SECTION I - ASSOCIATION ORGANIZATION

SECTION II - BOARD OF CONTROL

SECTION III - ASSOCIATION ADMINISTRATION

SECTION IV - OPERATIONAL SERVICES

SECTION V - PERSONNEL

SECTION VI - INSTRUCTION

SECTION VII - STUDENTS

SECTION VIII - COMMUNITY RELATIONS

 

 

 

SEAPCO POLICIES
 
SPECIAL EDUCATION
ASSOCIATION OF PEORIA COUNTY
6000 S. ADAMS
BARTONVILLE, IL 61607
 
PHONE: 309.697.0880
FAX: 309.697.0884




SUSANNE CARRESCIA 
DIRECTOR
 

 

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SEAPCO POLICIES

The following is a list of approved SEAPCO Policies. A copy of the entire policy manual is available in each district or at the SEAPCO Central Office.

 

SECTION I - ASSOCIATION ORGANIZATION

1.10 LEGAL STATUS

1.20 ASSOCIATION PHILOSOPHY

1.30 ASSOCIATION DECENTRALIZATION OF SERVICES

 

SECTION II - BOARD OF CONTROL

GOVERNANCE

2.10 ASSOCIATION GOVERNANCE

2.20 POWERS AND DUTIES OF THE BOARD OF CONTROL

BOARD MEMBER

2.30 BOARD MEMBER QUALIFICATIONS

2.40 VACANCIES ON THE BOARD – FILLING VACANCIES

2.50 BOARD MEMBER ETHICS

2.60 QUALIFICATIONS, TERM, AND DUTIES OF BOARD OFFICERS

BOARD RELATIONSHIPS

2.120 BOARD-DIRECTOR RELATIONSHIP

2.130 COMMUNICATIONS TO AND FROM THE BOARD

2.140 COMMITTEES

2.150 ASSOCIATION ATTORNEY

BOARD MEETINGS

2.160 MAILING LISTS FOR RECEIVING BOARD MATERIAL

2.170 TYPES OF BOARD MEETINGS

2.180 BOARD MEETING PROCEDURES

2.190 PUBLIC PARTICIPATION AT BOARD MEETINGS AND PETITIONS TO THE BOARD

BOARD POLICY

2.200 BOARD POLICY DEVELOPMENT

BOARD RECORDS

2.210 ACCESS TO ASSOCIATION’S PUBLIC RECORDS

UNIFORM GRIEVANCE PROCEDURE

2.220 UNIFORM GRIEVANCE PROCEDURE

 

SECTION III - ASSOCIATION ADMINISTRATION

3.10 GOALS AND OBJECTIVES

3.20 ORGANIZATIONAL CHART

3.30 LINE AND STAFF RELATIONS

3.40 DIRECTOR

3.50 ADMINISTRATION PERSONNEL OTHER THAN THE DIRECTOR

3.60 ADMINISTRATION RESPONSIBILITY OF THE AREA ADMINISTRATOR

3.70 SUCCESSION OF AUTHORITY

 

SECTION IV - OPERATIONAL SERVICES

4.10 FISCAL AND BUSINESS MANAGEMENT

4.20 TRANSFER OF FUNDS

4.30 REVENUES AND INVESTMENTS

4.40 INSUFFICIENT FUND CHECKS

4.50 PAYMENT PROCEDURES

4.55 PAYROLL PROCEDURES

4.56 TAX SHELTERED ANNUITIES

4.60 PURCHASES

4.70 RESOURCE CONSERVATION

4.80 ACCOUNTING AND AUDITS

4.90 INSURANCE MANAGEMENT

4.100 TRANSPORTATION

4.120 HAZARDOUS AND INFECTIOUS MATERIALS

4.130 SAFETY

 

SECTION V - PERSONNEL

GENERAL PERSONNEL

5.10 EQUAL EMPLOYMENT OPPORTUNITY AND MINORITY RECRUITMENT

5.20 WORKPLACE HARASSMENT

5.30 HIRING PROCESS AND CRITERIA

5.40 COMMUNICABLE AND CHRONIC INFECTIOUS DISEASE

5.50 DRUG AND ALCOHOL FREE WORKPLACE; TOBACCO PROHIBITION

5.60 EXPENSES

5.65 ADMINISTRATIVE EXPENSES

5.70 RELIGIOUS HOLIDAYS

5.80 COURT DUTY

5.85 SCHEDULES

5.90 ABUSED AND NEGLECTED CHILD REPORTING

5.100 STAFF DEVELOPMENT PROGRAM

5.110 RECOGNITION FOR SERVICE AND ATTENDANCE

5.120 ETHICS AND CONDUCT

5.130 GIFTS TO STAFF MEMBERS

5.140 SOLICITATIONS BY OR FROM STAFF

5.150 PERSONNEL RECORDS, MAINTENANCE, AND ACCESS

5.160 RELEASE OF CREDIT INFORMATION

5.170 COPYRIGHT FOR PUBLICATION OR SALE OF INSTRUCTIONAL MATERIALS AND COMPUTER PROGRAMS DEVELOPED BY EMPLOYEES

5.180 TEMPORARY ILLNESS OR TEMPORARY INCAPACITY

5.185 LEAVES OF ABSENCE UNDER THE FAMILY AND MEDICAL LEAVE ACT

PROFESSIONAL PERSONNEL

5.190 TEACHER QUALIFICATIONS

5.200 TERMS AND CONDITIONS OF EMPLOYMENT AND DISMISSAL

5.210 RESIGNATIONS AND RETIREMENT

5.220 SUBSTITUTE TEACHERS

5.230 MAINTAINING STUDENT DISCIPLINE

5.240 SUSPENSION

5.250 LEAVE OF ABSENCE

5.260 STUDENT TEACHERS

EDUCATIONAL SUPPORT PERSONNEL

5.270 EMPLOYMENT AT-WILL AND COMPENSATION AND ASSIGNMENT

5.280 EDUCATIONAL SUPPORT PERSONNEL

5.285 DRUG AND ALCOHOL TESTING FOR SCHOOL BUS AND COMMERCIAL VEHICLE DRIVERS

5.290 EMPLOYMENT TERMINATION AND SUSPENSIONS

5.300 SCHEDULES AND EMPLOYMENT YEAR

5.310 COMPENSATORY TIME-OFF

5.320 EVALUATION

5.330 SICK DAYS, VACATION, AND HOLIDAYS

 

SECTION VI - INSTRUCTION

6.10 SPECIAL EDUCATION

6.20 INSTRUCTIONAL MATERIALS

6.30 FIELD TRIPS

6.40 COMMUNITY RESOURCE

6.50 HOMEWORK

6.60 GRADUATION

6.70 STUDENT ATTENDANCE

6.90 OTHER INSTRUCTIONAL POLICY

6.100 ACCESS TO THE INTERNET

6.121 TAPE RECORDING OF IEP MEETINGS

 

SECTION VII - STUDENTS

7.10 EQUAL EDUCATIONAL OPPORTUNITIES

7.20 SEXUAL HARASSMENT

7.30 SPECIAL EDUCATION EVALUATION

7.40 AGENCY AND POLICY INTERROGATION

7.50 STUDENT DISCIPLINE

7.60 ADMINISTERING MEDICINES TO STUDENTS

7.70 COMMUNICABLE AND CHRONIC INFECTIOUS DISEASE

7.80 PLACEMENT IN SPECIAL EDUCATION CLASSES

7.90 MAINTENANCE OF STUDENT RECORDS

7.100 STUDENT RECORD CHALLENGES

 

SECTION VIII - COMMUNITY RELATIONS

8.10 DISTRIBUTION AND DISPLAY OF COMMUNITY FLYERS AND POSTERS

8.20 CONDUCT ON SCHOOL PROPERTY

8.30 VISITORS TO THE ASSOCIATION

8.40 EXCLUSIVE BARGAINING REPRESENTATIVE AGENT

8.50 ACCOMMODATING INDIVIDUALS WITH DISABILITIES

8.60 PUBLIC GIFTS TO THE ASSOCIATION

8.70 PARENT ORGANIZATIONS

8.75 PARENTAL INVOLVEMENT

8.80 RELATIONS WITH OTHER ORGANIZATIONS AND AGENCIES

8.90 PUBLIC COMPLAINTS

 

 

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SECTION I - ASSOCIATION ORGANIZATION

 

1.10 - ASSOCIATION LEGAL STATUS

1.20 - ASSOCIATION PHILOSOPHY

1.30 - ASSOCIATION DECENTRALIZATION OF SERVICES>/a>

1.40 - GOVERNING AGREEMENT AMENDED MARCH 2010

 

 

 

ASSOCIATION LEGAL STATUS

The Association is organized pursuant to Sections 10-22.31 and 3-15.14 of The School Code (105 ILCS 5/10-22.31 and 3-15.14). The Governing Agreement provides the details of the Association’s status.

 

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ASSOCIATION PHILOSOPHY

The mission of SEAPCO is to serve students with diverse needs through an inclusive environment that is part of general education and that includes a full continuum of specialized services.

The following statements support this mission:

An inclusive environment is one that is accepting, collaborative, supportive, and integrative, providing equal access to opportunities in general education that are based on an individual student’s needs.

Whenever possible, the student’s education will be based in general education classes. Special education services that are non-categorical, team-based, and collaborative will support the student in that environment.

Students will be provided the opportunity to become productive, participating members of the community through specialized instruction that is individualized, objective-based, and skill-oriented.

Staff development is essential for progress, and is vital to the development of evolving professional roles.

The needs of the whole student, from birth through transition into the community, will be addressed through increased networking and support systems.

Parent/guardian and family involvement and the opportunity for their continual education are essential to individual student progress.

Dissemination of information and provision of quality services are essential to meet the diverse needs of member school districts and their communities.

Adopted 8/13/93 by SEAPCO Board of Control

 

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ASSOCIATION DECENTRALIZATION OF SERVICES

POLICY:

SEAPCO will cooperate with district(s) that employ staff to provide special education related services.

PROCEDURE:

Voting:

Districts that employ their own staff for a service and do not utilize SEAPCO services in that discipline will abstain from voting on issues related to that discipline. If there is a question regarding voting rights, the Board Chairperson will determine voting status after allowing an opportunity for district comment.

Funding:

State/Federal project applications written for monies generated as a result of the number of special education students serviced will pool monies for the entire cooperative. SEAPCO supplies and equipment may be loaned to districts employing special education staff. It is understood that consumable items will be replaced.

Program Compliance for District Withdrawal:

Any district which intends to provide services within the district and not through SEAPCO shall do so in a manner that does not jeopardize the compliance of all member districts. Each member district shall comply with applicable state and federal laws, Illinois State Board regulations, SEAPCO Policies and procedures, and SEAPCO’s ISBE-approved required procedures. In addition, districts which employ their own staff will provide a commitment to inservice to such staff, including district administrators.

Paperwork:

The SEAPCO Director will be available to provide consultation to districts employing special education staff so that the district is able to complete any and all forms that are required to generate reimbursement.

Timeline:

Between September 1 and November 1 of each school year, districts may notify the Director in writing of their intent to provide services within the district for the next school year rather than use the cooperative’s services. Such services include, but are not limited to, the following: psychological, social work, speech and language, classroom teachers, and teacher assistants. If the written request is not received, the Director will plan for the same level and type of services as necessary to meet projected needs and state and federal regulations and requirements.

By February 1 of each year, any district that has provided notice outlined in the previous paragraph must deliver any and all signed agreements regarding transfer and employment to the Director.

By February 1 of each year, all districts must notify the Director of their request for services beyond the minimum required by state regulation including, but not limited to, the following: psychological, social work, speech and language, classroom teachers, and teacher assistants. If the written request is not received, the Director will plan for the same level and type of services as necessary to meet projected needs and state and federal regulations and requirements.  This request is intended to be presented through the SEAPCO Hiring Survey which is updated annually by member districts.

Annually, the Director will make recommendations to each district about the level of services that are required to meet the district’s needs for special education services. The recommendations will be based on past usage of services, projected changes in service delivery, projected numbers of students, and other applicable data. The recommendations will be sent to districts during the month of January, in anticipating of the SEAPCO Hiring Surveys which are due from districts on February 1.

All reductions in force will be discussed in accordance with applicable law and established rules and regulations.

If a district notifies the Director by February 1 of its decision to provide services within the district but later decides to use SEAPCO’s services, that district’s request(s) for services will be filled last after all other district requests are filled.

If a district wishes to change its service request(s) after February 1, the Director will bring the request to the SEAPCO Board of Control for discussion of the impact that the change would have on programs, services, and costs. The discussion will include issues of state and federal law, rules, and regulations. The Board of Control will make the final decision about how to accommodate the requested changes.

POLICY:

Member districts will share costs for attorneys’ fees as they relate to SEAPCO’s provision of services to students with disabilities.

PROCEDURE:

All costs for attorneys’ fees incurred prior to the filing of a due process hearing are billed under SEAPCO’s administrative budget. Each district shares the costs on the basis of the fall housing report.

If a due process hearing request is filed or court action is taken, the district against which the request is filed shares the cost equally with SEAPCO (50/50 split).

 

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GOVERNING AGREEMENT - MARCH 2010 

 

 

 

I.          NAME

 

 

 

The name of the Association shall be Special Education Association of Peoria County, hereinafter “Association.”

 

 

 

II.         PURPOSE

 

 

 

The purpose of the said Association shall be to establish and operate services and programs for students with disabilities between the ages of three and twenty-one for whom it is determined through procedures described in The School Code of Illinois, that special education services are needed.  The Association is organized pursuant to Sections 10-22.31 and 3-15.14 of The School Code (105 ILCS 5/10-22.31 AND 3-15.14).

 

 

 

III.        POLICIES AND REGULATIONS

 

 

 

The members of the Association shall be governed by the policies and regulations hereinafter set forth in conducting the affairs of the Association and in planning for its growth and progress.

 

 

 

IV.        MEMBERSHIP

 

 

 

  1. Membership in the Association shall be extended, but not limited, to the public school district of Peoria County, who agree to the terms of the Governing Agreement.

 

 

 

  1. Any public school district adjacent and/or contiguous to the geographical area of the Association may become a member upon application to and approval of a two-thirds (2/3) majority of the Board of Control.

 

 

 

V.         BOARD OF CONTROL

 

 

 

  1. The Board of Control shall consist of one person from each member public school district and one member from the office of the regional superintendent.

 

 

 

  1. The Board Chairperson and Vice-Chairperson shall be appointed on a rotating schedule approved by the Board of Control.  The Secretary will serve a two-year term and be elected biennially (every two years) from the membership of the Board of Control at the May meeting to take office July 1 in even years.  A district representative holding office on the Board of Control in no way obligates that local district to any additional responsibility should the member be listed as a party to a suit by virtue of acting on behalf of the cooperative.

 

 

 

    1. It shall be the duty of the Chair to preside at all meetings.  The Chair shall call special meetings of the Board of Control at his/her discretion.  The Chair shall exercise all other powers and all other duties incidental to the office.
    2. In the absence or inability of the Chair to serve, the Vice-Chair shall exercise all the powers and perform all the duties of the Chair.
    3. It shall be the duty of the Secretary to keep a record of the official acts of the Board of Control.

 

 

 

 

 

 

 

 

 

  1. Each Board of Control member shall be entitled to voting privileges.

 

 

 

    1. The Director shall be an Ex-officio member of the Board of Control but shall have no vote.
    2. Each district representative shall be entitled to the number of votes per the number of enrolled special education students receiving services in special education classrooms that are part of the SEAPCO budget and supervised by SEAPCO administrators as reported on the district’s October billing.  The Regional Superintendent shall be entitled to the number of votes equal to the district having the least enrollment of special education students.  The calculated votes will be revised annually at the Board of Control meeting held in November.
    3. Each member public school district board of education shall appoint its representative to the SEAPCO Board of Control and send its notice of such appointment to the Director.  The board of education may also appoint one or more alternates who may represent it in case its representative must be absent.  Appointments will remain effective until changed by the board of education of the member district.

 

 

 

Elected district representatives may vote for another district not represented on the Board of Control, but a member of SEAPCO, provided the non-represented district’s board of education has passed a resolution approving such action.

 

 

 

The non-represented district shall forward a copy of its board of education minutes of the meeting at which the resolution was passed to the Director at least thirty (30) days prior to the Board of Control meeting before the elected representative may vote for the non-represented district.  Any proxy statement filed prior to the acceptance of this amendment will be considered as meeting the 30-day requirement.  Any future proxy statement will be submitted for filing to the Board of Control.

 

 

 

    1. The Board of Control shall meet monthly or on the call of the Chair.  Meeting dates for the year will be established by the meeting held in July.  A record of the official acts of the Board of Control shall be approved by the Board of Control and signed by the Chair and Secretary.
    2. Special meetings may be called by the Chair or any three members of the Board of Control.
    3. Quorum:  The presence of a majority of the Board of Control members or of the members casting a majority of the weighted votes shall establish a quorum.  Enactment or defeat of any motion brought before the Board of Control shall require a majority approval (by weighted vote) of those members of the Board of Control present.

 

 

 

  1. The board shall have the following powers and control:

 

 

 

a.     Elect officers of the Board of Control.

 

b.    Adopt an annual budget, any amendment of the annual budget, and conduct all necessary public hearings related to such adoption of an annual budget. 

 

c.     Meet such other requirements as the member districts establish from time to time.

 

d.    Meet such other requirements as established by the Illinois State Board of Education or the Government of the United States.

 

e.     Perform all other powers and duties as permitted by law.

 

f.     Hire a Director upon any terms authorized by The School Code.

 

g.    Appoint a Treasurer.

 

h.     Establish and maintain a fiscal year of July 1 to June 30.

 

i.      Select an administrative district/agent.

 

j.      Amend the Articles of Agreement as provided for in Article IX.

 

k.     Designate a member district to issue bonds and notes as authorized by law.

 

 

 

  1. The Board of Control indemnifies and protects all Board of Control members and employees against civil rights damage claims and suits; death, bodily injury and property damage claims and suits, including defense thereof, where damages are sought for negligent or wrongful acts alleged to have been committed in the scope of employment or under the directions of the Board of Control.

 

 

 

VI.        ADMINISTRATIVE DISTRICT

 

 

 

1.     An Administrative District is interpreted to mean any public school district, which is a member of this Association, or the Regional Superintendent of Schools as authorized by Section 3-15.14 of the School Code (105 ILCS 5/3-15.14).

 

 

 

2.     The Administrative District shall continue to serve the Association for an indefinite period.  However, termination of such appointment may be affected by either the Administrative District or the Board of Control provided that such notification shall be filed with the respective Boards of Education of the member districts no later than September 1 to become effective the following July 1.

 

 

 

VII.       ADVISORY BODY

 

 

 

The Association shall have a Finance Committee, comprised of designated members of the SEAPCO Board of Control, which shall serve as an advisory body and liaison between the Director and the Board of Control.  The Finance Committee shall meet as needed.

 

 

 

VIII.      EMPLOYEES

 

 

 

1.     The Board of Control, upon recommendation of the Director, shall direct the Administrative District to employ and dismiss certificated and non-certificated personnel.

 

 

 

2.     As an employee is employed, the Director will define his/her responsibilities and include such a statement within the policies and regulations of the Association.

 

 

 

3.     The salaries of all personnel shall be established by the Board of Control.

 

 

 

IX.        BUDGET AND FINANCING

 

 

 

1.     The Director shall prepare the annual budgetfor each school year and submit it to the Board of Control for its review on or before August 15th except as otherwise required by law.  The budget shall be adopted in accordance with the procedures and timelines set forth in the School Code.

 

 

 

2.     The fiscal year shall be from July 1 to June 30.  Each school district shall assume responsibility for the portion of the Association’s anticipated expenditures at the time the annual budget is prepared and adopted.  District student enrollment shall be the enrollment reported on the district’s Fall Housing Report to the Educational Service Region Superintendent’s Office.  If there is a five (5) percent or more change in enrollment as of November 15, the district may submit an adjustment to the Director of Special Education.  The enrollment will be determined on a yearly basis and utilized for billing purposes.

 

 

 

3.     A treasurer shall be employed by the Board of Control to serve a two-year contract beginning July 1 of the odd-numbered years.

 

 

 

4.     Each member school district shall be assessed its share of the Association’s annual costs and expenses (administrative costs, program costs, etc.) based upon the approved Board policy regarding tuition billing.

 

 

 

5.     The Association may utilize any method of financing permitted by law and approved by the Board of Control and the Administrative Agent.

 

 

 

X.         AMENDMENTS

 

 

 

1.     Articles of this agreement may be amended by a majority vote of the Board of Control.

 

 

 

2.     Any proposed amendment shall be presented in writing to the Board of Control members at least ten (10) calendar days prior to the meeting at which adoption of said amendment will be considered.  Any proposed amendment shall be served upon each member of the Board of Control by the Board’s secretary by certified mail, return receipt requested, and no vote shall be had upon such amendment until at least ten calendar days after the date of mailing.

 

 

 

XI.        ADMINISTRATION AND STAFF

 

 

 

1.    Director

 

The Board of Control shall employ a Director who shall be certified by the Illinois State Board of Education to serve as a director of special education.   The Board of Control shall determine the terms of the Director’s employment which shall be consistent with Section 10-22.31 of the School Code or any successor legislation and incorporated into a written contract.

 

 

 

2.    Staff.

 

The Board of Control shall employ both certificated and non-certificated personnel as recommended by the Director. 

 

 

 

3.    Professional Worker Schedule.

 

So long as required by law, no full time professional worker, as defined in the School Code, employed by the Association who spends over 50% of his/her time in one member school district shall be required to work a different teaching schedule than the other professional workers in that member district.

 

 

 

XII.       Programs, Services, Transportation, aND HOUSING

 

 

 

1.    Types of Programs and Services.

 

The Association shall operate programs on behalf of member school districts and provide services to member school districts to meet the educational needs of students with disabilities identified under Article 14 of the School Code and Illinois State Board of Education Regulations. 

 

 

 

2.    Determination of Programs and Services. 

 

The Director and Board of Control shall determine what programs and services the Association will offer member school districts consistent with the Association budget as approved by the Board of Control and the Administrative District.  

 

 

 

3.    Transportation.

 

The Association may provide transportation to students attending Association operated programs as recommended by the Director and approved by the Board of Control consistent with the Association budget as approved by the Board of Control and the Administrative District.

 

 

 

4.    Housing.

 

Housing required for any program operated by the Association shall be authorized and funded as determined by the Board of Control.  Member Districts will provide adequate classroom space to house Association special education students.

 

 

 

 

 

XIII.      VOLUNTARY WITHDRAWAL FROM THE ASSOCIATION

 

 

 

1.     Procedures.

 

Voluntary withdrawal of a Member District from the Association shall comply with the procedures set forth in Section 10-22.31 of the School Code (105 ILCS 5/10-22.31) as amended or any successor legislation and any state rules and regulations governing the same.  Such withdrawal shall be effective as provided by said statute and regulations.  Consistent with law, a Member District may seek to withdraw from the Association either by filing a Petition for Withdrawal with the appropriate Regional Board(s) of School Trustees (or successor body as provided by law) or by filing with the other the Member Districts a Petition to Withdraw.

 

 

 

2.     Advance Notification.

 

In either event, a Member District seeking to voluntarily withdraw from the Association shall have its board of education adopt a resolution in support of such voluntary withdrawal and must provide said resolution to the Board of Control no less than twelve (12) months prior to the requested effective date of withdrawal.  Said resolution shall state the reasons for the proposed withdrawal as well as the proposed effective date of withdrawal, which in no event may be less than twelve (12) months from the date the resolution is submitted to the Board of Control.  The Board of Control shall provide such resolution to the Regional Superintendent of the appropriate Regional Office(s) of Education (or successor body as provided by law) and to each Member District’s Superintendent and President of the Board of Education.

 

 

 

3.     Consensual Withdrawal.

 

A Member District may file a Petition for Withdrawal with the other the Member Districts no later than twelve (12) months prior to the proposed effective date of withdrawal.  Such Petition shall, at a minimum, specify the basis for the proposed withdrawal, the proposed effective date of withdrawal, and such other information as the petitioning Member District wishes to provide.  The Member District Boards of Education shall consider said Petition and take such action regarding the Petition as it considers appropriate.  Any Board of Education may request additional information from the Petitioning District, and the Petitioning District shall comply with all reasonable requests for information and documents.  Member Districts’ Boards of Education shall consider the Petition and, if they vote to approve the Petition, shall do so by written resolution.  Such resolution shall be forwarded to the Association Director and all Member Districts.  If a Petition for Withdrawal is approved by all Member Districts, the Petitioning Member District shall be withdrawn from the Association effective the succeeding July 1st.  The Petitioning Member District shall notify the Illinois State Board of Education in writing of the withdrawal upon approval by all Member District Boards of Education.

 

 

 

4.     Non-Consensual Withdrawal.

 

A Member District not wishing to utilize the consensual process provided in Section 3 above, or whose Petition under Section 3 was not approved, may adopt a resolution as provided in Section 2 above and file a Petition for Withdrawal with the appropriate Regional Board(s) of School Trustees (or successor body as provided by law).  Said Petition shall be simultaneously submitted to the Association Director, who shall provide a copy to all Member District Superintendents.  The Director shall review said Petition and recommend to the Board of Control the content and manner of response on behalf of the Association.  The Board of Control shall make final determinations regarding the Association response to a Petition for Withdrawal filed with the Regional Board(s) of School Trustees. 

 

 

 

 

 

5.     Rights and Obligations.

 

a.     Assets.  In the event a voluntary withdrawal from this Joint Agreement is approved pursuant to the procedures in Sections 3 or 4 above, the withdrawing Member District(s) shall have no claim to any assets of the Association, including, but not limited to, any real or personal property, buildings, land, equipment or funds of the Association, except unexpended IDEA Part B funds retained by the Cooperative that are actually Member District funds for the provision of FAPE for the Member District students with disabilities. However, IDEA Part B funds paid to the Cooperative by a Member District for a purchased service are Cooperative assets, to which a withdrawing Member District has no claim.

 

 

 

b.    Liabilities.  In the event a voluntary withdrawal from this Joint Agreement is approved pursuant to the procedures in Sections 3 or 4 above, the withdrawing district shall be responsible for its share of liabilities incurred by the Association prior to the effective date of withdrawal.  Said liabilities include, but are not limited to, any form of debt or bonded indebtedness or notes, any retirement incentives or costs related to retiring staff, any liabilities as provided by law or any other financial or other liabilities incurred by the Association pursuant to its approved budget or on behalf of the withdrawing district.  The withdrawing district shall be responsible for its share of liabilities as that share is determined for all member school districts in the fiscal year immediately preceding the effective date of withdrawal. 

 

 

 

XIV.      DISSOLUTION

 

 

 

1.     Procedure for Voluntary Dissolution by Board of Control.

 

A voluntary dissolution of the Joint Agreement may be authorized by a two thirds (2/3) vote of the entire Board of Control in the following manner:

 

 

 

a.     Any member of the Board of Control may file a proposed resolution in writing with the Chairman of the Board of Control proposing that the Joint Agreement be dissolved voluntarily, and requesting that the question of such dissolution be submitted to a vote at a meeting of the Board of Control and the Administrative District.

 

b.    Written notice stating that the purpose, or one of the purposes, of the meeting is to consider the voluntary dissolution of the Joint Agreement shall be given to each member of the Board of Control and the Administrative District.  The notice shall be given within the time and in the manner provided in this Agreement for giving notice of meeting of the Board of Control and Administrative District.  Such proposed resolution shall be filed at least twelve (12) months prior to the requested effective date of the dissolution.

 

c.     The Administrative District Board of Education shall act to approve a dissolution of the Joint Agreement upon direction of the Board of Control.

 

 

 

2.     Effect of Dissolution.

 

Dissolution of the Joint Agreement terminates its existence.  Upon dissolution, the Joint Agreement shall not thereafter carry on any business except that necessary to conclude and liquidate its business and affairs, including:

 

 

 

a.     Collecting its assets as provided in Section 4 below,

 

b.    Liquidating and/or disposing of its assets as provided in Section 4 below,

 

c.     Discharging or making provisions for discharging its liabilities,

 

d.    Distributing cash raised pursuant to liquidation of disposition of the Association assets and any remaining non-cash assets to Member Districts as provided in Section 4 below. 

 

e.     Causing the honorable dismissal of or otherwise terminating the Association’s employees, and

 

f.     Doing such other acts as are necessary to wind up and liquate its business and affairs.

 

 

 

3.     Successor Districts and Consolidated Districts.

 

In the event any Member District merges or consolidates with another Member District, the new entity which comprises the former Member Districts, and is a Member District at the time of dissolution, shall be entitled to the same distribution of assets of the previously existing Member District(s) as if the merger or consolidation had not occurred unless specifically provided otherwise by law.

 

 

 

4.     Determination and Distribution of Assets and Liabilities.

 

In the event that the Association dissolves, its Net Assets, defined as all the Association real property (the fair market value of which has been appraised by an Illinois licensed real estate appraiser), personal property, and fund balances, less all expenses and the Association debt as of the effective date of dissolution, will be distributed as follows:

 

 

 

a.     Real Property

 

 

 

Any the Association buildings or real property will be offered for sale to the Association’s successor, if any (“Successor”), or the Association’s current Member District(s), at the average appraised value based on a minimum of two (2) appraisals by Illinois-licensed real estate appraisers.  Additional terms and conditions pertaining to such sale shall be in accordance with those promulgated by the Board of Control.

