EmployeeHandbook1314_web2_Part1

Transcription

Table of Contents
Section 1:
Introduction
Section 2:
Equal Employment Opportunity
Section 3:
Employment Practices
Section 4:
Principles of Conduct
Section 5:
Performance Evaluation
and Professional Development
Section 6:
Employee Benefits
Section 7:
Leaves of Absence
Section 8:
Office Policies and Procedures
Section 9:
Health, Safety, and Security
Section 10:
Teacher Appreciations
Section 1:
Introduction
Section 1:
Purpose and Use of Handbook
This handbook is designed to acquaint you with West Side Montessori School (WSMS) and
provide you with information about working conditions, employee benefits, and policies
affecting your employment. It contains general statements of school policy, which the school
reserves the right to apply at its sole discretion based on the facts of individual situations (or in
consideration of other factors it deems pertinent) and in preservation of the best interests of the
school. All employees should be aware that violation of school policies and procedures may
subject the employee to corrective action, up to and including termination of employment.
No employee handbook can anticipate every circumstance or question about policy. The school
reserves the right to revise, supplement, or rescind any policies or portion of the handbook from
time to time, as it deems appropriate and at its discretion.
West Side Montessori School continually strives to maintain excellent communications with all
faculty and staff members. We work hard to keep the manual up to date and to keep all
employees informed as policy changes occur from time to time during the normal course of
business. This edition of the handbook replaces and supersedes all prior versions. Please
understand, however, that there may be times when policy will change (at the sole discretion of
the Head of School and Board of Trustees, as may apply) before the written document can be
revised and distributed to all employees.
Please understand that West Side Montessori School is an employer in the state of New York and
must comply with federal, state, and local laws affecting both employees and employers. In
doing so, we realize that there may be sections and policies in this handbook that may not “feel
like” the school or environment with which you are familiar at WSMS. The school leadership is
sensitive to, understands, and acknowledges this potential feeling among employees. However,
we ask all employees to kindly understand that, legally and morally, we must abide by the laws
and regulations of the greater society in which we live. We appreciate your understanding of our
need to be in compliance with the law and thank you for your support in helping West Side
Montessori School operate effectively in the best interests of our students, stakeholders, and
community members at large.
Educational Philosophy
Our programs and practices are based on the philosophy and pedagogy of Maria Montessori, a
pioneer educator and investigator of child development. Working early in the twentieth century,
Dr. Montessori recognized the importance of each child's early experiences to the development
of a healthy, responsible adult. She believed that the potential within each child must be carefully
nurtured by caring adults. By working collaboratively parents and teachers can create rich,
exciting, engaging teaching/learning environments in which each child can develop a positive
self image, positive dispositions to learning, friendships and social competencies, autonomy, and
physical, social, and cognitive competencies in all areas.
Montessori’s approach to education aims to develop each child's full range of abilities and talents while
simultaneously celebrating his or her uniqueness and cultural background. The goal of Montessori
education is the development of autonomous and competent, caring and empathetic, responsive and
responsible, adaptive citizens—life-long learners and problem-solvers. Respect, competency, selfinitiative, responsibility, self-management, and the ability to view experiences from different perspectives
are highly valued.
WSMS is accredited by the American Montessori Society (AMS). AMS has been the mainstay
for Montessori Education in the United States. AMS is responsible for ensuring the integrity of
Montessori Education and for helping to incorporate the Montessori approach into the framework
of American education. The American approach to Montessori education is vital, eclectic and
effective for the urban child. Our accreditation status recognizes that as a community, we are
engaged in a continuous cycle of school improvement.
What are some of our principles and practices?
•
Each child goes through sensitive periods—times when she or he experiences an inner
drive, a passion, to do and understand a process, such as the characteristics of water,
sounds of letters, or relationships of shapes. Montessori observed that learning is most
thorough, concentration most intense, and enthusiasm most eager when a child can
pursue, with endless repetition if she or he wishes, activities in which she or he is
interested. Allowed both time and space to explore at his or her own pace, each child
develops his or her intellectual potential while acquiring a positive attitude and
disposition toward learning.
•
Learning is interrelated and contextual. Teachers need a deep understanding of child
development and of the Montessori curriculum in order to design functional, interactive,
effective learning environments. Young children learn mainly through active involvement
in concrete, meaningful experiences—sometimes alone, but more often with classmates
and/or adults. Only as children grow older does learning become more abstract and less
hands-on, less experiential. And language is key to children’s learning. We fill our
classrooms with talk about people, events, ideas and plans. Children talk to learn,
negotiate, collaborate, and express their dreams, needs, and ideas.
•
Children are most comfortable in a carefully prepared environment where consistency
and dependability are the norms, where each object has its place, and where activities
are performed in an orderly, relaxed manner. In such an atmosphere, the confusions in
children's lives are minimized and they become comfortable making choices; they are
able to immerse themselves in their work.
•
Classroom activities are designed to encourage autonomy, involvement, and risk-taking.
Active involvement with engaging, functional tasks encourages the development of
problem solving strategies and a positive disposition toward "figuring things out"—two
key elements needed in all endeavors. The materials in the classroom are continually
revised and expanded in response to the changing needs and interests of the children.
o Montessori materials are hands-on, interactive, multi-sensorial, concrete
activities. They are designed to help the child learn how to learn. They focus on
the development of skills and concepts. They also provide opportunities for
children to integrate their learning. Literacy and math are natural components of
all activities and, indeed, of classroom life. The foundation of intellectual
knowledge is embedded in Practical Life and Sensorial activities.
o Practical Life materials enable the child to learn how to care for her or himself
and the environment. These activities, such as handwashing, buttoning, sweeping,
and polishing, enable the child to become an independent, responsible, and caring
member of society.
o Sensorial materials are designed to develop the child's perceptual abilities and
refine his or her observation skills.
o Children quite naturally explore math, science, and language arts materials.
