or the school is closed as a result of a “State of Emergency”, the employee will receive normal pay for the hours regularly scheduled to work during that period of time. A non-exempt employee required to work even though the school is officially closed will be paid at time and one-half for hours worked plus their regularly scheduled hours. HIPAA The federal government enacted regulations under the Health Insurance Portability and Accountability Act [HIPAA] in 1996. The HIPAA Administrative Simplification rules, effective April 14, 2003, prevent the disclosure of protected health information [PHI] by covered entities [which includes most group health plans and health care providers] to non-covered entities without authorization from the subject of the PHI [i.e., the patient]. To comply with this requirement, the school has implemented policies and standards to protect and guard against the misuse of PHI. A person’s health care information should be used for health purposes only, including treatment and payment, not as information for purposes such as hiring or firing. From time to time, a participant in any of the school health plans, you may ask for assistance with claim

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problems. If so, an employee release form must be completed authorizing release of medical information to the Business Office staff member who will have access to any protected health information. A new release must accompany each request. For more information and/or release forms, please contact the Business Office. COBRA All eligible employees and dependents covered by a school health insurance are protected under the Consolidated Omnibus Budgetary Reduction Act of 1986 [COBRA], which allows for the continuation of medical benefits should a qualifying event occur. The most common qualifying events are termination of employment, legal separation or divorce, or a dependent child no longer eligible for the family’s plan. For information regarding COBRA, contact the Business Office. SEXUAL HARASSMENT POLICY Suffield Academy believes that sexual harassment has no place in the academic environment, and the school will not tolerate it. Additionally, under state and federal laws, sexual harassment of individuals is illegal. In order to educate its employees and others using the facilities of the school, to improve work environment, and to comply with the state law, Suffield Academy has created this policy, together with a procedure for investigating allegations of sexual harassment. Suffield Academy takes the matter of sexual harassment very seriously; both the school and its employees may be legally liable for acts of harassment. Therefore, any acts of sexual harassment should be immediately reported to the Chief Financial Officer or the Dean of Academics & Faculty. After investigation, appropriate disciplinary action—up to and including termination of employment—will be instituted against anyone found to have violated this policy. Complaint Procedure 1. The individual should let the offending person know immediately and firmly that he/she is rejecting the advance or invitation and/or finds the conduct offensive. 2. The individual should report the matter to the Chief Financial Officer or the Dean of Academics & Faculty. The Chief Financial Officer and the Dean of Academics & Faculty will make a complete investigation. It is important that the individual report everything to the investigator so a thorough investigation can be made. To the extent possible, the complaint and investigation will remain confidential. If the individual feels that a retaliatory action has been taken because he/she has filed a complaint, that action should be reported as well. The investigator will investigate the matter thoroughly, and appropriate discipline up to and including dismissal from the school will be imposed if warranted. Any incidents of further harassment or retaliation should be reported immediately to the Chief Financial Officer or Dean of Academics & Faculty. Definition of Sexual Harassment 1. It is improper to take sexual favors or activity from an individual or to subject another individual to verbal or physical conduct of a sexual nature where: • The submission to such behavior is a condition of any employment/academic opportunity, benefit or job retention, grade, or • The submission to or rejection of such conduct is used as a basis for employment/academic decisions. • Such conduct has the purpose or the effect of unreasonably interfering with the individual’s work/academic performance; or • Such conduct creates an intimidating, hostile, or offensive work/academic environment. 2. It is improper for an individual to make sexual advances or to offer or suggest sexual favors or activity in exchange or in consideration for any personnel/academic action. 3. It is improper to retaliate against an individual for refusing a sexual advance or for refusing a request, demand, or pressure for sexual favors or activity or to retaliate against an employee/student who has reported an incident of possible sexual harassment to the school or to any government agency. 4. It is not possible to identify each and every act, which constitutes or may constitute sexual harassment. However, certain conduct is clearly improper and is strictly prohibited. Persons engaging in this conduct, or other similar acts, will be subject to discipline up to and including dismissal from the school. Such acts might include: • Any unwanted, intentional touching of an individual by another may be sexual harassment and is prohibited. Due to the possibility of misinterpretation by other individuals, the school discourages all roughhousing or physical contact, except that contact necessary and incidental to an employee’s job/student’s academic status. Further, certain kinds of physical conduct 16 Suffield Academy

in the work/academic environment are particularly inappropriate and may be grounds for immediate discipline, including dismissal from the school. That conduct includes, but is not limited to: • Kissing or attempting to kiss an individual; • Touching or attempting to touch or pretending to touch the breasts, buttocks, or genitals of an employee/student; • Physically restraining by force or blocking the path of an individual when accompanied by other conduct of a sexual nature; • Any other touching or attempted touching reasonably interpreted to be of a sexual nature. • Sexual advances, unwelcome requests, demands or subtle pressure for sexual favors or activity, lewd comments, and sexual innuendos are also prohibited. This conduct includes, but is not limited to: • Comments to an individual or others about the body of an individual which are intended to draw attention to the sex of the individual or can reasonably be interpreted to draw attention to the sex of the individual; • Comments to the individual or others about the sexual conduct, capability, or desirability of an individual; • Catcalls, whistles, or other conduct reasonably interpreted to be of a sexual nature. • Sexually suggestive gestures are also prohibited. • It is improper to subject individuals to photographs, cartoons, articles, or other written or pictorial materials of a sexual nature after the individual has expressed his or her displeasure with such activity. These materials may be offensive to the public as well and should not be on display in offices or public areas in any event. • This policy is not intended to prohibit individuals from asking other individuals for social engagements. However, repeated requests where prior social invitations have been refused can be interpreted as sexual harassment. Individuals should refrain from persistent invitations after an individual has indicated that such invitations are unwelcome. 5. The conduct described in this policy is strictly prohibited. If anyone, including non-employees/non-students, engages in such conduct, it is important that the conduct be reported to a member of the administrative staff. It is not possible for the school to enforce this policy if incidents of harassment are not reported. The procedure to follow if the individual feels that he/she has been subjected to sexual harassment is set forth in this handbook. 6. Sexual or romantic relationships between an employee and a student are grounds for immediate termination of employment. Employees are expected to recognize that adolescents may misinterpret comments of a personal nature and should take care to see that their relationships with students are conducted at all times, including periods of school vacations, in a professional and appropriate manner. CHILD ABUSE & NEGLECT: PREVENTION & REPORTING Introduction Over the past years it has become apparent that some educational institutions have not fully succeeded in protecting students from abuse. Central to Suffield Academy’s mission of preparing students for a lifetime of learning, leadership, and active citizenship is protecting students from abuse or neglect during their time at Suffield Academy. This policy outlines both the procedures required of mandated reporters under Connecticut law and the steps that Suffield Academy wants all its employees to take in order to protect students from harm. Mandated Reporters Connecticut General Statutes §17a-101, as amended by Public Act 02-138 and 11-93, requires certain school employees who have reasonable cause to suspect or believe that a child has been abused, neglected, or placed in imminent risk of serious harm to report these suspicions in compliance with applicable state statutes. These employees are “mandated reporters.” The following school employees are mandated reporters: “A teacher, substitute teacher, school administrator, school superintendent, guidance counselor, psychologist, social worker, nurse, physician, school paraprofessional or coach employed by a local or regional board of education or a private elementary, middle or high school or working in a public or private elementary, middle or high school; or [B] any other person who, in the performance of his or her duties, has regular contact with students and who provides services to or on behalf of students enrolled in [i] a public elementary, middle or high school, pursuant to a contract with the local or regional board of education, or [ii] a private elementary, middle or high school, pursuant to a contract with the supervisory agent of such private school.” An oral report by telephone or in person shall be made as soon as possible but no later than 12 hours to the Commissioner of Children and Families or an appropriate law enforcement agency, and to the Head of School or his/her designee followed within 48 hours by a written 2023-2024 Human Resources Handbook 17

