FULL TIME SECRETARIAL PERSONNEL FULL TIME SECRETARIES No more than 40 hours can be worked between Sunday, the first day of the week and Saturday, the last day of the week. Compensatory time must be given full time secretaries for work done beyond the normal 40 hour work week. No overtime is allowed without administrative approval. 1. Time Sheets All support staff employed on a year-round basis will record all time worked on district time sheets. After your supervisor approves the time card, it should be sent to the payroll department immediately following the end of the pay period. Pay periods are as follows: 1 st 14 th of month - - - paid on 25 th of same month 15 th end of month - - paid on 10 th of following month In order to account for the district practice of summer hours for certain year-round support staff personnel, please be sure to make such adjustments to your time card and label them accordingly. On the back of the time sheet, you will see a log to record all compensatory and overtime. Absent approval to the contrary, please note that such time requires prior written approval from your supervisor. The district also requires each office to have minimum office hours of 8:00 a.m. 4:30 p.m. (Monday-Friday) during the school year (except non student days). Beginning with 2002-2003, school year each school building office will be required to have minimum office hours of 7:30 a.m. 4:30 p.m. during the school year (except non student days). An individual employee may begin as early as 7:30 a.m. and leave on/after 4:00 p.m. Please note that each employee is required to take a 30 minute duty-free, unpaid lunch. As a result, the time from the beginning to the end of the work day is 8.5 hours for each employee. Pending approval from the supervisor, an employee may take a one hour duty-free, unpaid lunch. With written approval from your supervisor, an employee may perform work at home if it cannot be completed during the 40 hour work week. In other words, work at home cannot be substituted for the 40 hour work week but is above and beyond such hours. The District Administrator may require a 40 hour work week during vacations and summer months. Any deviations from the aforementioned conditions of hours, or conditions of employment must be approved by the business manager if available, or the district administrator. Policies - 310 Full Time Secretarial Personnel Page 1 of 7
2. LONGEVITY - Longevity schedule has been limited to 35 years (No longevity if hired after 1992-93 school year.) After 1 4 years.5% After 5 9 years 1.0% After 10 14 years 1.5% After 15 19 years 2.0% After 20 24 years 2.5% After 25 29 years 3.0% After 30 years or more 3.5% 3. BREAK Two (2) ten (10) minute breaks are allowed each day. 4. SICK LEAVE Sick leave is interpreted as personal illness or illness within the immediate family. An employee released from a position or one who terminates employment forfeits all sick leave time earned. This leave is available to each secretary on completion of the first day of duty. Twelve month employees shall be allowed 12 sick days per year accumulative to 110 days starting 2002-2003. 5. Workman s Compensation Under Workmen s Compensation, the alternatives will be discussed with the employee and the employee will have the discretion to select the option that is most acceptable to them. 6. Sick Leave Buy Out Sick leave buy out will be the same as the current teacher contract. 7. Unpaid Leave Employees using seven (7) or more unpaid leave of absence days in any three (3) year period shall receive full benefits deductions for any additional days taken.. Policies - 310 Full Time Secretarial Personnel Page 2 of 7
8. VACATIONS a. Vacations for secretarial employees hired prior to the 2002-2003 fiscal year working on a full time basis of twelve (12) months per year will be as follows: After 12 months 5 days After 2 nd year and completing 5 th 12 days After 5 th year and completing 10 th year 15 days After 10 th year 20 days After 20 th year 22 days After 25 th year 24 days After 30 th year 26 days New staff hired as of the 2002-2003 fiscal year will receive vacation starting with the first day hired. Starting date and completing 2 nd year Starting 3 rd year and completing 7 th year Starting 8 th year and completing 12 th year Starting 13 th year and thereafter 6 days 10 days 15 days 20 days Vacations effective with the district fiscal year (July 1 through June 30). b. Vacations will be scheduled on a seniority basis by your supervisor. The supervisor must have 2 weeks notice before a 1,2, or 3 week block of vacation is taken; 2 days notice for 2 to 4 days and 1 days notice for ½ day. Extenuating circumstances may allow approval of such guidelines. c. Single days may be used for vacation. No vacation time may be carried over to the next fiscal year without prior permission of the district administrator. d. Additional Vacation Days If 0 (zero) sick days are used per fiscal year you will receive 2 (two) extra days vacation. If 3 (three) days or less of sick leave per fiscal year, you will receive 1 (one) extra day of vacation. Policies - 310 Full Time Secretarial Personnel Page 3 of 7
