Portsmouth School Board Meeting Dates, Policies, and Procedures, Study notes of Communication

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PORTSMOUTH

SCHOOL

DEPARTMENT

Employee Handbook

PORTSMOUTH SCHOOL DISTRICT 8/22/

TABLE OF CONTENTS

SECTION 1 - GENERAL INFORMATION

1.1 MISSION STATEMENT

1.2 2016-2017 SCHOOL CALENDAR

1.3 ORGANIZATIONAL CHART

1.4 ADMINISTRATIVE STAFF DIRECTORY

1.5 SCHOOL BOARD MEMBERS

1.6 SCHOOL BOARD MEETING DATES AND LOCATIONS

1.7 SCHOOL BOARD POLICIES

1.8 INCLEMENT WEATHER PROCEDURE

1.9 EMERGENCY PREPAREDNESS

1.10 COMMUNICATION TOOLS

1.11 SUBSTITUTION PROCESS

1.12 CENTRAL OFFICE HOURS

SECTION 2 - POLICIES AND PROCEDURES

2.1 EQUAL OPPORTUNITY EMPLOYER

2.2 NON-DISCRIMINATION

2.3 HARASSMENT

2.4 RESPONSIBLE COMPUTER, NETWORK AND INTERNET USE

2.5 SMOKING

2.6 GIFTS TO PERSONNEL

2.7 FIELD TRIPS

2.8 EMPLOYEE STUDENT RELATIONS

2.9 FUND RAISING

2.10 JICK – PUPIL SAFETY AND VIOLENCE PREVENTION - BULLYING

2.11 SICK LEAVE

2.12 PERSONAL LEAVE

2.13 JURY DUTY

2.14 PROFESSIONAL DEVELOPMENT

2.15 STAFF DRESS AND CONDUCT

SECTION 1

INTRODUCTION

This handbook is designed to acquaint you with The Portsmouth School District and provide you with information about working conditions, benefits, and policies affecting your employment.

The information contained in this handbook applies to all employees of The Portsmouth School District. This handbook is not a contract, express or implied, nor does it guarantee employment for any specific length of time. Following the policies described in this handbook is considered a condition of continued employment. However, nothing in this handbook alters an employee’s status. The contents of this handbook shall not constitute nor be construed as a promise of employment or as a contract between the District and any of its employees. The handbook is a summary of our policies, which are presented here only as a matter of information. Policies included in this handbook are guidelines and subject to change.

You are responsible for reading, understanding, and complying with the provisions of this handbook. Our objective is to provide you with a work environment that is constructive to both personal and professional growth.

1.1 MISSION STATEMENT

“The purpose of the Portsmouth Schools is to educate all students by challenging them to become thinking, responsible, contributing citizens who continue to learn throughout their lives.”

1.2 2016-2017 SCHOOL CALENDAR

1.4 ADMINISTRATIVE STAFF DIRECTORY

Bartlett, Stephen Business Administrator CO 1 Junkins Avenue, Suite 402, Portsmouth NH 03801 603-812- Callahan, Katherine Principal DO 32 Van Buren Avenue, Portsmouth NH 03801 603-436- Canada, Diane Director Technical/Career HS 50 Andrew Jarvis Drive, Portsmouth NH 03801 603-436-7100 Extension 2904 Davis, Phillip Principal PMS 155 Parrott Avenue, Portsmouth NH 03801 603-436- Donovan, Shawn Assistant Principal HS 50 Andrew Jarvis Drive, Portsmouth NH 03801 603-436-7100 Extension 2902 Grossman, Charles Principal LH 50 Clough Drive, Portsmouth NH 03801 603-436-1708 Extension 239 Hodgdon, Timothy Assistant Principal PMS 155 Parrott Avenue, Portsmouth NH 03801 603-436- Korman, Andrew Assistant Principal HS 50 Andrew Jarvis Drive, Portsmouth NH 03801 603-436-7100 Extension 2905 Lawson, Erin Assistant Principal LH 50 Clough Drive, Portsmouth NH 03801 603-436-1708 Extension 259 Lyons, Mary Principal HS 50 Andrew Jarvis Drive, Portsmouth NH 03801 603-436-7100 Extension 2912 Riso, Deborah Dir. School Nutrition CO 1 Junkins Avenue, Suite 402, Portsmouth NH 03801 603-610- Roy, Nancy Principal RJLA 35 Sherburne Road, Portsmouth NH 03801 603-427- Setear, Beth Coord. PEEP DO 32 Van Buren Avenue, Portsmouth NH 03801 603-422- Shea, George Assistant Superintendent CO 1 Junkins Avenue, Suite 402, Portsmouth NH 03801 603-610- Simons, Joanne Principal NFS 1 Franklin Drive, Portsmouth 03801 603-436- Souther, Jeanette Dir. Pupil Support & Instruction CO 1 Junkins Avenue, Suite 402, Portsmouth NH 03801 603-610- Zadravec, Stephen Superintendent CO 1 Junkins Avenue, Suite 402, Portsmouth NH 03801 603-610-