report to the Department of Children and Families. The oral report to DCF shall be made on the DCF 24 hour Careline at 800-842-2288. The written report shall be submitted on the DCF-136 or any form for that purpose. The obligation to report is individual with the mandated reporter. The Head of School is available for consultation as to what circumstances warrant reporting and to assist with such reporting, and mandated reporters at the Academy are encouraged to discuss such situations with the Head of School. However, mandated reporters do not discharge their duty to report by discussing the matter with the Head of School—suspected abuse or neglect must be reported to DCF. Such reports may be submitted jointly by the school and the individual mandated reporter. Reporting suspected abuse and/or neglect of children, in addition to the requirements pertaining to staff training, record keeping, and dissemination of this policy, shall be in accordance with the procedures established and set forth below. REPORTING OF CHILD ABUSE/NEGLECT—WHAT MUST BE REPORTED A report must be made when any mandated reporter employed by Suffield Academy, in his/her professional capacity, has reasonable cause to suspect or to believe that a child under the age of 18: • has been abused; • has had non-accidental physical injuries or physical injuries which are at variance with the history given for them, inflicted by a person responsible for the child’s health, welfare or care, or by a person given access to such child by a responsible person; • has been neglected; or • has been placed in imminent risk of serious harm. Reporting Procedures for Statutory Mandated Reporters The following procedures apply only to statutory mandated reporters, as defined above: When an employee of Suffield Academy suspects or believes that a child has been abused, neglected, or has been placed in imminent risk of serious harm, the following steps shall be taken: A. The employee shall immediately, upon having reasonable cause to suspect or believe that a child has been abused, neglected, or placed in imminent risk of serious harm, or has had non-accidental physical injuries or injuries which are at variance with the history of such injuries, and in no case later than 12 hours after having such a suspicion or belief, make an oral report by telephone or in person to the Commissioner of Children and Families or the local law enforcement agency. B. The employee is encouraged to make an oral report to the Head of School or his/her designee. If the Head of School or his/her designee is the alleged perpetrator of abuse/neglect then the employee shall instead notify the Chief Financial Officer, Dean of Academics & Faculty, or any member of the senior administrative team. C. If a report prepared in accordance with Section [a] above concerns suspected abuse or neglect by a school employee, the Head of School or his/her designee, shall immediately notify the child’s parent or guardian that such a report has been made. D. Within 48 hours of making an oral report, the employee shall submit a written report to the Commissioner of Children and Families, or his/her representative, containing all of the required information. Contents of Reports Any report made pursuant to this policy shall contain the following information, if known: • the names and addresses of the child and his/her parents or other persons responsible for his/her care; • the age of the child; • the gender of the child; • the nature and the extent of the child’s injury or injuries, maltreatment, or neglect; • the approximate date and time the injury or injuries, maltreatment, or neglect occurred; • information concerning any previous injury or injuries to, or maltreatment or neglect of, the child or his/her siblings; • the circumstances in which the injury or injuries, maltreatment, or neglect came to be known to the reporter; • the name of the person or persons suspected to be responsible for causing such injury or injuries, maltreatment, or neglect; • the reasons such person or persons are suspected of causing such injury or injuries, maltreatment, or neglect; • any information concerning any prior cases in which such person or persons have been suspected of causing an injury, maltreatment, or neglect of a child; and • whatever action, if any, was taken to treat, provide shelter, or otherwise assist, the child.

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Investigation of the Report: Suffield Academy shall permit and give priority to any investigation conducted by the Department of Children and Families or the appropriate local law enforcement agency of a report that a child has been abused or neglected. If the suspected perpetrator of abuse or neglect is a school employee, the School may conduct its own investigation and take any disciplinary action, upon notice from the DCF or the appropriate local law enforcement agency that the School’s investigation will not interfere with the investigation of DCF or such local law enforcement agency. To the extent feasible, this investigation shall be coordinated with the Department of Children and Families or the police in order to minimize the number of interviews of any child and to share information with other persons authorized to conduct an investigation of child abuse and neglect. When investigating a report, the Head of School or his/her designee shall endeavor to obtain, when possible, the consent of parents or guardians or other persons responsible for the care of the child, to interview the child, except in those cases in which there is reason to believe that the parents or guardians or other persons responsible for the care of such child are the perpetrators of the alleged abuse. Disciplinary Action for Failure to Follow Policy: Any employee who fails to comply with the requirements of this policy shall be subject to discipline, up to and including termination of employment. Non-Retaliation: Suffield Academy shall not discharge or in any manner discriminate or retaliate against any employee who, in good faith, makes a report pursuant to this policy or testifies or is about to testify in any proceeding involving abuse or neglect. Review: Suffield Academy will review this policy annually at opening staff and faculty meetings.