Literacy and numeracy are natural components of all activities and of
classroom life. Open-ended materials, such as blocks, sand, dramatic play, Lego
and other manipulatives, and art media, are also components of the Montessori
curriculum. They encourage exploration and self-expression while allowing the
child to impose his or her unique organization upon the process. In addition, the
perspectives embedded in science, social studies, music, and movement stream
through the curriculum. Throughout the year materials are revised and expanded
in response to the children's changing needs and interests.
The Montessori teacher functions as a facilitator and guide. She or he designs the physical environment
and materials and sets the psychological tone of acceptance and trust. She or he offers specific instruction
when appropriate while encouraging the children to set their own standards and to take risks. Montessori
teachers must be very well prepared. They need a deep understanding of both child development and the
Montessori curriculum as well as excellent observational and communication skills and the ability to carry
out classroom research projects. At WSMS we create a collegial milieu which supports ongoing
professional development.
The social and emotional growth of each child cannot be separated from his or her intellectual growth.
Children learn through interaction with each other. They listen to one another, play/work together, help
each other, and participate in group activities.
All classes are mixed groupings in several ways. Multi-aged groupings enable children to learn from one
another and develop positive self-images. We believe that having an ethnic, social, and economic mix is
vital to our children's education. Classrooms integrated by sex, age, race, ethnicity, economic status, life
styles, and individual temperaments prepare children to live with and respect the diversity found in our
society. We seek to create a non-judgmental learning environment; a community of people (children and
adults) learning and sharing together.
The Montessori approach is based on the following beliefs:
o Respect is at the core of the Montessori philosophy—respect for each person (child and
adult), for life, and for the environment. Respect for children's individuality and rights
sets the stage for trusting relationships. We believe that trust is essential for learning to
take place.
o A holistic view of the child. Dr. Montessori viewed each human as an uniquely
endowed whole individual living a whole life in a whole world. This holistic
perspective construes each individual's personal, educational, social, and work lives as
intertwined and inseparable. Similarly, self, family, neighborhood, and global
community are seen as interconnected. To tease out any one component as more
important is artificial and unproductive. In our School parents, teachers/staff, and
children work collaboratively for the benefit of all members.
o Development varies in each individual and, therefore, each child must be allowed to
progress at his or her own rate. Individuality is celebrated and nurtured.
o Learning and growth are viewed as synonymous with living; and knowledge and
knowers are construed as inextricably bound. Learning is an ongoing, dynamic process
of self-construction within a social context. It is a transactional process which affirms
collaboration and community; participants teach and learn from one another.
o An understanding that the learning process takes place through multi-sensorial,
interactive, social learning, contextually-based experiences, and that the process
interrelates the physical, social, emotional, and cognitive domains.
o Learning takes place within a social context as children negotiate, interact, and
collaborate with each other and with adults. All participants teach and learn from one
another.
o The goal of education is the development of an independent, competent, caring,
responsible individual.
We believe that the Montessori approach supports attitudes and behaviors needed today as well as those
that will be needed in the future. These include: personal empowerment and cultural pluralism; global
thinking and ecological awareness; flexibility and adaptability; creativity and innovation; respect, caring,
and responsibility; and competencies of all kinds.
Admission Philosophy
In alignment with our mission, our admission philosophy is to actively seek diversity in our student/parent
body. While we seek a gender balance in admissions, we admit students of any race, color, creed, national
and ethnic origin to all the rights and privileges, programs and activities generally accorded or made
available to students in the School. We do not discriminate on the basis of race, color, creed, gender,
national and ethnic origin, or any other categories protected by law, in our admissions procedures,
educational policies, financial aid programs, and all other school administered procedures and programs.
We seek children/families who wish to take advantage of our programs. In our admissions process we
look for parents/guardians whose educational goals for their children are compatible with our philosophy
of education and who, themselves, want to become involved in our Parents Associations programs.
More than twenty percent of our incoming students are siblings or legacies. Sibling and legacy
applicants are considered first and given preference, but admission is not guaranteed. Parents of
siblings who request early decision are notified according to the Independent Schools
Admissions Association of Greater New York (ISAAGNY) guidelines. Most new applicants
apply to WSMS because they have heard about our excellent reputation through other parents
and professionals. Others learn about our School through the American Montessori Society,
various independent school directories, or the Parents League.
After Labor Day each year, families can submit an application online from our website. There
are four steps to our admissions process. Parents (1) submit an application. We ask parent(s),
without their child(ren), (2) to observe classes in progress. Parents (3) make an interview
appointment to meet with a member of our admissions committee and (4) for their child to
participate in Group Child Visit facilitated by our faculty. Parents also have the option to attend
an evening Open House.
The classroom observation consists of a tour of the facilities and two 10+ minute visits to two
classes in session followed by an information session conducted by the Director of Admissions.
At the evening Open House parents may again tour the physical plant, meet current Board
members and teachers, and attend a presentation by the Head of School on the mission and
educational philosophy of the School. Both visits allow ample time for questions and responses.
After review and evaluation of applicants’ files, decisions are made by the Director of
Admissions. Notification is given to all applicants who have completed the application process
by the dates agreed upon by ISAAGNY.
The child’s readiness for our program is the most important criterion. We also consider the
parents’ desire to contribute their time and efforts to the WSMS community and the parents’
understanding of and commitment to the School’s mission.