1.5 SCHOOL BOARD MEMBERS

MEMBER NAME CONTACT

INFORMATION

MEMBER TERM

Leslie Stevens (CHAIR) 151 Park Street

Home- 427 - 1346 2014 - 2017

Tom Martin (VICE CHAIR) 1248 South Street

Home- 427 - 1353 2014 - 2017

Nancy Clayburgh 40 5 F.W. Hartford Drive

Home- 436 - 6525 2014 - 2017

Patrick Ellis 235 McKinley Road

Home- 436 - 6901 2016 - 2019

Gary Epler 272 Walker Bungalow Drive

Home- 433 - 2728 2016 - 2019

Jeffrey Landry 72 Nathaniel Drive

Home- 436 - 1931 2014 - 2017

Roseann Vozella Clark 55 Thornton Street

Home- 436 - 3438 2016 - 2019

Ann Walker 6 Cleveland Drive

Home- 436 - 6352 2016 - 2019

VACANT

TBA

Olin Johannessen (Emp. Rep) 4 Cushing Street Dover, NH 03820 NON VOTING

Cell-(413) 687- 3774 N/A

VACANT (Student Rep) TBA NON VOTING Ann Mayer (SAU 50 Rep) 3 Fairview Terrace Greenland, NH 03840 NON VOTING

Home- 436 - 9345 N/A

You may also contact School Board Members via email at the following link:

http://www.cityofportsmouth.com/school/boardmembers/index.htm

1.7 SCHOOL BOARD POLICIES

The Portsmouth School Board Policy Manual may be found online at http://www.cityofportsmouth.com/school/SchoolBoardPolicies.htm. 1.8 INCLEMENT WEATHER PROCEDURE The Portsmouth School Department will notify employees utilizing the following channels of communication: SNOW DAY CANCELLATIONS – Weather cancellations/delays are posted on Blackboard Connect (formerly AlertNOW), SHARK 105.3 FM, WMUR TV, WOKQ 97.5 FM and WTSN 1270 AM. THE PORTSMOUTH SCHOOLS APP - The Portsmouth School District App is another source for school notifications. To access the app, please scan the following QR codes and download from iTunes or Google Play.

QR Android Code QR iPhone Code QR iPad Code EMERGENCY NOTIFICATION SYSTEM – The telephone number to be called for school cancellations/general notifications should be listed in your Infinite Campus profile in the field “Other”. Please check with your school secretary to check which number will be called if you are unsure. EMERGENCY notifications will contact ALL telephone numbers and emails listed in your Infinite Campus profile. 1.9 EMERGENCY PROCEDURES

The Portsmouth School Department has developed procedures for dealing with existing and potential student and school crises. The Comprehensive Emergency Management Guide includes Intervention Procedures, Crisis Response Procedures, and Critical Incident Procedures. An important component of the Plan is a set of interagency agreements with various county agencies to aid timely communication and help coordinate services between the agencies and individual schools or the entire school division. An Emergency Management Guide can be found in each classroom. Employees will receive training in emergency procedures and students will regularly exercise scenarios included in this guide. Please read carefully and become familiar with this guide and all areas of your school.