USE OF FACILITIES Employees who work greater than 20 hours per week when school is in session and their immediate families are eligible to use designated athletic and recreational facilities of the school except the pool for personal exercise, training, and recreation. Children under the age of 18 must be accompanied by the employee or the employee’s spouse when utilizing the facilities. It is expressly prohibited for any member of the community to use the pool unless approved by either the Athletic Director or Chief Financial Officer. Refer to the rules and regulations of pool use policy. The school assumes no liability and provides no insurance for such usage; faculty and their families use these facilities at their own risk. RULES & REGULATIONS OF POOL USE General Rules • There is no swimming allowed without a lifeguard on duty, and swimming is only permitted during times approved by the athletic department. • Aquatic practices require a lifeguard to be on duty in addition to the coaching staff on the pool deck. Annual records of each student will be maintained in the athletic office. • No one should enter the pool without performing a basic swim test for a deep water pool, which must be administered by a certified swim instructor. • Suffield Academy coaches of non-aquatic sports may use the pool for training purposes, but only after scheduling it with the Athletic Directors. Any such use will, as in all activities in the pool area, require the presence of at least one lifeguard and the testing of all participants as outlined in this policy. If the activity is a specialized training, review and documentation of any equipment needed to perform the activity must be submitted to the athletic directors with the request for use and evaluated before the activity will be approved. • It is the responsibility of all Suffield Academy community members to be informed of Suffield’s pool rules. If bringing guests, they must secure permission by the athletic directors. The Suffield Academy community member must accompany them at all times and inform their guests of Suffield’s pool rules. • All complaints should be made in writing to the athletic directors. • The athletic directors are directly responsible for the working personnel within this facility [lifeguards, instructors, coaches, and all others related to aquatics] and will ensure that the staff is fulfilling its responsibilities to the school. • The pool, or any part thereof, may be closed for maintenance operations, health conditions, weather conditions, or any reason deemed sufficient by the athletic directors.

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Rules of Conduct • No food, refreshments, or chewing gum may be brought into the pool area or on the pool deck. • No glass may be brought into the pool area or locker rooms. • No abusive language is allowed. • All pool users must respect and obey the lifeguards. Our lifeguards have the authority to deny pool privileges to anyone who does not comply with Suffield Academy’s pool rules. • No roughhousing or games involving holding breath under water is allowed. • Starting blocks and diving boards are for trained swimmers and divers only and are only to be used at the discretion of the Athletic Directors or lifeguard currently on duty. • Outdoor shoes are not allowed on the pool area. Health and Safety • All people must shower with warm water before entering the pool. • Suffield’s pool is a smoke-free environment, as are all athletic buildings at Suffield Academy. • Spitting or blowing the nose in the pool is prohibited. • Proper bathing attire is required. No street clothing will be permitted in the pool. • No animals or pets are allowed in the pool area. • No running, pushing, wrestling, ball playing, or causing undue disturbance in or about the pool area will be allowed. • Anyone with a fever or diarrhea should not enter the pool or be on the pool deck. • Persons under the influence of alcohol or drugs shall not use the pool. Children’s Use of the Pool • Children under the age of 13 may use the pool, but a Suffield Academy community member must accompany and supervise them for the duration of their pool use/visit. A lifeguard must be on duty as well. • Babies and young, non-toilet trained children must wear swim diapers. • Diapers and clothing must be changed in the locker rooms only. There is absolutely no diaper changing on the pool deck. This aquatic facility is a deep water pool. There are inherent risks involved in using this facility. Anyone violating these rules will lose pool privileges. CAMPUS PARKING It is a goal at Suffield Academy to keep automobile traffic on campus to a minimum. Our hope is that the campus will be extremely friendly to pedestrian traffic. It is also essential that we have adequate parking for visitors to the school. With these goals in mind, here are policies for faculty and staff parking:

• As a general rule, we ask that faculty and staff park in the Centurion Hall if they do not have assigned spaces. • We have some reserved spaces in the Congregational Church lot. Please see the Chief Financial Officer about openings. • The six spaces in front of Fuller Hall are designated for guests from 7:00 am-4:00 pm Monday through Friday and 7:00 am-12:00 pm on Saturday. This applies regardless of whether school is in session.

• As available, the spaces in front of Memorial and the Library are permitted for faculty and staff parking. If an individual has a limiting physical condition, please see Chief Financial Officer about a special permit.

• There is no parking in front of Barnes House. Cars are permitted on the east side of High Street, directly across from Barnes, but not in the entryway between Main Street and High Street.

• From time to time there may be modifications to this plan as a result of construction on campus. In these instances please observe posted signage. If you have any questions about parking on campus, please direct them to the Chief Financial Officer.

20 Suffield Academy

BENEFITS MEDICAL & DENTAL INSURANCE Medical and Dental insurance are governed by the terms of those plans, which are available for full review in the Business Office. Below is a summary of some current conditions, but these are subject to change and the plan documents and Summary Plan Descriptions supercede any statement in this document. The school maintains certain eligibility requirements for participation for Medical and Dental insurance plans as follows: • Minimum Hours to Qualify for Participation [effective 7/1/2006] • All non-temporary employees who are exempt employees identified as ¾ time and all non-exempt employees who work 1,560 hours in the immediately preceding fiscal year are eligible to participate in the Suffield Academy Medical and Dental Insurance Program. Qualifying Dependents Parents may cover certain unmarried dependents up to age 26, under a parent’s individual or group health insurance plan. Coverage and costs are subject to change in response to changes that occur in the marketplace, insurance industry, and/or governmental regulation. The details of the program as it currently exists are as follows:

• Suffield Academy contributes a portion of the total premium with the employee paying the balance. For employees who start employment after September 1st, the school contributions to Health Savings Account are prorated based on the weeks of employment over the course of the entire fiscal year [July 1-June 30-]. For employees who terminate during the year the school’s contribution will be pro-rated for the amount of time worked by the employee in the year [rounded to the nearest week] and their final pay will be adjusted up or down for any unearned or unpaid school Health Savings Account contribution. • Employee payments of medical and dental premiums are subject to a Section 125 plan, which allows them to be paid on a pre-tax basis. • Active employees that are old enough to qualify for medical coverage through the Medicare program of Social Security Administration are still eligible for medical coverage through the Suffield Academy group medical insurance program. Dependents who reach this age qualification are no longer eligible for participation in the group medical. • The provisions of the Consolidated Omnibus Budget Reconciliation Act [COBRA] may cover employees and their dependents that lose group health coverage. • Information on the plan structure and the Suffield Academy contribution can be obtained from the Business Office. Suffield Academy contributions to Health Savings Account will be prorated for employees who elect or change coverage mid-year. • Unless required by court order, coverage under the Suffield Academy Health Plan does not extend to divorced spouses. Continuation of Plan Coverage Due to Layoff, Disability and/or Approved Leave of Absence Medical and prescription drug coverage will be continued by your Employer for you and your Dependents in the event of your layoff, disability, or an approved leave of absence. Coverage will continue as follows:

• In the event of a layoff, until the end of the month following the last day of active employment. • In the event of disability due to injury or illness, until return to work or termination of employment or the Short-Term Benefit period of 25 weeks following the last day of active employment. • In the event of an approved leave of absence, until 60 days, return to work or termination of employment following the last day of active employment. However, the cost share of premium and HSA contributions from the school will be stopped upon the last day of active employment. If your leave qualifies under the Family and Medical Leave Act [FMLA], any continuation of coverage provided under this provision will not run concurrent with FMLA. Coverage under this provision will continue in accordance with the same terms and conditions of an active Employee. If a COBRA qualifying event occurs, any period of continued coverage under this section will not reduce the maximum time for which you may elect to continue coverage under COBRA. Please refer to the COBRA Continuation Coverage section of the Plan.

2023-2024 Human Resources Handbook 21

FLEXIBLE SPENDING ACCOUNTS The school provides access to two Section 125 flexible spending account plans. As with the Medical and Dental Plans, these benefits are governed by the terms of the actual plan and Summary Plan Descriptions. This is an outline. These plans allow for the payment of certain expenses on a pre-tax basis as follows: Dependent Care Reimbursement This account is available to any employee who pays for care of dependent[s] so that the employee and, if married, the spouse can work. A dependent care account allows for costs to be paid with pre-tax dollars. Medical Care Reimbursement This account allows the employee to pay on a pre-tax basis for qualified expenses not covered by the insurance. LIFE INSURANCE Life insurance is governed by the terms of those plans, which are available for full review in the Business Office. Below is a summary of some current conditions, but these are subject to change and the plan documents and Summary Plan Descriptions supercede any statement in this document. All employees who work a minimum of 1,560 hours or classified as ¾ times in their annual employment letter are eligible for participation in the Suffield Academy group term life insurance program. The employee pays $24.00 year toward the premium with the school paying the balance of the premium. The face value of the policy coverage is equivalent to the employee’s annual salary up to a maximum of $400,000. Coverage is reduced for employees who are 70 years of age or older: For each covered person who has reached age 70 or above, the amount of insurance will be 50% of the amount of the person’s annual salary. POST-RETIREMENT MEDICAL PLAN Post-Retirement Medical insurance is governed by the terms of the applicable plans, which are available for full review in the Business Office. Below is a summary of some current conditions, but these are subject to change and the plan documents and Summary Plan Descriptions control over any statement in this document. Suffield Academy offers a Post-Retirement Medical Plan that includes prescription coverage that will supplement Medicare for retired employees age 65 or older that were hired before February 14, 2004. Eligibility Eligibility for participation in the plan occurs when an employee reaches age 65, has worked for Suffield Academy for the required years of service, and retires from Suffield Academy at the age of 62 or greater. One year of service is defined as working over the 1,040 hours in a year or half-time faculty status as defined in the employee’s letter of employment. If the employee/retiree does not participate in this program upon reaching age 65, the employee forfeits his right to enter the plan in the future including forfeiting any right to receive a school contribution. The school’s contribution only applies if the retiree enters the school Post-Retirement Medical Plan. Contribution Schedule [For employees hired before February 14, 2004]: 0-29 Years of Service » 0% Contribution 30+ Years of Service » $1,600 per year Employees hired after February 14, 2004, are not eligible to participate in the Insurance plan. RETIREMENT PLAN The Retirement Plan is governed by the terms of the plan, which are available for full review in the Business Office. Below is a summary of some current conditions, but these are subject to change and the plan documents and Summary Plan Descriptions supercede any statement in this document. All non-exempt employees who work a minimum of 1,000 hours per year or exempt employees who are designated as one-half time and have completed two full years of service are eligible for participation in the Teachers’ Insurance and Annuity Association-College Retirement Equities Fund [TIAA-CREF] retirement program. This program is intended to provide the primary retirement income for employees who retire from or spend a good portion of their careers at Suffield Academy. New employees who have been employed by

22 Suffield Academy

an educational institution within the past 12 months may have their service at prior educational institutions count towards the years of service eligibility. The program is a defined contribution plan, with the employee contributing a minimum of 5% of base salary. The school contributes an amount equal to between 7% and 11% of cash salary, depending on the years of service, as follows: Start of Year from Date of Hire 3 16 22 24

Employer Contribution 8% 10% 11% 12%

Employees make their contributions on a tax-deferred basis [reduction method]. All employees electing to reduce their earnings by tax-deferred retirement contributions must execute a salary reduction agreement with the Business Office before the beginning of each fiscal year. Retirement monies, which accumulate within the individual accounts, are fully owned, fully vested, and fully portable. Employees who leave Suffield can continue to contribute to their accounts on their own or can arrange for future employers to contribute on their behalf. There is a wide range of investment options. Employees decide how to allocate or invest the total contributions and can arrange for transfers within their accumulated investments. TIAA-CREF provides a great deal of literature and many publications to help communicate the details of its programs to employees. Questions not answered by the printed material can be addressed to the Chief Financial Officer or directly to advisors at TIAA-CREF. There are many annuity options available at retirement, and advisors at TIAA-CREF are very helpful in explaining the decision points as they occur. In addition, all employees are eligible immediately upon date of hire to establish and contribute to a Retirement Annuity [RA]. Contributions are made only by the employee, with a payroll deduction. In cases where reduction is chosen, this information must be included in the annual salary agreement with the school. PAID TIME OFF Employees scheduled to work 1,040 hours per fiscal year are eligible for paid PTO. Employees can only use PTO time for regularly scheduled hours and should not create more than an employee’s scheduled hour in one day, unless it is discussed and approved in advance by the employee’s supervisor. PTO policies of the school are delineated by employee classification as follows: Teaching Faculty Employee’s PTO coincides with PTO in the school calendar, provided all issues and tasks related to residential and academic responsibilities have been met, including attendance at mandatory meetings as scheduled by the school. An employee’s base compensation in their annual letter of employment includes compensation for these breaks. In addition to this time off Teaching Faculty are granted 5 PTO days to deal with illness and personal matters which cannot be scheduled outside of the academic calendar. Planned PTO for faculty must be approved in advance by the faculty’s department head and the Dean of Academics & Faculty, and should not be more than one day in any given week unless it is for illness or approved by the Dean of Academics & Faculty. PTO may be accrued and carried over up to 5 days in any given year. Any planned PTO requires that the Teaching Faculty obtain coverage for classes and any athletic or residential duties. Employees with negative balances will have their pay adjusted by the number of days negative divided by 170 (approximate school days in the academic year) in the final pay period of the year. Administrators with Faculty Designation (Administrators) Full Year: Employee accrues 25 days of paid PTO per year and the PTO is credited at the beginning of the each fiscal year. PTO must be scheduled in advance and approved by the employee’s supervisor. PTO should be used in the year earned but up to two weeks may be carried over into the next fiscal year. In addition, the employee is on call during PTO to deal with issues that arise and may require immediate attention. For the convenience of the employee the school credits PTO time on July 1 in advance for the upcoming year. If an employee terminates during the year, they will be paid out unused PTO. However, the PTO credited at the beginning of the fiscal year will be adjusted on a prorated basis to the amount of time worked in the current fiscal year, rounded to the nearest week.