 

 

 

If the Successor or one of the Member Districts does not purchase the building(s), the Board of Control will place the site(s) for sale in accordance with the School Code, or upon such terms and conditions as the Board of Control deems appropriate if the School Code fails to provide a method for sale.

 

 

 

The net proceeds of such sale will be distributed proportionately to the current Member Districts, with each Member District receiving an amount calculated using the following formula:

 

 

 

1.     Divide the average enrollment of the Member District over the preceding ten (10) year period by the combined average enrollment of all Member Districts over the preceding ten (10) year period.  Member District enrollments shall be those stated in the prior year’s Illinois District Report Cards.

 

 

 

2.     Multiply the net proceeds of the sale by the quotient from Paragraph 1.

 

 

 

b.    Equipment and Materials

 

 

 

The education equipment and materials assigned to student programs will be transferred to the Successor with the stipulation that it is the Successor’s intent to operate these programs for at least two (2) years.  If no Successor exists, the equipment and material will be sold separately.

 

 

 

Any equipment and materials not transferred to a Successor will be placed for sale in accordance with the School Code, or upon such terms and conditions as the Board of Control deems appropriate if the School Code fails to provide a method for sale. 

 

 

 

The net proceeds of such sale will be distributed proportionately to the current Member Districts, based on the average enrollment of the Member Districts over the preceding ten (10) year period, using the formula set forth in Section (a).

 

 

 

 

 

c.     Personnel Reimbursements

 

 

 

State and federal personnel reimbursement generated by the Association during the school year prior to dissolution, when forwarded by ISBE to the Regional Office of Education, will flow to the Successor, if any.  If no Successor exists, such reimbursements shall flow proportionately to the Member Districts employing at least one individual in the position for which reimbursement was provided to the Association, based on the average enrollment of the Member Districts over the preceding ten (10) year period, using the formula set forth in Section (a).

 

 

 

d.    Grant Carryover Funds

 

 

 

The Association grant carryover funds will be allocated to Member Districts as determined by a majority of the Board of Control, except that unexpended IDEA funds retained by the Cooperative that are actually Member District funds for the provision of FAPE for the Member District students with disabilities will be passed on to the Member District of the student generating the funds.

 

 

 

e.     Remaining Fund Balances and/or Deficits

 

 

 

Any remaining fund balances or deficits will be distributed or charged proportionately to the Association’s current Member Districts based on the average enrollment of the Member Districts over the preceding ten (10) year period, using the formula set forth in Section (a).

 

 

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SECTION II - BOARD OF CONTROL

GOVERNANCE

2.10 - ASSOCIATION GOVERNANCE

2.20 - POWER AND DUTIES

BOARD MEMBER

2.30 - BOARD MEMBER QUALIFICATIONS

2.40 - VACANCIES ON THE BOARD - FILLING VACANCIES

2.50 - BOARD MEMBER ETHICS

2.60 - QUALIFICATIONS, TERMS, AND DUTIES OF BOARD OFFICERS

BOARD RELATIONSHIPS

2.120 - BOARD-DIRECTOR RELATIONSHIP

2.130 - COMMUNICATIONS TO AND FROM THE BOARD

2.140 - COMMITTEES

2.150 - ASSOCIATION ATTORNEY

BOARD MEETINGS

2.160 - MAILING LISTS FOR RECEIVING BOARD MATERIAL

2.170 - TYPES OF BOARD MEETINGS

2.180 - BOARD MEETING PROCEDURE

2.190 - PUBLIC PARTICIPATION AT ASSOCIATION BOARD MEETINGS AND PETITIONS TO THE BOARD

BOARD POLICY

2.200 - BOARD POLICY DEVELOPMENT

BOARD RECORDS

2.210 - ACCESS TO ASSOCIATIONS PUBLIC RECORDS

UNIFORM GRIEVANCE PROCEDURE

2.220 - UNIFORM GRIEVANCE PROCEDURE

 

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ASSOCIATION GOVERNANCE

The Special Education Association of Peoria County is established within the governing Policies (Revised 2/96) adopted on July 1, 1965. (See Section 1 for full text).

Official action by Board members must occur at a duly called and legally conducted meeting. “Meeting” is defined as any gathering of the majority of a quorum of Board members for the purpose of discussing Association business.

Board members, as individuals, have no authority over school affairs, except as provided by law or authorized by the Board.

 

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POWERS AND DUTIES OF THE BOARD OF CONTROL

The Board functions within the framework of laws, court decisions, regulations, standards and directives of the State Board of Education and similar mandates from the state and national levels of government.

The powers and duties of the Board generally include:

1. Formulating and adopting Association policies;

2. Employing a Special Education Director and other personnel, determining their compensation, and dismissing personnel;

3. Approving the annual budget, major expenditures, payment of obligations, annual audit, and other aspects involving the financial operation of The Association;

4. Letting contracts utilizing the public bidding process when required;

5. Providing, supervising, and maintaining adequate physical facilities;

6. Approving the educational services;

7. Evaluating the educational program;

8. Establishing the work year;

9. Entering into joint agreements with other School Boards to establish Association educational programs or provide educational facilities; and

10. Communicating the school’s activities and operations to the community and representing the needs and desires of the community in educational matters.

Members of the Board should strive to attend all meetings, discuss items presented on the agenda, suggest other items for consideration, and vote upon motions presented. It is important that members of the Board be non-partisan in dealing with Association matters and place the education of children above any partisan principle, group interest, or personal ambition.

 

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BOARD MEMBER QUALIFICATIONS

Each member public school district board of education shall appoint its representative to the Board of Control and send its notice of such appointment to the director. The local board of education may also appoint one or more alternates who may represent it in case its representative must be absent.

Appointments will remain effective until changed by the board of education of the member district. The director shall be an Ex-officio member of the Board of Control but shall have no vote.

The office of the regional superintendent is a member of the Board. The regional superintendent may also appoint one or more alternates who may represent him/her in case of his/her absence.

 

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VACANCIES ON THE BOARD – FILLING VACANCIES

Each member public school district board of education shall be responsible for appointing it’s representative to fill a vacancy and sending it’s notice of such appointment to the Director.

 

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BOARD MEMBER ETHICS

The Board adopts the Illinois Association of School Boards, “Code of Conduct for Members of School Boards.” A copy of the Code shall be displayed in the regular Board meeting room. 

 

Each member of the Special Education Association of Peoria County Board ascribes to the following code of ethics:

1. I shall represent all Association constituents honestly and equally and refuse to surrender my responsibilities to special interest or partisan political groups.

2. I shall avoid any conflict of interest or any appearance of impropriety, which could result from my position, and shall not use my Association Board membership for personal gain or publicity.

3. I shall recognize that an Association Board member has no legal authority as an individual and that decisions can be made only by a majority vote at an Association Board meeting.

4. I shall take no private action that might compromise the Board or administration and shall respect the confidentiality of privileged information.

5. I shall abide by majority decisions of the Association Board, while retaining the right to seek changes in such decisions through ethical and constructive channels.

6. I shall encourage and respect the free expression of opinion by my fellow Association Board members and others who seek a hearing before the Association Board.

7. I shall be involved and knowledgeable about local educational concerns as well as State and national issues.

In addition, I shall encourage the Association Board to pursue the following goals:

1. The development of education programs which meet the individual needs of every student, regardless of ability, race, sex, creed, social standing or disability.

2. The development of procedures for the regular and systematic evaluation of programs, staff performance, and Association Board operations to ensure progress toward education and fiscal goals;

3. The development of effective Association board policies, which provide direction for the operation of the schools and delegate authority to the Director for his/her administration.

4. The development of systematic communications which ensure that the Association Board, administration, staff, students, and community are fully informed and that the staff understands the community’s aspirations for its schools; and

5. The development of sound business practices, which ensure that every dollar spent, produces maximum benefits.

 

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QUALIFICATIONS, TERMS, AND DUTIES OF BOARD OFFICERS

The officers of the Board shall be a Chairperson, Vice Chairperson, and Secretary. The Board elects a Chairperson, Vice Chairperson and Secretary annually from it’s members. The term of office for board officers is one year.

CHAIRPERSON

The Chairperson shall perform the following duties:

1. Preside at all meetings;

2. Make all Board committee appointments;

3. Be an ex-officio member of all committees;

4. Represent the Board on other boards or agencies;

5. Sign official Association documents requiring the Chairperson’s signature;

6. Call special meetings of the Board; and

7. Review appeals of record access requests that were denied.

The Chairperson is permitted to participate in all meetings in a manner equal to all other Board members.

A vacancy in the office of Chairperson is filled by the Vice Chairperson.

VICE CHAIRPERSON

The Vice Chairperson performs the duties of the President if:

the office of Chairperson is vacant;

the Chairperson is absent; or

the Chairperson is unable to perform the office’s duties.

A vacancy in the office of Vice Chairperson is filled by special Board election.

SECRETARY

The Secretary shall perform or delegate the following duties:

1. Post notice for Board meetings;

2. Keep Board meeting minutes;

3. Prepare board meeting agendas and provide them, along with prior meeting minutes, to Board Members before the next meeting;

4. Mail meeting notification and agenda to news media who have officially requested copies;

5. Keep records of the Board’s official acts, and sign them, along with the Chairperson;

6. Arrange public inspection of the budget before adoption;

7. Publish required notices;

8. Sign official Association documents requiring the Secretary’s signature; and

9. Maintain Board policy, financial reports, publicity, and correspondence.

If the employment status of the individual holding the position of Secretary changes or if the individual is no longer a member of the Board, such that the office of the Secretary becomes permanently vacant, the office will be filled by special Board election.

TREASURER

The Treasurer shall be appointed by the Board for two years. The Treasurer, who is not a Board member, shall be compensated provided compensation is established before the appointment. Should the Treasurer become temporarily incapacitated by illness, absent from the Association or prevented from performance of his/her duties by any other cause, the board shall appoint an acting Treasurer. The acting Treasurer shall serve until the Board determines that the Treasurer’s temporary incapacity no longer exists.

An appointed Treasurer must:

be at least 21 years old;

not be a member of the County Board of School Trustees; and

have a financial background or related experience, or 12 credit hours of college level accounting.

The Treasurer shall:

1. Furnish a bond, which shall be approved by a majority of the full Board;

2. Maintain custody of school funds;

3. Maintain records of school funds and balances;

4. Prepare a monthly reconciliation report for the Director and board; and

5. Receive, hold, and expend Association funds only upon the order of the Board.

A vacancy in the Treasurer’s Office is filled by Board appointment.

RECORDING SECRETARY

The Board may appoint a recording secretary who is a staff member.

If the recording secretary is absent from any meeting or is unable to perform the duties of the office, a Secretary Pro Tempore, who may be a member of the Board, shall be appointed.

The Recording Secretary’s primary responsibility shall be the keeping of records, in bound books with numbered pages, of all transactions of the Association Board in regular and special open meetings. All closed meeting minutes shall be recorded by the Recording Secretary or designee of the Director.

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BOARD-DIRECTOR RELATIONSHIP

The Board and Director constitute the management team for the Association. The Board-Director relationship is based on mutual respect for their complementary roles. The relationship requires clear communication of expectations regarding the duties and responsibilities of both the Board and Director.

The Board hires, evaluates, and seeks the recommendations of the director as the Association chief executive officer. The board adopts policies necessary to provide general direction for the Association and to encourage achievement of Association goals. The director develops plans, programs, and procedures needed to implement the policies and directs the Association’s day-to-day operations.

 

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COMMUNICATIONS TO AND FROM THE BOARD

Staff members, parents, and community members should submit questions or communications to the Board through the Director. Board members’ questions or concerns about staff or programmatic issues will be channeled through the Director’s office. If contacted individually, Board Members will refer the person to the appropriate channel of authority, except in unusual situations. Board Members will not take private action that might compromise the Board or administration.

 

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COMMITTEES

BOARD COMMITTEES

The Board may create Board Committees as deemed necessary. The Board Chairperson makes all Board committee appointments unless specifically stated otherwise. Notice of Board committee meetings shall be given in the same manner as notice for special meetings, and board committee meetings shall be open to the public. Board committees report directly to the Board.

1. Special Board Committees

Special committees may be created for a specific purpose or to investigate a special issue. A special committee shall be automatically dissolved after presenting it’s final report to the board or at the Board’s discretion. Citizen advisory committees may be used to interpret Association needs to the community and to gather information from the community.

The Board Chairperson shall appoint no more than four Board members to serve on a committee. The Chairperson shall be an ex-officio member of each committee.

Any Board member may attend committee meetings.

2. Standing Board Committees

Standing committees are created for an indefinite term to fulfill a continuing Association need for investigation and monitoring of a specific issue.

DIRECTOR COMMITTEES

The Director may create Director committees as deemed necessary and makes all appointments consistent with the requirements of this policy. Director committees report to the Director.

 

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ASSOCIATION ATTORNEY

The Board may annually select an attorney to serve as legal advisor to the Board and the Director.

The school attorney serves on a retainer or other fee arrangement as the Board and attorney shall determine in advance.

The attorney will:

1. Serve as counselor to the Board at all regular meetings and at special meetings when requested by the Director or the Board Chairperson.

2. Represent the Association in any legal matter as requested by the Board.

3. Provide written opinions on legal matter as requested by the Director or Chairperson.

4. Approve, prepare, or supervise the preparation of legal documents and instruments and perform such other legal duties as the board may request; and

5. Be available for telephone consultation.

The Board shall retain the right to consult or employ other attorneys on matters of special concern and to terminate the service of any attorney.

 

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MAILING LISTS FOR RECEIVING BOARD MATERIAL

The Director shall maintain a mailing list of the names and addresses each year of persons who file a written request to be on such a list. Those persons shall be mailed copies of the following, provided they have pre-paid the subscription fee, pro-rated if subscribing less than one year;

1. Board Agenda

2. Budget

3. Audits

4. Official Board Minutes, which will be mailed within 10 days after approval.

The subscription fee will be set annually to cover reproduction and mailing costs. The subscription period shall be the same as the Association’s fiscal year.

Persons who wish to remain on the list may do so by submitting a written request and pre-paying the subscription fee annually.

The Board will be provided a copy of the mailing list on an annual basis.

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TYPES OF BOARD MEETINGS

TIME AND PLACE

For all meetings of the Board of Control and its committees, the Director of designee shall satisfy all notice and posting requirements contained herein, as well as the Open Meetings Act. This shall include mailing meeting notification to news media that have officially requested them, and to others as approved by the Board of Control. Unless otherwise specified by the Board of Control, all meetings are held in the Association’s Administrative Offices.

REGULAR MEETINGS

The Board shall hold its regular meetings at times and on dates designated on a calendar adopted at it’s June Board meeting. The Board may change a regular meeting day by giving 10 days notice in accordance with State law. A meeting agenda shall be posted at the Association’s Administrative Office at least 48 hours before a regular meeting. Items not specifically on the agenda may still be considered during the meeting.

The Board shall hold at least one (1) regular meeting every month.

CLOSED MEETINGS

The Board, Board committees, and sub-committees may meet in a closed meeting for any purpose authorized by law.

The Board may hold a closed meeting, or close a portion of a meeting, by a majority vote of a quorum, taken at an open meeting. The vote of each Board member present, and the reason for the closed meeting, shall be publicly disclosed at the time of the meeting, and clearly stated in the motion and the meeting minutes.

A single motion calling for a series of closed meetings may be adopted by a Board quorum when such meetings will involve the same particular matters and are scheduled to be held within 3 months of the vote.

No final Board action shall be taken at a closed meeting.

RECONVENED OR RESCHEDULED MEETINGS

A meeting may be rescheduled or reconvened. Public notice of a rescheduled or reconvened meeting shall be given in the same manner as that for a special meeting, except that no public notice is required when the original meeting is open to the public and (1) is to be reconvened within 24 hours, or (2) an announcement of the time and place of the reconvened meeting was made at the original meeting and there is no change in the agenda.

Public notice of an adjourned meeting shall be given in the same manner as that prescribed for a special meeting, except that no public notice is required when the meeting is to reconvene within twenty-four (24) hours of the original meeting or when an announcement of the time and place of the adjourned meeting was made at the original meeting and there is no change in the agenda.

If public notice of an adjourned regular meeting has been given, all business may be transacted which would have been proper in the meeting from which adjournment was taken, including additions to the agenda.

SPECIAL MEETINGS

Special meetings may be called by the Director or by any 3 members of the Board of Control by giving notice thereof, in writing, stating the time, place and purpose of the meeting to remaining Board members by mail at least 48 hours before the meeting, or by personal service at least 24 hours before the meeting.

Public notice of a special meeting is given by posting a notice at the Central Office at least 48 hours before the meeting and by notifying the news media, which have filed a written request for notice. A meeting agenda shall accompany the notice.

No matters shall be discussed, considered, or brought before the Board of Control at any special meeting other than such matters as were included in the stated purpose of the meeting.

EMERGENCY MEETINGS

Notice of emergency meetings shall be given as soon as practicable to news media which have filed a written request for notice.

ADJOURNED

Any regular or special meeting may be adjourned by the presiding officer.

 

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BOARD MEETING PROCEDURE

AGENDA

The agenda for Board meetings shall be prepared by the Director in consultation with the Chairperson.

Items submitted by Board members to the Director or the Chairperson shall be placed on the agenda. Residents of the Association’s member districts may suggest inclusions on the agenda. Such suggestions must be received by the Director at least one week prior to the Board meeting.

Items may be added to the agenda at the beginning of a regular meeting at the Director’s or any Board member’s request upon unanimous approval of those Board members present.

Copies of the agenda shall be delivered, with adequate data and background information, to each Board member at least 48 hours prior to each regular meeting. Copies of the agenda are available at meetings.

The order of business at regular Board meetings shall be:

1. Roll Call

2. Approval of Minutes of Previous Meeting

3. Approval of Bills

4. Recognition and Comments from Employees and Public

5. Unfinished Business

6. New Business

7. Adjournment

Upon consent of a majority of members present, the regular order of business at any meeting may be suspended.

Board members shall be expected to read the information provided them and to contact the Director to request additional information that may be deemed necessary to assist them in their decision-making responsibilities.

Copies of the agenda shall be available at the meeting for the convenience of visitors or mailed to those persons who file a written request with the Director.

VOTING METHOD

Each Board of Control member shall be entitled to voting privileges. Each district representative shall be entitled to the number of votes calculated as the number of enrolled special education students receiving services in special education classrooms as reported on the Association’s October billing. The Regional Superintendent shall be entitled to the number of votes equal to the Association having the least enrollment of special education students. The calculated votes will be revised annually at the Board of Control meeting held in November. 

Unless otherwise provided by law, when a vote is taken upon any measure before the Association Board with a quorum being present, a majority of the weighted votes cast shall determine it’s outcome. When votes are entered in the records of the Association Board, “present” or “abstain” votes shall be recorded as such. A vote of “present” or “abstain” is counted with the majority vote. On a tie vote, the motion is lost.

On all questions which involve the expenditure of money and on all questions which involve the closing of a meeting to the public, a roll call vote of the yeas and nays shall be taken and entered in the records of the Board.

Any Board member may request that his/her vote be recorded and, with the approval of the other Board members, he/she may append at that time a statement indicating the reason for his/her vote.

Any board member may request that his/her vote be changed prior to the result of the vote being announced by the Chairperson.

The majority of the weighted vote of the Board of Control present at any meeting shall approve employment or dismissal of the qualified staff upon the recommendation of the Director.

MINUTES

The Secretary shall keep or delegate the responsibility for keeping in a punctual, orderly and reliable manner a record of the official acts of the board, which shall be signed by the chairperson and the Secretary.

The minutes include:

1. The date, time and place of the meeting.

2. Board members recorded as either present or absent.

3. A summary of discussion on all matters proposed, deliberated, or decided,

and a record of any votes taken;

4. On all matters requiring a roll call vote, a record of the “yeas” and the “nays”;

5. If the meeting is adjourned to another day, the time and place of the adjourned meeting;

6. The vote of each member present when a vote is taken to hold a closed meeting, or portion of a meeting, and the reason for the closed meeting;

7. A record of all motions, the member making the motion, and the second;

8. The type of meeting, including any notices, and, if a reconvened meeting, the original meeting’s date.

The minutes are submitted to the Board at the next Board meeting for approval or modification.

The Board’s minutes must be submitted to the Board’s Treasurer on the first Monday of April and October, and at other times as the Treasurer may require.

The official minutes are in the custody of the Secretary or his/her designee. Minutes of open meetings are available for inspection during regular office hours within 7 days after the Board’s approval, in the office of the director, in the presence of the Secretary, the Director, or any member of the board. Minutes of closed meetings are likewise available if the board determines that it is no longer necessary to protect the public interest or the privacy of an individual by keeping them confidential. Only official minutes are available. The official record shall not be removed from the Director’s office except by vote of the board or court order.

OPEN MEETINGS: FINAL BOARD ACTION AND REVIEW OF CLOSED SESSION MINUTES

It is the policy of the Board of Control to inform the public of its discussion and actions and to comply with the provisions of the Illinois Open Meetings Act. In furtherance of this policy, the Board shall advise the public of its deliberations both in open and closed session in accordance with the following:

I. All final action taken by the Board at an open session shall be preceded by a public recital of the nature of the matter being considered and such other information as will inform the public of the business being conducted. Prior to the Board’s taking any final action on a matter, the Board President, Director, or any person acting in their stead, shall describe the nature of the issue before the Board during the discussion of the matter. If no discussion occurs on a matter upon which the Board is to take final action, the motion itself shall describe the nature of the action being considered.

II. The Board shall keep and maintain written minutes of all meetings held, whether open or closed, which shall include: 1) the date, time and place of the meeting; 2) a listing of Board members present and absent; 3) a summary of discussions on all matters which are proposed, deliberated, or decided at the meting; and 4) a record of any votes taken. The minutes for open meetings will be made available for public inspection within seven (7) days after the Board approves such minutes.

III. The Board shall, in closed session, meet periodically, but not less than semi-annually, to review the minutes of its closed session meetings. During such review, the Board shall determine, and shall thereafter report in open session:

1) Whether the need for confidentiality still exists as to all or part of the closed session minutes under review, or

2) Whether the minutes or portions thereof no longer require confidential treatment and can be made available for public inspection.

QUORUM

The presence of a majority of the Board of Control members or of the members casting a majority of the weighted votes shall establish a quorum. Enactment or defeat of any motion brought before the Board of Control shall require a majority approval (by weighted vote) of those members of the Board of Control present. 

RULES OF ORDER

The Board Chairperson, as the presiding officer, will use Robert’s Rule of Order newly Revised as a guide when a question arises concerning procedure.

BROADCASTING AND RECORDING BOARD MEETINGS

Any person may record or broadcast an open Board meeting. Requests for special needs, such as seating, writing surfaces, lighting, and access to electrical power should be directed to the Director at least 2 hours before the meeting.

Recording meetings shall not distract or disturb Board members, other meeting participants, or members of the public. The Board Chairperson may designate a location for recording equipment, may restrict the movements of individuals who are using recording equipment, or may take such other steps as are deemed necessary to preserve decorum and facilitate the meeting.

If a witness refuses to testify while being taped or filmed, the Board shall prohibit such recording during the witness’ testimony.

 

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PUBLIC PARTICIPATION AT ASSOCIATION BOARD MEETINGS AND PETITIONS TO THE BOARD

At each regular and special open meeting, the members of the public and Association employees may comment on or ask questions of the board, subject to reasonable constraints.

The individuals appearing before the Board are expected to follow these guidelines:

1. Address the Board only at the appropriate time as indicated on the agenda and when recognized by the Association Chairperson.

2. Identify himself or herself and be brief. Ordinarily, such comments shall be limited to 5 minutes. In unusual circumstances, and when the person has given advance notice of the need to speak for a longer period of time, such person may be allowed to speak for more than 5 minutes.

3. The Association Chairperson may deny a person the opportunity to speak for more than 5 minutes. The Chairperson may also deny such opportunity to a person who has previously addressed the Board on the same subject.

4. The Association Chairperson shall have the authority to determine procedural matters regarding public participation not otherwise defined in Association policy.

 

Petitions or written correspondence to the Board shall be presented to the Association at the next regularly scheduled Board meeting.

 

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BOARD POLICY DEVELOPMENT

The formulation and adoption of written policies is the basic method by which the Board exercises its leadership. A “policy” is a statement adopted by the Board providing general guidance on a specific topic, which can be implemented by administrative action or procedure.

PRELIMINARY DEVELOPMENT

Any Board member, the director, or any citizen of the Association’s member districts may propose new policies or changes to existing policies. Suggestions from staff members or organizations are processed through regular administrative channels.

The Director or a designee is responsible for: (1) notifying those who will be affected by a proposed policy and obtaining their advice and suggestions, and (2) drafting policy recommendations into acceptable written form for further deliberation and/or action by the Board. The Director shall seek the counsel of the school attorney when there may be a legal question or of proper legal procedure in a policy’s development.

POLICY ADOPTION

Policies or policy revisions will not be adopted at the Board meeting at which they are introduced. Further Board consideration will be given at a subsequent meeting(s). The Board may grant temporary approval to meet emergency conditions or special events, which may occur before formal action can be taken.

POLICY DISSEMINATION

The Board policies are available for public inspection in the administrative office during regular office hours. Copy requests can be made under the Association’s Access to public Records Policy.

ADMINISTRATION IN POLICY ABSENCE

In the absence of Board policy, the Director is authorized to take appropriate administrative action but shall promptly inform the Board.

SUSPENSION OF POLICIES

The operation of any Board policy not establish by law or contract may be temporarily suspended by a majority vote of Board members present at a regular or special meeting.

BOARD POLICY REVIEW AND EVALUATION

The Board shall periodically evaluate the execution and results of its policies and consider whether any modifications are required.

BOARD REVIEW OF ADMINISTRATIVE PROCEDURES

The Director shall notify and provide a copy to the board of any new or modified administrative procedures. The Board retains the right to direct the Director to make changes.

 

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ACCESS TO ASSOCIATION’S PUBLIC RECORDS

The Association will respond to all requests under the Illinois Freedom of Information Act from all persons desiring access to and copying of the Association’s public records.

The Board Chairperson or Director shall report to the Board at each regular meeting any requests made under the Freedom of Information Act and will also report the status of the response.

The Director shall implement this policy with administrative procedures. Copy fees are set annually by a Board resolution. 

The following procedures shall be followed when persons seek access to information under the provisions of the Illinois Freedom of Information Act.

1. Inspection of Association records not excluded from the Illinois Freedom of Information Act will be permitted between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, on days the Association’s office is open for business.

2. Records are inspected at the Association’s office, 6000 S. Adams Street, Bartonville, Illinois. Records are not to be removed from there.

3. Requests to inspect Association records will be submitted in writing to the Director or a designee. The Association will either comply with or deny a written request pursuant to the Freedom of Information Act within the timelines established by law. Under circumstances specified in Section III of the Act, the time for responding may be extended by not more than 7 working days.

4. Inspection will not be allowed when records are in immediate use by persons exercising official duties that require use of the records.

5. Requests must specify Association records with reasonable particularity to avoid inefficient use of staff time in retrieving and preparing records for inspection.

6. Should the requested records be classified as exempt but contain information which is not exempt, the Director or a designee shall delete the exempt material and release the remaining information for inspection and copying.

7. The Director, a designee, or an Association Board Member shall be present during inspection or copying of Association records.

8. Upon request, copies of the requested Association public records shall be produced at the time of inspection. A fee, which is reasonably calculated to reimburse the Association for the actual costs of reproducing and certifying the public records, may be charged. Such fees shall be set annually by a Board resolution.

The following fees will be charged for copying records:

a. 8½” x 11” size paper _______ per page.

b. 8½” x 14” size paper _______ per page.

c. 11” x 17” computer printouts which require reduction ______ per page.

d. Persons may be given copies at no or a reduced charge if they state a specific purpose for the request that is in the public interest. A request is in the public interest if it’s purpose is to access and disseminate information regarding the health, safety and welfare or the legal rights of the general public and is not for the principal purpose of personal or commercial benefit. In setting the amount of the waiver or reduction, the Director may consider the amount of materials requested and the cost of copying them.

9. If a request for access is denied, in whole or in part, the Director will provide the individual making the request with a written denial and notice of the right to appeal the decision to the Board Chairperson.

10. The Association’s Central Office will maintain a directory describing the Association, listing all employees, and describing the types of records, which are maintained and available for public inspection, such as:

A. Financial records

Budget

Audit

Bills

Receipts for revenue

Vouchers

Cancelled checks

Salary schedules

Utility bills

 

B. General records

Board minutes

Board resolutions

Bidding specifications

Board policies and administrative procedures

Administrative instructions to staff (unless exempt under Section 7 of the Act).

Personnel code

Personnel names, salaries, titles, and dates of employment

Office equipment

Insurance

Capital equipment

Legal notices

Newspaper articles

Application for contracts, permits, grants, or agreement (unless exempt under Section 7 of the Act).

 

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WRITTEN REQUEST FOR RECORDS

Dear :

(I) (We) are hereby requesting that (I) (we) inspect the following records in the

Association’s Central Office.

Signature(s) of Requester(s)

Date 

 

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RESPONSE TO REQUEST FOR RECORD INSPECTION

Dear :

_____I. The following records are available for inspection on , at ____ m. at the Association’s Central Office, 6000 S. Adams, Bartonville, IL 61607

_____II. Portions of the records you requested are exempt under the Illinois Freedom of Information Act. The portion which is not exempt is available for inspection on, at ____ m. at the Association’s Central Office, 6000 S. Adams Bartonville, IL 61607.