9. HOLIDAYS Full time secretaries shall receive the following eleven (11) paid holidays: July 4 th July 5 th (day before/after July 4 th or any non-student day with 2 weeks notice) Labor Day Thursday or Friday of Teacher Convention Thanksgiving Friday after Thanksgiving Christmas Eve Christmas Day New Year s Day Good Friday Memorial Day If any of the foregoing holidays fall on a Sunday, it shall be observed on the following Monday and in the event any of the holidays shall fall on a Saturday, Friday shall be considered as the holiday. 10. BEREAVEMENT DAYS Up to three (3) days bereavement leave shall be allowed for a death in the family. Length of leave will depend upon need and travel considerations. If more than three (3) days are required up to three (3) additional days of sick leave may be used for death in the immediate family. Immediate family is defined as father, mother, husband, wife, son, daughter, sister, brother, mother-in-law, father-in-law, sister-in-law, brother-in-law, grandparents, spouse s grandparents, grandchildren, aunts, uncles including spouses, and for people residing in the same household. 11. PERSONAL LEAVE One personal day a year (if you have under 60 sick day) accumulative to three (3). Two personal days a year (if you have 60 or more sick days before the new fiscal year starts) accumulative to four (4). 12. HEALTH INSURANCE The district will contribute toward health insurance premiums as determined by the school board on an annual basis. 13. DENTAL INSURANCE The district will contribute toward health insurance premiums as determined by the school board on an annual basis. Policies - 310 Full Time Secretarial Personnel Page 4 of 7
14. DISABILITY INSURANCE The Board shall provide, without cost to the employee, a long-term disability income policy beginning the 90 th calendar day of disability and providing a monthly benefit equal to ninety percent (90%) of the employee s monthly salary. 15. GROUP LIFE INSURANCE All full time secretaries shall be eligible for participation in the Life Insurance program. An eligible employee may waive participation in the plan. 16. WISCONSIN RETIREMENT CONTRIBUTION The Board shall pay the employee s required deposit to the Wisconsin Retirement Fund, not to exceed the required contribution. 17. SCHOOLING/TRAINING Prior approved education or training expenses will be paid after proof of successful completion of course/training. 18. EVALUATION The Administration will provide all Secretaries with a written evaluation during their first year of employment and once every two years thereafter. 19. MILEAGE Use of the employees personal car for school district business shall be reimbursed according to district policy. 20. EARLY RETIREMENT On November 8, 1999, the school board unanimously agreed to institute an early retirement health insurance plan for all secretarial personnel. The plan provisions are detailed below. Effective November 8, 1999, all secretarial personnel are eligible for and shall be covered by the school district s retiree health insurance plan as described herein. Any employee wishing to exercise the following retirement benefit must notify the District in writing at least four (4) months prior to the effective date of retirement. Subject to the rules and regulations of the carrier, the District will contribute toward the monthly premium based on the election of the employee until the employee s pool dollars are exhausted. In the event the pool dollars are exhausted prior to the retiree reaching Medicare eligibility, the retiree may continue in the District s health insurance program at the retiree s expense. Policies - 310 Full Time Secretarial Personnel Page 5 of 7
EARLY RETIREMENT (continued) To be eligible for retiree health coverage the employee must meet the following criteria: 1. Minimum of five (5) years full-time service or its equivalency in the District during their last years of continuous employment. 2. Age fifty-seven (57) prior to the effective date of retirement. Benefit determination is based upon the following formula: Plan Formula: A= Average of three (3) highest years of earnings based on W-2 statement. B= Full time equivalent years of continuous service (rounded to the nearest tenth). C= Four plus one-tenth per year of continuous full-time equivalent years of service in excess of five (5) years. The maximum multiplier for this factor is six (rounded to the nearest tenth). D= Pool dollars used by the District to pay the monthly health insurance premium for single or family plan coverage as previously elected by the employee prior to retirement. The retiree may elect to change coverage from a family plan to single or vice versa, subject to the regulations of the insurance carrier. The District will continue to make the appropriate premium payment as elected by the employee/retiree until such time as the funds are exhausted. Plan Equation: (A *.01) * B * C = D General Guidelines: 1. The surviving spouse and eligible dependents may be continued in the District s health insurance program at his/her expense until such time as the surviving spouse reaches Medicare eligibility and surviving dependents are not longer lawfully eligible. Surviving spouse and dependents are not eligible for pool dollars. 2. Retirees who have exhausted their pool dollars and are (65) years of age may remain in the District s group health insurance program by paying the supplementary Medicare rate on a monthly basis. The retiree must carry Medicare insurance. Policies - 310 Full Time Secretarial Personnel Page 6 of 7
EARLY RETIREMENT (continued) 3. This program may not be used in conjunction with disability or unemployment compensation provided by the district. 4. This program shall be administered in compliance with federal and state laws, rules and regulations. 5. Retirees shall be ineligible for retiree coverage if the retiree becomes eligible for and is covered by a group health insurance plan as a result of postretirement employment. Approved: 9-15-87 Revised: 6-4-90 Revised: 5-10-04 Policies - 310 Full Time Secretarial Personnel Page 7 of 7