2023-2024 Human Resources Handbook 23

Academic Year: Employee’s PTO coincides with PTO in the school calendar, provided all issues and tasks have been met, including attendance at meetings scheduled by the school. The times when such employees will be required to be on campus during the breaks in the school calendar will vary significantly between departments and are at the discretion of the employee’s supervisor. In addition, the employees on call during PTOs to deal with issues that arise and may require immediate attention. The employee’s base compensation as delineated in their annual letter of employment includes compensation for these breaks. In addition to this time off Academic Year Administrators are granted 5 PTO days to deal with illness and personal matters which cannot be scheduled outside of the academic calendar. Planned PTO for Academic Year Administrators must be approved in advance by the employee’s supervisor and should not be more than one day in any given week unless it is for illness or approved by the Senior Administrator responsible for the employee’s department. PTO may be accrued and carried over up to five days in any given year. Any planned PTO requires that the employee obtain coverage for classes and any athletic or residential duties. Exempt Staff Full Year: Employee accrues 25 days of paid PTO per year and the PTO is credited at the beginning of the each fiscal year. This PTO must be scheduled in advance and approved by the employee’s supervisor. PTO should be used in the year earned but up to two weeks may be carried over into the next fiscal year. In addition, the employee is on call during the PTO to deal with issues that arise and may require immediate attention. For the convenience of the employee the school credits PTO time on July 1 in advance for the upcoming year. If an employee terminates during the year, they will be paid out unused PTO. However, the PTO credited at the beginning of the fiscal year will be adjusted on a prorated basis to the amount of time worked in the current fiscal year, rounded to the nearest week. Academic Year: Employee’s PTO coincides with PTO in the school calendar, provided all issues and tasks related to their administrative responsibilities have been met, including attendance at mandatory meetings as scheduled by the school. The times when such employees will be required to be on campus during breaks in the school calendar will vary significantly between departments and are at the discretion of the employee’s supervisor. In addition, the employee is on call during PTO to deal with issues that arise and may require immediate attention. The employee’s base compensation as delineated in their annual letter of employment includes compensation for these breaks. In addition to this time off Academic Year Exempt Staff are granted 5 PTO days to deal with illness and personal matters which cannot be scheduled outside of the academic calendar. Planned PTO for Academic Year Exempt Staff must be approved in advance by the employee’s supervisor and should not be more than one day in any given week unless it is for illness or approved by the Senior Administrator responsible for employee’s department. PTO may be accrued and carried over up to five days in any given year. Non-Exempt Staff Full Year: Employee earns biweekly PTO hours* based upon the following schedule for years of service: **0-3 Years of Employment: 15 days **4-5 Years of Employment: 20 days **6 Years or More: 25 days This PTO must be scheduled in advance and approved by the employee’s supervisor. An employee may carry over no more than two weeks PTO to the next fiscal year. For the convenience of the employee the school credits PTO time on July 1 in advance for the upcoming year. If an employee terminates during the year, they will be paid out unused PTO. However, the PTO credited at the beginning of the fiscal year will be adjusted on a prorated basis to the amount of time worked in the current fiscal year, rounded to the nearest week. Academic Year Employee earns biweekly PTO hours* based upon the following schedule for years of service: Hired Before 7/1/14

Hired After 7/1/14

0-3 Years of Employment**

10 days

65 hours

4-5 Years of Employment**

15 days

100 hours

6 Years or More**

20 days

135 hours

* For employees working fewer than 40 hours per week, PTO time earned will be prorated based on the weekly hours scheduled. ** For purpose of non-exempt staff, a year of service is defined as working at least 1,040 hours in a benefit eligible position. *** It is generally expected that Academic Year employees will use their PTO during the breaks in the academic calendar.

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Food Service Employees are paid on the basis of a 40-week academic year. PTO for these employees coordinates with the PTO in the school calendar, provided all issues and tasks including attendance at mandatory meetings and periodic facilities cleanup, have been met at the discretion of their supervisor. During these breaks, Food Service employees continue to receive their pay based on their scheduled hours. To the extent a non-exempt Food Service worker works over 40 hours in a week, he/she will be paid overtime. In addition to this time off NonExempt Food Service Staff are granted 5 PTO days to deal with illness and personal matters which cannot be scheduled outside of the academic calendar. Planned PTO for Academic Year Non-Exempt Food Service Staff must be approved in advance by the employees supervisor and should not be more than one day in any given week unless it is for illness or approved by the Senior Administrator responsible for employee’s department. PTO may be accrued and carried over up to 10 days in any given year. Prorated PTO If an employee terminates employment during the year, PTO credited at the beginning of the year will be adjusted to reflect the actual PTO earned based on a prorated ratio. This ratio is calculated as the amount of year actually worked divided by the full year rounded to the nearest week. This applies to all exempt, non-exempt, and academic year employees. HOLIDAYS Suffield Academy observes the following 11 paid holidays for administrators with faculty designation and regular non-faculty employees who work at least 1,040 hours per fiscal year. Independence Day Christmas, Plus Two Days