____ III. The following records are not available for inspection:

for the following reason(s):

____ 1. The requested records are stored entirely or partially at other locations than the office having charge of the requested records.

____ 2. The request requires the collection of a substantial number of specified records.

____ 3. The request is couched in categorical terms and requires an extensive search in order to be responsive to it.

____ 4. The requested records have not been located and additional efforts are being made to find them.

____ 5. The requested records require examination and evaluation by personnel having the necessary competence and discretion to determine if they are exempt from disclosure under Section 7 of the Freedom of Information Act or should be revealed only with appropriate deletions.

____ 6. The request for records cannot be complied with by the Association within the time limits prescribed without unduly burdening or interfering with its operation.

____ 7. There is a need for consultation, which shall be conducted with all practicable speed, with another public body or among two or more components of a public body, having a substantial interest in the determination or in the subject matter of the request.

BY:

TITLE:

DATE: 

 

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RECORD OF INSPECTION

Person(s) making request for inspection:

Person(s) inspecting records:

Staff member or Association Board

Member present during inspection:

Date, time and place of inspection:

I. The following records were presented for inspection:

II. Of the records requested for inspection, copies of the following records were provided to or made by the individual(s) making the request:

Number of pages duplicated:

Charge per page:

Total amount due:

Total amount paid:

Date paid:

BY:

TITLE:

DATE:

 

 

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UNIFORM GRIEVANCE PROCEDURE

Students or their parent(s)/guardian(s), employees, or community members may file a complaint in accordance with this grievance procedure, if they believe that the Board, it’s employees, or agents have violated their rights guaranteed by the State or federal constitution, State or federal statute, or Board policy including:

1. Title II of the Americans with Disabilities Act;

2. Title IX of the Education Amendments of 1972;

3. Section 504 of the Rehabilitation Act of 1973;

4. Claims of sexual harassment under the Illinois Human Rights Act, Title VII of the Civil Rights Act of 1964, and Title IX of the Education Amendments of 1972.

The Complaint Manager will endeavor to respond to and resolve complaints without the need to resort to this grievance procedure and, if a complaint is filed, to address the complaint promptly and equitably. The right of a person to prompt and equitable resolution of the complaint filed hereunder shall not be impaired by the person’s pursuit of other remedies. Use of this grievance procedure is not a prerequisite to the pursuit of other remedies and use of this grievance procedure does not extend any filing deadline related to the pursuit of other remedies.

1. Filing a complaint

A person (hereinafter Complainant) who wishes to avail himself or herself of this grievance procedure may do so by filing a complaint with any Association Complaint Manager. The Complainant shall not be required to file a complaint with a particular complaint manager and may request a Complaint Manager of the same sex. The Complaint Manager may request the Complainant to provide a written statement regarding the nature of the complaint or require a meeting with the parent(s)/guardian(s) of a student. The Complaint Manager may assist the Complainant in filing a grievance.

2. Investigation

The Complaint Manager will investigate the complaint or appoint a qualified person to undertake the investigation on his or her behalf. The complaint or identity of the Complainant will not be disclosed except (1) as required by law or this policy, or (2) as necessary to fully investigate the complaint, or (3) as authorized by the complainant. The Complaint Manager shall file a written report of his or her findings with the Director. If a complaint of sexual harassment contains allegations involving the Director, the written report shall be filed with an office of the Association Board which shall render a decision in accordance with Section 3 of this policy. The Director will keep the Board informed of all complaints.

3. Decision and Appeal

After receipt of the Complaint Manager’s report, the Director shall render a written decision which shall be provided to the Complainant. In the event the Complainant is not satisfied with the decision, the Complainant may appeal the decision to the Board by making a written request to the Complaint Manager. The Complaint Manager shall be responsible for promptly forwarding all materials relative to the complaint and appeal to the Board. Thereafter, the Board shall render a written decision which shall be provided to the Complainant. This grievance procedure shall not be construed to create an independent right to a Board hearing.

Appointing Complaint Managers

The Director shall appoint at least two Complaint Managers, one of each gender. The Association’s Nondiscrimination Coordinator may be appointed a Complaint Manager. The Director shall insert into this policy the names, addresses, and telephone numbers of current Complaint Manager.

Beginning FY 13

Lora Haas, Special Education Administrator

SEAPCO
6000 S. Adams Street
Bartonville, IL 61607
Phone: (309) 697-0880 (voice and TDD)

David Ptak, Special Education Administrator

SEAPCO
6000 S. Adams Street
Bartonville, IL 61607
Phone: (309) 697-0880 (voice and TDD)

 

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SECTION III - ASSOCIATION ADMINISTRATION

3.10 - GOALS AND OBJECTIVES

3.20 - ORGANIZATIONAL CHART

3.30 - LINE AND STAFF RELATIONS

3.40 - DIRECTOR

3.50 - ADMINISTRATIVE PERSONNEL OTHER THAN THE DIRECTOR

3.60 - ADMINISTRATIVE RESPONSIBILITY OF THE AREA ADMINISTRATOR

3.70 - SUCCESSION OF AUTHORITY

 

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GOALS AND OBJECTIVES

The administrative staff’s primary functions are to manage the Association and to facilitate the implementation of a quality educational program. The administrative staff is responsible for:

1. Effectively and efficiently managing the respective programs assigned to them;

2. Providing educational leadership;

3. Developing and maintaining channels for communication between the school system and community;

4. Developing procedures and regulations which implement Board policy; and

5. Planning, organizing, implementing and evaluating educational programs.

 

ORGANIZATIONAL CHART ENTER HERE

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LINE AND STAFF RELATIONS

The Association organizational chart indicates the channels of authority and communication for school personnel. These channels should be followed, and no level should be by-passed except in unusual situations.

All personnel should refer matters requiring administrative action to the responsible administrator, and may appeal a decision to a higher administrative officer. Whenever possible, each employee should be responsible to only one immediate supervisor. Where this is not possible, the division of responsibility must be clear.

 

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DIRECTOR

DUTIES AND AUTHORITY

The director is the chief executive officer of the Association and is responsible for the administration and management of the Association’s personnel and programs in accordance with Board policies and directives, and State and federal law. The director is authorized to develop rules and procedures to implement Board policy.

The Director may delegate to other Association staff members the exercise of any powers and the discharge of any duties imposed upon the Director by Board policies or by Board vote. The delegation of power or duty, however, shall not relieve the Director of responsibility for the action which was delegated.

QUALIFICATIONS AND APPOINTMENT

The Director must be of good character and of unquestionable morals and integrity. The Director shall have the experience and the skills necessary to work effectively with the Board, Association employees, students, and the community. The director shall have a valid administrative certificate and director’s endorsement issued by the State Certification Board.

When the office of the Director becomes vacant, the Association Board will conduct a search to find the most capable person for the position. Qualified staff members who apply for the position will receive the same consideration as other candidates.

EVALUATION

The Board will evaluate, at least annually, the performance of the Director, using standards and objectives developed by the Director and Board which are consistent with the Association’s mission and goal statements. A specific time should be designated for a formal evaluation session with all Board members present. The evaluation should include a discussion of professional strengths as well as performance areas needing improvement.

The Director shall annually present evidence of professional growth through attendance at educational conferences, additional schooling, and in-service training.

COMPENSATION AND BENEFITS

The Board and the Director shall enter into a contract which conforms to this policy and State law. This contract shall govern the employment relationship between the Board and the Director.

 

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ADMINISTRATIVE PERSONNEL OTHER THAN THE DIRECTOR

DUTIES AND AUTHORITY

Association administrative and supervisory positions are established by the Board, in accordance with State law and regulations. The general duties and authority of each administrative or supervisory position are approved by the Board, upon the Director’s recommendation, and contained in the respective position’s job description.

QUALIFICATIONS

All administrative personnel shall have a valid administrative certificate and appropriate endorsements issued by the State Certification Board and such other qualifications as specified in the position’s job descriptions.

EVALUATION

The performance of all administrative personnel will be evaluated by the Director or a designee. The Director shall make employment and salary recommendations to the Board.

Administrators shall annually present evidence to the Director of professional growth through attendance at educational conferences, additional schooling, and in-service training and through participation in the general development and improvement of the school program.

ADMINISTRATIVE WORK YEAR

The administrators’ work year shall be August 15 through August 14. In addition to legal holidays, the administrators shall have vacation periods as approved by the Director. All administrators shall be available for work when their services are necessary. The number of workdays in their contracts shall be specified.

COMPENSATION AND BENEFITS

The Board will consider the Director’s recommendations when setting compensation for individual administrators. These recommendations should be presented to the Board no later than the March Board meeting.

Unless stated otherwise in individual employment contracts, all benefits and leaves of absence available to teaching personnel are available to administrative personnel.

 

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ADMINISTRATIVE RESPONSIBILITY OF THE AREA ADMINISTRATOR

Area Administrators provide both technical assistance and supervision as required by State rules and regulations. Area Administrators are responsible for management of their staff, administration of the educational program, management of student placements, management of the Association’s budget, and communication between school and community.

Area Administrators will be evaluated on their instructional leadership ability and their ability to maintain a positive education and learning environment.

The Board and each administrator shall enter into a contract which conforms to Board policy and State law.

 

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SUCCESSION OF AUTHORITY

If the Director or other administrator is temporarily absent, the succession of authority and responsibility of the respective office shall follow a succession plan, developed by the Director and approved by the Board.

If the Director or other administrator is absent for an extraordinary length of time, the Board Chairperson will call a Board meeting for the Board to appoint, if necessary, an interim administrator.

 

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SECTION IV - OPERATIONAL SERVICES


4.10 - FISCAL AND BUSINESS MANAGEMENT

4.20 - TRANSFER OF FUNDS

4.30 - REVENUES AND INVESTMENTS

4.40 - INSUFFICIENT FUND CHECKS

4.50 - PAYMENT PROCEDURES

4.55 - PAYROLL PROCEDURES

4.60 - PURCHASES

4.70 - RESOURCE CONSERVATION

4.80 - ACCOUNTING AND AUDITS

4.90 - INSURANCE MANAGEMENT

4.100 - TRANSPORTATION

4.120 - HAZARDOUS AND INFECTIOUS MATERIALS

4.130 - SAFETY

 

 

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FISCAL AND BUSINESS MANAGEMENT

The Director is responsible for the Association’s fiscal and business management. This responsibility includes annually preparing and presenting to the Board, the Association’s statement of affairs and publishing it before December 1, as required by State law.

BUDGET PLANNING

The Director shall present to the Board, no later than the first regular meeting in June, a tentative budget with appropriate explanation. This budget shall represent the culmination of an ongoing process of planning for the fiscal support needed for the Association’s educational program.

PRELIMINARY ADOPTION PROCEDURES

After receiving the Director’s proposed budget, the Board will set:

1. The date, place, and time for a public hearing on the proposed budget:

2. The date, place, and time for the proposed budget to be available to the public for inspection.

The Board Secretary or designee shall make arrangements to publish a notice in a local newspaper stating the date, place, and time of the proposed budget’s availability for public inspection and the public hearing. The proposed budget shall be available for public inspection at least 30 days before the time of the budget hearing.

At the public hearing, the proposed budget shall be reviewed, and the public shall be invited to comment, question, or advise the Board.

FINAL ADOPTION PROCEDURES

The Board shall adopt a budget by September First of each fiscal year.

The adoption of the budget shall be by roll call vote. The resolution adopting the Budget shall be incorporated into the official minutes of the meeting. The names of Board members’ voting yea and nay shall be recorded in the minutes.

Any amendments to the budget shall be made as provided in The School Code of Illinois.

BUDGET AMENDMENTS

The Board may amend the budget by the same procedure as provided for in the original adoption. 

IMPLEMENTATION

The Director is responsible for implementing the Association’s budget and shall provide the Board with a quarterly financial report which includes all deficit fund balances. The total amount budgeted as the expenditure in each fund is the maximum amount which may be expended for that category, except when a transfer of funds is authorized by the Board.

The Board shall act on:

All expenditures;

All transfers from one fund to another;

All transfers from one program to another

PERSONNEL – INSERVICE CONSULTANTS AND EXTENDED CONTRACTS

The Director may enter into contracts with persons, organizations, or businesses for services required by SEAPCO.

The Director shall include anticipated contract fees in the annual budget. Any contract exceeding the budgeted amount shall require Board approval in advance of issuing a contract.

The Director is authorized to issue inservice consultants or extended contracts in the sums not to exceed $500.00 to any one person, organization, or business. Sums exceeding that amount require Board approval prior to issuance. Contracts may be issued to internal as well as external professionals. Internal staff shall not be paid secondary funds when receiving regular contractual salary. Contracts shall specify time frames, tasks to be completed, anticipated results, and costs.

The Director shall provide notification to the Board of all contracts being issued.

 

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TRANSFER OF FUNDS

Interfund loans and transfers within funds shall be made only with Board approval.

 

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REVENUES AND INVESTMENTS

The Director or a designee is responsible for making all claims for special state funds for specific programs, federal funds, and categorical grants when such grants may assist in improving the educational program.

Money which is not required for current operations should be invested in interest-bearing securities, accounts, certificates of deposit, and other investments as allowed by State law. The authority to make such investments is vested in the Board. The securities so purchased shall be held for the benefit of the Association. The Treasurer shall present a quarterly Association investment report to the Board. When Association monies are invested in a bank or a savings and loan association, procedures mandated by State law shall be following regarding the insuring of such investments.

The Board shall determine, after receiving the Director’s recommendation, which fund is in most need of interest income, and the Director shall execute a transfer.

 

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INSUFFICIENT FUND CHECKS

The Director or a designee is responsible for collecting the maximum fee authorized by State law for checks written to the Association which are not honored upon presentation to the respective bank or other depository institution for any reason. The Director is authorized to contact the Association attorney whenever necessary to collect the check amount, fee collection costs and expenses, and interest. 

The following will occur whenever any individual writes a check to the Association which is not honored upon presentation to the respective bank or other depository institution for any reason:

1. The Director or a designee will contact the individual by telephone as soon as the check is returned to the Association. The individual will be asked to pay the returned check and the $25.00 returned check fee.

2. If the amount due is not paid after initial contact, the Director or a designee will send a letter by certified mail, return receipt requested, demanding payment within 30 days of mailing the letter.

3. If the amount due is not paid within 30 days of mailing the demand letter, the Director or a designee will contact the Association attorney for further collection action.

 

 

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PAYMENT PROCEDURES

The Treasurer shall prepare a list of all due and payable bills, indicating vendor name and amount, and shall present it in advance of the Board’s regular monthly meeting. These bills shall be reviewed by the Board, after which they may be approved for payment by Board order. Approval of all bills shall be given by a roll call vote, and the votes shall be recorded in the minutes. The Treasurer shall pay the bills after receiving the Board order as evidenced by a certified, properly signed copy of the Board minutes.

The Treasurer is authorized to pay Social Security taxes and wages without further Board approval. These disbursements shall be included in the listing of bills presented to the Board.

Revolving funds for athletics, petty cash, or similar purposes may be used, provided such funds are in the custody of an employee who is properly bonded according to State law and who is responsible to the Director and the Board. Payments from these funds shall be included in the listing of bills presented to the Board.

Local school districts shall pay their bills regularly. The payment shall be postmarked on or before the 12th day of each month.

 

 

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FISCAL MANAGEMENT – PAYROLL PROCEDURES

In addition to salary deductions required by law, the Association shall make salary deductions for appropriate salaried staff members at their request for the following purposes:

1. Participation in a tax deferred annuity program of the individual’s choice and paid through salary deduction.

2. The partial premium payment required for family or single coverage of approved hospitalization and major medical insurance programs.

3. Participation in flexible benefit plan or the Association’s choice and paid through salary deduction.

4. Payroll checks will be direct deposited unless there are extenuating circumstances. Those checks not direct deposited and check stubs will be mailed on the 15th and the last day of the month.

 

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PURCHASES

Adoption of the annual budget authorizes the Director or a designee to purchase budgeted supplies, equipment, and services. Purchases of items not included in the budget require prior Association Board approval except in an emergency.

All contracts for supplies, materials, or work involving an expenditure in excess of $10,000 shall be made in accordance with the State law bidding procedure, unless specifically exempted. Sealed, competitive bidding, with certain statutory exceptions, is required. The Director or a designee shall prepare the necessary legal notices. The contract will be awarded to the lowest responsible bidder, considering conformity with specifications, delivery terms, quality, and serviceability. The Director or a designee shall report the results of the bidding to the Association Board, together with a recommendation and supporting rationale. Contracts will be awarded by the Association Board at an official meeting. Bid deposits of 10 percent of the bid amount, assuring good faith in bidding, and performance bonds to the extent of 100 percent of the contract amount, may be required.

The Director shall develop procedures which will allow the purchase of good quality products and services at the lowest cost, with consideration for service quality and delivery promptness, and in compliance with State law.  

These procedures will be followed for all Association purchases.

1. All purchases of goods, services and equipment, except purchases made from the Petty Cash Fund, and certain food and minor repair purchases, shall be made through the use of purchase orders.

2. The following govern awarding contracts for the purchase of supplies, materials or work, or contracts with private carriers for transporting pupils involving (a) an expenditure of $10,000 or less, or (b) in an emergency, expenditures in excess of $10,000, provided such expenditure is approved by ¾ of the Association Board.

a. Telephone quotation, verbal quotations, or catalog prices will be used to purchase materials which are needed urgently, or small quantity orders.

b. Written quotations will be used to purchase materials or services when time requirements allow. Whenever possible, quotations should be received from at least 2 competitors. The Director or a designee may negotiate with vendors at any time, including after quotation.

 

3. The following govern awarding contracts involving an expenditure in excess of $10,000 for purchase of supplies, materials or work, or contracts with private carriers for transporting pupils.

a. Contracts will be awarded to the lowest responsible bidder, considering conformity with specifications, terms or delivery, quality and serviceability, except the following.

 

1. Contracts for the services of individuals possessing a high degree of professional skill where the ability or fitness of the individual plays an important part;

2. Contracts for the printing of finance committee reports and departmental reports;

3. Contracts for the printing or engraving of bonds, tax warrants and other evidence of indebtedness;

4. Contracts for the purchase of perishable foods and perishable beverages.

5. Contracts for materials and work which have been awarded to the lowest responsible bidder after due advertisement, but due to unforeseen revisions, not the fault of the contractor for materials and work, just be revised causing expenditures not in excess of 10% of the contract price;

6. Contracts for the maintenance or servicing of, or provision of repair parts for, equipment which are made with the manufacturer or authorized service agent of that equipment where the provision of parts, maintenance, or servicing can best be performed by the manufacturer or authorized service agent.

7. Purchases and contracts for the use, purchase, delivery, movement, or installation of data processing equipment, software, or services and telecommunications and interconnect equipment, software and services;

8. Contracts for duplicating machines and supplies;

9. Contracts for the purchase of natural gas when the cost is less than that offered by a public utility;

10. Purchases of equipment previously owned by some entity other than Association itself;

11. Contracts for repair, maintenance, remodeling, renovation, or construction, or a single project involving an expenditure not to exceed $20, 000 and not involving a change or increase in size, type, or extent of an existing facility;

12. Contracts for goods or services procured from another governmental agency;

13. Contracts for such goods or services which are economically procurable from only one source, such as for the purchase of magazines, books, periodicals, pamphlets and reports, and for utility services such as water, light, heat, telephone or telegraph; and

b. Due advertisement will be given an invitation for bids, including at least one public notice at least 10 days before the bid date in a newspaper published in the area of the Association, or if no newspaper is published in the area of the Association, in a newspaper of general circulation in the area of the Association.

c. The following information should be include in the advertisement for bids:

1. A description of the materials, supplies or work involved;

2. Completion or delivery date requirements;

3. Requirements for bid bonds or deposits;

4. Requirement for performance and labor and material payment bonds;

5. Date, time and place of the bid opening; and

6. Any other useful information.

d. If specifications are available, the advertisement for bids will describe where they may be obtained or inspected.

e. All bids must be sealed by the bidder. The bids will be opened by a member or employee of the Association’s Board at a public bid opening at which the contents will be announced.

f. Each bidder will be given at least 3 days’ notice of the time and place of the bid opening.

g. Contracts will be awarded at a properly called open meeting of the Association Board. If the Director recommends a bidder other than the lowest bidder, the Director will provide the Board with the factual basis for the recommendation in writing. The Board, if it accepts a bid from a bidder other than the lowest, will record the factual basis for its decision in its minutes. A contract will arise when the Board votes to accept a bid, although written notice of the award will later be given to the successful bidder.

 

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RESOURCE CONSERVATION

The Association will conserve energy resources by:

Full utilization of materials prior to disposal;

Limited use of disposable materials;

Limited use of non-biodegradable products;

Participation in recycling program;

Adherence to energy conservation measures.

The Director shall develop procedures for purchasing recycled paper and paper products in amounts which will, at a minimum, meet the requirement of The School Code.

I. Definitions:

A. “De-inked stock” means paper that has been processed to remove inks, clays, coating, binders, and other contaminants.

B. “High grade printing and writing papers” includes offset-printing paper, duplicator paper, writing paper (stationary), tablet paper, office paper, note pads, xerographic paper, envelopes, form bond, including computer paper and carbonless forms, book papers, ledger paper, book stock, and cotton fiber papers.

C. “Paper and paper products” means high grade printing and writing papers, tissue products, newsprint, unbleached packaging, and recycled paperboard.

D. “Postconsumer material” means only those products generated by a business or consumer which have served their intended end uses, and which have been separated or diverted from solid waste; wastes generated during the production of an end product are excluded. “Postconsumer material” includes:

1. Paper, paperboard, and fibrous waste from retail stores, office buildings, homes and so forth, after the waste has passed through its end usage as a consumer item, including used corrugated boxes, old newspapers, mixed waste paper, tabulating cards and used cordage; and

2. All paper, paperboard, and fibrous wastes that are diverted or separated from the municipal waste stream.

E. “Recovered paper material” means paper waste generated after the completion of the paper making process, such as postconsumer material, envelope cuttings, bindery trimmings, printing waste, cutting and other converting waste, butt rolls, and mill wrappers, obsolete inventories, and rejected unused stock. “Recovered paper material” , however, does not include fibrous waste generated during the manufacturing process such as fibers recovered from waste water or trimmings of paper machine rolls (mill broke), or fibrous by-products or harvesting, extraction or woodcutting processes, of forest residues such as bark. “Recovered paper material” includes:

1. Postconsumer material;

2. Dry paper and paperboard waste generated after completion of the papermaking process (that is, those manufacturing operations up to and including the cutting and trimming of the paper machine reel into small rolls or rough sheets), including envelope cutting, bindery trimmings, and other paper and paperboard waste resulting from printing, cutting, forming and other converting operations, or from bag, box, and carton manufacturing, and butt rolls, mill wrappers, and rejected unused stock: and 

3. Finished paper and paperboard from obsolete inventories of paper and paperboard manufactures merchants, wholesalers, dealers, printers, converters, or others.

F. “Recycled paperboard” includes paperboard products, folding cartons, and pad backings.

G. “Tissue products” include toilet tissue, paper towels, paper napkins, facial tissue, paper doilies, industrial wipers, paper bags, and brown papers. These products shall also be unscented and shall not be colored.

H. “Unbleached packaging” includes corrugated and fiber storage boxes.

II. Whenever economically and practically feasible, recycled paper and paper products shall be purchase according to the following minimum percentages of the Association’s total dollar value of paper and paper products:

Beginning July 1, 1992 10%

Beginning July 1, 1995 25%

Beginning July 1, 1999 40%

Beginning July 1, 2001 50%

Paper and paper products purchased from private sector vendors pursuant to printing contracts are exempted from this requirement.

III. Wherever economically and practically feasible, recycle paper and paper products shall contain post consumer or recovered paper materials as follows:

A. Recycled high grade printing and writing paper shall contain at least 50% recovered paper material consisting of the following percentages of deinked stock or postconsumer material:

Until July 1, 1994 20%

Beginning July 1, 1994 25%

Beginning July 1, 1996 30%

Beginning July 1, 1998 40%

Beginning July 1, 2000 50%

B. Recycled tissue products shall contain postconsumer material according to the following minimum percentages:

Until July 1, 1994 25%

Beginning July 1, 1994 30%

Beginning July 1, 1996 35%

Beginning July 1, 1998 40%

Beginning July 1, 2000 45% 

C. Recycled newsprint shall contain postconsumer material according to the following minimum percentages:

Until July 1, 1994 40%

Beginning July 1, 1994 50%

Beginning July 1, 1996 60%

Beginning July 1, 1998 70%

Beginning July 1, 2000 80%

D. Recycled paperboard shall contain postconsumer material according to the following minimum percentages:

Until July 1, 1994 80%

Beginning July 1, 1994 85%

Beginning July 1, 1996 90%

Beginning July 1, 1998 95%

IV. These regulations do not apply to art materials, nor to any newspapers, magazines, textbooks, library books, or other copy righted publications which are purchased or used by the Association Board or any school or attendance center within the Association, or which are sold in any school supply store operated by or within any such school or attendance center. All paper purchased for publishing student newspapers must be recycled newsprint.

 

 

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ACCOUNTING AND AUDITS

All reporting formats used for the Annual Financial Report will be consistent with the Illinois Program Accounting Manual for Local Educational Agencies.

At the close of each fiscal year, the Director shall arrange to have the Association’s books and accounts audited by an independent certified public accountant designated by the Association’s Board in conformance with prescribed standards and legal requirements. A complete and detailed written audit report shall be provided to each Association Board Member and to the Director.

The Director shall annually, on or before October 15, submit an original and one copy of the audit to the Regional Education Office.

Inventories

The Director is responsible for developing and maintaining the inventory of the Association’s buildings and capital equipment. The inventory record of equipment shall include such items as a description of each item, the quantity, the location, the date of purchase, and the cost or the estimated replacement cost.

 

 

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INSURANCE MANAGEMENT

The Director shall annually recommend an insurance program which provides the broadest and most complete coverage available at the most economical cost, consistent with sound insurance principles.

The insurance program shall include:

1. Liability coverage to insure against any loss or liability of the Association, Association Board members, employees, volunteer personnel authorized in 105 ILCS 5 / 10-22.34, 5 / 10-22.34a, and 5 10-22.34b {sections 10-22.34, 10-22.34a and 10-22.34b of Chapter 122}, and student teachers by reason of civil rights damage claims and suits, constitutional rights and damage claims and suite, and death and bodily injury and property damage claims and suits, including defense costs, when damages are sought for negligent or wrongful acts allegedly committed during the scope of employment or under the direction of the Association’s Board.

2. Comprehensive property insurance covering a broad range of causes of loss involving building and personal property. The coverage amount shall normally be for the replacement cost or the insurable value.

3. Workers’ Compensation to protect the individual employees against financial loss in case of a work-related injury, certain types of disease, or death incurred in an employee-related situation.

 

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STAFF INSURANCE PROGRAM – GROUP HEALTH CONTINUATION COVERAGE

Group Health Insurance Coverage may be available under the Consolidated Omnibus Budget Reconciliation Act (“COBRA”) and/or the Illinois Insurance Code as described below:

I. Consolidated Omnibus Budget Reconciliation Act (“COBRA”)

Generally, effective for plan years beginning on or after July 1, 1986, continuing group health coverage shall be offered to all covered employees and their beneficiaries as required by the Consolidated Omnibus Budget Reconciliation Act (“COBRA”), who would otherwise lose such coverage because of any of the following events:

1. Termination of a covered employee’s employment for reasons other than gross misconduct or reduction in a covered employee’s hours of employment;

2. Death of a covered employee;

3. Divorce or legal separation of the covered employee;

4. Cessation of a dependent child’s status as a dependent under the plan; and

5. Coverage by a covered employee under Medicare.

Under COBRA, a covered employee can elect to continue such coverage for up to 18 months if the first event occurs, and a spouse or child can elect to continue such coverage for up to 36 months under any of the other applicable events. Benefits under such continuation coverage shall be the same as provided to other covered employees or beneficiaries. Further, all employees and beneficiaries shall have the option to elect conversion coverage within a period of 180 days following the expiration of the continuation coverage.

A Covered employee’s or beneficiary’s right to continuation coverage shall cease if he/she fails to pay any premium or charge for coverage; the covered employee or beneficiary becomes covered under another group health plan or entitled to Medicare benefits; a former spouse remarries and becomes covered by a group health plan; or the Association ceases to provide any group health plan to its employees.

II. Illinois Teachers’ Retirement System

Persons receiving benefits under the Illinois Teachers’ Retirement System (ITRS), (and their dependent beneficiaries) are eligible for group health insurance administered by the ITRS.

 

 

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TRANSPORTATION

Each member district shall provide transportation for special education students. Free transportation services and vehicle adaptation for special education students shall be provided if included in a student’s individualized educational program. Non-public school students shall be transported in accordance with State law.

No school employee may transport students in school or private vehicles unless authorized by the administration.

 

 

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HAZARDOUS AND INFECTIOUS MATERIALS

HAZARDOUS MATERIALS

The Director will prepare a list of toxic substances used by Association employees and develop procedures for their proper and safe containment and use. The list of toxic substances must include those contained in the definition of “toxic substance” in the Department of Labor Regulations.

The Director is directed to provide Association personnel with procedures and training on the purchase, storage, use, transportation, and disposal of hazardous materials. Emergency response and evacuation plans will be a part of the procedures.