The acceptance letters contain a request for a reply and a contract. The signed contract and a
deposit are submitted by the date specified by ISAAGNY. Financial aid applications are
reviewed by the Financial Aid Committee, which determines the amount of the grant. The
financial aid contract specifies the amount of their grant. Financial Aid families are not required
to pay an application fee.
West Side Montessori School History
West Side Montessori School was founded in 1963 by five couples (Gil and Sarah Burke, Boker
and Susanna Doyle, Larry and Olivia Huntington, Fritz and Marian Schwarz, and Joe and Bay
Wasserman) who together envisioned an early childhood school on the Upper West Side that
would provide an exceptional, innovative Montessori education for a richly diverse mix of
families. The School opened with one morning class of fifteen children and Elizabeth Hopkins, a
Montessori teacher, in a room in the Frederick Douglass Houses on Columbus Avenue at 104th
Street. As enrollment grew, the School moved from one rented space to another while searching
for a permanent location. In the spring of 1974, thanks to the foresight and expertise of our
trustees, the School bought the double brownstone at 309 West 92nd Street that remains our
home today. Over the years, we have expanded our footprint to the last allowable inch, added a
rooftop outdoor play space and refurbished the building from top to bottom; all our classrooms
underwent an extensive “green” renovation in the summer of 2009. Since 1963, the student body
has grown from 15 children to more than 200, the number of teachers has grown from one to
more than forty, and we now have our own early childhood Montessori teacher certification
program that educates more than 25 student teachers each year—but the ideals on which our
school was founded are still very much intact.
Professional Memberships and Accreditations
§
We are accredited by the American Montessori Society (AMS), the New York State
Association of Independent Schools (NYSAIS), and the Commission on Elementary
Schools of the Middle States Association of Colleges and Schools (MSA-CES)
§
We are members of the Independent Schools Admissions Association of Greater New
York (ISAAGNY), the National Association for Independent Schools (NAIS), and the
Parents League.
We are licensed by the New York City Department of Health
§
§
We are chartered by the New York State Board of Regents as an independent, not-forprofit educational corporation
Traditions and Annual Events at West Side Montessori School
We celebrate several events throughout the school year that are part of the very fabric of our
school, including:
•
Opening School Night
•
Pumpkin Picnic
•
Book Fair
•
Auction
•
Board/Faculty Dinner
•
Curriculum Night
•
Spring Fair
•
Grandparents and Special Visitors Day
•
End-Of-Year School Picnic
SCHOOL ADMINISTRATION
Mimi Basso, Head of School, is responsible for management of the entire school. The Head is the
Board’s sole employee and is empowered to address all operational matters such as student enrollment,
academics, finances, advancement, hiring and termination of personnel, and supervision of
administration to carry out the operations of the school. The Head of School is responsible to the Board
of Trustees for day-to-day administration of the School. She implements the broad educational policies
set forth by the Board, and assists the Board in articulating these policies. She acts within the financial
parameters set by the Board, as documented by the approved annual Budget. The Head determines the
methods for carrying out Board policies, creates operational procedures, oversees the business
operations, develops, evaluates and provides leadership for the educational programs, orchestrates
external relationships, and above all has responsibility for the day-to-day operation of WSMS.
Becky Bonelli, Front Desk Receptionist, greets children and parents, attends to visitors, ensures the
safety and security of our building, and addresses general phone and in person inquiries from parents
and the general public.
Judy Lyons, Director of Admissions, recruits mission-appropriate students and manages the admission
process. She also monitors the enrollment and re-enrollment of students. The Director of Admissions
also serves as support for the Parents Association.
Loren DeNicola, Director, WSMS-TEP, is responsible for administering the West Side Montessori
School’s Teacher Education Program (WSMS-TEP).
Sarah Eson, Admissions & Development Associate, provides reporting, database, gift management,
stewardship and philanthropic research for School Advancement, and provides general support to the
Director of Admissions.
Melissa Freeman, Associate Head of School, provides administrative and professional leadership for
faculty, staff and volunteers.
Barbara Grant, Director of Operations, is responsible for the day-to-day building management of the
school, including the safety and maintenance of the building and food service.
Patricia Luciani, School Advancement, is responsible for constituent relations, development,
communications and marketing. Patricia is the editor of Great Beginnings, a quarterly magazine
focused on happenings at WSMS.
Melissa Mack, Associate Head of School for Finance and Administration, is responsible for the
business office operations including bookkeeping and financial analysis. The Associate Head oversees
all vendor contracts and is responsible for human resources policies, benefits, food service and all
aspects of facilities.
Mike Moran, Chief Financial Officer, is responsible for the financial operations of the school,
including, strategic financial planning, investment strategy and risk management.
The Administrative Assistant monitors and ensures that all employee and children’s files are complete
and in strict compliance with our licensing agency and works closely with school administration
concerning operational and business needs.