Labor Day New Years Day, Plus One Day

Thanksgiving Day & Thanksgiving Friday Memorial Day Juneteenth

• A regular full-time academic year employee is eligible for holiday pay for any school-observed holiday that occurs during the academic year. • Any regular part-time employee [full-year or academic year] must be regularly scheduled to work on the day of the week on which the holiday falls to be eligible for holiday pay. • The maximum holiday pay per holiday is eight hours regardless of the amount of hours an employee is scheduled. • If the holiday falls on a weekend, the school will reschedule the holiday on the nearest convenient weekday. Exempt Staff If the employee is required to work on a holiday, corresponding time may be taken as compensatory time off with the supervisor’s approval, in addition to being paid for the day as part of the normal biweekly salary. Non-Exempt Staff If eligible, holiday pay will be for the number of hours which the employee is regularly scheduled to work. If required to work on a holiday, the employee will be paid for the hours actually worked at 1.5 times the base rate in addition to the holiday pay. Food Service Due to the unique nature of this position and the structure of the PTO schedule, Food Service staff does not receive time off for holidays nor do they receive holiday pay, except for food service staff working Summer Academy and the Independence Day Holiday. Academic year, full-time food service employees are paid actual hours worked when in session and their full scheduled hours during breaks when the dining hall is closed during the school year. Food service employees who work in the summer are eligible for the July 4th and Juneteenth paid holiday’s as they fall outside the normal operations related to the regular school year. SICK TIME Effective July 1, 2023 the school will no longer provide annual sick time for employees who work more the 1040 hours in any given year. To compensate for this the school has increased the more flexible paid time off accrual by these days. Employees who have sick time balances as of June 30, 2023 will continue to have these prior earned hours/days available to them for use as follows: Employees may use paid sick time for [i] the employee’s illness, injury, or health condition, the medical diagnosis, care, or treatment of the employee’s mental illness or physical illness, injury, or health condition, or for preventative care; [ii] for the employee’s child’s or spouse’s illness, injury, or health condition, the medical diagnosis, care, or treatment of the employee’s child’s or spouse’s mental or physical illness, 2023-2024 Human Resources Handbook 25

injury, or health condition or for preventative care of a child or spouse of the employee; or [iii] where the employee is a victim of family violence or sexual assault, for medical care or psychological counseling for physical or psychological injury or disability, to obtain services from a victim services organization, to relocate due to such family violence or sexual assault, or to participate in any civil or criminal proceedings related to or resulting from such family violence or sexual assault. If an employee is ill or injured they must notify their supervisor at least one-half hour before the start of the normal workday. If emergency circumstances make this impossible, those circumstances will be taken into consideration. Otherwise, the absence from work will be unexcused. The school may require a physician’s release before an employee who has been sick three days or more will be allowed to return to work. Absences of three or more days should be reported to the Business Office. Unexcused absences, chronic use, and/or abuse of the privilege of paid sick time may subject an employee to discipline up to and including termination of employment. Academic Year Teaching Faculty—Guidelines for teaching faculty relative to utilizing prior policy sick time balances is as follows: • Contact Department Head and ensure classes are covered • Ensure non-academic duties are covered • Record-keeping to Business Office. Faculty must submit monthly calendars to Dean of Academics & Faculty documenting sick days used. • Sick day for teaching faculty is defined as lack of presence on campus and in class during the academic day. • Sick days are used in 1/2 day increments based upon your class load the day you are out. Examples: you teach 4 periods and miss 1 or 2 classes, that is a 1/2 sick day. If you miss 3 or 4 that is 1 sick day. On a day that you teach 3 classes if you miss 1 class, that is 1/2 a sick day; if you miss 2 or more, that is a full sick day. • Sick day for administrators with faculty designation is defined as lack of presence on campus during the academic day. Any work from home arrangements in lieu of sick time must be reviewed and discussed with your supervisor for each occurrence. Sick days are used in 1/2 day increments. • Employees who do not report their monthly attendance records to the Business Office will not rollover sick days from year to year. • Accrued sick time is not payable to employees upon termination. • Employees who use more sick time than credited will have their final paycheck reduced for excess sick time on a prorated basis. Sick Time for Part Time Workers In accordance with Connecticut State Law, effective January 1, 2012: Non-exempt staff who work less than 1,040 hours per fiscal year will start to accrue one hour of sick time for every forty hours worked in the year. Sick time is not available to the employee until the employee has accumulated 680 worked hours. This policy will automatically be adjusted to any changes in these laws to remain in compliance. LONG-TERM DISABILITY Long-term disability insurance is governed by the terms of the plan, which is available for full review in the Business Office. Below is a summary of some current conditions, but these are subject to change and the plan documents and Summary Plan Descriptions supercede any statement in this document. All employees who are scheduled at least 30 hours per week or classified as ¾ time, and have completed at least two years of service are eligible for long-term disability insurance which is designed to provide replacement of income in the event of injury or illness that keeps the employee out of work for a period of time exceeding six months. The premium for this coverage is paid 100% by the school; disability benefits are taxable income when received. The program is designed to supplement the disability program of the Social Security Administration and provide compensation equal to 60% of the employee’s pre-disability income. The current program also provides for continued payment of retirement program contributions for employees who participate in the retirement plan currently available to them. SHORT-TERM DISABILITY Short-term disability insurance is governed by the terms of the plan, which is available for full review in the Business Office. Below is a summary of some current conditions, but these are subject to change and the plan documents and Summary Plan Description supercede any statement in this document.