Association staff shall substitute non-hazardous material for hazardous substances whenever possible and minimize the quantity of hazardous substances stored on school facilities. No art or craft material which is a toxic substance shall be ordered or purchased for use in kindergarten through grade 6, and for use in grades 7 through 12, unless properly labeled according to State Law.

The Director or a designee shall ensure that before any staff member begins a position requiring work with hazardous materials on a regular basis, he or she attends an approved training course.

INFECTIOUS MATERIALS

The Director or a designee shall prepare and distribute to all employee san Occupational Exposure Control Plan to eliminate or minimize occupational exposure to potentially infectious materials. The Plan shall be reviewed and updated by the Director at least annually. The Plan shall address the following issues:

Exposure determination

Implementation schedule

Procedures for evaluating an exposure incident.

 

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SAFETY OF EMPLOYEES

Safety Program

For Central Office Personnel the Director shall develop guidelines implementing a comprehensive safety program which includes a systematic method for identifying and evaluating risks and the provision of first aid and emergency care. For employees assigned to local district buildings, the policies of the district shall be followed.

Fire and Tornado Protection Plan and Drills

For Central Office personnel the Director shall develop a plan of fire, civil defense, and tornado warning, protection, and evacuation. This plan shall be distributed at the beginning of each school year to each Central Office employee. There shall be a least 3 full participation exit drills during the regular school term. An exit drill shall be conducted early during the school term and the remaining drills should be scheduled so as to avoid severe winter weather.

Emergency Closing

The Director is authorized to close the Central Office in the event of hazardous weather or other emergencies which threaten the safety of staff members, or Association property.

Child Sex Offender and Murderer Community Notification Act

No employee, volunteer, or contractor’s employee shall be on school property or at any school event if he or she is a child sex offender, as defined in the Child Sex Offender and Murderer Community Notification Law, unless prior permission is given by the Director.

All contracts with the Association that may involve an employee or agent of the contractor having any contact, direct or indirect, with a student, shall contain the following:

The contractor shall not send to any school building or school property any employee or agent who is a child sex offender as defined in the Child Sex Offender and Murderer Community Notification Law. At least quarterly, the contractor shall contact the local law enforcement authority where each employee or agent resides to determine if the employee is on the list of registered felons who have committed child sex offenses. The contractor shall also provide the Association with the name and address of each employee who will perform work on school property and require that the employee submit to a criminal history background investigation.

Any person hired by the Association, as well as any person who is an employee of a person or firm holding a contract with the Association and who works in a school building or on school property, shall submit to a criminal history background investigation according to State law and Association policy 5:30, Hiring Process and Criteria. 

 

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SAFETY PROGRAM FOR EMPLOYEES

I. The Director and building principal shall supervise an on-going program for identifying and evaluating unreasonable risks, which may include:

A. SUPERVISION

1. A sufficient number of supervisors are present. A coach is present for each team practice.

2. Locker rooms are appropriately supervised.

3. Supervisors are trained to recognize conditions that are dangerous.

4. Proper student behavior is maintained.

B. INSTRUCTION

1. Proper teaching progressions are followed and documented.

2. Substitute instructors are competent to teach the activity.

3. Teachers and coaches evaluate each student’s capacity to do a specific activity without exposing the student to an unreasonable risk of injury.

4. Activities are appropriately demonstrated. Instructions are appropriate and clear, and safety rules are emphasized.

5. Students are warned of the specific dangers of performing an activity the wrong way, and the warning is documented.

6. Teachers and coaches reasonably match student competitors.

7. Appropriate behavior toward strangers is explained.

C. FACILITIES AND EQUIPMENT

1. Facilities and equipment are properly maintained and periodically inspected. Repairs, routine maintenance, and inspections are documented.

2. Staff members are encouraged to report equipment or facilities that are inappropriate, in need of repair, or defective. Equipment that fails to fit properly or fails to properly protect students is an example of inappropriate equipment.

3. Notices from staff members that equipment or facilities are inappropriate, in need of repair, or defective are properly investigated.

4. Warning signs or labels are properly displayed and safety rules are posted.

5. Facilities and equipment which would pose an unreasonable risk to unsupervised students (such as laboratory equipment and climbing equipment) are kept locked.

6. Unused or outdated equipment is removed.

7. Protective eye devices are provided and worn by all students, teachers, and visitors when participating or observing any activity which may be hazardous to unprotected eyes.

II. The Director and Area Administrators shall supervise an on-going program for the provision of first-aid and emergency care, which includes the following:

1. First-aid and CPR courses are offered to staff members.

2. Staff members are told how to summon emergency medical care.

3. Adequate first-aid and emergency care equipment are readily accessible, conspicuously marked, and periodically inspected.

4. Each participant in an extracurricular sport must present a completed Certificate of Physical Fitness for Athletics. Parent(s)/guardian(s) are required to report any serious health problem their child might have experienced.

5. Written accident reports are completed by the person having supervision over the student at the time of the accident and shall be immediately sent to the Director.

6. An injured student will take priority over everything else.

7. The person having supervision over an injured student shall immediately notify the parent(s)/guardian(s).

III. Each student participating in an extracurricular athletic program and his or her parent(s)/guardian(s) must sign an Agreement to Participate Form.

 

 

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SECTION V - PERSONNEL

GENERAL PERSONNEL

5.10 - EQUAL EMPLOYMENT

5.20 - WORKPLACE HARASSMENT

5.30 - HIRING PROCESS AND CRITERIA

5.40 - COMMUNICABLE AND CHRONIC INFECTIOUS DISEASE

5.50 - DRUG AND ALCOHOL FREE WORKPLACE

5.60 - EXPENSES

5.60 R - EXPENSES

5.65 - ADMINISTRATIVE EXPENSES

5.70 - RELIGIOUS HOLIDAYS

5.80 - COURT DUTY

5.85 - SCHEDULES

5.90 - ABUSED AND NEGLECTED CHILD REPORTING

5.100 - STAFF DEVELOPMENT PROGRAM

5.110 - RECOGNITION FOR SERVICE AND ATTENDANCE

5.120 - ETHICS

5.130 - GIFTS TO STAFF MEMBERS

5.140 - SOLICITATIONS BY OR FROM STAFF

5.150 - PERSONNEL RECORDS, MAINTENANCE, AND ACCESS

5.150 R - PERSONNEL RECORDS, MAINTENANCE, AND ACCESS

5.160 - RELEASE OF CREDIT INFORMATION

5.170 - COPYRIGHT FOR PUBLICATION OR SALE OF INSTRUCTIONAL MATERIALS AND COMPUTER PROGRAMS DEVELOPED BY EMPLOYEES

5.180 - TEMPORARY ILLNESS OR TEMPORARY INCAPACITY

5.185 - LEAVES OF ABSENCE UNDER THE FAMILY AND MEDICAL LEAVE ACT

PROFESSIONAL PERSONNEL

5.190 - TEACHER QUALIFICATIONS

5.200 - TERMS AND CONDITIONS OF EMPLOYMENT AND DISMISSAL

5.210 - RESIGNATIONS AND RETIREMENT

5.220 - SUBSTITUTE TEACHERS

5.230 - MAINTAINING STUDENT DISCIPLINE

5.240 - SUSPENSION

5.250 - LEAVE OF ABSENCE

5.260 - STUDENT TEACHERS

EDUCATIONAL SUPPORT PERSONNEL

5.270 - EMPLOYMENT AT-WILL AND COMPENSATION AND ASSIGNMENT

5.280 - EDUCATIONAL SUPPORT PERSONNEL

5.285 - DRUG AND ALCOHOL TESTING FOR SCHOOL BUS AND COMMERCIAL VEHICLE DRIVERS

5.290 - EMPLOYMENT TERMINATION AND SUSPENSIONS

5.300 - SCHEDULES AND EMPLOYMENT YEAR

5.310 - COMPENSATORY TIME-OFF

5.320 - EVALUATION

5.330 - SICK DAYS, VACATION, AND HOLIDAYS

 

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GENERAL PERSONNEL – EQUAL EMPLOYMENT OPPORTUNITY AND MINORITY RECRUITMENT

The Association shall provide equal employment opportunities to all persons regardless of their race; color; creed; religion; national origin; sex; sexual orientation; age; ancestry; marital status; arrest record; military status; order of protection status; unfavorable military discharge; citizenship status provided the individual is authorized to work in the United States; use of lawful products while not at work; being a victim of domestic or sexual violence; genetic information; physical or mental handicap or disability, if otherwise able to perform the essential functions of the job with reasonable accommodations; pregnancy, childbirth, or related medical conditions; credit history, unless a satisfactory credit history is an established bona fide occupational requirement for a particular position; or other legally protected categories.  No one will be penalized solely for his or her status as a registered qualifying patient or a registered designated caregiver for the purposes of the Compassionate Use of Medical Cannabis Pilot Program Act, 410 ILCS 130/. 

Persons who believe they have not received equal employment opportunities should report their claims to the Nondiscrimination Coordinator and/or a Complaint Manager for the Uniform Grievance Policy. These individuals are listed below.  No employee or applicant will be discriminated or retaliated against because he or she:  (1) requested, attempted to request, used, or attempted to use a reasonable accommodation as allowed by the Illinois Human Rights Act, or (2) initiated a complaint, was a witness, supplied information, or otherwise participated in an investigation or proceeding involving an alleged violation of this policy or State or federal laws, rules, or regulations, provided the employee or applicant did not make a knowingly false accusation nor provide knowingly false information.

ADMINISTRATIVE IMPLEMENTATION


The Director shall appoint a Nondiscrimination Coordinator for personnel who shall be responsible for coordinating the Association’s nondiscrimination efforts. The Nondiscrimination Coordinator may be the Director or a Complaint Manager for the Uniform Grievance Procedure. The Director shall insert into this policy the names, addresses, and telephone numbers of the Association’s current Nondiscrimination Coordinator and Complaint Managers.

The Director shall also use reasonable measures to inform staff members and applicants that the Association is an equal opportunity employer, such as by posting required notices and including this policy in the appropriate handbooks.

 

 

 

 

Nondiscrimination Coordinators:

Beginning FY 13

Lora Haas, Special Education Administrator

SEAPCO

6000 S. Adams Street

Bartonville, IL 61607

Phone: (309) 697-0880 (voice and TDD)

This email address is being protected from spambots. You need JavaScript enabled to view it.

David Ptak, Special Education Administrator

SEAPCO

6000 S. Adams Street

Bartonville, IL 61607

Phone: (309) 697-0880 (voice and TDD)

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MINORITY RECRUITMENT


The Association will actively recruit and hire minority employees. The implementation of this policy may include advertising openings in minority publications, participating in minority job fairs, and recruiting at colleges and universities with significant minority enrolments. 
This policy, however, does not require or permit the Association to give preferential treatment or special rights based on the protected status without evidence of past discrimination.  

 

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GENERAL PERSONNEL – WORKPLACE HARASSMENT

The Association expects the workplace environment to be productive, respectful, and free of unlawful harassment.  Association employees shall not engage in harassment or abusive conduct on the basis of an individual’s race, religion, national origin, sex, sexual orientation, age, citizenship status, disability, or other protected status identified in Board policy 5:10, Equal Employment Opportunity and Minority Recruitment. Harassment of students, including, but not limited to, sexual harassment, is prohibited by Board policy 7:20, Harassment of Students Prohibited.

Sexual Harassment Prohibited

The Association shall provide employees an employment environment free of unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct, or communications constituting sexual harassment as defined and otherwise prohibited by state and federal law. 

Association employees shall not make sexual advances or request sexual favors or engage in any conduct of a sexual nature when (1) submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual’s employment; (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or (3) such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.  The terms intimidating, hostile, or offensive include, but are not limited to, conduct that has the effect of humiliation, embarrassment, or discomfort.  Sexual harassment will be evaluated in light of all the circumstances. 

Making a Complaint; Enforcement

A violation of this policy will result in discipline, up to and including discharge.  Any person making a false accusation regarding harassment will likewise be subject to disciplinary action, up to and including discharge.  An employee’s employment, compensation, or work assignment shall not be adversely affected by complaining or providing information about harassment.  Retaliation against employees for brining bona fide complains or providing information about harassment is prohibited.

Aggrieved persons who feel comfortable doing so should directly inform the person engaging in harassing conduct or communication that such conduct or communication is offensive and must stop.

Employees should report claims of sexual harassment to the Nondiscrimination Coordinator, whom are identified in Board Policy: 5:10, and/or use the Uniform Grievance Procedure, Board Policy 2.220. Employees may choose to report to a person of the employee’s same sex.  There are no express time limits for initiating complaints and grievances under this policy; however, every effort should be made to file such complaints as soon as possible, while facts are known and potential witnesses are available.

The Director shall also use reasonable measures to inform staff members and applicants that the Association is an equal opportunity employer, such as by posting required notices and including this policy in the appropriate handbooks.

 

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GENERAL PERSONNEL – HIRING PROCESS AND CRITERIA

The Director is responsible for recruiting personnel, in compliance with the Board policy, and making hiring recommendations to the Board. Educational Support

Personnel applicants are initially screened by the Director and/or his/her designee. The Director shall recommend the best qualified personnel consistent with budget and staffing requirements, and shall comply with Association policy on equal employment opportunities and minority recruitment.  No individual will be employed who has been convicted of a criminal offense listed in Section 5/21B-80 of the School Code. 

All applicants must complete an Association application form in order to be considered for employment.

JOB DESCRIPTIONS

The Director shall develop and maintain a current, comprehensive job description for each position or job category, other than the Directorship.  However, a provision in a collective bargaining agreement or individual contract will control in the event of a conflict.

INVESTIGATIONS

   
 
 

The Director shall ensure that the Association does not engage in any investigation or inquiry prohibited by law and complies with each of the following:

 
 
 
         

 

     
 
     
 
 
         

 

     
 
 

1. The Association does not ask an applicant or applicant’s previous employers about claim(s) made or benefit(s) received under the Workers’ Compensation Act.

 
 
 
         

 

     
 
 

2. The Association does not request of an applicant or employee access in any manner to his or her social networking website, including a request for passwords to such sites.

 
 
 
         

 

     
 
 

3. The Association provides equal employment opportunities to all persons. See policy 5:10, Equal Employment Opportunity and Minority Recruitment.

 
         

CRIMINAL:  The Director or designee shall ensure that a fingerprint-based criminal history records check and a check of the Statewide Sex Offender Database and Violent Offender Against Youth Database is performed on each applicant as required by State law. The Director or designee shall notify an applicant if the applicant is identified in either database. The School Code requires the Board President to keep a conviction record confidential and share it only with the Superintendent, Regional Superintendent, State Superintendent, State Educator Preparation and Licensure Board, any other person necessary to the hiring decision, or for purposes of clarifying the information, the Department of State Police and/or Statewide Sex Offender Database.

 

 


Applicants for the following positions must provide a written authorization for a criminal background investigation:
 

. any employee seeking full-time employment;
. a certified teacher seeking concurrent part-time employment positions with one or more school districts; and
. an educational support personnel employee seeking concurrent part-time employment positions with one or more school districts.

Whenever an applicant is seeking employment in concurrent positions in more than one district as either a substitute or part-time teacher or educational support personnel employee, the Association may require that the applicants authorize the Regional Office of Education Superintendent who services those school districts to conduct the investigation.

An employee of a person(s) or firm(s) holding contracts with the Association (including food service workers, school bus drivers, and other transportation employees) or anyone who has direct, daily contact with students in any of the Association’s schools must also execute a written authorization for a criminal background investigation.

The Association shall not knowingly employ a person who has been convicted of committing or attempting to commit any offense enumerated as a disqualifying offense in Section 10-21.9 of The School Code.

The Association retains the right to discharge any employee whose criminal background investigation reveals a conviction for committing or attempting to commit any of the offenses outlined in Section 5/21B-80 of the School Code or who falsifies, or omits facts from, his or her employment application or other employment documents.

 
 
 

 

IMMIGRATION:  All newly hired employees must complete an Immigration and Naturalization Service Form I-9 no later than three (3) business days following their first working day. If an individual is unable to provide the required documents to complete the Form I-9 within the three-day period, the individual must present a receipt for the application of the documents within three (3) days of the hire and present the required documents within twenty-one (21) days of the hire.

The completed Form I-9 shall be maintained in a file separate from other personnel records in order to prevent unauthorized review of personnel files. The Form I-9 shall be retained for a period of three (3) years after the date of hire or one (1) year after individual’s employment is terminated, whichever is later.

 

PHYSICAL EXAMINATIONS

New employees must furnish evidence of physical fitness to perform assigned duties and freedom from communicable disease. All physical fitness examinations must be performed by a physician licensed in Illinois, or any other state, to practice medicine and surgery in any of its branches, or an advanced practice nurse to perform health examinations, or a physician assistant who has been delegated the authority by his or her supervising physician to perform health examinations.

The physical examination must have been taken by the employee no more than ninety (90) days before the employee’s submitting evidence of same to the Association Board.

Any employee may be required to have an additional examination by a physician who is licensed in Illinois to practice medicine and surgery in all its branches, or an advanced practice nurse who has a written collaborative agreement with a collaborating physician that authorizes the advanced practice nurse to perform healthy examinations, or a physician assistant who has been delegated the authority by his or her supervising physician to perform health examinations, if the examination is job related and consistent with business necessity. The Association Board will pay the expenses of any such examination.

ORIENTATION PROGRAM

The Association’s staff will provide an orientation program for new employees to acquaint them with the Association’s policies and procedures, their school’s rules and regulations, and the responsibilities of their position.  Before beginning employment, each employee must sign the Acknowledgement of Mandated Reporter Status form as provided in policy 5:90, Abused and Neglected Child Reporting.

 

 

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GENERAL PERSONNEL – COMMUNICABLE AND CHRONIC INFECTIOUS DISEASE

The Director shall develop and implement procedures for dealing with known or suspected cases of a communicable and chronic infectious disease involving an Association employee consistent with state and federal law, rules of the Illinois Department of Public Health, and School Board Policies. (See Website)

An employee with a communicable or chronic infectious disease is encouraged to inform the Director immediately and grant consent to being monitored by the Association’s Communicable and Chronic Infectious Disease Review Team.  Team members shall be appointed by the Association Board and shall include the Association’s medical advisor, the employee’s physician, the Association’s nurse or public health official, and the Director. The Review Team provides information and recommendations to the Director concerning the employee’s conditions of employment and necessary accommodations.  The employee’s medical records shall be held in strictest confidence by the Team, with only the employee’s direct supervisors being informed of the employee’s medical condition and anyone with a need to know in the event of an emergency.

Employees with a communicable or chronic infectious disease will be permitted to retain their positions whenever, after reasonable accommodations and without undue hardship, there is no substantial risk of transmission of the disease to others, provided an employee is able to continue to perform the position’s essential functions. Employees who cannot retain their positions shall remain subject to the Board’s employment policies including sick leave, physical examinations, temporary and permanent disability, and termination. Determining whether an employee with a communicable or chronic infectious disease may retain his or her position will be made in accordance with established procedures.

The recommendation of whether the employee’s placement is appropriate shall be made on a case-by-case basis by the Association’s Communicable and Chronic Infectious Disease Review Team.

 

 

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GENERAL PERSONNEL – DRUG- AND ALCOHOL-FREE WORKPLACE

All Association workplaces are drug- and alcohol-free workplaces. All employees are prohibited from engaging in any of the following activities while on the Association or member districts’ premises or while performing work for the Association or member districts:

1. Manufacture, dispensing, distribution, possession, use, or being under the influence of an illegal or a controlled substance.

2. Distribution, consumption, use, possession, or being under the influence of alcohol; being present on the Association’s premises or while performing work for the Association when alcohol consumption is detectible, regardless of when and/or where the use occurred.

3.  Possession or use of medical cannabis

For purposes of this policy, a controlled substance is one which is:

1. Not legally obtainable;

2. Being used in a manner different than prescribed;

3. Legally obtainable, but has not been legally obtained; or

4. Referenced in federal or state controlled substance acts.

As a condition of employment, each employee shall:

1. Abide by the terms of the Association policy respecting a drug- and alcohol-free workplace; and

2. Notify his/her supervisor of his/her conviction of any criminal drug statute for a violation occurring on the Association premises or while performing work for the Association, no later than five (5) days after such a conviction.

Unless otherwise prohibited by this policy, prescription and over-the-counter medications are not prohibited when taken in standard dosages and/or according to prescriptions from the employee’s licensed health care provider, provided that an employee’s work performance is not impaired.

 

 

 

 

In order to make employees aware of dangers of drug and alcohol abuse, the Association will:

1. Provide each employee with a copy of the Association Drug- and Alcohol-Free Workplace policy;

2. Post notice of the Association Drug- and Alcohol-Free Workplace policy in a place where other information for employees is posted;

3. Make available materials from local, state, and national anti-drug and alcohol-abuse organizations;

4. Enlist the aid of community and state agencies with drug and alcohol informational and rehabilitation programs to provide information to Association employees;

5. Inform employees of the dangers of drug abuse in the workplace, available drug and alcohol counseling, rehabilitation, re-entry, and any employee assistance programs, and penalties that the Association may impose upon employees for violations of this policy. 

TOBACCO PROHIBITION

All employees are covered by the conduct prohibitions contained in policy 8:30, Visitors to and Conduct on School Property.  The prohibition on the use of tobacco products applies both (1) when an employee is on school property, and (2) while an employee is performing work for the Association at a school event regardless of the event’s location. 

DISTRICT ACTION UPON VIOLATION OF POLICY

An employee who violates this policy may be subject to disciplinary action, including termination. Alternatively, the Board may require an employee to successfully complete an appropriate drug or alcohol abuse rehabilitation program.

The Association shall take disciplinary action with respect to an employee convicted of a drug offense in the workplace within thirty (30) days after receiving notice of the conviction.

Should the Association be a current participant in a federal educational program in which the Association is the prime grantee and a direct receiver of federal funds, the Director shall notify the appropriate federal agency from which the Association receives grant monies of the employee conviction with ten (10) days after receiving notice of the conviction.

 

 

 

 

 

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GENERAL PERSONNEL – EXPENSES

The Board regulates the reimbursement of all travel, meal, and lodging expenses by resolution.  Money shall not be advanced or reimbursed, or purchase orders issued for:  (1) the expenses of any person except the employee, (2) anyone’s personal expenses, or (3) entertainment expenses.  Entertainment includes, but is not limited to, shows amusements, theaters, circuses, sporting events, or any other place of public or private entertainment or amusement, unless the entertainment is ancillary to the purpose of the program or event.  Employees must submit the appropriate itemized, signed, standardized form(s) to support any requests for expense advancements, reimbursements, or purchase orders that show the following:

 

     1.   The amount of the estimated or actual expense, with attached receipts for actual incurred expenses.

 

2.   The name and title of the employee who is requesting the expense advancement or reimbursement.  Receipts from group functions must include the names, offices, and job titles of all participants.

 

     3.   The date(s) of the official business on which the expense advancement, reimbursement, or purchase order will be or was expended.

 

     4.    The nature of the official business conducted when the expense advancement, reimbursement, or purchase order will be or was expended.

 

    

  Advancements

 

  The Superintendent may advance expenses to teachers and other licensed employees for the anticipated actual and necessary expenses to be incurred while attending meetings that are related to their duties and will contribute to their professional development, provided they fall below the maximum allowed in the Board’s expense regulations.  Generally, expense advancement requests must be submitted to the Superintendent or designee, these are only approved for airfare, rail or bus fare, conference registrations, and hotel reservations.  Any portion of an expense advancement not used must be returned to the District.  Expense advancements and vouchers shall be presented to the Board in its regular bill process.

 

 

Reimbursements and Purchase Orders

 

Expense reimbursements and purchase orders may be issued by the Superintendent or designee to employees, along with other expenses necessary for the performance of their duties, provided the expenses fall below the maximum allowed in the Board’s expense regulations.

 

Expense reimbursements and purchase order approvals are not guaranteed and, when possible, employees should seek pre-approval of expenses by providing an estimation of expenses on the District’s standardized estimated expense approval form for employees, except in situations when the expense is diminutive.  When pre-approval is not sought, employees must seek reimbursement on the District’s standardized expense reimbursement form for employees.  Expense reimbursements and purchase orders shall be presented to the Board in its regular bill process.

 

 

Exceeding the Maximum Allowable Expense Amount(s)

 

All requests for expense advancements, reimbursements, and purchase orders exceeding the maximum allowed in the Board’s expense regulations may only be approved when:

 

1.  The Board’s resolution to regulate expenses allows for such approval;

 

2.  An emergency or other extraordinary circumstance exists; and

 

3.  The request is approved by a roll call vote at an open Board meeting.

 

 

Registration

 

When possible, registration fees will be paid by the District in advance.

 

 

Travel

 

The least expensive method of travel will be used, provided that no hardship will be caused to the employee.  Employees will be reimbursed for:

 

1.  Air travel at the coach or economy class commercial airline rate.  First class or business class air travel will be reimbursed only if emergency circumstances warrant.  The emergency circumstances must be explained on the expense form and Board approval of the additional expense is required.  Copies of airline tickets must be attached to the expense form.

 

2.  Rail or bus travel at actual cost.  Rail or bus travel costs may not exceed the cost of coach airfare.  Copies of tickets must be attached to the expense form to substantiate amounts.

 

3.  Use of personal automobiles at the standard mileage rate approved by the Collective Bargaining Agreement for income tax purposes.  The reimbursement may not exceed the cost of coach airfare.  Mileage for use of personal automobiles in trips to and from transportation terminals will also be reimbursed.  Toll charges and parking costs will be reimbursed.

 

4.  Automobile rental costs when the vehicle’s use is warranted.  The circumstances for such use must be explained on the expense form.

 

5.  Taxis, airport limousines, or other local transportation costs.

 

 

 

 

Meals

 

Meals charged to the District should represent mid-fare selections for the hotel/meeting facility or general area.  Total per diem for food will not exceed $50.00.  Tips are included with meal charges.  Expense forms must explain the meal charges incurred.  Alcoholic beverages will not be reimbursed. 

 

 

Lodging

 

Employees should request conference rate or mid-fare room accommodations.  A single room rate will be reimbursed.  Employees should pay personal expenses at checkout.  If that is impossible, deductions for the charges should be made on the expense form.

 

 

Miscellaneous Expenses

 

 

Employees may seek reimbursement for other expenses incurred while attending a meeting sponsored by organizations described herein by fully describing the expenses on the expense form, attaching receipts.

 

 

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GENERAL PERSONNEL – EXPENSES

 

CONFERENCE ATTENDANCE / APPROVAL

 

 

The Board encourages, within budgetary constraints, the attendance of Association members, administrators, and staff members at local, state and national conferences related to special education.

 

Board members are encouraged to become informed of trends in special education.  Attendance at appropriate conferences shall be at the expense of the local district.  Any conference or meeting that is requested of a member following an appropriate vote of the Board shall be at the expense of the Association.

 

Administrators and staff members are encouraged to keep current while becoming informed of futuristic trends and processes in special education through conference attendance.  The Director shall grant prior approval for the following:

 

  •   Any conference attendance requiring a three-night or more overnight stay.

 

  •   Any conference attendance requiring out-of-state travel.

 

  •   Any conference attendance including expenses that in total exceed $800.

 

All conference attendance shall be included in the budget.  The Director shall estimate through the budget process an amount not to be exceeded without Board approval.  The Director shall notify the Board of his/her own travel to professional meetings or meetings resulting from Board-approved participation.

 

 

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ADMINISTRATIVE – EXPENSES

 

Pursuant to The School Code of Illinois, the Board may advance or reimburse the actual and necessary expenses incurred while attending:

 

1. meetings sponsored by the Illinois State Board of Education or by the Regional Superintendent of Schools,

 

2. county or regional meetings and the annual meeting sponsored by any school board association complying with Article 23 of The School Code of Illinois,

 

3. meetings sponsored by organizations in the field of special education, and

 

4. meetings sponsored by a national organization in the field of public school education.

 

Board members and administrators shall submit an itemized, verified voucher showing the amount of his/her actual and necessary expenses. Receipts shall be attached to the voucher where possible. When the bill pertains to a group function, the names of those participating shall be noted on the receipt.

 

If the person’s actual and necessary expenses exceed the amount advanced, the person shall be reimbursed according to the procedures in effect at the time of the pre-approval. If actual and necessary expenses are less than the amount advanced, the person shall refund the difference.

 

No money shall be advanced for the expenses of any person except the person for whom the advance is intended. No person is entitled to reimbursement for expenses incurred by any other person.

 

REGISTRATION

 

When attendance is required by the Administration, registration fees shall be paid by SEAPCO in advance.

 

TRAVEL OR MILEAGE

 

Mileage for use of personal automobiles in trips to and from transportation terminals shall be reimbursed to authorized persons at mileage rates approved by the Board and the SEAPCO-EA contract. Toll charges and parking costs shall be reimbursed in full. Authorized persons also shall be reimbursed in full for taxis, airport limousines, or other local transportation costs.

 

HOTEL/MOTEL CHARGES

 

Authorized persons shall request conference rate or mid-fare room accommodations when possible. Expenses shall be reimbursed one night before the conference and/or the last night after a conference if necessary.

 

Other expenses incurred by authorized persons shall be reimbursed when specifically related to SEAPCO business. The expense voucher or hotel bill must explain the types of expenses incurred.

 

Authorized persons shall pay personal expenses that are charged to hotel room bills at checkout. If possible, deduction for the charges should be made on the expense voucher.