1.10 COMMUNICATING WITH PARENTS AND COMMUNITY

There are many tools available to staff to communicate with parents. A few to become familiar with are:

 School Activities Calendars - Each school manages a building events calendar that is displayed on the school website. The individual calendars feed a district calendar on the Central office site. Events where you wish to invite parents are welcome additions to the calendar. Each principal’s secretary will be happy to take your submissions. *Please note: Outside fund raisers cannot be added to the building and district calendars.  PSD Newsletter – A great way to share what is happening in your classroom with parents and the community at large. The newsletter, published each Friday, is emailed to all parents district wide and is available on the School Department’s website. Articles should be submitted to the superintendent’s executive assistant no later than Wednesday, 12:00 p.m. Fund raisers can be added to the newsletter.  PTA/PTO websites - Each elementary school’s parent organization maintains a web site and many maintain wiki sites. PTA/PTO member contact information is available in the main office. 1.11 SUBSTITUTION PROCESS

A substitute folder/binder is an essential resource that all teachers should have prepared and clearly labeled on their desk in case they are absent. This folder should provide the substitute with important information to help them teach your students throughout the day. Take time to organize your binder by day and clearly make available all materials your sub will need during your absence. The following is a list of items to include in your folder:

 Class List – Provide a class list and place a star next to the students that can be trusted to help the substitute with any questions they may have  Teacher Schedule – Provide a schedule of any duties that the teacher may have (bus, lunch, hall duty). Attach a map of the school and mark the spots where they are assigned to go.  Class Schedule/Routine – Include a copy of the daily routine. Provide information such as how attendance is taken and where it should go, how students work is collected, when students are able to use the restroom, how students are dismissed, etc.  Classroom Discipline Plan – Provide your classroom behavior plan. Inform substitutes to follow your plan and leave you a detailed note if any student has misbehaved.  School Procedures – Include information on what to do in case of early dismissal, playground etiquette/rules, lunch room rules, tardy procedure, computer usage rules, and seating chart (Provide a copy of the class seating chart clearly labeled with each student’s name and any important information about them).

1.12 CENTRAL OFFICE HOURS

Central Office Staff

Who to contact for more information

HOURS: Monday – Friday- 8:00 am – 4:00 pm

Superintendent’s Office - Superintendent Steve Zadravec

Superintendent’s Executive Assistant Paulette Rouse 610 - 4471 prouse@portsmouth.k12.nh.us

School Board Absence Forms (requiring Superintendent approval) All School Activity Calendar Newsletter and Media Emergency Notification System Working Papers School Department Website Fire Drills Policies Substitute Applications Infinite Campus(enter all support staff & long term subs) Blackboard Connect- failed calls NESDEC Fall Enrolment Report Conference Room Scheduling Update Employee Manual, CO Phone Directory, Student Registration Forms, Vision Book

Assistant Superintendent’s Office - Assistant Superintendent George Shea

Assistant Superintendent’s Executive Assistant Jean Frisbee 610- jfrisbee@portsmouth.k12.nh.us

Professional Development & Certification Personnel Files (Teachers & Administrators) Homeschooling Emergency Notification Cards Course Reimbursement School Calendar Support Title II Grant Fall Reports Professional/Admin New Hires DOE Staff Reporting Infinite Campus (enter new teachers & admin) Job Postings Math & Science Elementary Orders Student & Staff Research History

Business Office - Business Administrator Steve Bartlett

Business Administrator’s Executive Assistant Sherri Ficker 812 - 4399 sficker@portsmouth.k12.nh.us

Purchasing Coordination Workers Compensation Claim Reporting JLMC Coordinator Property & Liability Reporting Insurance Certificates Phone System Maintenance Requests Office Supplies & Printing Postage Cell Phones Copiers and General Office Equipment Regular Student Transportation Annual Budget Preparation Annual Budget Monitoring Booster Club Registration Tracking Civil Rights Data Collection Accounting Assistant- General Lisa Santomango 610 - 4166 lsantomango@portsmouth.k12.nh.us

Grant Budgeting & Reporting Facilities Rental Tuition Billing Employee Health/Dental/NHRS Insurance Billing Accounts Receivable School Activity Accounts Auditing Audits Prep Civil Duty Recording Accounting Assistant- Payables Karen Desrochers 610 - 4162 kdesrochers@portsmouth.k12.nh.us

Accounts Payable Processing (includes Food Service) Credit Card Usage Requests New Vendor Set up - W9 Form CO Timesheets Collection School Dude Data entry & Reporting Deposit Processing Workers Compensation (enter First Report of Injury when Sherri is out)