26 Suffield Academy

All employees who are scheduled at least 30 hours per week or classified as 3/4 time, and have completed at least one year of service are covered by the school’s short-term disability policy. This policy is designed to provide replacement of income in the event of an injury or illness that keeps an employee out of work for a period of time exceeding eight consecutive days and before long-term disability coverage is activated. A summary of plan provisions are as follows: • Benefits are activated after a seven-day elimination period and after all PTO or prior accrual sick time has been exhausted. • Benefits are the continuation of regular pay at 80%. • Benefits terminate after 26 weeks from date of initial illness or disability, return to work at an employee’s regular schedule or the qualification for benefits under the school’s long-term disability program, whichever is shorter. • In the event an employee returns to work under a reduced schedule the benefit continues for the portion of the employee’s schedule they are not working. Upon return to work under a reduced schedule, the benefit is not applied to sick or vacation days. • The plan is administered by an outside insurance carrier and may require review of medical records as well an independent medical evaluation. • Benefits are only paid on hours or days the employee would be scheduled to work. In the event this disability extends to breaks in which the employee typically is not scheduled to work or be paid [see food service vacation and academic year employees] benefit payments stop. This would in most cases be academic year employees after the end of the academic year. • PTO accruals cease when an employee is granted short-term disability. LEAVE OF ABSENCE: FEDERAL FAMILY & MEDICAL LEAVE OF ABSENCE [FMLA] The Family and Medical Leave Act requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for certain family and medical reasons. Regular employees with at least one year’s service who are scheduled to work at least 1,250 hours per year or academic year employees defined as ½ time or more may request up to 12 weeks of unpaid leave in any 12-month period for one or more of the following reasons: • To care for a newborn child or a child placed with the employee for adoption or foster care. • To care for a spouse, son, daughter, or parent who has a serious health condition. • Because of a serious health condition that makes an employee unable to perform his/her job. • For any “qualifying exigency” arising out of the fact that a spouse, son, daughter, or parent is a military member on covered active duty or call to covered active duty status. • Where the purpose of the leave is to care for a covered service member with a serious injury or illness and the employee is the spouse, son, daughter, parent, or next of kin of the service member, an eligible employee may take up to 26 workweeks of leave during a single 12-month period. • For purposes of this policy, a serious health condition is an illness, injury, or physical or mental condition involving inpatient care or continuing treatment by a healthcare provider. “Continuing treatment by a healthcare provider” is defined as incapacity of more than three consecutive calendar days that involves either treatment two or more times by a healthcare provider or treatment by a healthcare provider on at least one occasion resulting in a regimen of treatment under his/her supervision. Requests for leave to care for other seriously ill family members or members of a household will be considered on a case-by-case basis. FMLA leaves may be approved for a maximum of 12 weeks in a 12-month period [except, as noted above, when it is for the care of a covered service member]. For purposes of this policy, a rolling 12-month period will be used. A rolling 12-month period is measured backward from the date an employee uses any FMLA leave. To the extent that the eligible employee is entitled to any paid time off [sick, short-term disability, long-term disability, vacation] the leave will continue to be paid for a maximum of 12 weeks. If, as of the commencement date of the requested leave, they have not accrued or otherwise do not qualify for paid time to maintain pay the entire extent of the requested leave, the remainder of the leave will be unpaid, up to a maximum total leave of 12 weeks in any 12-month period. If an employee’s spouse also works at the school, the employee and his/her spouse are allowed a combined total of 12 weeks of FMLA leave within a 12-month period for the care of a newborn or adopted child, or to care for a parent with a serious health condition. If the leave is requested due to the illness of child or spouse, each of employees will be allowed 12 weeks of leave within a 12-month period. 2023-2024 Human Resources Handbook 27

Leave to care for a newborn or a newly adopted child should normally be taken in continuous periods and must be taken within 12 months of the birth or placement of the child. Intermittent leave or reduced schedules may be arranged only if agreed to by both the employee and their department supervisor. Unplanned FMLA Leave Supervisors are requested to notify Business Office of absences of three or more days. The Business Office will then contact the employee to determine if the leave is FMLA qualifying. If so, the employee will be sent a FMLA notification and application within two days. To ensure the rights of up to 12 weeks of job-protected leave, the employee must complete and return the FMLA application along with the appropriate documentation to the Business Office. Planned FMLA Leave Employees are expected to provide as much advance notice of the need for a leave as is possible to allow for planning of coverage in their department. Applications for leaves of absence are available in the Business Office. The application will indicate the necessary documentation required. Certification from a qualified healthcare provider will be required for approval of a leave to care for a seriously ill or injured family member. Such certification should be provided before the leave begins [or in as timely a manner as possible] and should include the following: • The date on which the illness or condition began • The estimated duration of the condition • A statement that the illness or condition warrants the participation of the employee to provide care • In the case of intermittent leave, the dates and duration of treatments to be given Suffield Academy may require that a second medical opinion be obtained. This evaluation will be done at the expense of the school. In the event of conflicting opinions, the supervisor may ask for a third and final provider to offer a binding decision. Additional certification may be requested for any extensions of a leave period beyond the dates originally approved. Job Benefits & Protection Health and dental plan coverage [and life insurance coverage for those eligible] continue during family and medical leave periods. If the employee requests an unpaid leave of absence it will be his/her responsibility to ensure payment of all regular payroll deductions for the duration of the leave. PTO accruals will be suspended for the duration of the unpaid leave. The school may require employees on unpaid leave to vacate school provided housing. During approved unpaid leaves for any of the reasons cited in this policy, the school will continue to pay its portion of health and dental insurance premiums and the employee must continue to pay their share of the premiums. [Employee share = total premium cost less Suffield’s contribution.] Failure to pay the employee share may result in loss of coverage. At the end of the 12-week period, if the employee is still on leave, he/she and all covered dependents will be notified of their COBRA rights [see COBRA section of this handbook]. If the employee fails to return to work at the end of the approved leave, the school may require him/her to reimburse Suffield for the school’s portion of benefit premium payments made during the leave, unless he/she does not return because of a serious health condition preventing him/her from performing his/her job or other circumstances beyond his/her control. Return to Work Upon expiration of family or medical leave for any of the reasons cited in this policy, Suffield will make every effort to return the employee to the job held prior to the leave. If the position is no longer available, the employee may be offered an equivalent position at equivalent pay. If the employee is unable to perform the original job, even with a reasonable accommodation, the school will transfer him/her to a position suitable for his/her physical condition, if such work exists. A completed, signed and dated “Return to Work” release must be on file prior to or on the day the employee returns to work. The Business Office will review leave of absence requested for reasons other than those outlined here.