 

MEAL CHARGES

 

Meal charges to SEAPCO should represent “mid-fare” selections for the hotel/meeting facility or general area. Tips shall be included with the meal charges. Expense vouchers must explain the meal charges incurred.

 

MISCELLANEOUS CHARGES

 

Authorized persons may include any other costs related to SEAPCO activities on expense vouchers.

 

PERSONAL CHARGES

 

All personal travel costs shall be excluded from the expense voucher.

 

SUBMISSION OF EXPENSE VOUCHERS

 

Authorized persons shall be accountable for all expenditures. The Director shall establish procedures for submitting vouchers. Each voucher shall be:

 

1. signed by the authorized person and submitted to the Director, and

 

2. evaluated and approved or rejected by the Board in it’s regular bill process.

 

 

 

 

 

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GENERAL PERSONNEL – RELIGIOUS HOLIDAYS

 

Supervisors shall grant an employee’s request for time off to observe a religious holiday if the employee gives at least five (5) days prior notice and the absence does not cause an undue hardship.

 

Employees may use earned vacation time, holiday time, or personal leave to make up the absence. A per diem deduction may also be requested by the employee.

 

 

 

 

 

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GENERAL PERSONNEL – COURT DUTY

 

The Association will pay full salary during the time an employee is on jury duty or pursuant to a subpoena, serves as a witness or has a deposition taken in any school-related matter pending in court.

 

The Association will deduct the court duty remuneration, less mileage and meal expenses, from the Employee’s compensation.

 

An employee should give at least five (5) days prior notice of pending jury duty to the Association.

 

 

 

 

 

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GENERAL PERSONNEL – SCHEDULES

 

For Association employees who are assigned to more than one district, the Director shall develop a calendar which meets the needs of the local districts to which employees are assigned. Upon receipt of all district calendars, the Director shall develop the calendar and present it to the Board for approval in July.

 

In the case of an emergency or for the continued operation and maintenance of facilities or property, the Association may require non-certificated employees to work on a legal school holiday or when the central office is closed. Such employees shall receive from their supervisor notice that their presence is required in the Association on a legal school holiday or when the central office is closed.

 

 

 

 

 

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GENERAL PERSONNEL – ABUSED AND NEGLECTED CHILD REPORTING

 

An Association employee who suspects or receives knowledge that a student may be an abused or neglected child or, for a student aged 18 through 21, an abused or neglected individual with a disability, shall:  (1) immediately report such case or cause a report to be made to the Illinois Department of Children and Family Services (DCFS) on its Child Abuse Hotline 800/25ABUSE or 217/524-2606, and (2) follow directions given by DCFS concerning filing a written report within 48 hours with the nearest DCFS field office.  The employee shall also promptly notify the Director or the Association administration and member district Superintendent or Building Principle that a report has been made. Traditional considerations of confidentiality shall not constitute grounds for failure to report such cases  The Association employee shall follow the policies and procedures of the local district in this matter.

 

Any Association employee who discovers child pornography on electronic and/or information technology equipment shall immediately report it to the local law enforcement, the National Center for Missing and Exploited Childrens’ CyberTipline 800/843-5678, or online at www.cybertipline.com.  The employee shall also promptly notify the Director or the Association administration and member district Superintendent or Building Principle that a report has been made.

 

Any Association employee who observes any act of hazing that does bodily harm to a student must report that act to the Director or the Association administrator and the member district Superintendent or Building Principal, or designee who will investigate and take appropriate action.  If the hazing results in death or great bodily harm, the employee must first make the report to law enforcement and then to the Director or the Association administrator and the member district Superintendent or Building Principal.  Hazing is defined as any intentional, knowing, or reckless act directed to or required of a student for the purpose of being initiated into, affiliating with, holding office in, or maintaining membership in any group, organization, club, or athletic team whose members are or include other students.

 

The Association will provide staff development opportunities for Association employees in the detection, reporting, and prevention of child abuse and neglect.

 

All Association employees shall:

 

1.    Any employee hired after July 1, 1986, shall sign a statement to the effect that the employee has knowledge and understanding of the reporting requirements of the Act.

 

2.    Before beginning employment, sign the Acknowledgement of Mandated Reporter Status form provided by DCFS.  The Director or designee shall ensure that the signed forms are retained

 

3.    Complete mandated reporter training as required by law within one year of initial employment and at least every 5 years after that date

 

 

 

 

 

 

 

The Director will encourage all Association educators to complete continuing professional development that addresses the traits and identifiers that may be evident in students who are victims of child sexual abuse, including recognizing and reporting child sexual abuse and providing appropriate follow-up and care for abused students as they return to the classroom setting.

 

 

 

 

 

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GENERAL PERSONNEL – STAFF DEVELOPMENT PROGRAM

 

The Association will provide staff development opportunities through:

1. planned inservice programs, courses, seminars, and workshops offered within the Association;

2. visits to other classrooms and schools, and attendance at conferences, workshops, and other meetings;

3. leaves of absence for advanced training and internships.

The goal of such programs shall be to update and improve the skills and knowledge of staff members in order to achieve and maintain a high level of job performance and satisfaction.

With the Director’s approval, staff members may be released with full pay to attend conventions, professional meetings and workshops, visit exemplary programs, and participate in other professional-growth activities. At the time of approval, the Director will indicate which expenses, if any, will be reimbursed by the Association. After participation, a written report must be submitted to the Director summarizing the activity’s highlights.

With the Director’s approval, staff members may be released with full pay to serve as speakers, consultants, or resource persons outside of the Association. The staff member accepting such assignments may not accept any fee or honorarium other than a reasonable fee for preparation done outside of the working day. The employee or the institution receiving the services is responsible for travel, lodging, meal expenses, and for substitute costs if any are incurred.

Teachers are required to annually furnish evidence of professional growth in accordance with the Director’s procedures.

Please refer to the Collective Bargaining Agreement between the SEAPCO-EA and the Association Board.

The staff development program shall provide, at a minimum, at least once every 2 years, the in-service training of certificated school personnel and administrators on current best practices regarding the identification and treatment of attention deficit disorder and attention deficit hyperactivity disorder, the application of non-aversive behavioral interventions in the school environment, and the use of psychotropic or psychostimulant medication for school-age children.  Association employees will obtain this through the participation in member district staff development programs

The staff development shall provide, at minimum, once every 2 years, the in-service training of all Association staff on educator ethics, teacher-student conduct, and school employee-student conduct.  Association employees will participate in a member districts in-service training and staff development.

 

 

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GENERAL PERSONNEL – RECOGNITION FOR SERVICE AND ATTENDANCE

 

RECOGNITION OF SERVICES

 

The Association Board will periodically recognize those Association employees who contribute significantly to the educational programs and welfare of the students.

 

PERFECT ATTENDANCE AWARD

 

Full-time employees who have established a perfect attendance record during a contract year shall receive recognition from the Association Board. The Director will annually notify the Board of those employees with perfect attendance. Each award recipient will receive a certificate and any other means of recognition the Association Board deems appropriate.

 

 

 

 

 

 

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GENERAL PERSONNEL – ETHICS

 

All Association employees are expected to maintain high standards in their Association and member districts relationships to demonstrate integrity and honesty, to be considerate and cooperative, and to maintain professional and appropriate relationships with students, parents, staff members, and others.  In addition, the Code of Ethics for Illinois Educators, adopted by the Illinois State Board of Education, is incorporated by reference into this policy.  Any employee who sexually harasses a student or otherwise violates an employee conduct standard will be subject to discipline up to and including dismissal.

 

The following employees must file a “Statement of Economic Interests” as required by the Illinois Governmental Ethics Act:

 

1. Superintendent

 

2. Building Principal

 

3. Head of any department

 

4. Any employee who, as the District’s agent, is responsible for negotiating one of more collective bargaining agreements, in the amount of $1000 or greater

 

5. Hearing officer

 

6. Any employee having supervisory authority for 20 or more employees

 

7. Any employee in a position that requires an administrative or a chief school business official endorsement.

 

POLITICAL ACTIVITIES

 

Association employees shall not let their political activities interfere with their job responsibilities. Students shall not be used in any manner for promoting a political candidate or issue.

 

ETHICS AND GIFT BAND

 

Students, parents(s)/guardians(s) and others are discouraged from routinely presenting gifts to Association employees.  Letters of appreciation to staff members are always welcome.

 

 

 

 

 

 

 

PROHIBITED INTERESTS, LIMITATIONS OF AUTHORITY, AND OUTSIDE EMPLOYMENT

 

In accordance with Section 22-5 of the School Code, “no Association employee shall be interested in the sale, proceeds, or profits of any book, apparatus, or furniture used or to be used in any school with which such employee may be connected”, except when the employee is the author or developer of instructional materials listed with the State Board of Education and adopted for use by the Board. An Employee having an interest in instructional materials must file an annual statement with the Board Secretary.

 

For the purpose of acquiring profit or personal gain, no employee shall act as an agent of the Association nor shall an employee act as an agent of any business in any transaction with the Association.

 

Employees shall not engage in any other employment or in any private business during regular Association hours and such other times as are necessary to fulfill appropriate assigned duties.

 

 

 

 

 

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GENERAL PERSONNEL – GIFTS TO STAFF MEMBERS

 

Students, parent(s)/guardian(s), and others are discouraged from routinely presenting gifts to Association employees. Letters of appreciation to staff members are always welcome.

 

 

 

 

 

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GENERAL PERSONNEL – SOLICITATIONS BY OR FROM STAFF

 

Association employees shall not solicit donations or sales, nor shall they be solicited for donations or sales, on Association grounds without prior approval from the Director.

 

 

 

 

 

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GENERAL PERSONNEL – PERSONNEL RECORDS - MAINTENANCE AND ACCESS

 

The Association maintains a complete personnel record in accordance with State and federal law and Board policy for every applicant, current employee and former employee given the need for the Association to document employment-related decisions, evaluate program and staff effectiveness, and comply with government recordkeeping and reporting requirements. The employee’s personnel records shall be maintained in the Association’s Central Office, under the Director’s direct supervision. An employee will be given access to his or her personnel records as follows:

 

An employee will be given access to his or her personnel records according to State law and guidelines developed by the Director.

 

1.    An employee’s Association administrator or other management employee who has an employment or business-related reason to inspect the record is authorized to have access.

 

2.    Anyone having the respective employee’s written consent may have access.

 

3.    Access will be granted to anyone authorized by State or federal law to have access.

 

The Director or designee shall manage a process for responding to inquiries by prospective employer concerning a current or former employee’s job performance.  The Director shall execute the requirements in the Abused and Neglected Child Reporting Act whenever another school district asks for a reference concerning an applicant who is or was an Association employee and was the subject of a report made by an employee to DCFS.

 

When requested for information about an employee by an entity other than a prospective employer, the Association will only confirm position and employment dates unless the employee has submitted a written request to the Association or designee.

 

 

 

 

 

 

 

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GENERAL PERSONNEL – PERSONNEL RECORDS – MAINTENANCE AND ACCESS

 

Pre-employment records include:

 

 

 

 

  • job application forms
  • transcripts
  • previous work experience
  • references
  • such other relevant information as the Association desires of applicants for screening purposes

 

Records for unsuccessful job applicants are maintained in two categories.  The Association retains solicited applications and supporting documents for one (1) year from the application date.  Unsolicited applications and supporting documents shall be retained one (1) year from the application date.

 

Employment records include:

 

  • dates of employment
  • records maintained pursuant to regulations of the Internal Revenue Service
  • records maintained for the Illinois Teacher’s Retirement System criminal background investigation papers
  • Form I-9 required by the Immigration and Naturalization Service under the Immigration Reform and Control Act.  Kept in a separate location.
  • payroll information and deductions
  • credit release information
  • sick leave data
  • leaves of absence data
  • vacation data (where appropriate)
  • valid certificate for services being performed
  • transcripts of graduate work completed after the effective date of employment
  • credit for inservice work completed
  • employment health and medical records
  • supervisory evaluations
  • promotions
  • disciplinary action
  • personal leave
  • awards received
  • letter of resignation or retirement
  • notice of discharge
  • any additional information the Administration deems to be relevant to the person’s job and continued employment with the Association

 

This information shall be maintained permanently for all employees and former employees of the Association unless the Local Records Commission’s approval is obtained to dispose of them.

                                                                                                           

An employee is granted access to his/her personnel records at least two times in a calendar year at reasonable intervals unless otherwise provided for in a collective bargaining agreement.  Access to the employee’s personnel records shall be according to the following guidelines:

 

     1.   The employee must submit a written request to inspect his/her personnel records to the Director or the Director’s designee.

 

2.   The Director or a designee will provide the employee the opportunity for inspection within seven (7) working days after the request.  If such deadline cannot reasonably be met, the Association will have an additional seven (7) days to comply.

 

     3.   The employee will inspect the personnel record at the Association’s Central Office during normal working hours or at another time mutually convenient to the employee and the Director or the Director’s designee.

 

     4.    Inspection of personnel records will be conducted under the supervision of an

            administrative staff member.

 

     5.  Neither an employee nor his designated representative will have access to records which are treated as exceptions in the Illinois Personnel Record Review Act discussed below in Item 12.

 

     6.    The employee may copy material maintained in his/her personnel record.   Payment for record copying shall be based on the Association’s actual cost of duplication.

 

     7.   The employee may not remove any part of his/her personnel records from his/her file and may not remove any part of his/her personnel records from the Association’s Central Office.

 

     8.  Should the employee demonstrate his/her inability to inspect his/her personnel records in person, the Association will mail a copy of (a) specific record(s) upon written request.

 

     9.   Should the employee be involved in a current grievance against the Association or involved in any other contemplated proceedings against the Association, the employee may designate in writing a representative who has the authority to inspect the personnel records under the same rights as an employee.

 

10.      If the employee disagrees with any information contained in the personnel record, a removal or correction of that information may be mutually agreed upon by the employer and the employee.  If agreement cannot be reached, the employee may submit a written statement explaining his or her position.  The Association will attach the employee’s statement to the disputed portion of the personnel record, and the statement shall be included whenever that disputed record is released to a third party as long as the disputed record is part of the employee’s personnel file.  Inclusion of any written statement attached to the disputed record in the employee’s personnel file without any further comment or action by the

Association will not imply or create any presumption that the Association agrees with the statement’s contents.                        

 

   11.    The Association will not gather or keep a record in an employee’s personnel file of an employee’s associations, political activities, publications, communications or non-employment activities, unless the employee submits the information in writing or authorizes the Association in writing to keep or gather such records provided, however, that nothing herein shall be construed to prohibit the Association from gathering or keeping records in an employee’s personnel file concerning activities that occur on the employer’s premises or during the employee’s duties or activities, or the duties or activities of other employees, regardless of when and where occurring, which constitutes criminal conduct or may reasonably be expected to harm the Association’s property, operations or educational process or programs, or could, by the employee’s actions, cause the Association financial liability.

 

   12.     When the Association receives a written request for personnel records from a third party, the Association shall review the requested records; and before releasing the records to the third party to inspect and copy such records, the Association shall delete disciplinary reports, letters of reprimand or other records of disciplinary action which are more than four (4) years old, unless the release is ordered to a party in a legal action or arbitration.

 

            Before the Association divulges disciplinary reports, letter of reprimand, or records of other disciplinary action which are less than four (4) years old to a third party, to a party who is a part of the employer’s organization, or to a party who is a part of a labor organization representing the employee, the Association will provide the employee with a written notice.  The written notice to the employee will be mailed to the employee’s last known address and will be mailed on or before the day the information is divulged to any of the aforementioned parties.

 

            No such written notice will be required if the employee has specifically waived written notice as part of a written, signed employment application with another employer, the disclosure is ordered to a party in a legal action or arbitration, or information is requested by a government agency as a result of a claim or complaint by an employee or as a result of a criminal investigation by such agency.

 

Section 10 of the Illinois Personnel Review Act provides that the right of the employee or the employee’s designated representative to inspect his or her personnel records does not extend to:

 

     1.   letters of reference for that employee;

 

     2.  any portion of a test document, except that the employee may see a cumulative total test score for either a section of or the entire test document;

 

 

 

 

3.    materials relating the employer’s staff planning, such as matters relating to the Association’s development, expansion, closing, or operational goals, where the               materials relate to or affect more than one employee, provided, however, that this exception does not apply if such materials are, have been, or are intended to be used by the employer in determining an individual employee’s qualifications for employment, promotion, transfer, or additional compensation, or in determining an individual employee’s discharge or discipline;                                                            

 

     4.  information of a personal nature about a person other than the employee if disclosure of the information would constitute a clearly unwarranted invasion of the other person’s privacy;

 

     5.  records relevant to any other pending claim between the Association and employee which may be discovered in a judicial proceeding;

 

     6.  investigatory or security records maintained by the Association to investigate criminal conduct by an employee or other activity by the employee which could reasonably be expected to harm the Association’s property, operations, or education process or programs, or could by the employee’s activity cause the Association financial liability, unless and until the Association takes adverse personnel action based on information in such records.

 

 

 

 

 

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GENERAL PERSONNEL – RELEASE OF CREDIT INFORMATION

 

The Association will only confirm employment when requested for credit information about an Association employee.

 

An employee wanting employment and salary or wage information released must request so in writing, and an administrator must sign the released materials.

 

 

 

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GENERAL PERSONNEL – COPYRIGHT FOR PUBLICATION OR SALE OF INSTRUCTIONAL MATERIALS AND COMPUTER PROGRAMS DEVELOPED BY EMPLOYEES

 

WORKS MADE FOR HIRE

 

The Director shall manage the development of instructional materials and computer programs by employees during the scope of their employment in accordance with State and federal laws and Board policies.  Whenever an employee is assigned to develop instructional materials and/or computer programs, or otherwise performs such work within the scope of his or her employment, it is assured the Association shall be the owner of the copyright.

 

The employee must provide the Association with prior written notification of his or her intention to publish any instructional materials developed within the scope of employment. In no case shall notification be made any later than twenty (20) business days prior to entering into a contract for publication with a publishing firm or with a manufacturer. The Association has the exclusive right to register the copyrights for such instructional materials. Unless the employee specifically states in writing to the contrary, the employee warrants that any instructional materials developed and submitted to the Association for public are original.

 

COMPUTER PROGRAMS

 

The employee who develops a computer program is entitled to a share of the proceeds from its sale as agreed to by the Association. Neither the employee nor the Association may receive more than ninety percent (90%) of the proceeds. The negotiation may be conducted by an employee’s representative.

 

“Proceeds” are the profits after deducting expenses and shall be computed by the Association. The proceeds of a computer program developed by more than one employee shall be equitably distributed among such employees, in proportion to their participation in the program’s development, and the Association

 

COPYRIGHT COMPLIANCE

 

While staff members may use appropriate supplementary materials, it is each staff member’s responsibility to abide by the Association’s copyright compliance procedures and to obey the copyright laws.  The Association is not responsible for any violations of the copyrights law by its staff or students.  A staff member should contact the Director or designee whenever the staff member is uncertain about whether using or copying material complies with the Association’s procedures or is permissible under the law, or wants assistance on when and how to obtain proper authorization.  No staff member shall, without first obtaining permission of the Director or designee, install or download any program on a District-owned computer.  At no time shall it be necessary for a District staff member to violate copyright laws in order to properly perform his or her duties.

 

 

 

 

 

COPYRIGHT INFRINGEMENT; DESIGNATIONS OF ASSOCIATION DIGITAL MILLENNIUM COPYRIGHT ACT (DMAC) AGENT

 

The employee listed below receives complaints about copyright infringement within the use of the Association’s online services.  The Director or designee will register this information with the federal Copyright Office as required by federal law.

 

Association DMAC Agent:

 

Susanne Carrescia, Director

 

 

 

 

 

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GENERAL PERSONNEL – TEMPORARY ILLNESS OR TEMPORARY INCAPACITY

 

Temporary illness or temporary incapacity is an illness or other capacity of ill being which renders an employee physically or mentally unable to perform assigned duties. During such a period, the employee can use accumulated sick leave benefits. However, income received from other sources (worker’s compensation, Association-paid insurance programs, etc.) will be deducted from the Association’s compensation liability to the employee. The association Board’s intent is that in no case will the employee who is temporarily disabled receive more than one hundred percent (100%) of gross salary.

 

Those insurance plans privately purchased by the employee and to which the Association does not contribute are not applicable to this policy.

 

After ninety (90) consecutive school days in a school term of illness or incapacity, or exhaustion of sick leave, whichever is greater, such illness or incapacity shall be considered a permanent disability and the Association may begin dismissal proceedings subject to State and federal law, including the Americans with Disabilities Act.  The Director may recommend this paragraph’s use when circumstances strongly suggest that the teacher or other licensed employee returned to work intermittently in order to avoid this paragraph’s application.  This paragraph shall not be considered a limitation on the Association Board’s authority to take any action concerning an employee that is authorized by State and federal law. 

 

Any employee may be required to have an examination, at the Association’s expense, by a physician who is licensed in Illinois to practice medicine and surgery in all its branches, an advanced practice nurse who has written collaborative agreement with the collaborating physician that authorized the advanced practice nurse to perform health examinations, or a physician assistant who has been delegated the authority by his or her supervisor to perform health examinations if the examination is job-related and consistent with business necessity.

 

Determination of Temporary and Permanent Disability Leave

 

POLICY NO 5.180

 

I. General

 

In furtherance of its duties to employ staff to conduct its educational programs, the Board of Control is authorized to establish guidelines for determining when an employee is temporarily or permanently disabled. The absence of any employee caused by temporary disability, as hereinafter defined, shall not affect his/her tenured status, nor shall any employee be dismissed for reasons of temporary disability which prevents the performance of services. If an employee is determined by the Board to be permanently disabled~ as defined hereunder, the Board may determine, in its sole discretion and after the employee has exhausted all accumulated sick leave, sick leave bank benefits, and leave pursuant to the Family and Medical Leave Act (the "FMLA"), to terminate the employment of the permanently disabled employee for inability to perform his/her required services to the Association.

 

 

 

II. Temporary Disability

 

An employee shall be deemed temporarily disabled if that employee, because of ill health, incapacity or for any other reason, is physically or mentally unfit to perform his/her duties during the school term and, as a consequence, is either continuously absent for a period of not more than 90 consecutive calendar days, or is intermittently absent for not more than 90 out of 120 consecutive calendar days, for the same or a related illness or incapacity.

 

III. Permanent Disability

 

An employee who, because of ill health or other incapacity , is either continuously absent during the school term, for the same or a related illness or incapacity, for more than 90 consecutive calendar days, or intermittently absent for more than 90 out of 120 consecutive calendar days, shall be deemed permanently disabled. An employee also may be deemed permanently disabled immediately, or in less than 90 calendar days, provided the Board receives a statement from a physician licensed in Illinois to practice medicine in all of its branches acknowledging the permanent nature and duration of the employee's disability.

 

IV. Temporary Disability Leave

 

Any employee who is temporarily disabled and has exhausted all his/her accumulated sick leave, sick leave bank rights, and FMLA leave shall be placed automatically on an unpaid disability leave of absence for a temporary period of time, not to exceed 90 consecutive calendar days or 90 out of 120 intermittent calendar days from the commencement of the disability. The employee's right to fringe benefits, including health insurance coverage and seniority credit, during the period of a temporary disability leave shall be governed by the general conditions applicable to leaves of absence in the Association including the provisions of the Association's policy on Family and Medical Act Leaves of Absence.

 

V. Computation of Absences

 

Time periods under Sections II, III, or IV of this Policy shall be computed anew at the start of a new school year. If, however, an employee remains disabled at the start of a new school year from the same or a related disability which caused the employee to be absent the previous school year, then the time period shall not be computed anew but shall be continued from the previous school year.

 

VI. Effect on Probationary Service and Termination

 

Nothing in this policy is intended to prevent the Board of Control, upon the recommendation of the Director, from dismissing and not re-employing a teacher at the end of any year of probationary service for the specific reason of inability to evaluate and observe that teacher's performance because of excessive absences for whatever reason, including temporary or permanent disability.

 

Nothing in this policy is intended to prevent the Board of Control, upon the recommendation of the Director, from dismissing an employee for cause or pursuant to a reduction in force.

 

 

 

 

 

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LEAVES OF ABSENCE UNDER THE FAMILY AND MEDICAL LEAVE ACT

 

For all employees who qualify pursuant to the following policy, the Association will grant leaves of absence under the Family and Medical Leave Act (FMLA).  The U.S. Department of Labor’s rules (federal rules) implementing FMLA, as they may be amended from time to time, control FMLA leave.

 

Eligible employees may take, so long as they remain employed, a total of twelve (12) work weeks of FMLA leave during any twelve (12)-month period (see #14 of this policy definition) for one or more of the following reasons:

 

·         For a serious health condition that makes the employee unable to perform the functions of his/her job;

 

·         For the care of the employee’s spouse, parent, son, or daughter, if the spouse, parent, son, or daughter has a serious health condition; or

 

·         For the care of the employee’s child (within the twelve (12)-month period beginning on the date of the child’s birth or of the child’s placement for adoption or foster care).

 

·         The existence of a qualifying exigency arising out of the fact that the employee’s spouse, child, or parent is a military member on a covered active duty or has been notified of an impending call or order to active duty, as provided by federal rules.

 

·         To care for the employee’s spouse, child, parent, or next of kin who is a covered service member with a serious injury or illness, as provided by federal rules.

 

If spouses are employed by the Association, they may together take only 12 weeks for FMLA leaves when the reason for the leaves is items one or two above or a combined total of 26 weeks for item 5 above.

 

FMLA leave taken by instructional employees (i.e., those employees whose principal function is to teach) will be limited as follows:

 

a) If an instructional employee begins his/her leave more than five (5) weeks before the end of a semester, the Association may require the employee to continue taking leave until the end of the semester if the leave will last at least three (3) weeks and the employee would return to work during the three-week period before the end of the semester.

 

b) If an instructional employee begins leave for a purpose other than the employee’s own serious health condition during the five (5)-week period before the end of the semester, the Association may require the employee to continue taking leave until the end of the semester if the leave will last more than two (2) weeks and the employee would return to work during the two-week period before the end of the semester.

 

c) If an instructional employee begins leave for a purpose other than the employee’s own serious health condition during the three (3)-week period before the end of a semester and the leave will last more than five (5) working days, the Association may require the employee to continue taking leave until the end of the semester.

 

d) Instead of requiring an employee to continue taking leave until the end of the semester, the Association may require that the employee transfer to an alternative temporary assignment. If the Association requires an employee to continue taking leave until the end of the semester, the employee shall not suffer a loss of salary schedule credit should the number of work days fall below 160 in a given school year.

 

e) If an instructional employee fails to provide the requisite notice of FMLA leave to be taken intermittently or on a reduced leave schedule, the Association may require the employee to take leave of a particular duration, to transfer temporarily to an alternative position, or to delay the taking of leave until the requisite notice period has passed.

 

An employee may be permitted to work on an intermittent or reduced-leave schedule in accordance with federal law

 

During a single 12 month period, an eligible employee’s FMLA leave entitlement may be extended to a total of 26 weeks of unpaid leave to care for a covered service member (defined in the federal rules) with a serious injury or illness.  The “single 12 month period” is measured foward from the date the employee’s first FMLA leave to care for the covered service member begins.

 

If an employee requests intermittent FMLA leave or a reduced work schedule which is foreseeable based on planned medical treatment relating to the employee’s own serious health condition or that of his/her spouse, parent, son, or daughter, the Association may:

 

a) require the employee to transfer temporarily to an available alternative position for which the employee is qualified, which has equivalent pay and benefits and which better accommodates recurring periods of leave than does the employee’s regular position; or

 

b) if the employee is an instructional employee and would be on leave for more than twenty percent (20%) of the total number of working days over the period the leave would extend, require the employee to take leave for a period or periods of a particular duration, not greater than the duration of the planned treatment.

 

While FMLA leave is normally unpaid, the Association will substitute an employee’s accrued compensatory time-off and/or paid leave for unpaid FMLA leave.  All policies and rules regarding the use of paid leave apply when paid leave is substituted for unpaid FMLA leave.  Any substitution of paid leave for unpaid FMLA leave will count against the employee’s FMLA leave entitlement.  Use of FMLA leave shall not preclude the use of other applicable unpaid leave that will extend the employee’s leave beyond 12 weeks, provided that the use of FMLA leave shall not serve to extend such other unpaid leave.  Any full work week period during which the employee would not have been required to work, including summer break, winter break, and spring break, is not counted against the employee’s FMLA leave entitlement.

 

ELIGIBILITY

 

To be eligible for FMLA leave, an employee must be employed at a worksite where at least 50 employees are employed within 75 miles.  In attrition, one of the following provision must describe the employee:

 

1.    The employees must be employed for at least twelve (12) months (as of the date the leave begins) and have worked at least 1,250 hours in the twelve (12)-month period immediately preceding the start of the leave.  The 12 months an employee must have been employed by the Association need not be consecutive.  However, the Association will not consider any period of previous employment that occurred more than 7 years before the date of the most recent hiring, except when the service break is due to National Guard or Reserve military service or when a written agreement exists concerning the Association’s intention to rehire the employee.

 

2.    The employee must be considered full-time.

 

As part of their FMLA leave, employees must exhaust paid-leave privileges as defined in the Association’s Organization Handbook under the section titled, “Application for Sick Days” and as follows:

 

·         Leave taken for reasons other than an illness or injury in the course of employment: Employees must first exhaust, as part of their leave, any sick days that may be used for the same purpose as the FMLA leave. If and when there are no qualifying sick days available, employees must exhaust, as part of their FMLA leave, all available vacation and personal days.