ADMINISTRATION CONTACTS
Please immediately see Barbara Grant (Director of Facilities, bgrant@wsmsnyc.org) if…
• there is a safety issue/concern ANYWHERE in the building
• there is ANYTHING broken or not working properly
• you notice we are low/out of standard supplies or you need supplies that are not in the
supply area of the basement (silverware, glasses, thermometer for refrigerator, light bulbs)
• you need clarification about the DOH REQUEMENTS regarding serving and storing
milk/snack/lunch/supper
• you have questions about cleaning or maintenance (classroom is not being properly cleaned,
despite the fact that you have cleared the floor, put chairs on tables, and made it possible for
the cleaning company to be successful, or you have an unusual cleaning or maintenance
issue that requires additional attention)
Please contact Melissa Freeman (Associate Head of School, mfreeman@wsmsnyc.org) if…
• a child is hurt or sick (you can also see Mimi) prior to calling parent
• there is a pick-up issue
• you need classroom coverage
• you want to schedule an observation
• your team needs to reschedule a Team/Admin meeting
• you want to know what professional development opportunities are available
• you would like to request a room for a meeting
• you have a question about newsletters, bulletin boards, or classroom materials
• you have a question about a request for personal/professional days
• you have a question about your classroom camera
Please contact Margot Mack (Art Specialist, Summer Camp Director, and LAP Head Teacher,
lap@wsmsnyc.org) if…
• you need art supplies
• you want information about working summer camp
Please see Sarah Gillman or Leah Leicht (Early Childhood Consultants) if…
• you have a concern or question about a child's behavior/development
• you would like either one to observe in your classroom to provide feedback or strategies
• you need language to speak to a parent about a concern or issue
• you need language to speak to a colleague about a concern or issue
• you need help completing the report for a Board of Ed. evaluation
Please contact the Administrative Assistant (Administrative Assistant, sware@wsmsnyc.org) if…
• you need or have information about a child’s file or medical record (emergency medications,
allergies, contact information, emergency contacts)
• you need new class lists or allergy lists
• you need to know when your medical/required trainings expire
• you need to update your personal contact information or emergency contacts
• you need technical assistance with the database
Please contact Melissa Mack (Associate Head of School for Finance and Administration,
mmack@wsmsnyc.org) if…
• you have looked online and still have a question about health insurance, COBRA, or
disability
• you have looked online and need clarification about payroll, transit checks, cultural fund, or
tuition reimbursements
• you have submitted a reimbursement form more than 10 days ago
• you have questions about how many sick/personal days you have used
• you have questions about the teachers room printer/computers
• you need office supplies
Please contact Patricia Luciani or Sarah Eson (School Advancement, pluciani@wsmsnyc.org or
seson@wsmsnyc.org) if…
• you are interested in being a faculty representative for the Annual Fund
• you have updated contact information for alumni or faculty/staff emeriti who would like to
stay in touch with WSMS
• you have an idea for a story for Great Beginnings or are doing something in your class that
you would like to share/have documented
• you have a question about your donation to WSMS
Please contact Mimi Basso (Head of School, mbasso@wsmsnyc.org) if…
• you become aware of a significant issue (moving, new job, loss of job, sickness, accident,
separation, death, new baby) in a family's life or in the school of which she should be aware
• you have questions/concerns about your responsibility as a Mandated Reporter
• you are approached by a member of the press/media for a comment on anything related to
WSMS, its families, or faculty
• you need clarification about professional roles and responsibilities or WSMS policies
• you'd like to share an AHA! moment, something you learned, debate a topic, or discuss your
teaching practice
• you have suggestions on how we can improve experiences for children, teachers, or parents
• you can't get an answer to any of your other questions!
THE FACULTY MEMBER’S ROLE AT WEST SIDE MONTESSORI SCHOOL
Overview
It is the responsibility of the teacher to create a classroom environment that supports the school’s
mission. Living up to the mission of WSMS entails that we work in relationships of collegiality.
Therefore it is reasonable to insist on a high degree of mutual professional and personal respect and
for a high level of mutual support.
We value teachers, staff and volunteers actively participating in discussions of decisions affecting
them. We value diversity in perspectives leading to a deeper understanding of organizational reality
and an enriched knowledge base for decision-making. We value employees resolving conflict in a
healthy way that leads to stronger solutions for complex issues. We value employees reflecting on
their own and others’ thinking in order to achieve better organizational decisions.
Requirements
The teacher must be in a state of health, (emotionally and physically) that will allow her/him to
properly care for young children. This includes having the strength and flexibility to lift an average
child of this age, to be able to work with a child on the floor or at a child-size table, and to physically
assist a child in the restroom or on the playground. In compliance with ADA requirements (see
Disability Accommodation Policy), the school will consider reasonable accommodations for
candidates or employees in these (and all) positions.
Responsibilities
It is the responsibility of the teacher to:
 commit to professional growth and renewal on an ongoing basis
 set guidelines to promote a positive self-image in each child
 respect the rights and dignity of each child
 provide a stimulating learning environment for each child
 exhibit enthusiasm for the topics he/she teaches
 collaborate as a team player with teaching colleagues and administrators
 partner with parents, communicating effectively and frequently with them
 market the school by a willingness to showcase his/her teaching and to communicate with
prospective families
 support school activities by attending them
 complete required professional development via workshop attendance, visiting of others’
classes and schools, etc.
 learn new skills as changing pedagogy dictates
 model self-disciplined and ethical behavior
 dress professionally
The Classroom
The teacher will:
 accept responsibility for an orderly and neat classroom during the school hours
 accept responsibility for keeping all common areas neat and orderly
 acknowledge the inappropriateness of sarcasm and agree not to use it with students
 complete CPR, first aid, mandated reporter training, and all trainings required by our
licensing agency
 keep bulletin boards current, covered with children’s work and/or information for
parents, and change the hall bulletin board at least once monthly
 inform the Head of the progress of students and concerns about students
 keep daily attendance and developmental records
 submit children’s reports on time and in a professionally responsible manner
 strictly comply with all health and safety guidelines
 keep up to date notes on all children
Teacher’s Role on the Gym/Roof
Outdoor play is an important part of the school’s program. All classroom teachers should remain
with the students on the playground or on the roof. Teachers should be moving from one group
to another and using this time to assess the students’ physical skills. The teacher’s main
responsibility is to interact with and protect the students.
Administering Student Discipline
Teachers are expected to handle disciplinary or demeaning language problems in a positive and
prompt manner. Under no circumstances should corporal punishment be used with students. The
Head should be notified of any ongoing concerns.
Field Trips
Field trips can be an important opportunity for the students to extend their learning experiences.