28 Suffield Academy

MATERNITY LEAVE The school provides six weeks of paid maternity leave for employees with full time status as designated in this handbook and allows for additional unpaid leave of absence in accordance with and subject to provisions of State and Federal Medical Leave Acts. When an Academic Year employee’s maternity leave falls within a break in the academic calendar or during the summer recess, the days of the break count towards the six weeks of paid leave with exception of the holidays as defined in the handbook. Any employee needing a reasonable leave of absence for disability resulting from pregnancy is entitled to such a leave, whether or not the employee is full- or part-time and regardless of how long the employee has worked at the school. The school does not provide paid Paternity Leave. BEREAVEMENT LEAVE In the event of the death of an immediate family member [spouse or life-partner, child, stepchild, parent, parent-in-law, sibling, or sibling-in-law], an employee shall be entitled to as many as three days of paid bereavement time. JURY DUTY It is the policy of Suffield Academy to encourage employees to exercise their civic responsibilities by performing jury duty service, when called. This policy applies to all regular employees who are scheduled to work at least 1,040 hours per year. Upon receipt of a notice to serve on jury duty, an employee must immediately notify the supervisor. Failure to provide reasonable notice to the supervisor, which cannot be justified, may subject the employee to discipline. The employee will be paid the regularly scheduled base pay, less any amounts received for jury duty. Benefits and pension contributions will be continued at 100%. Absence from work for jury duty shall be an excused absence and will not affect the vacation or sick accruals. The employee is expected to report to work on any day or partial day when not engaged in jury duty. A copy of the jury duty notice must be submitted to the payroll office as back-up documentation for continuation of pay. When the employee has completed jury duty and returned to work, Suffield Academy will make every effort to return him/her to the job held prior to jury duty leave. However, the employee should be aware that in certain circumstances, due to the length of absence, the school might not be able to offer another position at equivalent pay. WORKERS’ COMPENSATION All employees of Suffield Academy are covered by the school’s Workers’ Compensation Insurance. Payment is provided for medical expenses and a portion of lost wages due to occupational injury or illness. Connecticut statutes, however, exclude from covering injuries sustained from voluntary participation in social and recreational events, such as athletics, parties, and picnics, whether or not the school contributes funding to the events. Any illness or injury incurred by an employee in the line of duty should be reported to the Business Office within 24 hours. Every accident, however small, should be reported. If medical assistance is necessary, an employee may choose from services provided by the school’s insurance carrier medical provider or an employee may seek medical attention from their own physician. All medical expenses will be reimbursed by the school’s Workers’ Compensation carrier. Employees are entitled to time off with pay [to be paid with accrued sick time for treatment for all work-related accidents unless the employee is actually receiving Workers’ Compensation weekly benefits]. If treatment is received after work hours, the employee will be paid for the time at the regular hourly rate. Per Connecticut statutes, medical treatment will not be included as time worked for purposes of computing overtime [OT]. Wage replacement benefits are not payable for the first three days, but if the disability continues for seven days or longer, the first three days are paid retroactively by the schools Workers’ Compensation carrier. For continuation of pay from day one through day six, employees may use accrued sick or vacation time if available. Eligible employees should also apply for medical leave [see page 29] concurrent with Workers’ Compensation.

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TUITION REMISSION All full-time employees [as defined in the employee status classification section of this handbook] are eligible to receive full day tuition remission to Suffield Academy for their natural and adopted children based upon the following criteria: Years of Service Requirement: Faculty & Administrators with Faculty Designation: Upon completion of three years of service in a full-time position Staff: Upon completion of five years of service in a full-time position. Note: Years credited as a staff member do not count towards meeting the years of service requirement if the employee changes designation from staff to faculty.

Fees: Remission relates to tuition only. Any current fees charged by the school, along with any future fees adopted by the school, will not be subject to remission. Admission: The child must be accepted by the school within the normal admissions process. If a child is not admitted, there is no portability of this benefit to other private schools. TOBACCO VALLEY FEDERAL CREDIT UNION Employees of Suffield Academy are eligible to join the Tobacco Valley Federal Credit Union. This credit union provides many financial services to its members at very competitive rates. Employees have the option of participating in the credit union programs by authorized payroll deductions. PROFESSIONAL DEVELOPMENT Suffield Academy encourages lifelong learning and professional development for all members of the community, and as such annually commits funds to assist staff and faculty. Teaching faculty should refer to the Faculty Handbook for more details about how this benefit is accessible to them and contact the Dean of Academics & Faculty. Staff and Administrative Faculty who wish to pursue continuing education and/or professional development should do so by contacting their direct supervisor with their request. This request should include as much information as possible on the program. The employee’s supervisor will approve any professional development expenses, provided they have adequate funds within their department’s operating budget. The employee’s supervisor will bring any continuing education requests to the Head of School, Chief Financial Officer, and/or Dean of Academics & Faculty who will evaluate the request based upon available funds, the employee’s overall performance, and relevancy to the school’s mission. The school’s contribution for continuing education will cover tuition and fees only.

Mission Suffield Academy is a coeducational, independent secondary school serving a diverse community of boarding and day students. Our school has a tradition of academic excellence combined with a strong work ethic. A commitment to scholarship and a respect for individual differences guide our teaching and curriculum. We engender among our students a sense of responsibility, and they are challenged to grow in a structured and nurturing environment. The entire academic, athletic, and extracurricular experience prepares our students for a lifetime of learning, leadership, and active citizenship. Non-discrimination Policy Suffield Academy does not discriminate on the basis of sex, race, color, religion, creed, national or ethnic origin, citizenship, physical attributes, disability, age, or sexual orientation. We administer our admissions, financial aid, educational, athletic, extracurricular, and other policies so that each student is equally accorded all the rights, privileges, programs, and facilities made available by the school.

30 Suffield Academy

IMPORTANT CONTACTS IMPORTANT PHONE NUMBERS Weekday Switchboard Contact Phone: 860-386-4400 Fax: 860-386-4411 Weekday Switchboard Hours Monday thru Friday: 7:30 am-4:30 pm Saturday: 7:30 am-11:30 pm Weekend Duty Office Contact 860-386-4500 Weekend Duty Office Hours Saturday: 12:00 pm-11:00 pm Sunday: 9:00 am-8:00pm Emergency Contacts/After Switchboard Hours Faculty Member on Duty: 860-463-7125 Health Center: 860-386-4503 Nurse on Call: 860-463-5805 Frequently Used Numbers Health Center: 860-386-4503 Head of School’s Office: 860-386-4401 Dean of Academics & Faculty: 860-386-4480 Dean of Students & Campus Life: 860-386-4492 Academic Support: 860-386-4484 Admissions: 860-386-4440 Athletics: 860-386-4481 & 860-386-4451 Bookstore: 860-386-4494 Business Office: 860-386-4454 College Counseling: 860-386-4421 Marketing & Communications: 860-386-4424 Counseling Office: 860-386-4505 Development: 860-386-4461 Library: 860-386-4514 Technology Department: 860-386-4433

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Suffield Academy 185 North Main Street Suffield, Connecticut 06078 SUFFIELDACADEMY.ORG