 

 

 

·         Leave taken for an illness or injury in the course of employment: Employees have the option to exhaust, as part of their leave, sick days per Article VII of the Collective Bargaining Agreement between the Association and the SEAPCO Education Association.

 

 

 

If and when there are no paid-leave privileges to exhaust as part of their FMLA leave, employees will continue their FMLA leave on an unpaid basis and will be required to pay their share of their group health insurance premium:

 

a) by payroll deduction, to the extent that the premium can be covered by a paycheck issued during an employee’s unpaid leave, or

 

b) by payment on the same date as it would be paid if by payroll deduction.

 

If an employee fails to return from his/her FMLA leave, he/she will also be required to repay, on demand, the amount paid by the Association to maintain the employee’s group insurance during the course of that leave, or to provide the Association, within thirty (30) days of its request, with the necessary reports and/or information substantiating his/her right to avoid repayment of that amount. An employee has the right to avoid repayment of that amount. An employee has the right to avoid repayment if the reason for his/her failure to return from FMLA leave is a) the continuance, recurrence, or onset of a serious health condition which would entitle the employee to FMLA leave, or b) other circumstances beyond the employee’s control.

 

Except for group insurance, which will be continued during an employee’s FMLA leave on the same basis as if the employee continued to work on active status, no other benefits will accrue to the employee except during periods of time that paid-leave privileges are being used (in accordance with this policy, when paid-leave privileges are not being used, the Association will make deductions from an employee’s salary for any hours not worked, including those hours not worked per an intermittent leave or reduced work schedule.)

 

REQUESTING LEAVE

 

Employees wishing to take FMLA leave must provide their Director with not less than thirty (30) days’ notice before the date the leave is to begin (if thirty (30) days’ notice is not practicable, as much notice as is practicable must be given).  The employee shall make a reasonable effort to schedule a planned medical treatment so as not to disrupt the Association’s operations, subject to the approval of the health care provider administering the treatment.  The employee shall provide at least verbal notice sufficient to make the Director and Area Administrator aware that he or she needs FMLA leave, and the anticipated timing and duration of the leave.  If an employee fails to provide the requisite notice, the Association may delay the taking of leave until the requisite notice period has passed.

 

CERTIFICATION

 

Within 15 calendar days after the Director or designee makes a request for certification for a FMLA leave, an employee must provide the following:

 

·         Employees must provide the Association, at requested intervals, with the certification of a health care provider substantiating the need for any FMLA leave which is for their own serious health condition or that of the employee’s spouse, parent, son, or daughter.  Continued leave will be denied if a certification is not provided to the Association within fifteen (15) calendar days of it being requested or, when circumstances dictate, as soon thereafter as reasonably possible.

 

·         When the leave is due to the employee’s own serious health condition, the employee mush provide a complete and sufficient certificate signed by the employee’s health care provide.

 

·         When the leave is to care for a covered service member with a serious illness or injury, the employee must provide a complete and sufficient certificate signed by an authorized health care provider for the covered service member

 

·         When the leave is because of a qualified exigency, the employee must provide: (a) copy of the covered military member’s active duty orders or other documentation issued by the military indicating that the military member is on active duty or call to active duty status, and the dates of the covered military member’s active duty service, and (b) a statement or description, signed by the employee, of appropriate facts regarding the qualifying exigency for which FMLA leave is requested.

 

If there is reason to doubt the validity of a certification, the Association may, at its own expense, require the employee to obtain a second opinion from a health care provider of the Association’s own choosing. If the second opinion differs from the original certification and is not mutually acceptable to the employee and the Association, the Association shall accept the original certification or, at its own expense, shall require a third opinion which shall be final and binding. The third health care provider shall be designated or approved jointly by the Association and the employee. If the employee does not attempt in good faith to reach agreement on whom to select for a third opinion provider, in seeking a third opinion, then the second opinion shall be final and binding.

 

The Association may require recertification at reasonable intervals, but not more often than once every 30 days.  Regardless of the length of time since the last request, the Association may request recertification when the (1) employee requests a leave extension, (2) circumstances described by the original certification have changed significantly, or (3) Association receives information that casts doubt upon the continuing validity of the original certification.  Recertification is at the employee’s expense and must be provided to the Association within 15 calendar days after the request.  The Association may request recertification every 6 months in connection with any absence by an employee needing an intermittent or reduced schedule leave for conditions with duration in excess of 6 months.

 

Failure to furnish a complete and sufficient certification on forms provided by the Association may result in a denial of the leave request.

 

CHANGED CIRCUMSTANCES AND INTENT TO RETURN

 

An employee must provide the Director or designee reasonable notice of changed circumstances (i.e., within 2 business days if the changes circumstances are foreseeable) that will alter the duration of the FLMA leave.  The Director or designee, taking into consideration all of the relevant facts and circumstances related to an individual’s leave situation, may ask the employee who has been on FMLA leave for 8 consecutive weeks whether he or she intends to return to work.

 

Employees must provide the Association with a fitness-for-duty certification issued by their health care provider prior to returning from any FMLA leave taken for their own serious health condition.

 

An employee returning from FMLA will be given an equivalent position to his or her position before the leave, subject to:  (1) permissible limitations the Association may impose as provided in the FMLA or implementing regulations, and (2) the Associations reassignment policies and practices.

 

Classroom teachers may be required to wait to return to work until the next semester in certain situations as provided by the FMLA regulations.

 

IMPLEMENTATION

 

The Director or designee shall ensure that: (1) all required notices and responses to leave requests are provided to employees in accordance with the FMLA and (2) this policy is implemented in accordance with the FMLA.  It the event of a conflict between policy and FMLA or its regulations, the latter shall control.  The terms used in this policy shall be defined as in the FMLA regulations.

 

 

 

 

 

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PROFESSIONAL PERSONNEL – TEACHER QUALIFICATIONS

 

Each certified staff member must:

 

·         Have a valid Illinois Professional Educator License issued by the State Superintendent of Education with the required endorsement as provided in the School Code which legally qualifies him or her for the duties for which he or she is employed. The staff member shall be responsible for securing and maintaining a valid certificate.   Valid proof of certification and a signed statement verifying certificate registration in the Association’s Central Office no later than August 29 of each year.

 

·         On or before each September 15, each teacher must have a complete up-to-date set of college transcripts, including any new credits, on file with the Director.

 

·         The teacher shall notify the Director of changes in certification at least thirty (30) days after the change has occurred.

 

All teachers with primary responsibility for instructing students in the core academic subject areas (science, the arts, reading or language arts, English, history, civics and government, economics, geography, foreign language, and mathematics) must be highly qualified for those assignments as determined by State or federal law.

 

The Director or designee shall:

 

1.    Monitor compliance with State and federal law requirements that teachers be appropriately licensed and highly qualified for their assignments

 

2.    Through incentives for voluntary transfers, professional development, recruiting programs, or other effective strategies, ensure that minority students and students from low-income families are not taught at higher rates than other students by unqualified, out-of-field or inexperienced teachers.

 

 

 

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PROFESSIONAL PERSONNEL – TERMS AND CONDITIONS OF EMPLOYMENT AND DISMISSAL

 

The Association delegates authority and responsibility to the Director to manage the terms and conditions of the employment of professional personnel.  The Director shall act reasonable and comply with State and federal law as well as any applicable collective bargaining agreement in effect.  The Director is responsible for making dismissal recommendations to the Association Board consistent with the Board’s goal of having a highly qualified, high performing staff.

 

DUTY-FREE LUNCH

 

Please refer to the Collective Bargaining Agreement between the SEAPCO-EA and the Association Board.

 

HOLIDAYS

 

Teachers shall be paid for, but shall not be required to work on, legal school holidays unless the district which the employee is assigned has followed applicable State law that allows it to hold school or schedule teachers’ institutes, parent-teacher conferences, or staff development on the third Monday in January (the birthday of Dr. Martin Luther King, Jr.); February 12 (the Birthday of President Abraham Lincoln); the first Monday in March (known  as Casmir Pulaski’s birthday); the second Monday in October (Columbus Day); and November (Veterans’ Day).

 

SCHOOL YEAR

 

Teachers shall work according to the school calendar adopted by the School Board of the district to which the employee is assigned, which shall have a minimum of 176 student attendance days and a minimum of 180 teacher work days, including teacher institute days.

 

SCHOOL DAY

 

Teachers are required to work the school day adopted by the School Board of the district to which the employee is assigned. Association personnel assigned to multiple districts are required to work the school day adopted by the Association Board.

 

SALARY

 

Teachers shall be paid according to the salary schedule adopted by the Association Board, but in no case less than the minimum salary provided by The School Code. Teachers shall be paid twice a month on a twelve-month basis.

 

 

 

 

 

 

 

ASSIGNMENTS AND TRANSFERS

 

The Director is authorized to make teaching, study hall, extra class duty, and extracurricular assignments. In order of priority, assignments shall be made based on the Association’s needs and best interests, employee qualifications, and employee desires.

 

DISMISSAL

 

The Association will follow State law when dismissing a teacher.

 

EVALUATION

 

The Association’s teacher evaluation system will be conducted under the plan filed with the Illinois State Board of Education.

 

On an annual basis, the Director will provide the Association Board with a report which outlines the results of the Association’s teacher evaluation system.

 

 

 

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PROFESSIONAL PERSONNEL – RESIGNATIONS AND RETIREMENT

 

Tenure teachers may resign at any time with consent of the Association Board or by written notice sent to the Association Board Secretary at least thirty (30) days before the intended date of resignation; however, a tenure teacher may not resign during the school term in order to accept another teaching position without the consent of the Association Board.

 

 

 

Probationary teachers may resign during their contract period only with the Association Board’s consent.

 

 

 

 

 

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PROFESSIONAL PERSONNEL – SUBSTITUTE TEACHERS

 

The Director may employ substitute teachers as necessary to replace teachers who are temporarily absent.

 

A substitute teacher must hold either a valid teaching or substitute license. Substitute teachers with a substitute license may teach in place of a licensed teacher who is under contract with the Association.  There is no limit to the number of days that a substitute teacher may teach during a school year, except the following: 

 

1.    A substitute teacher with only a substitute license may teach in place of any one licensed teacher under contact with the Association for a period not to exceed ninety (90) paid school days or 450 paid hours in any one school district in any school term. Where such teaching is partly on a daily and partly on an hourly basis, a school day shall be considered as five (5) hours.

 

2.    A teacher holding a Professional Educator License or Educator License with Stipulations may teach for any one licensed teacher under contract with the Association only for a period not to exceed 120 school days.

 

The Illinois Teachers’ Retirement System (TRS) limits a substitute teacher who is a TRS annuitant to substitute teaching for a period not to exceed 100 paid days or 500 paid hours in any school year, unless the subject area is one where the Regional Superintendent has certified that a personnel shortage exists.

 

The Association Board annually establishes a daily rate of pay for substitute teachers.  No fringe benefits are given substitutes.

 

Emergency Situations

 

A substitute teacher may teach when no licensed teacher is under contract with the Association if the Association has an emergency situation as defined by State law. During the emergency situation, a substitute teacher is limited to 30 calendar days of employment per each vacant position.  The Director shall notify the appropriate Regional Office of Education within 5 days after the employment of a substitute teacher in an emergency situation.

 

 

 

 

 

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PROFESSIONAL PERSONNEL – MAINTAINING STUDENT DISCIPLINE

 

Maintaining an orderly learning environment is an essential part of each teacher’s instructional responsibilities. A teacher’s ability to foster appropriate student behavior is an important factor in the teacher’s educational effectiveness.  The Director shall ensure that all teachers, other certified employees, and persons providing a student’s related service(s):  (1) maintain discipline in the schools as required in the School Code, and (2) follow the District’s policies and administrative procedures on student conduct and discipline.

 

When a student’s behavior is unacceptable, the teacher should first discuss the matter with the student. If the unacceptable behavior continues, the teacher should consult with the Building Principal and/or discuss the problem with the parent(s)/guardian(s). A teacher may remove any student from the learning setting whose behavior interferes with the lessons or participation of fellow students; a student’s removal must be in accordance with the District’s policy and administrative procedures.

 

Teachers shall not use disciplinary methods which may be damaging to students, such as ridicule, sarcasm, or excessive temper displays. Corporal punishment (including slapping, paddling, or harm) may not be used, but teachers may use reasonable force as needed to keep students, school personnel and others safe, or for self-defense, or defense of property.

 

 

 

 

 

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PROFESSIONAL PERSONNEL – SUSPENSION

 

SUSPENSION WITHOUT PAY

 

The Association may suspend teachers without pay (1) a professional employee pending a dismissal hearing or (2) a teacher as a disciplinary measure for up to thirty (30) employment days for misconduct which is detrimental to the Association.  Administrative staff members may not be suspended without pay as a disciplinary measure.

 

Misconduct that is detrimental to the Association includes:

 

·         Insubordination, including any failure to follow an oral or written directive from a supervisor;

 

·         Violation of Association or School Board policies or Administrative procedures;

 

·         Conduct that disrupts or may disrupt the educational program or process;

 

·         Conduct that violates any State or federal law that relates to the employee’s duties;

 

·         Other sufficient causes

 

The Director is authorized to establish rules and regulations designed to implement this policy.  The Director or designee is authorized to issue a pre-suspension notification to a professional employee.  This notification shall include the length and reason for the suspension as well as the deadline for the employee to exercise his or her right to appeal the suspension to the Board or Board-appointed hearing examiner before it is imposed.  At the request of the professional employee made within five (5) calendar days of receipt of pre-suspension notification, the Board or Board-appointed hearing examiner will conduct a pre-suspension hearing.  The Board or its designee shall notify the professional employee of the date and the time of the hearing.  At the pre-suspension hearing, the professional employee may have a representative present evidence.  If the employee does not appeal the pre-suspension notification, the Director or designee shall report the action to the Board at its next regularly scheduled meeting.

 

SUSPENSION WITH PAY

 

The Association authorizes the Director to suspend a professional employee with pay: (1) during an investigation into allegations of disobedience or misconduct whenever the employee’s continued presence in his or her position would not be in the best interest of the Association, (2) as a disciplinary measure for misconduct that is detrimental to the Association as defined above, (3) or pending a Board hearing to suspend a teacher without pay.

 

The Director shall meet with the employee to present the allegations and give the employee an opportunity to refute the charges. The employee will be told the dates and times the suspension will begin and end. No with-pay suspension shall exceed thirty (30) school or working days in length.

 

Repayment of Compensation and Benefits

 

If a professional employee is suspended with pay, either voluntarily in involuntarily, pending the outcome of a criminal investigation or prosecution, and the employee is later dismissed as a result of the criminal conviction, the employee must repay to the Association all compensation and the value of all benefits received by him or her during the suspension.  The Director will notify the employee of the requirement when the employee is suspended.

 

I.  SUSPENSIONS WITHOUT PAY

 

A. NOTIFICATION

 

Before suspending an employee without pay, the Association will notify the teacher in writing of:

 

1. the reason(s) for the suspension;

 

2. the date(s) for the suspension; and

 

3. the employee’s right to request a hearing before the Association Board and to be represented at the hearing.

 

B. REVIEW HEARING

 

1. The employee shall be granted a hearing before the Association Board, provided the teacher makes a written request for such hearing to the Director within five (5) calendar days of receipt of the written notice of suspension. He/she shall have the right to be represented at the hearing by legal counsel or other representative, present witnesses on his/her behalf, and cross-examine any witness who testifies against him/her.

 

2. Upon receipt of a employee’s request for a suspension review hearing, the Board shall promptly schedule a hearing date and give the employee written notification of the time and place of the hearing at least five (5) calendar days before the hearing as determined by the date of the notification letter. The notification shall set forth the procedure to be followed at the review hearing as stated below.

 

3. The Board shall utilize the following procedures at the hearing:

 

a) The hearing shall be conducted in closed session.

 

b) The employee may be represented by a person of the employee’s choice.

 

c) The Association officials and then the employee shall make short opening statements as to their positions on the suspension.

 

d) The Association officials shall first present their evidence in oral or written form.

 

e) After the Association officials conclude their evidentiary presentation, the employee may present evidence to refute the charges orally or in writing.

 

f) Each party shall be afforded an opportunity to cross-examine all witnesses who testify and to examine all written evidence presented.

 

g) The Board may receive all relevant oral and written evidence without regard to the legal rules of evidence, but shall consider the weight of the evidence in making a determination.

 

h) The Association officials and the employee may make closing statements at the conclusion of the hearing.

 

i) The hearing may be recorded stenographically or by tape at the direction of either party at its own expense. If either party makes a recording, the other party shall be offered the opportunity to purchase a copy of the transcript or to reproduce the tape.

 

C. FINAL DECISION

 

The Association Board will make a final decision on the suspension. If the employee is not suspended, his or her personnel record shall be expunged of any notices or material relating to the suspension.

 

II. SUSPENSIONS WITH PAY

 

The Director or a designee shall inform the employee of a suspension with pay by written or oral notice, which shall specify the reasons for the suspension. If the employee is suspended upon oral notice, written confirmation of such oral notice shall be given to the employee as soon as reasonable. The Director of a designee shall meet with the employee before the suspension to discuss the reasons for the suspension. If the Director or a designee cannot, for reasonable cause, meet with the employee before the suspension, the Director or a designee shall attempt to meet with the employee after the suspension commencement. Written confirmation of the suspension shall be given to the employee as soon as is reasonably possible.

 

 

 

 

 

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PROFESSIONAL PERSONNEL – LEAVE OF ABSENCE

 

Each of the provisions in this policy applies to all professional personnel to the extent that it does not conflict with an applicable collective bargaining agreement or individual employment contract or benefit plan; in the event of a conflict, such provision is severable and the applicable bargaining agreement or individual agreement will control.

 

SICK AND BEREAVEMENT LEAVE

 

Please refer to the Collective Bargaining Agreement between the SEAPCO-EA and the Association Board.

 

Sick leave means personal illness, quarantine at home, or serious illness or death in the immediate family or household, or birth, adoption, or placement for adoption.

 

The Director may require a physician’s certificate, or that of a spiritual advisor or practitioner of the teacher’s faith, as a condition for paying sick leave after three (3) days absence for personal illness, or as it deems necessary in other cases. The Association shall pay the expenses incurred by such employee in obtaining such certificate, if it requires a certificate during a leave of less than three (3) days.

 

SABBATICAL LEAVE

 

Please refer to the Collective Bargaining Agreement between the SEAPCO-EA and the Association Board.

 

PERSONAL LEAVE

 

Professional staff members are granted two (2) personal leave days per year. A personal leave day is defined as a day to allow professional personnel time to conduct personal business, which is impossible to schedule at a time other than during a school day. Any unused personal leave day in a school year will be credited to the cumulative sick leave. Personal leave may not be used in increments of less than one-half (1/2) day. Please refer to the Collective Bargaining Agreement between the SEAPCO-EA and the Association Board.

 

LEAVE OF ABSENCE WITHOUT PAY

 

The Director may grant a leave of absence without pay to tenured employees who have rendered satisfactory service and desire to return to employment in a similar capacity at a time mutually consistent with the Association’s needs as determined by the Director.

 

Each leave of absence shall be of the shortest possible duration required to meet the leave’s purpose consistent with a reasonable continuity of instruction for students.

 

 

 

 

 

LEAVES TO SERVE AS AN ELECTION JUDGE

 

Any staff member who was appointed to serve as an election judge under State law may, after giving at least 20 days’ written notice to the Association, be absent without pay for the purpose of serving as an election judge.  The staff member is not required to use any form of paid leave to serve as an election judge.  No more than 10% of the Association’s employees may be absent to serve as election judges on the same election day.

 

CHILD-REARING LEAVE

 

The Association shall grant a professional staff member’s request for a non-paid, child-rearing leave, not to exceed the balance of the school year plus one additional school year (but in no event shall such leave exceed 3 semesters), provided the request complies with this policy.  Nothing in this section shall prohibit a professional staff member from using paid sick days as provided in this policy.

 

A teacher must request, if possible, a child-rearing leaving by notifying the Director in writing no later than 90 days before the requested leave’s beginning date.  The request should include the proposed leave dates.  The leaves shall end before a new school year begins or before the first day of school after winter recess.

 

Subject to the insurance carrier’s approval, the teacher may maintain insurance benefits at his or her own expense during a child-rearing leave.

 

A professional staff member desiring to return before the leave’s expiration will be assigned to an available vacancy for which the teacher is qualified, subject to scheduling efficiency and instruction continuity.

 

LEAVES FOR SERVICE IN THE MILITARY AND GENERAL ASSEMBLY

 

Leaves for service in the military and General Assembly shall be granted in accordance with state and federal law.  A professional staff member hired to replace one in military service does not acquire tenure.

 

LEAVES FOR EMPLOYMENT IN DEPARTMENT OF DEFENSE

 

The Association may grant teachers a leave of absence to accept employment in a Department of Defense overseas school.

 

SCHOOL VISITATION LEAVE

 

An eligible professional staff member is entitled to 8 hours during the school year, no more than 4 hours of which may be taken on any given day, to attend school conferences or classroom activities related to the teacher’s child, if the conference or activity cannot be scheduled during non-work hours.  Professional staff members must first use all accrued vacation leave, personal leave, compensatory leave, and other leave that may be granted to the professional staff member, except sick and disability leave. 

 

The Director shall develop administrative procedures implementing this policy consistent with the School Visitation Rights Act.

 

LEAVES FOR VICTIMS OF DOMESTIC OR SEXUAL VIOLENCE

 

An unpaid leave from work is available to any staff member who: (1) is a victim of domestic or sexual violence, or (2) has a family or household member who is a victim of domestic or sexual violence whose interests are not adverse to the employee as it relates to the domestic or sexual violence.  The unpaid leave allows the employee to see medical help, legal assistance, counseling, safety planning, and other assistance without suffering adverse employment action.

 

The Victims’ Economic Security and Safety Act governs the purpose, requirements, scheduling, and continuity of benefits, and all the other terms of the leave.  Accordingly, if the Association employs at least 50 employees, the employee is entitled to a total of 12 work weeks of unpaid leave during any 12-month period.  Neither the law nor this policy creates a right for an employee to take unpaid leave that exceeds the unpaid leave time allowed under, or in attrition to the unpaid leave permitted by the federal Family and Medical Leave Act of 1993 (29U.S.C. &2601 etseq.)

 

OTHER LEAVES

 

The Association will grant a leave of absence to the SEAPCO-EA president and trustees of the Teacher’s Retirement System as required by Sections 24-6.2 and 24-6.3 of The School Code. Please refer to the Collective Bargaining Agreement between the SEAPCO-EA and the Association Board.

 

 

 

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STUDENT TEACHERS

 

The Director is authorized to accept students from college- and university-approved teacher training programs to do student teaching for the Association. The Director or a designee shall be responsible for screening qualifications and for their orientation, assignment, and training program.  No individual who has been convicted of a criminal offense listed in Section 5/21B-80 of the School Code is permitted to student teacher or complete field or other clinical experience.

 

Before permitting an individual to student teach or participate in any field experience in the District, the Superintendent or designee shall ensure that:

 
 
 

 

 

 

     
 
 

1. The District performed a complete criminal history records check as described below; and

 
 
 
         

 

 

 

     
 
 

2. The individual furnished evidence of physical fitness to perform assigned duties and freedom from communicable disease pursuant to 105 ILCS 5/24-5.

 
 
 
         

 

 

 

     
 
 

A complete criminal history records check pursuant to 105 ILCS 5/10-21.9 shall include:

 
 
 
         

 

 

 

     
 
 

1. Fingerprint-based checks through (a) the Illinois State Police (ISP) for criminal history records information (CHRI) pursuant to the Uniform Conviction Information Act (20 ILCS 2635/1), and (b) the FBI national crime information databases pursuant to the Adam Walsh Child Protection and Safety Act (P.L. 109-248);

 
 
 
         

 

 

 

     
 
 

2. A check of the Illinois Sex Offender Registry (see the Sex Offender Community Notification Law (730 ILCS 152/101 et seq.).

 
 
 
         

 

 

 

     
 
 

3. A check of the Illinois Murderer and Violent Offender Against Youth Registry (Murderer and Violent Offender Against Youth Community Notification Law (730 ILCS 154/75-105, amended by 97-154).

 
 
 
         

 

 

 

     
 
 

Each student teacher must provide written authorization for, and pay the costs of, his or her criminal history records check (including any applicable vendor’s fees), and the Superintendent or designee will provide each student teacher with a copy of his or her report.

 
 

ASSIGNMENT

         

 

Student teachers will be assigned to supervising teachers whose qualifications are acceptable to the Association and the student’s college or university. The Director or designee will coordinate placements with district administrators and supervising teachers. No supervising teacher shall be required to participate.  A teacher may be eligible for Continuing Professional Development Units (CPDU) for supervising a student teacher or teacher education candidate in clinical supervision.

 

 

 

 

 

 

 

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EDUCATIONAL SUPPORT PERSONNEL – EMPLOYMENT AT-WILL COMPENSATION AND ASSIGNMENT

 

For those employees not covered in the bargaining agreement, the policy applies as follows:

 

EMPLOYMENT AT WILL

 

Association employment is at-will, meaning that employment may be terminated by the Association or employee at any time for any reason, except that dismissal for reduction in force requires sixty (60) days notice and must occur only at the end of the school term. Nothing in Association policy is intended or should be construed as altering the employment at-will relationship.

 

Exceptions to employment at-will may include employees who are employed annually, have an employment contract, or otherwise granted a legitimate interest in continued employment.  The Director is authorized to make exceptions to employing non-licensed employees at-will but shall maintain a record of positions or employees who are not at-will.

 

COMPENSATION AND ASSIGNMENT

 

The Association Board will determine salary and wages for educational support personnel. Increments are dependent on evidence of continuing satisfactory performance. Education support personnel are paid on the same schedule as all other employees. Benefits will be at least the same as those defined in the Collective Bargaining Agreement between the SEAPCO-EA and the Association Board.  An employee covered by the overtime provisions in State or federal law shall not work overtime without the prior authorization from the employee’s immediate supervisor.  The Director is authorized to make assignments and transfers of educational support personnel.

 

 

 

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EDUCATIONAL SUPPORT PERSONNEL

 

DUTIES AND QUALIFICATIONS

 

All support staff: (1) must meet qualifications specified in job description, (2) must be able to perform essential tasks listed and/or assigned, and (3) are subject to Board policies as they may be changed from time to time at the Board’s sole discretion. 

 

PARAPROFESSIONALS

 

Paraprofessionals provide supervised instructional support.  Service as a paraprofessional requires an educator license with stipulations endorsed for a paraprofessional educator unless a specific exemption is authorized by the Illinois State Board of Education (ISBE).

 

Individuals with only non-instructional duties (e.g., providing technical support for computers, providing personal care services, or performing clerical duties) are not paraprofessionals, and the requirements in this section do not apply.  In addition, individuals completing their clinical experiences and/or student teaching do not need to comply with this section, provided their service otherwise complies with ISBE rules.

 

NON-CERTIFICATED AND UNLICENSED PERSONNEL WORKING WITH STUDENTS AND PERFORMING NON-INSTRUCTIONAL DUTIES

 

Volunteer or employed non-certificated personnel under a certificated teacher’s immediate supervision may be used to assist with academic programs

 

Non-certificated and unlicensed personnel performing non-instructional duties may be used:

 

1.    For supervising study halls, long-distance teaching reception areas used incident to instructional programs transmitted by electronic media (e.g., computers, video, and audio) detention and discipline areas, and school-sponsored extracurricular activities;

 

2.    As supervisors, chaperones, or sponsors for non-academic school activities; or

 

3.    For non-teaching duties not requiring instructional judgement or student evaluation

 

Nothing in this policy prevents a non-certificated person from serving as a guest lecture or resource person under a certificated teacher’s direction and with the administration’s approval. 

 

BUS DRIVERS

 

All school bus drivers must have a valid school bus driver permit.  The Director or designee shall inform the Illinois Secretary of State, within 30 days of being informed by a school bus driver, that the bus driver permit holder has been called to active duty.  New bus drivers and bus drivers returning from a lapse in their employment are subject to the requirements contained in the Board policy 5.30 and 5.285.

 

 

 

 

 

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EDUCATIONAL SUPPORT PERSONNEL  - DRUG AND ALCOHOL TESTING FOR SCHOOL BUS AND COMMERCIAL VEHICLE DRIVERS

 

The Association shall adhere to State and federal law and regulations requiring a drug and alcohol testing program for school bus and commercial vehicle drivers.  The Director or designee manage a program to implement federal and State law defining the circumstances and procedures for the testing. 

 

 

 

 

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EDUCATION SUPPORT PERSONNEL – EMPLOYMENT TERMINATION AND SUSPENSIONS

 

RESIGNATION

 

Employees should provide two (2) weeks termination notice except when the best interests of the Association require otherwise. In most cases, resigning employees should be permitted to work to their effective resignation date. A resignation notice cannot be revoked once accepted or otherwise acted upon (such as, a new employee was hired).

 

RETIREMENT

 

An employee planning to retire should notify his or her supervisor at least two (2) months before the retirement date. A copy of the notification should be given to the Director.

 

REDUCTION IN FORCE AND RECALL

 

The Association may, as necessary or prudent, decide to decrease the number of educational support personnel or to discontinue some particular type of educational support services, and as a result of that action, dismiss or reduce the hours of one or more educational support employees.  When making decisions concerning reduction in force and recall, please refer to the Collective Bargaining Agreement between the SEAPCO-EA and the Association Board.