Pupil Support & Instruction Office- Director Jeanette Souther

Pupil Support/Instruction Administrative Assistant Kristine Simone 610- ksimone@portsmouth.k12.nh.us

Special Ed Transportation Medicaid Reimbursement Catastrophic Aid Sped Office Supplies PEEP Timesheets Paraprofessional Applications processing SPED Accounts Payable Prep NHSEIS Maintenance i4see reporting for BOY and EOY prep for SPED students, SASID numbers for PEEP and Headstart students with IEPs PEEP Student registration and attendance in IC

POLICIES AND PROCEDURES

2.1 EQUAL OPPORTUNITY EMPLOYER

The Portsmouth School Department is an affirmative action, equal opportunity employer and is committed to the principle of diversity and is particularly interested in receiving applications from a broad spectrum of people, including minorities, protected veterans, and individuals with disabilities, including disabled veterans.

2.2 NON-DISCRIMINATION

NOTICE OF NON-DISCRIMINATION The Portsmouth School Department does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activities and services, and provides equal access to the Boy Scouts and other designated youth groups. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Jeanette Souther Director of Pupil Support & Instruction and Title IX Coordinator Portsmouth School Department 1 Junkins Avenue, Suite 402 Portsmouth, NH 03801 (603)431-5080 or (603)610-

The Director of Pupil Support & Instruction and Title IX Coordinator is responsible for the oversight of all anti-discrimination laws and Portsmouth School Department policies, including those dealing with sexual harassment. This responsibility includes being available to meet with students, parents and/or guardians regarding any sex discrimination concerns or formal complaints. The Title IX Coordinator also tracks complaints to be aware of, and respond to, any trends and to ensure that timely and complete investigations of complaints are conducted. Portsmouth School Department is committed to taking any steps necessary to respond to, and prevent, sexual harassment. In addition, the following individuals are also authorized to handle inquiries regarding the non-discrimination policies:

Shawn Donovan Andrew Korman Timothy Hodgdon Assistant Principal Assistant Principal Assistant Principal Portsmouth High School Portsmouth High School Portsmouth Middle School 50 Andrew Jarvis Drive 50 Andrew Jarvis Drive 155 Parrott Avenue Portsmouth, NH 03801 Portsmouth, NH 03801 Portsmouth, NH 03801 (603)436-7100 (603)436-7100 (603)436-

Inquiries regarding Title VI of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and/or Title II of the Americans with Disabilities Act of 1990 may also, or instead of, may be directed to:

U.S. Department of Education Office for Civil Rights 5 Post Office Square, 8th Floor Suite 900 Boston, MA 02109- (617) 289-0111, TTY (877) 521-

Additionally, inquiries may also be directed to the:

NH Commission for Human Rights 2 Chenell Drive

Equal Employment Opportunity Commission (EEOC) Concord, NH 03301-8501 1 Congress Street, Room 101 10th Floor Boston, Mass 02114 Tel. (603) 271-2767 Tel. (617) 565-

ENGLISH FOR SPEAKERS OF OTHER LANGUAGES (ESOL) The mission of the ESOL Program is to ensure that all English language learners are given an equitable, appropriate and academically challenged education. The lack of English language skills is not a barrier to participation in any courses and ESOL classes are credit bearing.

2.3 HARASSMENT

The purpose of this policy is to maintain a learning and working environment that is free from sexual harassment, including sexual violence, as defined below.

Sexual harassment is against the law and is against school board policy. Any form of sexual harassment is strictly prohibited.

It is a violation of this policy for any employee to harass other employees, students, parents or others participating in programs, services and/or activities provided by the school board, through conduct or communication of a sexual nature as defined by this policy.

For the purposes of this policy, the term “employee” shall include, but not be limited to all school department staff, teachers, non-certified personnel, administrators, volunteers, coaches and/or other such personnel whose employment position or work in a district school is directed by the school district.