All field trips must be approved by the Associate Head of School, and the proper paperwork
must be completed, before the trip is announced to classroom parents.
Communication With Parents and Others
The school expects all teachers to conduct a beginning of the year conference, and two additional
face-to-face scheduled conferences per year. In addition, our policy is to inform parents
immediately of any injuries that happen to their child during the day. Telephone calls and e-mail
correspondence must be replied to within 24 hours. Phone logs and email logs must be
maintained.
Emails with parents should be limited to quick and short correspondence, such as scheduling
appointments or upcoming events. Emails must be sent before or after class time. Emails sent to
the entire parent body need to be approved by Administration and can only be sent through
Melissa Freeman or Mimi.
During the school day, it is unusual to call parents. Parents ARE called during the day when a
child has sustained an injury and follow-up with a doctor is advised. We have called parents
during the day to let them know that a child has a bead up her nose, or that a child has fallen and
because of swelling, or difficulty moving, or obvious pain, we think the child should have an xray to rule out a broken bone. We also call parents during the day when a child is obviously not
feeling well and needs to leave school. Teachers clear calls with Melissa Freeman or Mimi
BEFORE making a call. If the parent does not answer the call, please leave them a message.
Immediately call the front desk to inform the receptionist that you are expecting a return phone
call from a parent and inform him/her of your location in the building.
Newsletters are used to convey information to families about recent classroom activity,
including, but not limited to, special events, projects, visitors, studies in progress, or everyday
classroom life. They are intended to feature pictures prominently, with minimal accompanying
text. Newsletters are sent out every other week (2 times per month) by each classroom.
SCHOOL GOVERNANCE AND ORGANIZATION
BOARD OF TRUSTEES
West Side Montessori School is governed by an independent Board of Trustees. The Board has a
variety of committees, some of which are standing committees and some of which are formed on
an ad hoc basis to meet the needs of the strategic plan. Board members serve terms of three
years. There is no limit to the number of terms an Elected Trustee may serve.
ROLE OF THE BOARD
The Board is charged with ensuring the long-term, mission-based, sustainable success and
viability of the school. As such, it is concerned with the needs of the school over several
generations; therefore, its focus is setting the strategic direction of the school. The Board does
not manage the day-to-day or tactical operations of the school. The Board hires a Head of School
and delegates to the Head day-to-day managerial responsibility for the entire enterprise, within
the general parameters and principles that it has established. The Board meets regularly to set
policy and to monitor progress of the school’s strategic plan.
ROLE OF THE HEAD OF SCHOOL
The Board delegates execution of the school’s mission to the Head of School. The Head of
School is responsible for managing the day-to-day operations and activities of the school and
supporting the strategic plan. As such, s/he oversees all other staff (teachers and administrators)
and volunteers, either indirectly or directly, to achieve the Board’s established ends.
ROLE OF THE FACULTY REPRESENTATIVE
In September, before the first board meeting, faculty will elect a representative to the board. The
faculty representative attends all board meetings, representing the faculty perspective. The
faculty representative is a non-voting member of the board. The term is one academic year.
BOARD OF TRUSTEES 2013–2014
Alex Southwell, President
Mimi Basso, Head of School
Robert Shepardson, Treasurer
Valda Witt, Secretary
Myles Amend, Vice President
Charles Harkless, Vice President
Nissa Booker
Harriet Burnett
Kristen Chae
Maggan Daileader
Kathleen Friery
Amy Groome
Alexandra Jarislowsky
Jae K. Lee
Anne Lyons
Bryan Mazlish
Monique Neal
Amy Tarr
Greg Thorne
Aima Raza, Parent Representative
Joanna Rego, Parent Representative
Faculty Representative, TBD
Section 2:
Equal Employment Opportunity
West Side Montessori School Employee Handbook
2.1
Section 2:
EQUAL EMPLOYMENT OPPORTUNITY
West Side Montessori School believes that each individual is entitled to equal employment
opportunity without regard to race, color, religion, gender, national origin, age, disability, genetic
information, veteran status, sexual orientation, military status, predisposing genetic
characteristics, marital status, or any other characteristic protected under federal, state, or local
anti-discrimination laws. The school’s equal employment opportunity practices extend to
recruitment, hiring, selection, compensation, benefits, transfer, promotion, training, discipline,
and all other terms, conditions, and privileges of employment.
All employees are responsible for complying with the school’s equal employment opportunity
policy.
Filing a Discrimination Claim With the School
If you believe you have been subjected to any form of unlawful discrimination, please promptly
submit a complaint to the Head of School or the Associate Head of School. (If the object of your
complaint is the Head of School, you should submit the complaint to the President of the Board
of Trustees, who can be contacted at asouthwell@gibsondunn.com.)
Your complaint should be specific and should include facts, the names of individuals involved,
and the names of any witnesses, if applicable.
The school will promptly undertake a thorough investigation and will attempt to resolve the
issue. Those investigating for the school will preserve the confidentiality of facts and identities
as much as practical. Those making a complaint or participating in an investigation are expected
to maintain appropriate confidentiality and to act professionally and discreetly at all times. The
school will not retaliate against any employee for filing a complaint or for participating in an
investigation in good faith.
ADA/DISABILITY ACCOMMODATION
In compliance with the Americans with Disabilities Act (ADA) and applicable state and city
laws, West Side Montessori School will not unlawfully discriminate against qualified applicants
or employees with disabilities who can perform the essential functions of their jobs with or
without reasonable accommodations. The school will not discriminate based on disability or
perceived disability in hiring, promotion, discharge, compensation, job training, benefits,
classification, referral, or any other aspects, terms, or conditions of employment.