 

Any vacancies for the following school term or within one calendar year from the beginning of the following school term shall be offered to the employees so removed or dismissed from that category of position provided they are qualified to hold such positions.

 

NON-RIF DISMISSAL

 

The Association Board may terminate an at-will employee at any time or for any or no reason, but not for a reason prohibited by State or federal law. The Director or supervisor may recommend an employee’s discharge, subject to the Association Board approval.

 

Employees who are employed annually or have a contract, or who otherwise have a legitimate expectation of continued employment, may be dismissed:  (1) at the end of the school year or at the end of their respective contract after being provided appropriate notice and after compliance with any applicable contractual provisions, or (2) mid-year or mid-contract provided appropriate due process procedures are provided. 

 

FINAL PAYCHECK

 

A terminating employee’s final paycheck will be adjusted for any unused, earned vacation credit. Employees are paid for all earned vacation. Terminating employees will receive their final pay on the next regular payday following the date of termination, except that an employee dismissed due to a reduction in force shall receive his or her final paycheck on or before the third business day following the last day of employment.

 

SUSPENSION

 

The Director is authorized to suspend without pay an employee from a position as a disciplinary measure, during an investigation into allegations of misconduct or pending a dismissal hearing when, in the Director’s judgment, the employee’s presences is detrimental to the Association. A written notice stating the reason(s) for the suspension will be given the employee.   A disciplinary suspension shall be with pay:  (1) when the employee is exempt from the overtime provisions or (2) until an employee with an employment contract for a definite term is provided a notice and hearing according to the suspension policy for professional employees.

 

Any criminal conviction resulting from the investigation or allegations shall require the employee to repay the Association all compensation and value of all benefits received by the employee during the suspension.  The Director will notify the employee of this requirement when the employee is suspended.

 

 

 

 

 

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EDUCATIONAL SUPPORT PERSONNEL – SCHEDULES AND EMPLOYMENT YEAR

 

The Director shall supervise a process for setting work schedules and an employment year for educational support employees in accordance with State and federal law, Board policy, and applicable agreements and shall:

 

1.    Assign each employee one supervisor who will establish a work schedule, including breaks, as required by building or District needs, work load, and the efficient management of human resources;

 

2.    Allow for the ability to respond to changing circumstances by altering work schedules as needed; and

 

3.    Consider the well-being of the employee.  The Director’s approval is required to establish a flexible work schedule or job-sharing.

 

TWELVE-MONTH EMPLOYEES

 

Twelve-month employees work daily (Monday through Friday) except holidays and earned vacation time.

 

Administrative office personnel work a forty (40)-hour week with the individual time schedule developed by the Director and subject to the Association’s needs.

 

During the calendar year, there may occur certain modifications of the office personnel work schedule, subject to needs as determined by the Director.

 

TEN-MONTH EMPLOYEES

 

Ten-month employees work from August to June.  Specific dates determined by the Supervisor each year.

 

On days when school sessions are cancelled due to emergency situations and certificated personnel are not required to report for work, ten-month employees will not be required to work.

 

During the calendar year, there may occur certain modifications of the office personnel work schedule, subject to needs as determined by the Director.

 

HOURLY EMPLOYEES

 

Work as needed and approved by immediate supervisor.

 

SUPERVISORY STAFF

 

The work day and work year for supervisory staff shall be similar to other personnel except that supervisory personnel are employed for specific tasks and such personnel may work beyond the regular work day in order to accomplish such tasks when necessary. No additional remuneration shall be provided for such work.

 

 

 

MEAL BREAK

 

Employees who work at least 7.5 continuous hours shall receive a sixty (60) minute, duty-free break which begins within the first five (5) hours of the employee’s workday.  The Association and member Districts accommodate employees who are nursing mothers according to the State and federal law.

 

 

 

 

 

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EDUCATIONAL SUPPORT PERSONNEL – COMPENSATORY TIME OFF

 

This policy governs the use of compensatory time-off by employees who:  (1) are covered by the overtime provisions of the Fair Labor Standards Act 29 U.S.C. §201 et seq., and (2) are not represented by an exclusive bargaining representative.

 

Employees may be given 1-1/2 hours of compensatory time off in lieu of cash payment for each hour of overtime worked. Overtime will not be allowed without prior authorization from the employee’s immediate supervisor.

 

An employee who has accrued compensatory time shall be permitted to use such time in at least half-day components if such requests do not unduly disrupt the operations of the Association. All requests for compensatory time must be approved by the employee’s supervisor and used within the next 30 work days.

 

Upon termination of employment, an employee will be paid for unused compensatory time at the higher of:

 

1. the average regular rate received by such employee during the last three (3) years of employment; or

 

2. the final regular rate received by such employee.

 

Compensatory time off is time during which the employee is not working and is, therefore, not counted as “hours worked” for purposes of overtime compensation.

 

 IMPLEMENTATION

 

The Director or designee shall implement this policy in accordance with the FLSA.  In the event of a conflict between the policy and the FLSA, the latter shall control.

 

 

 

 

 

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EDUCATIONAL SUPPORT PERSONNEL – EVALUATION

 

Each educational support staff member’s job performance shall be evaluated by his/her direct supervisor. The supervisor is responsible for designing and implementing a program for evaluating the job performance of each educational support staff member according to standards contained in Board policies as well as in compliance with State law and any applicable collective bargaining agreement.  The standards for the evaluation program shale include, but not limited to:

 

1.    Each employee shall be evaluated annually, preferably before the annual salary review.  Supervisors shall provide input with a copy of the completed evaluation to the employee and shall provide an opportunity to discuss it. The original should be signed by the employee and filed with the Director.

 

2.    As appropriate, supervisors should discuss job performance issues that require attention with employees.

 

3.    The employee’s work quality, attendance, reliability, conduct, judgement, and cooperation shall be considered.

 

4.    All evaluations shall comply with State and federal law and any applicable collective bargaining agreement.

 

 

 

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EDUCATIONAL SUPPORT PERSONNEL – SICK DAYS, VACATION, AND HOLIDAYS

 

SICK DAYS

 

Full or part-time educational support personnel who work at least 600 hours per year receive ten (10) paid sick leave days per year. Part-time employees will receive sick day pay equivalent to their regular workday.

 

Unused sick leave may accumulate to a maximum of 180 days, including the leave of the current year.

 

Sick leave includes personal illness, or as it may be deemed necessary in other cases, quarantine at home, or serious illness or death in the immediate family or household, or birth, adoption, or placement for adoption. The Director and/or a designee shall monitor the use of an employee’s sick leave.

 

After three (3) days absence for personal illness or thirty (30) days for birth or as it may be deemed necessary in other cases, the employee is required to provide a certificate from: (1) a physician licensed in Illinois to practice medicine and surgery in all its branches, (2) a chiropractic physician licensed under the Medical Practice Act, (3) an advanced practice nurse who has a written collaborative agreement with a collaborating physician that authorized the advanced practice nurse to perform health examinations, (4) a physician assistant who has been delegated the authority to perform health examinations by his or her supervising physician, or (5) if the treatment is by prayer or spiritual means, a spiritual adviser or practitioner of the employee’s faith.  If the Director requires a certificate during a leave of less than three (3) days for personal illness, the Association shall pay the expenses incurred by the employee.

 

The use of paid sick leave for adoption or placement for adoption is limited to thirty (30) days unless a longer leave is provided in an applicable collective bargaining agreement.  The Director may require that the employee provide evidence that the formal adoption process is underway.

 

VACATION

 

After a year of continuous employment, twelve (12)-month employees shall be eligible for additional vacation days as follows:

 

Beginning of Year 2: 12 days (total)

 

Part-time employees who work at least half time are entitled to the number of vacation days determined on the same basis as for full-time employees, but the pay will be based on the employee’s average number of part-time hours per week during the last vacation accrual year.

 

Vacation days earned in one fiscal year must be used by the end of the following fiscal year or the employee will lose them. Employees resigning or whose employment is terminated are entitled to remuneration for the amount of vacation earned to the date of termination, provided they have been in the employ of the Association for one year. Vacation remuneration shall be paid only when employment is terminated by the action of the Association Board or by a two-week notice in writing by the employee.

 

Requests for vacations should be submitted to the Director and must be approved by the Director. Every effort will be made to meet the desires of the employee and needs of the school system.

 

HOLIDAYS

 

A holiday will not cause a deduction from an employee’s time or compensation.  The Association may require educational support personnel employees to work on a legal school holiday during an emergency or for the continued operation and maintenance of the facilities or property.

 

 PERSONAL LEAVE

 

Full-time educational support personnel have two (2) personal leave days per year.  The use of a personal day is subject to the following conditions:

 

1.    Except in cases of emergency or unavoidable situations, a personal leave request should be submitted to the Director three (3) days before the requested date.

 

2.    No personal leave day may be used immediately before or immediately after a holiday, or during the first and/or last five (5) days of the school year, unless the Director grants prior approval.

 

3.    Personal leave may not be used in increments of less than one-half day.

 

4.    Personal leave is subject to any necessary replacement’s availability.

 

5.    Personal Leave may not be used on an in-service training day and/or institute training days.

 

6.    Personal leave may not be used when the employee’s absence would create an undue hardship.

 

LEAVE TO SERVE AS A TRUSTEE OF THE ILLINOIS MUNICIPAL RETAIREMENT FUND

 

Upon request, the Association Board will grand twenty (20) days of paid leave of absence per year to a trustee of the Illinois Municipal Retirement Fund in accordance with 105 ILCS 5/24-6.3.

 

OTHER LEAVES

 

Educational support personnel receive the following leaves on the same terms and conditions good professional personnel in Board policy 5:250, Leaves of Absence:

 

1.    Leaves for Services in the Military and General Assembly

 

2.    School Visitation Leave

 

3.    Leaves for Victims of Domestic or Sexual Violence

 

4.    Leaves to serve as an election judge

 

 

 

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SECTION VI - INSTRUCTION

 

6.10 - SPECIAL EDUCATION

 

6.20 - INSTRUCTIONAL MATERIALS

 

6.30 - FIELD TRIPS

 

6.40 - COMMUNITY RESOURCE

 

6.50 - HOMEWORK

 

6.60 - GRADUATION

 

6.70 - STUDENT ATTENDANCE

 

6.90 - OTHER INSTRUCTIONAL POLICY

 

6.100 - ACCESS TO THE INTERNET

 

6.121 - TAPE RECORDING OF IEP MEETINGS

 

 

 

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SPECIAL EDUCATION

 

On behalf of its member districts, the Association shall provide appropriate specialized education and related services to all students with disabilities residing within member districts as defined in The School Code of Illinois, Article 14, and Public Law 94-142. The Board of Control shall define the relationship between the programs operated by member districts and cooperative programs. In all cases, each member district will operate as described in the following paragraph.

 

Through participation in the Association, each member district shall provide a free appropriate public education and necessary related services to all students with disabilities residing within the District, required under the Individuals with Disabilities Education Act (“IDEA”) and implementing provisions of The School Code, Section 504 of the Rehabilitations Act of 1973, and the Americans with Disabilities Act. For students eligible for services under IDEA, the Association and its member districts shall follow procedures for identification, evaluation, placement and delivery of services to students with disabilities provided in the Illinois State Board of Education’s Rules and Regulations to Govern the Administration of Special Education.

 

The Association shall operate under the provisions of The School Code of Illinois, Article 14, the regulations of the Illinois State Board of Education 23 Administrative Code 226, and the ISBE required Procedural Manual. The programs are provided without charge to the parent/ guardian. Procedures for placement shall follow the guidelines established by the Illinois State Board of Education’s 23 Administrative Code. If necessary, students may also be placed in private school education facilities.

 

 

 

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INSTRUCTIONAL MATERIALS

 

All Association classrooms and learning centers are equipped with an evenly-proportioned, wide assortment of teaching tools, textbooks, workbooks, audio-visual materials, and equipment selected to meet the students’ needs. Instructional materials should provide quality learning experiences for students and;

 

1. Enrich and support the curriculum;

 

2. Stimulate growth in knowledge, literary appreciation, aesthetic values, and ethical standards;

 

3. Provide background information to enable students to make intelligent judgments;

 

4. Present opposing sides of controversial issues;

 

5. Be representative of the many religious, ethnic, and cultural groups and their contributions to our American heritage;

 

6. Depict in an accurate and unbiased way the cultural diversity and pluralistic nature of American society.

 

The Director shall establish and maintain a process for the budgeting and selection of instructional materials. The approval of all selections shall be the responsibility of the Director or a designee. A list of basic and supplementary instructional materials used in the Association shall be revised annually by building administrators under the direction of the Director and shall be made available to the Board and professional staff as a reference.

 

Teachers are encouraged to limit the use of supplemental media material to only that which will enhance or otherwise illustrate the subjects being taught. All supplemental media material must be age-appropriate. Additionally, no movie shall be shown to students which is rated “R” or “X” unless prior approval is received from the Director and local district administrators.

 

 

 

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FIELD TRIPS

 

The Association encourages field trips when the experiences are an integral part of the school curriculum and contribute to the Association’s desired educational goals.

 

Student activities involving travel shall be authorized by the Director or a designee, and each trip authorization shall be based on the written rationale of the travel‘s educational value, as well as the safety and welfare of the students involved.

 

Guidelines for field trips are:

 

1. All field trips shall be adequately supervised by staff members and other adults.

 

2. Whenever entrance fees, food, lodging, or other costs are involved, these costs shall be assumed by the student unless otherwise stipulated by the Association Board, provided that no student shall be excluded from any field trip because of lack of funds. On all field trips, a bus fee, to be set by the Director, may be charged to help defray the cost of transportation.

 

3. Parent/guardian permission must be obtained in writing when a field trip is planned.

 

The teacher shall arrange for the supervision and appropriate study for non-participating students.

 

 

 

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COMMUNITY RESOURCE PERSONS AND VOLUNTEERS

 

The Association welcomes talented individuals with skills, knowledge, services, and time to share with Association students.

 

The Association also encourages participation of individuals and groups in local schools to perform appropriate tasks during and after school hours under the supervision of professional personnel.

 

The Director shall establish procedures for approving and securing resource persons and volunteers.

 

 

 

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HOMEWORK

 

Teachers may assign homework to students to aid in the student’s educational development. Homework should be an application or adaptation of a classroom experience and should not be assigned for disciplinary purposes.

 

 

 

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GRADUATION

 

High school graduation requirements are established by each member district’s Board of Education. Students with disabilities may graduate upon completion of these requirements or upon completion of the goals and objectives outlined in his/her IEP.

 

A pupil in a special education class, when he/she has reached maximum achievement commensurate with his/her ability and in consideration of his/her disability, will be expected to participate in the graduation ceremony of the school district in which he/she has been attending and will receive a diploma from that district.

 

Eligibility for graduation will be evaluated on the recommendation of his/her classroom teacher, building principal, the Area Administrator, and the Director. This determination is made in accordance with special education rules and regulations.

 

If the student requests to graduate from his/her home district school rather than his/her school of attendance, he/she may do so if the home district agrees.

 

Should a student obtain the necessary number of credits prior to the expected date and requests early graduation, a conference will be held with the local district staff, parent/ guardian, and special education staff to determine the benefits and disadvantages for the student in relation to local district policies. The Director or a designee should be included in such a conference. A decision will be reached by the personnel involved in the conference.

 

Graduation exercises: Expenses for rental of caps and gowns will be assessed according to member districts’ policies and procedures and will not be borne by the Association.

 

 

 

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STUDENT ATTENDANCE

 

Attendance of all students placed in the Association’s classes is kept daily on forms provided by the SEAPCO office.

 

Attendance reports are forwarded to the Central Office on the last attendance day of each month.

 

Students are recorded as present or absent as defined by the policies and procedures of the district of residence. A copy of the attendance form is given to the local building principal.

 

 

 

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OTHER INSTRUCTIONAL POLICY

 

In the absence of a policy to the contrary, teachers are expected to adhere to the policies and procedures of the district where the teachers are assigned.

 

 

 

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ACCESS TO THE INTERNET

 

This policy and its implementing administrative procedures are intended to serve as a guide to the scope of SEAPCO’s authority and the safe and acceptable use of SEAPCO’s computers, computer network, and Internet access.  This Policy governs all use of computers, local and/or wide area networks, and Internet access operated or maintained by SEAPCO or any member District, which will be collectively referred to in this Policy and its implementing procedures as SEAPCO’s “electronic network.”  Electronic networks, including the Internet, are a part of SEAPCO’s instructional program.

 

The Board’s goal is to include the Internet in SEAPCO’s instructional program in order to promote educational excellence by facilitating resource sharing innovation, and communication.  The Director or his/her designee shall develop administrative procedures for this policy and appoint a system administrator.  The Director or his or her designee(s) may also promulgate additional procedures, rules and other terms and conditions of electronic network use as may be necessary to ensure the safe, proper, and efficient use and operation of the District’s electronic network.

 

SEAPCO is not responsible for any information that may be lost, damaged, or unavailable when using the network, or for any information that is retrieved via the Internet.  Furthermore, SEAPCO will not be responsible for any unauthorized charges or fees resulting from access to the Internet.

 

All individuals accessing the Internet shall be subject to this policy.  “Internet” includes all information accessed by Internet sites, E-Mail, on-line services, and bulletin board systems.

 

Curriculum

 

The use of the Internet shall be consistent with the curriculum adopted by SEAPCO as well as the varied instructional needs, learning styles, abilities, and developmental levels of the students.  The Internet shall comply with the selection criteria for instructional materials and library-media center materials.  Teachers may, consistent with the Director’s administrative procedures, use the Internet throughout the curriculum.

 

SEAPCO’s electronic network is part of the curriculum and is not a public forum for general use and is not to be used in conflict with the basic educational mission of SEAPCO.  Use of electronic networks may be restricted in light of the maturity level of students involved and the special characteristics of the school environment.  Therefore, SEAPCO shall not permit use of electronic networks which:  (a) disrupt the proper and orderly operation and discipline of schools, programs, and services operated or provided by SEAPCO or member Districts; (b) threatens the integrity or efficient operation of the electronic networks themselves; (c) violates the rights of others; (d) is socially inappropriate or inappropriate for a student’s age or maturity level;(e) is primarily intended as an immediate solicitation of funds; (f) is illegal or for illegal purposes of any kind; or (g) constitutes gross disobedience or misconduct.  SEAPCO shall also implement technology protection measures consistent with the Children’s Internet Protection Act and its implementing regulations.

 

Acceptable Use

 

All use of SEAPCO’s electronic network must be in support of education and/or research, and be in furtherance of the Board’s stated goals.  Use is a privilege, not a right.  SEAPCO’s rules for behavior and communications apply when using SEAPCO’s electronic network.   SEAPCO’s Authorization for Electronic Network Access contains the appropriate uses, ethics, and protocol for the Internet.  Electronic communications and downloaded material, including files deleted from user’s account but not erased may be monitored or read by school officials.

 

The District shall monitor the use of electronic networks within the District’s control in order to ensure the compliance with this Policy, its administrative procedures, and other rules, regulations or other terms or conditions of computer network access promulgated by the Director or his or her designee(s), and other disciplinary policies and regulations necessary to further the educational, safety, and pedagogical concerns of SEAPCO.

 

Authorization for Electronic Network Access

 

Each staff member and any non-student user must sign SEAPCO’s Staff/Non-Student Authorization Form (Exhibit 1)as a condition for using SEAPCO’s electronic network.  Violation of rules relating to the electronic network is unprofessional behavior.  Each student and his or her parent(s)/guardian(s) must signa Student Authorization form (Exhibit 2) before being granted use of the electronic network.

 

All users of SEAPCO's electronic network shall maintain the confidentiality of student records.  No confidential student information shall be loaded onto an electronic network unless sufficient measures are in place to prevent unauthorized access to confidential student information. 

 

The failure of any student, or individual, staff member or other user to follow the terms of  this policy, or its implementing administrative procedures will result in the loss of privileges, disciplinary action, and/or appropriate legal action.

 

 

 

Legal References:    No Child Left Behind Act, 20, U.S.C. §6777.

 

                               Children’s Internet Protection Act, 47 U.S.C. §254(h) and (l).

 

                               Enhancing Education Through Technology Act, 20, USC § 6751

 

                                           et seq.

 

                               720 ILCS 135/0.01.

 

                               105 ILCS 5/27-13.3

 

 

 

 

 

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ELECTRONIC NETWORKS - AUTHORIZATION FOR STAFF MEMBER/NON-STUDENT ELECTRONIC NETWORK ACCESS

 

 

 

Authorization for Staff Member/Non-Student Electronic Network Access

 

 

 

Please read carefully the Authorization for Electronic Network Access.  If you agree to the terms of the Authorization and desire to have an Internet account, sign the Authorization form and return it to the Director.

 

Each individual seeking SEAPCO Electronic Network Access must sign this Authorization as a condition for using SEAPCO's Internet connection.  Please read this document carefully before signing.

 


Individuals need only sign this 
Authorization for Electronic Network Access once while employed by or otherwise associated with SEAPCO.

 

I understand and will abide by the Electronic Networks Policy and its administrative procedures implementing rules and regulations and this Authorization for Electronic Network Access.  I further understand that SEAPCO and/or its agents may access and monitor my use of the Internet electronic network, including the internet, my E-mail, and downloaded material, and any other electronic material without prior notice to me.  I further understand that should I commit any violations, my access privileges may be revoked, and disciplinary action and/or appropriate legal action may be taken against me.

 

In addition, I agree to indemnify SEAPCO for any losses, costs, damages, charges, or fee incurred by SEAPCO and relating to or arising out of my use of the electronic networks or any violation of the policy procedures, rules, or other terms or conditions of electronic network access.  In consideration for access to using SEAPCO's electronic network connection and having access to public networks, I hereby release SEAPCO and its individual Board members, officers, employees, and agents, successors and assigns from any claims and damages arising out of or related to from my use, or inability to use SEAPCO's electronic network including the Internet.

 

 

 

                                                                                                             

 

User Name                                                                                                

 

 

 

                                                       

 

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User Signature

 

 

 

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ELECTRONIC NETWORKS - ADMINISTRATIVE PROCEDURE ACCESS TO AND USE OF ELECTRONIC NETWORKS

 

 

 

ADMINISTRATIVE PROCEDURE ACCESS TO AND USE OF ELECTRONIC NETWORKS

 

All use of electronic networks shall be consistent with the Cooperative’s goal of promoting educational excellence by facilitating resource sharing, innovation, and communication.  These procedures do not attempt to state all required or prescribed behavior by users.  However, some specific examples are provided.  The failure of any user to follow these procedures or any other rules promulgated by the Director or her designee(s) will result in the loss of privileges, disciplinary action, and/or appropriate legal action.

 

These procedures do not attempt to state all required or prescribed behavior by users.  However, some specific examples are provided.  The failure of any user to follow these procedures or any other rules promulgated by the Director or her designee(s) will result in the loss of privileges, disciplinary action, and/or appropriate legal action.

 

Terms and Conditions

 

1.    Authorized Users – Authorized users of the electronic network include students, teachers, administrators, other employees of the District, Board of Education members and other student and non-student users who have been granted access privileges who have signed and submitted an Authorization for Electronic Network Access and whose electronic network privileges  are not suspended or revoked.

 

2.    Acceptable Use -  SEAPCO’s electronic network shall only be used for the purpose of education or research, consistent with the educational objectives of SEAPCO.  Use also must comply with the Policy and all other procedures, rules, or other terms or conditions of electronic network access promulgated by the Director or his or her designee(s), and all other disciplinary policies and regulations necessary for the safety and pedagogical concerns of SEAPCO.

 

3.    Privileges – The use of SEAPCO’s Internet is a privilege, not a right and inappropriate use will result in a cancellation of those privileges.  The Director or his/her designee will make all decisions regarding whether or not a user has violated these procedures and may deny, revoke, or suspend access at any time.

 

4.   Unacceptable Use – The user is responsible for his/her actions and activities involving the network.  Any use that is not for the purpose of education, research, or legitimate school business, or that is otherwise inconsistent with SEAPCO’s educational mission, is an unacceptable use.  Some examples of unacceptable uses are:

 

a)   Using the network for any illegal activity, including violation of copyright or other intellectual property rights, or transmitting any material in violation of any U.S. or State regulation; 

 

b)   Taking any steps that threaten, or that may reasonably be interpreted to threaten, any person, group of persons, building, or property with harm, regardless of whether the user intends to carry out such threat;

 

c)   Unauthorized downloading of files, images  or software, regardless of whether it is copyrighted or devirused;   

 

d)   Using the electronic network for private financial or commercial gain, including advertising;

 

e)   Wastefully using resources, such as file space;

 

f)   Creating or forwarding chain letters, “spam,” or other unsolicited or unwanted messages;

 

g)   Creating or sending e-mail or other communications which purport to come from another individual (commonly known as “spoofing”), or otherwise assuming an anonymous or false identity in communicating with other individuals, businesses, or organizations;

 

h)   Modifying, disabling, compromising, or otherwise circumventing any anti-virus, user authentication, content filter, or other security feature maintained on the electronic network or on any external computer, computer system, or computer account;

 

i)   Hacking or gaining unauthorized access to files, resources or entities;

 

j)   Creating or deliberately downloading, uploading, or forwarding any computer virus, or otherwise attempting to modify, destroy, or corrupt computer files maintained by any individual on any computer;

 

k)   Compromising the privacy or safety of individuals, including the unauthorized disclosure, dissemination or use of personal identifying information of a personal nature;

 

l)   Using another user’s account or password;

 

m)   Disclosing any computer network password (including your own) to any other individual;

 

n)   Posting material authorized or created by another without his/her consent;

 

o)   Posting anonymous messages;

 

p)   Using the network for commercial or private advertising;

 

q)   Accessing, submitting, posting, publishing, or displaying any defamatory, inaccurate, abusive, obscene, profane, sexually oriented, threatening, racially offensive, harassing, or illegal materials; 

 

r)   Using the network while access privileges are suspended or revoked.   

 

s)   Disrupting the educational process, including use that is reasonably foreseeable to result in a disruption or interfere with the rights of others at anytime, either during the school day or after school hours;

 

t)   Disrupting or interfering with SEAPCO’s electronic network;

 

u)   Sending mass electronic mail to multiple users without prior authorization by the Director or his or her designee;

 

v)   Misrepresenting one’s identity in electronic communications;

 

w)   Using SEAPCO’s electronic network to participate in acts constituting “prohibited political activities” under the State Officials and Employees Ethics Act or “election interference” under the Election Code or to participate in any political activities that create an appearance of impropriety under those laws or under any ethics policy of SEAPCO relating to political activities of SEAPCO’s employees or Board members;

 

x)   Engaging in any activity that does not meet the intended purposes of the network, as set forth in the Electronic Networks Policy, these administrative procedures, and any other rules promulgated by the Director of his or her designee;

 

y)   Communicating or socializing with students through private e-mail accounts, Internet accounts, texting, or other means of private electronic communication, including, but not limited to, social networking sites, without the prior authorization of the Director or his or her designee; and

 

z)   Attempting to commit any action which would constitute an unacceptable use if accomplished successfully.

 

4.   Network Etiquette – The user is expected to abide by the generally accepted rules or network etiquette.  These include, but are not limited to, the following:

 

a)   Be polite.  Do not become abusive in messages to others.

 

b)   Use appropriate language.  Do not swear, or use vulgarities or any other inappropriate language.

 

c)   Do not reveal the personal addresses or telephone numbers of students or colleagues.

 

d)   Recognize that electronic mail (E-mail) is not private and may be subject to public disclosure in certain cases.  People who operate the system have access to all e-mail on the electronic network.  Evidence of inappropriate or illegal behavior will be reported and turned over to appropriate authorities.  

 

e) Do not use the network in any way that would disrupt its use by other users.

 

5.   No Warranties – SEAPCO makes no warranties of any kind, whether expressed or implied, for the service it is providing.  SEAPCO will not be responsible for any damages the user suffers.  This includes loss of data resulting from delays, non-deliveries, missed deliveries, or service interruptions caused by its negligence or the user’s own risk.  SEAPCO specifically denies any responsibility for the accuracy or quality of information obtained through its services.

 

6.    Indemnification – The user agrees to indemnify SEAPCO for any losses, costs, or damages, including reasonable attorney fees, incurred by SEAPCO relating to, or arising out of, any violation of the Electronic Network Policy or these  administrative procedures, or any rules promulgated by the Director or her designee(s).

 

7.   Security - Network security is a high priority. If you identify a risk or problem on  SEAPCO’s electronic network, you must notify the Director or his/her designee.  Do not disclose the problem to other users.  Keep your account and password confidential.  Do not use another individual’s account without written permission from that individual.  Attempts to log-on to SEAPCO’s electronic network as another or as a system administrator individual will result in cancellation of user privileges.  Any user identified as a security risk may be denied access to network.

 

8.   Vandalism – Vandalism will result in cancellation of privilege and other disciplinary action. Vandalism is defined as any malicious attempt to harm or destroy data of another user, the Internet, or any other network.  This includes, but is not limited to, the uploading or creation of computer viruses.

 

9.   Unauthorized Charges -  SEAPCO assumes no responsibility for any unauthorized charges or fees, including telephone charges, long distance charges, per-minute surcharges, and/or equipment of line costs. 

 

10.   Copyright Web Publishing Rules – Copyright law and SEAPCO policy prohibit the republishing of text or graphics found on the WEB or on SEAPCO’s Web site or file servers, without explicit written permission from the copyright owner.