The School Department will investigate all complaints, formal or informal, verbal or written, of alleged sexual harassment. The School Department will further take steps to address any substantiated allegations of sexual harassment, by taking prompt and effective steps reasonably calculated to end the harassment, eliminate any hostile environment and its effects, and prevent the harassment from recurring. These steps could include but are not limited to, disciplining any employee who sexually harasses or

Principal will forward the report to the Title IX Coordinator immediately, without screening or investigating the report. If the report as given verbally, the Principal shall reduce it to written form within 24 hours and then forward it to the Title IX Coordinator. Failure to forward any sexual harassment report or complaint as provided herein may result in disciplinary action.

4. The Board designates the Title IX Coordinator as the School Department officer to receive any report or complaint of sexual harassment in the District. If the complaint involves the Superintendent, the Title IX Coordinator shall inform the Chairperson of the School Board. The School Department shall post the name of the Title IX Coordinator in conspicuous places throughout school buildings and on the School Department web site, including a telephone number and mailing address. Submission of a complaint or report of sexual harassment will not affect the employee’s standing in school, future employment, or work assignments.
5. The School Department will respect the confidentiality of the complainant and the person(s) against whom the complaint is filed as much as possible, consistent with the School Department's legal obligations and the necessity to investigate allegations of sexual harassment and take disciplinary action when the conduct has occurred.

INVESTIGATION PROCEDURES

The Title IX Coordinator will authorize an investigation upon receipt of a report or complaint alleging sexual harassment. This investigation may be conducted by trained School Department personnel or by a third party authorized by the Superintendent. The Title IX Coordinator and Superintendent will ensure that a person named in that complaint will investigate no complaint.

Upon the initiation of an investigation, the investigator will provide the complainant and the respondent (the person who is alleged to have engaged in harassment) with notice that:

(1) They each have the right to present witnesses and other evidence during the investigation; (2) If the alleged victim(s) of harassment opts to participate in mediation or other informal resolution, they will not be required to work out the problem directly with the alleged perpetrators without appropriate involvement by the School Department. Additionally, such alleged victims will be assured that any informal process can be ended by an alleged victim at any time in order to begin the formal investigation and subsequent stages of the complaint process; (3) Notice that both complainants and accused individuals will be timely notified of the outcome of any School Department investigation; and (4) The School Department has an obligation, following substantiated instances of sexual harassment, to take appropriate steps to address the effects of any

harassment, including supporting victim’s access to School Department Programs, services and activities.

The investigator will consider the nature of alleged conduct, the surrounding circumstances, the relationship between the parties and the context in which the alleged incidents occurred. Whether particular action(s) or incident(s) constitute sexual harassment requires a determination, based on a preponderance of the evidence, from all the facts and surrounding circumstances.

The investigation may consist of personal interviews with the complainant, the individual(s) against whom the complaint is filed, and others who may have knowledge of the alleged incident(s) or circumstances giving rise to the complaint. The investigation may also consist of any other methods and documents deemed pertinent by the investigator. Students who are interviewed may have a parent or other representative present.

In addition, the School Department may take immediate, intermediate steps, at its discretion, to protect the complainant, students and employees pending completion of an investigation of alleged sexual harassment.

If the Superintendent determines that a third-party designee should conduct the investigation, the School Department must provide the investigator with a copy of the sexual harassment policy and investigation procedure.

RECOMMENDATION

Upon completion of an investigation conducted by either School Department personnel or a third party, the Superintendent will be provided with a written factual report and recommended action. If an investigation reveals that discriminatory harassment has occurred, the School Department will take prompt and effective steps reasonably calculated to end the harassment, eliminate any hostile environment, and its effects, and prevent the harassment from recurring.

SCHOOL DEPARTMENT ACTION

If the investigating party determines that the alleged conduct constituted sexual harassment, the Superintendent may discipline the offending employee, including but not limited to, steps such as a warning, training, temporary suspension or dismissal. Any discipline will be in accordance with all laws and collective bargaining agreements, if applicable.

The complainant and the respondent will be informed of the results of the investigation in a timely manner. If the investigating party determines that the alleged conduct did not constitute sexual harassment, no disciplinary action will be taken.

Conduct which does not rise to the level of sexual harassment as defined by this policy, but which is nonetheless inappropriate or in violation of other related Board policies, will be addressed on a case-by-case basis by the Superintendent, who may order the offending employee to engage in some remedial action.

The appeal of any disciplinary action taken will be governed by the applicable collective bargaining agreement.