In accordance with the law, it is the school’s policy to provide such qualified applicants and
employees with reasonable accommodations, except where such accommodations would impose
an undue hardship on the school. Any employee who requires an accommodation to perform the
essential functions of the job should contact the Head of School and request such an
accommodation.
2.2
The individual with the disability should be prepared to discuss what type of accommodation is
needed to perform the job. You should be aware that dialogue regarding the accommodation
requested may occur. In collaboration with the candidate or employee, the school will make
every effort to identify and implement an accommodation that is reasonable and will not impose
an undue hardship.
UNLAWFUL HARASSMENT (INCLUDING SEXUAL HARASSMENT)
Overview
West Side Montessori School is committed to providing a work environment free of unlawful
harassment. The school’s policy prohibits sexual harassment and harassment based on race, sex,
color, ethnicity, religion, national origin, disability, genetic information, age, military status, or
any other basis protected by federal, state, or local law or ordinance or regulation. (See the
school’s Equal Employment Opportunity and Non-Discrimination Policy elsewhere in this
handbook). All such harassment is unlawful.
The school’s Policy Against Unlawful Harassment applies to all persons involved in the
operation of the school and prohibits unlawful harassment by or toward any employee of the
school, including administration, faculty, and staff as well as supervisors and
co-workers. The school will also take all reasonable steps to prevent or eliminate harassment by
or toward non-employees—including students, guests, visitors, vendors, suppliers, donors,
volunteers, and anyone else who may have job-related contact with our employees.
Prohibitions
All unlawful harassment is prohibited and includes, but is not limited to, the following behavior.
 Verbal conduct such as epithets, derogatory jokes or comments, slurs, or unwanted sexual
advances, invitations, or comments
 Visual conduct such as derogatory and/or sexually oriented posters, photography,
cartoons, drawings, or gestures
 Physical conduct such as assault, unwanted touching, blocking normal movement or
interfering with work because of sex, race, or any other protected basis
 Threats and demands to submit to sexual requests as a condition of continued
employment or to avoid some other loss and offers of employment benefits in return for
sexual favors
 Retaliation for having reported or threatened to report harassment
This policy applies to all phases of employment (whether on- or off-campus, and whether it
occurs during or after regular business hours), including, but not limited to, recruiting, testing,
hiring, upgrading, promotion, demotion, transfer, layoff, termination, rates of pay, benefits, and
selection for training.
2.3
Filing a Harassment Complaint With the School
If you believe that you have been subjected to or have observed any form of unlawful
harassment, provide a complaint, preferably written, to the Associate Head of School for Finance
and Administration.
If this individual is not available, or if you believe that this individual has engaged in
inappropriate behavior in violation of this policy, or if you are uncomfortable reporting the
conduct to this individual for any reason, provide the complaint to the Head of School.
If the Head of School is the object of your complaint, please direct your complaint to the
President of the Board of Trustees, who may be contacted at asouthwell@gibsondunn.com.
You should report your complaint as soon as possible. Your complaint should be specific and
should include the names of individuals involved and the names of any witnesses.
In addition, when supervisors are made aware of conduct that violates or may violate this policy,
they must report any and all instances to the Head of School.
Investigations
The school will undertake an effective, thorough, and objective investigation of the harassment
allegations promptly upon receiving a complaint or becoming aware of alleged harassment. The
school encourages all employees to report any incidents of harassment prohibited by this
policy immediately so that complaints can be quickly and fairly resolved.
All complaints will be handled as confidentially as possible and information will be disclosed
only as it is necessary to complete the investigation and resolve the matter.
Consequences
If the school determines that unlawful harassment has occurred, effective remedial action will be
taken in accordance with the circumstances involved. Any employee determined by the school to
be responsible for unlawful harassment will be subject to appropriate disciplinary action, up to
and including termination. Appropriate action will also be taken to deter future harassment.
Non-Retaliation
There will be no retaliation against any employee who brings a complaint in good faith under the
Unlawful Harassment Policy or who honestly assists in investigating such a complaint, even if
the investigation produces insufficient evidence that there has been a violation, or if the charges
cannot be proven.
Bad Faith Claims
Disciplinary action may be taken against individuals reporting a claim in bad faith. “Bad faith”
does not mean a claim that the complainant believes is valid but is later determined to be invalid.
Rather, bad faith is meant to include individuals who submit claims that they know to be false or
erroneous, for the purpose of hurting someone or damaging his/her reputation or other similar
negative purposes (such as for their own personal gain).
WHISTLEBLOWER AND NON-RETALIATION POLICY
A whistleblower as defined by this policy is an employee of the school who reports an activity
2.4
that he or she considers to be illegal or dishonest to one or more of the parties specified in this
policy. The whistleblower is not responsible for investigating the activity or for determining fault
or corrective measures; appropriate school or law enforcement officials are charged with these
responsibilities.
Examples of illegal or dishonest activities are violations of federal, state, or local laws; billing
for services not performed; and other fraudulent financial reporting.
If an employee has knowledge of or a concern about illegal or dishonest fraudulent activity, the
employee is to contact the Head of School. If the Head of School is the object or concern of the
complaint, it should be directed instead to the President of the Board of Trustees, who may be
contacted at asouthwell@gibsondunn.com.
Due to the serious and sensitive nature of such complaints, the employee must exercise sound
judgment to avoid baseless allegations. An employee who intentionally or knowingly files a false
report of wrongdoing will be subject to corrective action up to and including discharge.
Confidentiality
Whistleblower protections are provided in two important areas—confidentiality and against
retaliation. Insofar as possible, the confidentiality of the whistleblower will be maintained.
However, identity may have to be disclosed to conduct a thorough investigation, to comply with
the law, and to provide accused individuals their legal rights of defense.