 

a)   For each re-publication (on a Web site or file server) of a graphic or text file that was produced externally, there must be a notice at the bottom of the page crediting the original producer and noting how and when permission was granted.  If possible, the notice should also include the Web address of the original source.

 

b)   Students and staff engaged in producing Web pages must provide library media specialists with e-mail or hard copy permissions before the Web pages are published.  Printed evidence of the status of “public domain” documents must be provided.

 

c)   The absence of a copyright notice may not be interpreted as permission to copy materials.  Only the copyright owner may provide the permission. The manager of the Web site displaying the material is not necessarily the copyright owner.

 

d)   The “fair use” rules governing student reports in classrooms are less stringent and permit limited use of graphics and text.

 

e)   Student work may only be published if there is written permission from both the parent/guardian and student. 

 

11.   Use of Electronic Mail

 

a)   SEAPCO’s electronically mail system, and its constituent software, hardware, and data files, are owned and controlled by SEAPCO. SEAPCO provides e-mail to aid students and staff members in fulfilling their duties and responsibilities, and as an education tool.

 

b)   SEAPCO reserves the right to access and disclose the contents of any account on its system, without prior notice or permission from the account’s user.  Unauthorized access by a student staff member or other user to an Electronic mail account is strictly prohibited.

 

c)   Each person should use the same degree of care in drafting an electronic mail message as would be put into a written memorandum or document.  Nothing should be transmitted in an e-mail message that would be appropriate in a letter or memorandum.

 

d)   Electronic messages transmitted via SEAPCO’s Internet gateway carry with them an identification of the user’s Internet “domain.”  This domain name is a registered domain name and identifies the author as being with SEAPCO. Great care should be taken, therefore, in the composition of such messages might reflect on the name and reputation of SEAPCO. Users will be held personally responsible for the content of any and all electronic mail messages transmitted to external recipients. 

 

e)   Any message received from an unknown sender via the Internet should either be immediately deleted or forwarded to the system administrator. Downloading any file attached to any Internet-based message is prohibited unless the user is certain of that message’s authenticity and the nature of the file transmitted.

 

f)   Use of SEAPCO’s electronic mail system constitutes consent to these regulations.

 

12.   Internet Safety

 

Internet access is limited to only those acceptable uses as detailed in these procedures. Staff members shall supervise students while students are using SEAPCO’s electronic network, including while the student has Internet access and shall monitor the student’s compliance with the Electronic Networks Policy and its implementing administrative procedures, rules and regulations.

 

Each Cooperative computer with Internet access has a filtering device that blocks entry to visual depictions that are: (1) obscene, (2) pornographic, or (3) harmful or inappropriate for students, as defined by the Children’s Internet Protection Act and as determined by the Director or his or her designee.

 

The system administrator shall monitor student electronic network Internet access.

 

We now have the ability to enhance our student’s education through the use of the Internet.  The Internet offers vast, diverse, and unique resources.  SEAPCO’s goal in providing this service is to promote educational excellence by facilitating resource sharing, innovation, and communication.

 

The Internet electronically connects thousands of computers throughout the world and millions of individual subscribers.  Students, teachers, and other SEAPCO employees may have access to:

 

      • Limited electronic mail communications with people all over the world.

      • Information from government sources, research institutions, and other resources.

      • Discussion groups.

      • Many libraries, including the catalog to the Library of Congress, and the Educational Resources Information Clearinghouse (ERIC)

 

With this educational opportunity also comes responsibility.  You should read carefully the  Authorization for Electronic Network Access form.   The use of inappropriate material or language, or violation of copyright laws, may result in the loss of the privilege to use this resource.  Remember also that you are professionally legally responsible for you actions.

 

SEAPCO takes precautions, and the employee must make a reasonable effort to prevent access to materials that may be defamatory, inaccurate, offensive, or otherwise inappropriate in the school setting.  On an unregulated network, however, it is impossible to control all material and user may discover inappropriate material.

 

 

 

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TAPE RECORDING OF IEP MEETINGS

 

 

Tape recording of Individual Education Program (IEP) meetings is not permitted. When a party requests that a meeting be recorded, staff is obligated to indicate that SEAPCO policy does not allow tape recording unless the party requesting has a specific documented medical condition or impairment that requires tape recording as an accommodation to fully participate in the meeting. 

 

 

 

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SECTION VII - STUDENTS

 

7.10 - EQUAL EDUCATIONAL OPPORTUNITIES

 

7.20 - SEXUAL HARASSMENT

 

7.30 - SPECIAL EDUCATION EVALUATION

 

7.40 - AGENCY AND POLICY INTERROGATION

 

7.50 - STUDENT DISCIPLINE

 

7.60 - ADMINISTERING MEDICINES TO STUDENTS

 

7.70 - COMMUNICABLE AND CHRONIC INFECTIOUS DISEASE

 

7.80 - PLACEMENT IN SPECIAL EDUCATION CLASSES

 

7.90 - MAINTENANCE OF STUDENT RECORDS

 

7.100 - STUDENT RECORD CHALLENGES

 

 

 

 

 

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EQUAL EDUCATIONAL OPPORTUNITIES

 

Equal educational opportunities shall be available for all students without regard to race, color, national origin, ancestry, sex, ethnicity, language barrier, religious beliefs, physical and mental handicap or disability, or economic and social conditions, or actual or potential marital or parent/guardian status.

 

Any student may file a discrimination grievance by using the Uniform Grievance Procedure.

 

SEX EQUITY

 

No student shall, on the basis of sex, be denied equal access to programs, activities, services or benefits, or be limited in the exercise of any right, privilege, advantage, or denied access to educational and extracurricular programs and activities.

 

Any student may file a sex equity complaint by using the Uniform Grievance Procedure. A student may appeal the school board’s resolution of the complaint to the Regional Superintendent of Schools (pursuant to 105 ILCS 5/3-10 of The School Code) and thereafter, to the State Superintendent of Education (pursuant to 105 ILCS 5/2-3.8 of The School Code).

 

ADMINISTRATIVE IMPLEMENTATION

 

The Director shall appoint a Nondiscrimination Coordinator. The Director and building principal shall use reasonable measures to inform staff members and students of this policy and grievance procedure.

 

 

 

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HARASSMENT OF STUDENTS PROHIBITED

 

Harassment of Students Prohibited

 

No person, including a SEAPCO employee or agent, or student, shall harass or intimidate another student based upon a student’s sex, color, race, religion, creed, ancestry, national origin, physical or mental disability, sexual orientation, or other protected group status.  SEAPCO will not tolerate harassing or intimidating conduct, whether verbal, physical, or visual, that affects tangible benefits of education, that unreasonably interferes with a student’s educational performance, or that creates an intimidating, hostile, or offensive educational environment.  Examples of prohibited conduct include name-calling, using derogatory slurs, or wearing or possessing items depicting or implying hatred or prejudice of one of the characteristics stated above. 

 

Complaints of harassment or intimidation are handled according to the provisions on sexual harassment below.  The Director shall use reasonable measures to inform staff members and students that SEAPCO will not tolerate harassment, such as by including this policy in the appropriate handbooks.

 

 

 

Sexual Harassment Prohibited

 

Sexual harassment of students is prohibited.  Any person, including a SEAPCO employee or agent, or student, engages in sexual harassment whenever he or she makes sexual advances, requests sexual favors, and engages in other verbal or physical conduct of a sexual or sex-based nature, imposed on the basis of sex, that:

 

1.   denies or limits the provision of educational aid, benefits, services, or treatment; or that makes such conduct a condition of a student’s academic status; or

 

2.   has the purpose or effect of:

 

a.   substantially interfering with a student’s educational environment;

 

b.   creating an intimidating, hostile, or offensive educational environment;

 

c.   depriving a student of educational aid, benefits, services, or treatment; or

 

d.   making submission to or rejection of such conduct the basis for academic decisions affecting a student.

 

Students who believe they are victims of sexual harassment or have witnessed sexual harassment are encouraged to discuss the matter with the Nondiscrimination Coordinator, Complaint Manager, building Principal, Assistant Principal, or Dean of Students.

 

Students may choose to report to a person of the student’s same sex.  Complaints will be kept confidential to the extent possible given the need to investigate.  Students who make good faith complaints will not be disciplined.

 

An allegation that one student was sexually harassed by another student shall be referred to the Building Principal, Assistant Building Principal, or Dean of Students for appropriate action.

 

The Director shall insert into this policy the names, addresses, and telephone numbers of the Association’s current Nondiscrimination Coordinator and Complaint Managers.  At least one of these individuals will be female, and at least one will be male.

 

 

 

Nondiscrimination Coordinator:

 

 Name                       Lora Haas, Spec. Ed. Administrator

 

 Address                   SEAPCO

 

                                 6000 S. Adams Street

 

                                 Bartonville, IL  61607

 

 Telephone No.         309-697-0880

 

 

 

Complaint Managers:

 

 Name                        Lora Haas, Spec. Ed. Administrator        David Ptak, Spec. Ed. Administrator

 

 Address                    SEAPCO                                                  SEAPCO

 

                                  6000 S. Adams Street                            6000 S. Adams Street

 

                                  Bartonville, IL  61607                             Bartonville, IL  61607

 

Telephone No.           309-697-0880                                        309-697-0880

 

 

 

The Director shall use reasonable measures to inform staff members and students that the Association will not tolerate sexual harassment, such as by including this policy in the appropriate handbooks.

 

Any Association employee who is determined, after an investigation, to have engaged in sexual harassment will be subject to disciplinary action up to and including discharge.  Any student who is determined, after an investigation, to have engaged in sexual harassment will be subject to disciplinary action, including but not limited to, suspension and expulsion consistent with the local district’s discipline policy.  Any person making a knowingly false accusation regarding sexual harassment will likewise be subject to disciplinary action up to and including discharge, with regard to employees, or suspension and expulsion, with regard to students.

 

 

 

THE ASSOCIATION’S EDUCATIONAL PROGRAM

 

1.   The health education program for grades kindergarten through 12 shall include age-appropriate instruction which leads to the students’ understanding of sexual abuse and harassment.

 

2.   Counselors and health teachers shall obtain and disseminate age-appropriate informational materials concerning sexual abuse and harassment.
 

 

THE STUDENT COMPLAINT PROCESS

 

1.   The Nondiscrimination Coordinator or Grievance Complaint Manager should follow the Uniform Grievance Procedures. 

 

2.   The student’s parent(s)/guardian(s) will be notified that they may attend any investigatory meetings in which their student is involved.  The parent(s)/guardian(s) will be kept informed of the investigation’s progress.  Association personnel shall, however, comply with the child abuse reporting laws.

 

 

 

LEGAL REF.:           Title IX of the Educational Amendments, 20 U.S.C. §1681 et seq,

 

34 C.F.R. Part 106.

 

105 ILCS 5/10-22.5 and 5/27-1.

 

23 Ill. Admin. Code § 200.10 et seq.

 

Davis v. Monroe County Board of Education 526 U.S. 629 (1999).

 

Franklin v. Gwinnett Co. Public Schools, 112 S. Ct. 1028 (1992).

 

Gebser v. Lago Vista Independent School District, 118 S.Ct. 1989 (1998).

 

West v. Derby Unified School District No. 260, 10th Cir. App, 3//21.2000.

 

 

 

CROSS REF.:           2:20 (Uniform Grievance Procedure), 5:20 (Sexual Harassment), 7:10

 

(Equal Educational Opportunities)

 

 

 

ADOPTED:              April 1996      

 

 

 

REVISED:                February 8, 2013

 

 

 

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SPECIAL EDUCATION EVALUATION

 

Students may be referred for a special education evaluation by school district personnel, the parents, community service agencies, persons having primary care and custody of the student, other professional persons having knowledge of the student’s problems, the student, or the State Board of Education.

 

The evaluation procedures will be in accordance with federal and state law to determine whether a student is disabled and the nature and extent of the special education and related services the student needs.

 

Should a student be referred with less than sixty (60) student attendance days left in the school year, eligibility determination for the student to receive special education services will be made before the first day of the following school year.

 

 

 

 

 

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AGENCY and POLICE INTERROGATION

 

All requests by agency or police officials to interview a student shall be handled according to the procedures for the interrogation of students developed by the district of residence.

 

 

 

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STUDENT DISCIPLINE

 

The discipline of students with disabilities shall conform to the policies and procedures of the district of residence, written in accordance with applicable state and federal administrative regulations, court decisions, rules and legislation.

 

 

 

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MISCONDUCT BY STUDENTS WITH DISABILITIES

 

The Director or a designee shall plan and implement a program for using behavior interventions with students with disabilities. The plan will provide ways for successfully working with students who have difficulty conforming to acceptable behavior patterns.

 

The following procedure shall be used when a student with disabilities is alleged to have engaged in disobedience or misconduct.

 

I. SUSPENSION BEYOND 10 DAYS OR EXPULSION

 

A. The resident district shall promptly notify the student’s parent(s)/guardian(s) of the disobedience or misconduct and whether the student will be suspended. All procedural protections pertaining to notice provided under the regular education discipline policy shall apply to this notice. This information shall be confirmed in writing and the parent(s)/guardian(s) shall be advised as follows:

 

1. That the multidisciplinary conference (MDC) team shall meet as soon as possible, but at least ten (10) calendar days after this notice was sent, unless such ten-day notice is waived by the parent(s)/guardian(s), to determine whether a causal relationship exists between the student’s disabling condition and the student’s alleged disobedience or misconduct; and

 

2. That the student’s parent(s)/guardian(s) are requested to attend the multidisciplinary team meeting with the date, time and location of the meeting.

 

B. MDC DETERMINATION

 

The MDC team may determine that the cause of the student’s disobediences or misconduct is not related to the student’s disabling condition. In that case, the student may be disciplined under the resident district’s discipline policy for regular education students by measures up to and including expulsion. If the Association imposes expulsion or other disciplinary measures altering the student’s special education program, an IEP meeting shall be convened to determine appropriate alternative means of service delivery.

 

C. The resident district may not expel a disabled student if the MDC team determines that the student’s gross disobedience or misconduct is causally related to the student’s disabling condition. The MDC team is responsible to address placement changes which may be appropriate in light of misconduct found to be disability related.

 

Parent(s)/guardian(s) may object to a proposed change in their student’s education placement. If so, if the superintendent of the resident district believes that the student’s behavior in the current placement poses a continuing physical danger to the student or to others, the superintendent of the resident district is authorized to seek a court order to change the placement or to suspend the student for more than ten (10) days.

 

 

 

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ADMINISTERING MEDICINES TO STUDENTS

 

Teachers and other non-administrative school employees, except certified school nurses, shall not be required to administer medication to students. Parent(s)/guardian(s) are responsible for administering medication to their children. Administering medication during school hours or during school-related activities is discouraged unless it is necessary for the critical health and well being of the student. Parent(s)/guardian(s) may authorize their child to self-administer a medication according to the Association’s procedures for student self-administration of medication.

 

Nothing in this policy shall prohibit any school employee from providing emergency assistance to students, including administering medication.

 

 

 

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COMMUNICABLE AND CHRONIC INFECTIOUS DISEASE

 

A student with or carrying a communicable and/or chronic infectious disease has all rights, privileges and services provided by law and the Association’s policies. The Director will develop procedures for communicable and chronic infectious diseases for the Board’s consideration.

 

 

 

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CHRONIC INFECTIOUS DISEASE – STUDENTS

 

The Administration shall immediately investigate the health status of any student suspected of having a chronic contagious or infectious disease. Upon confirmation of the presence of a chronic infectious disease, the student shall be referred to the chronic infectious review team for evaluation and determination of an appropriate course of consideration.

 

SEAPCO reserves the right to temporarily remove for up to ten (10) school days the infected student from the normal educational environment until the chronic infectious review period, an alternative educational environment shall be provided during periods when the infectious disease condition interferes with the student’s ability to learn or the risk of infection of other individuals in the school environment is heightened. Individuals in the school environment shall be informed of the presence of a contagious or communicable disease on the basis of need to know and all decisions regarding the infected student shall be made in a non-discriminatory manner.

 

 

 

 

 

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PLACEMENT IN SPECIAL EDUCATION CLASSES

 

Students will be assigned to classes or programs in accordance with procedures established by The School Code of Illinois, 23 Admin. Code 226, and the ISBE required Procedural Manual.

 

1st priority to the student who lives in the district in which a program is located for which the student is eligible.

 

2nd priority to eligible candidates from SEAPCO member districts.

 

3rd priority to candidates from districts which are not members of SEAPCO.

 

If, at any time, classroom space is available over and above that required for students residing in any member district, additional students may be taken from another (non-member) district on a tuition basis plus an administrative charge, but without benefit of participation in any state reimbursement to the Association.

 

Whenever possible, siblings or related students in the same household will not be enrolled in the same classroom.

 

 

 

 

 

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MAINTENANCE OF STUDENT RECORDS

 

The Association acknowledges its duty under both Illinois and federal law to properly collect, maintain, disseminate, destroy, and protect the confidentiality of student records and student information. The Association adopts this policy on student records and intends that this policy and the actions of the Association and its employees, agents and attorneys be in conformity with all applicable state and federal statutes, as amended from time to time, and the regulations promulgated thereunder. The Association authorizes the Director to promulgate such rules and regulations as may be reasonably necessary to effectuate this policy. The Rules and Regulations adopted are hereby incorporated by reference and made part of this policy.

 

The local district of residence shall maintain the permanent record for all students in its boundaries. These records shall include:

 

1. Basic identifying information concerning the student

 

2. Academic transcripts

 

3. Attendance record

 

4. Accident/health reports

 

5. Information pertaining to release of this record

 

Additionally, the permanent record may include:

 

1. Special education files

 

2. Family background

 

3. Intelligence/aptitude scores

 

4. Achievement test results

 

5. Psychological reports

 

6. Honors/awards

 

7. Athletics/activities

 

8. Disciplinary information

 

9. Teacher anecdotal records

 

10. Information pertaining to release of this record

 

11. Other relevant information not required to be in the permanent record

 

Information in this record shall reference authorship and date. Temporary records shall be reviewed at least every four (4) years, or upon a student’s change in attendance centers, whichever occurs first, to verify entries and correct inaccurate information.

 

The Director shall be responsible for designating a records custodian who shall maintain student permanent/temporary records. The Director or his/her designee shall be responsible for informing staff members of this policy.

 

A parent/guardian has the right to inspect and copy the student’s permanent and temporary records except as limited by the Policy and its Regulations, or state and federal law. (All rights of the parent/guardian become the exclusive rights of the student upon the student’s 18th birthday, graduation from secondary school, marriage, or entry into military service, whichever comes first.) In order to review the student’s record, a parent/guardian must make a written request to the Association. The request will be granted within fifteen (15) school days after the date or receipt of the request. The Association may charge a fee not to exceed $.35 per page for copies of the record. This fee will be waived if the parent/ guardian is unable to pay.

 

The Association will release information contained in student records without parent/ guardian notice or consent only to the Director or Association employee with a current demonstrable educational or administrative interest in the student and the records are in furtherance of such interest, or to any person for the purpose of research, statistical reporting or planning, so long as no student or parent/guardian can be identified from the released information and the person receiving the information signs an affidavit agreeing to comply with all applicable student records regulations and statutes. Student records may be released without parent/guardian consent, but with notice to the parent/guardian of their right to inspect, copy, or challenge the contents of the records to be released to the records custodian of a school to which the student has transferred, to any person as specifically required by law, or pursuant to a court order or subpoena. Any other release of information requires the prior written consent of the parent/guardian. The parent/guardian has the right to a copy of any released records.

 

A parent/guardian also has the right to challenge any entry in the student’s school record, except for grades, on the basis of accuracy, relevancy, or propriety. This Policy and the law provide for hearing and appear procedures and an opportunity to include a statement in the record discussing or explaining any entry. To challenge a record or entry, the parent/ guardian must contact the Director.

 

Parent(s)/guardian(s) will be notified of the destruction schedule of the student’s records at the time of graduation, transfer, or permanent withdrawal from the Association. Permanent records are kept for sixty (60) years and temporary records are kept no more than five (5) years after the student leaves the Association. For a graduated or permanently withdrawn special education student, the Association may, after five years, transfer to the parent/ guardian any temporary records which may be of continued assistance to the student. Student records are reviewed by the Association every four (4) years, or when a student changes attendance centers.

 

Certain information is hereby designated under this Policy as “directory information.” Directory information includes the student’s name, address, gender, grade level, birthdate and birthplace, parent/guardian names and addresses, academic awards, degrees and honors received, information relating to school-sponsored activities, courses taken, period of attendance in the school, and the height and weight of the student. This information may be released to the general public, unless a parent/guardian informs the Association that information concerning his or her student should not be released.

 

 

 

 

 

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STUDENT RECORD CHALLENGES

 

The parent(s)/guardian(s) or student may challenge the accuracy, relevancy or propriety of the records, except grades, and request a hearing. The Director shall be responsible for establishing appropriate procedures in accordance.

 

Parent(s)/guardian(s) may insert in their child’s school record a statement of reasonable length stating their position on any disputed information contained in that record. The school will include a copy of the statement in any release of the information in dispute.

 

The Association’s records custodian shall be responsible for the maintenance, retention, or destruction of a student’s temporary file in accordance with established procedure. No student record shall be destroyed unless the written approval of the appropriate local Records Commission is first obtained. Prior to expunging and destroying students’ temporary records, the Association shall notify the students’ parents/guardians and the students of its impending action. A thirty (30)-days’ notice shall be given in the local newspaper, as well as a notice sent home with each student. The parents/guardians or students shall be given an opportunity, within the thirty (30)-day period, to copy the record and information proposed to be destroyed or deleted.

 

In the case of the student with a disability who transfers, graduates, or permanently withdraws from the district of residence, temporary records shall be maintained no longer than five (5) years. No temporary record shall be maintained beyond its period of usefulness to the student and the school. The Association may continue to maintain a permanent record of the student’s name, address, and phone number, his/her grades, attendance record, classes attended, grade level completed, and year completed. The permanent record shall be maintained for a period of sixty (60) years.

 

Records will not be released without parental consent unless the disclosure is consistent with all applicable federal statutes. The Association will protect the confidentiality of personally identifiable information at the collection, storage, disclosure, and destruction stages.

 

 

 

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SECTION VIII - COMMUNITY RELATIONS

 

8.10 - DISTRIBUTION AND DISPLAY OF COMMUNITY FLYERS AND POSTERS

 

8.20 - CONDUCT ON SCHOOL PROPERTY

 

8.30 - VISITORS TO THE ASSOCIATION

 

8.40 - EXCLUSIVE BARGAINING REPRESENTATIVE AGENT

 

8.50 - ACCOMMODATING INDIVIDUALS WITH DISABILITIES

 

8.60 - PUBLIC GIFTS TO THE ASSOCIATION

 

8.70 - PARENT ORGANIZATIONS

 

8.75 - PARENTAL INVOLVEMENT

 

8.80 - RELATIONS WITH OTHER ORGANIZATIONS AND AGENCIES

 

8.90 - PUBLIC COMPLAINTS

 

 

 

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DISTRIBUTION AND DISPLAY OF COMMUNITY FLYERS AND POSTERS

 

Non-school related organizations may ask the Director for permission: (1) to display posters in the area reserved for community posters, or (2) to have flyers distributed to students. The posters and/or flyers subject to a request must be student-oriented and have the sponsoring organization’s name prominently displayed. Permission will be denied to post or distribute any material that would disrupt the educational process; violate the rights of others, including material that is defamatory; invade the privacy of others; infringe on a copyright; or be obscene, vulgar, or indecent.

 

No commercial publications shall be posted or distributed unless their purpose is to further a school activity, such as graduation, class pictures, or class rings. No information from candidates for non-students’ elective office shall be posted in the school, except on Election Day, or distributed to students.

 

Once permission is granted, the Association must arrange to have copies delivered to the school. Distribution of material under this policy will be done by the classroom teacher without discussion.

 

 

 

 

 

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CONDUCT ON SCHOOL PROPERTY

 

In addition to prohibitions stated in other Association policies, no person on school property shall:

 

1. Injure or threaten to injure another person;

 

2. Damage another’s property or that of the Association;

 

3. Violate any provision of the criminal law of the State of Illinois or town or county ordinance;

 

4. Smoke or otherwise use tobacco products;

 

5. Consume, possess, or distribute alcoholic beverages, illegal drugs, or possess dangerous weapons at any time;

 

6. Impede, delay, or otherwise interfere with the orderly conduct of the Association’s educational program or any other activity occurring on school property;

 

7. Enter upon any portion of Association premises at any time for purposes other than those which are lawful and authorized by the Association; or

 

8. Willfully violate other Association rules and regulations.

 

 

 

“Association property” means within Association buildings, in vehicles used for Association purposes, or on school grounds.

 

As circumstances warrant, appropriate action will be taken by the Association’s administrators.

 

 

 

 

 

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VISITORS TO THE ASSOCIATION

 

The Association encourages visits by School Board members, parents, guardians, citizens, and taxpayers to all Association buildings. All visitors to the Central Office shall report to the receptionist. If a parent/guardian wishes to confer with a teacher, an appointment must be made. Conferences will be held outside school hours or during the teacher’s conference/preparation period.

 

 

 

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EXLCUSIVE BARGAINING REPRESENTATIVE AGENT

 

Authorized agents of an exclusive bargaining representative, upon notifying the Director, may meet with an Association employee (or group of employees) in the Association building before and after the employee’s work day and during the employee’s duty-free lunch period.

 

 

 

 

 

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ACCOMMODATING INDIVIDUALS WITH DISABLILITIES

 

Individuals with disabilities shall be provided an opportunity to participate in all Association-sponsored services, programs, or activities on an equal basis to those without disabilities and will not be subject to illegal discrimination. Where necessary, the Association may provide to persons with disabilities separate or different aids, benefits, or services from, but as effective as, those provided to others.

 

The Association will provide auxiliary aids and services where necessary to afford individuals with disabilities equal opportunity to participate in or enjoy the benefits of a service, program, or activity.

 

Each service, program, or activity operated in existing facilities shall be readily accessible to, and usable by, individuals with disabilities. New construction and alterations to facilities existing before January 26, 1992, will be accessible when viewed in the entirety.

 

The Director is designated the Americans With Disabilities Act, title II coordinator, and, in that capacity, is directed to:

 

1. Oversee the Association’s compliance efforts, recommend necessary modifications to the board, and maintain the Association’s final Title II self-evaluation document and keep it available for public inspection, for at least 3 years after completion date.

 

2. Institute plans to make information regarding title II’s protection available to any interested party.

 

Individuals with disabilities should notify the Director if they have a disability which will require special assistance or services and, if so, what services are required. This notification should occur as far as possible before the Association-sponsored function, program, or meeting.

 

Individuals with disabilities may allege a violation of this policy or federal law by reporting it to the director, as the title II Coordinator, or by filing a grievance under the Uniform Grievance Procedure. The director shall insert into this policy the names, addresses, and telephone numbers of the Association’s current Complaint Managers for the Uniform Grievance Procedure.

 

 

 

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PUBLIC GIFTS TO THE ASSOCIATION

 

The Director shall recommend acceptance of appropriate gift(s) that individuals or organizations may wish to contribute to the Association.

 

All gifts received become the Association’s property.

 

 

 

 

 

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PARENT ORGANIZATIONS

 

The Association Board recognizes that parent organizations are an invaluable resource to the Association schools and so supports their formation and vitality. While parent organizations shall have no administrative authority and cannot determine Association policy, their suggestions and assistance are always welcome. Membership will be open and unrestricted.

 

The Director or a designee will serve as the adviser to parent organizations in his or her school and will serve as a resource person and provide information about school programs, resources, policies, problems, concerns, and emerging issues. Association staff will be encouraged to participate in the organizations.

 

 

 

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PARENTAL INVOLVEMENT

 

In order to assure collaborative relationships between students; families and the Association Board and District Personnel, and to enable parent(s)/guardian(s) to become active partners in education, the Director shall develop and implement administrative procedures to:

 

1. Keep parent(s)/guardian(s) thoroughly informed about their child’s school and education.

 

2. Encourage involvement in their child’s school and education.

 

3. Establish effective two-way communication between all families and the Association Board and Personnel.

 

4. Seek the advice of parent(s)/guardian(s) on school governance issues and methods to fulfill the Association’s educational mission.

 

5. Inform parents/guardians on how they can assist their child’s learning.

 

The Director shall periodically report to the Board on the implementation of this policy.

 

 

 

 

 

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RELATIONS WITH OTHER ORGANIZATIONS AND AGENCIES

 

The Association shall cooperate with other organizations and agencies, including the following:

 

County Health Department

 

Law enforcement agencies;

 

Fire authorities;

 

Planning authorities;

 

Zoning authorities;

 

Other special education organizations; and

 

Other school districts

 

 

 

 

 

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PUBLIC COMPLAINTS

 

The Association Board is interested in receiving valid complaints and suggestions. Public complaints or suggestions shall be referred to the appropriate level of staff member or Association Administrator. Each complaint or suggestion shall be considered on its merits.

 

An individual not satisfied after using the chain of command procedure may file a grievance under the Uniform Grievance Procedure. This policy shall not be construed to create an independent right to a hearing before the Board.

 

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Please feel free to contact us
with any questions or comments.
 P: 309.697.0880   F: 309.697.0884

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6000 S. Adams Street
Bartonville, IL 61607
(located inside Bartonville Grade School)
Monday - Friday   7:00am to 4:00pm
 
 
   
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