Retaliation Protection
The school will not retaliate against a whistleblower. This includes, but is not limited to,
protection from retaliation in the form of an adverse employment action such as discharge,
compensation decreases, or poor work assignments and threats of physical harm. Any
whistleblower who believes he or she is being retaliated against must contact the Head of School
(or the President of the Board of Trustees, as appropriate) immediately.
The right of a whistleblower to protection against retaliation does not include immunity for any
personal wrongdoing that is alleged and investigated.
All reports of illegal and dishonest activities will be promptly submitted to the Head of School,
who is responsible for investigating and coordinating corrective action.
Section 3:
Employment Practices
3.1
Section 3:
EMPLOYMENT PRACTICES
At-Will Employment
All employees work for the school on an at-will basis. “At-will” employment means that either
the employee or the employer may terminate the employment relationship at any time, with or
without notice, for any reason at all. Nothing in this handbook or in any document or policy
statement limits the right of either the school or the employee to terminate employment at will.
No representative of the school, other than the Head of School, may alter the at-will status of any
employee. The Head of School may alter that status only through a written document, signed by
the Head of School (or his/her designate) that expressly states that the employment is not at will.
Employment Contracts
For all employees who have been offered and have signed an employment agreement (i.e.,
contract), the terms of your employment are governed by the employment agreement,
supplemented by the policies and procedures of this handbook, as specified by the employment
agreement. In any conflict between the terms of the employment contract and the policies of this
handbook, the terms of the employment contract will prevail.
Contract Cycle and Timing
Employees who are offered and sign employment contracts with the school should be aware that
these contracts are ordinarily for a one-year term. There is no requirement on the part of the
school to offer a contract to the employee in following years, and both parties are free to
negotiate and pursue future employment on an annual basis. The school reserves the right to
make individual decisions about contract offers on an annual basis.
The school recognizes the need for both the school and its employees to be able to plan and
anticipate their employment needs in a timely, predictable manner—to provide continuity for
those who will be returning to the school in the fall, and to provide opportunity for those who
will not be returning to seek other employment on a timely basis. For this reason, the school uses
the following general schedule with regard to contract renewals.
 Immediately following Spring Break, WSMS provides contract offers to faculty whom it
is inviting to return for the following academic year. Faculty members who are not being
invited to return ordinarily will be notified privately at approximately this time. (Please
note that notification may occur at another, later time, depending on the circumstances
surrounding the non-renewal decision.)
 Employees who choose to accept the school’s offer are asked to sign and return their new
contracts within two weeks of receipt.
All parties are reminded that as a matter of law and ethics, signed contracts are considered
legally binding agreements. Therefore, employees who have signed a contract for the following
school year are expected to fulfill the terms of the contract. Any employee who is uncertain
about returning for the following year, is asked to discuss this with the Head of School prior to
signing the contract, so that the commitments being made by signing can be discussed.
3.2
A faculty member who has experienced performance difficulties and/or corrective action may be
notified at contract renewal time that his/her contract offer is being deferred to a later date
pending successful performance, or other appropriate action based on the circumstances.
A variety of other circumstances—such as increasing, decreasing, or shifting enrollment demand,
changing of curriculum or programs, etc.—may impact the timing and renewal or non-renewal of
contracts. Individual employees will be notified of these circumstances if relevant to the timing,
deferral, or declination of a renewal offer.
EMPLOYMENT CLASSIFICATIONS
All employees will be designated as either full-time or part-time, and their positions will be
designated as either exempt or non-exempt.
Full-time and Part-time
Employees regularly scheduled to work 30 or more hours per week will be considered full-time
employees. All other employees will be considered part-time.
Non-Exempt and Exempt
Based on the federal Fair Labor Standards Act (FLSA) and corresponding state regulations, all
positions will be designated either “exempt” or “non-exempt.”
Non-exempt positions are eligible for overtime pay and employees in these positions must
record their hours worked on a daily basis, using the timesheet (or similar record-keeping
process) provided by the school.
Exempt positions are not eligible for overtime pay. Exempt positions are paid on a salaried basis,
and the amount of pay generally does not vary based on the number of hours worked during the
week.
Please see Melissa Mack with any questions regarding the classification of your position.
IMMIGRATION LAW COMPLIANCE
West Side Montessori School is committed to employing only individuals who are authorized to
work in the United States. West Side Montessori School does not unlawfully discriminate on the
basis of citizenship or national origin.
In compliance with the Immigration Reform and Control Act (IRCA) of 1986, within three days
of beginning employment, each new employee must complete the Employment Eligibility
Verification Form I-9, and present the proper documentation establishing identity and
employment eligibility. Employees who do not comply with these regulations will not be
allowed to continue employment, in accordance with federal law.
Employees with questions regarding this policy are encouraged to contact Melissa Mack.
3.3
PAY PERIODS
All employees are paid on a bi-weekly basis. Employees will choose to be paid in 21
installments, (first payment 9/12/13, last payment 6/29/14) or 26 installments, (first payment
9/12/13, last payment 8/28/13). A summary of your pay stub, including deductions, is available
electronically. For more information, contact Melissa Mack.
Direct Deposit
Your paycheck can be directly deposited into the bank account(s) that you designate. If you
decide to take advantage of direct deposit, complete the authorization form in your employee
packet.
PAYROLL DEDUCTIONS
Payroll records, including deductions, are available online. If you are registered, you can access
your payroll record by logging on to https://ipay.adp.com/ipay/login/isf. To register online,
please see Melissa Mack for instructions. Certain deductions are required by law and others are
determined by the employee’s participation in benefits plans and similar programs. Payroll
deductions are made in equal installments from each payroll check.
Required Withholding
 Federal Income Tax—This deduction is computed from Internal Revenue Service tax
tables, based on the number of exemptions claimed by the employee on the Employee’s
Withholding Allowance Certificate (W-4 form). If the employee wishes to change the
number of exemptions or requests additional withholdings, a new form must be
completed and submitted to the Business Office.
 Withholding of State Income Tax—This deduction is computed from state tax tables,
based on the number of exemptions claimed by the employee on the W-4 form.
 Federal Social Security and Medicare Tax—This deduction is computed by a
percentage of the gross pay. A portion of this amount is for Social Security and the
remainder is for Medicare.
 Temporary Unemployment Benefits (SUI)—This deduction is computed on a yearly
wage limit set by the state unemployment commission.
Voluntary Withholdings
The following payroll deductions are based on the employee’s participation in these plans or
programs:
 medical insurance for dependents
3.4
 other insurance and disability programs that the school offers
 transit checks
 T-Rowe Price
 Section 125 Premium Conversion Plan. Through this plan, federal and FICA tax-free
contributions can be made to pay for health and dental insurance premiums.
 WSMS-TEP tuition
 laptops and/or other electronics
All questions pertaining to pay and tax withholdings should be referred to the Business Office.
Annual W-2 Statement
A statement of deductions and earnings (IRS Form W-2) for the preceding calendar year is
issued each January, no later than the last business day of the month, as required by law. If your
employment with the school terminates prior to January, your W-2 form will be mailed to the
last address on record at the school.
ATTENDANCE AND PUNCTUALITY
To maintain a safe and productive work environment for our employees and academic
environment for our students, West Side Montessori School expects all employees to be reliable
and punctual in reporting for work. Employees are required to be present at school by the
contracted start time on school days.
Call-in Procedure
If for any reason you are unable to come to work or are going to be late, you should call (email is
not sufficient) the school office as soon as possible prior to your absence, no later than 1 hour
before your scheduled start time.
A Requested Absence Form must be completed and submitted to the Associate Head of School,
Melissa Freeman, at least one week prior to any absence, due to personal business, vacation, jury
duty, professional development, etc.
Consequences
Poor attendance and excessive tardiness are disruptive to the effective operation of the school.
Both circumstances are considered a serious violation of school policy and may lead to
corrective action, up to and including termination of employment.
After-hours Events
Most employees are required to attend various evening and weekend school events as part of
their regular job functions. The employee should consult with the Head of School to determine
which functions the employee is expected to attend.
3.5
All non-exempt employees are reminded that all hours worked (including work at after-hours
events) must be reported and will be compensated according to the school’s policies and as
required by law.
FACULTY PERSONAL DAYS, SICK DAYS AND VACATION PERIODS
The efficient operation of any organization depends on the regular attendance of all its
employees. Your personal affairs should be planned to avoid unnecessary absences.
WSMS allows 3 personal days and 7 sick days per contracted year. These days are not carried
over and employees are not reimbursed for unused sick or personal days.
Personal leave days may not be taken consecutively for non-medical reasons.
Teaching faculty who are absent the work day(s) immediately before or immediately following a
holiday or long weekend will not receive pay for these day(s).
Non-faculty personnel must speak to their direct supervisor to arrange for time off.
ORIENTATION PERIOD
All new employees will go through a planned orientation period during their first semester with
the school. The purpose of this process is to ensure that employees have the resources,
information, and support they need in order to succeed at West Side Montessori School. During
this period, new employees should expect to be in especially close contact with their supervisor,
who can be an invaluable resource in helping familiarize them with the culture, values,
traditions, and how-tos of our school.
As with any new employment relationship, we recognize that mismatches between the school’s
needs and the new employee’s skills or interests sometimes may occur. Should this happen, the
employee’s supervisor and school management will strive to promptly identify an appropriate
resolution for the benefit of all parties involved.
EMPLOYEE DRESS CODE
It is important for employees to dress in a professional manner that reflects positively upon the
image of West Side Montessori School. During the school day and at any school function, you
are expected to present a professional appearance. The school’s policy for students, faculty, and
staff is simply that clothing be neat, clean, modest, and appropriate to the program of the day.
Dress requirements take into account (1) health and safety, (2) student comfort, (3)
respectability, (4) modesty, and (5) academic environment. Should compliance issues arise, the
Head of School has ultimate decision-making authority.
3.6
RELIGIOUS OBSERVANCES
West Side Montessori School supports all employees in observing their own religious beliefs and
practices, so long as such observations or absences can be reasonably accommodated and do not
place an undue burden on the operation of the school. If an employee needs to take earned
personal time or unpaid time off for a recognized religious observance which is not one of West
Side Montessori School’s holidays, complete and submit a Request for Personal Time form.
SCHOOL CALENDAR, EVENTS, AND MEETINGS
A significant part of the student and family experience at West Side Montessori School is
participation in extracurricular activities. It is understood that in order to carry out the school’s
program, faculty and staff will be asked to undertake various activities and/or extracurricular
assignments that fall within your sphere of competence. Members of the faculty and staff
periodically perform duties such as: parent information nights, open house, class trips, committee
assignments, and other school-related functions on weekends and evenings.
Calendar of Events
The calendar for the school is determined annually by the Head of School and is distributed to all
employees. The school calendar includes the days the school is open for teaching children, as
well as in-service days, workdays before and after the start of school, and conferences.
The school calendar is subject to change at the Head of School’s sole discretion.
FACULTY MEETINGS
Faculty meetings are a time for the faculty to gather as a community to discuss pertinent topics
and to share our understanding of child development and Montessori philosophy. Attendance at
faculty meetings is mandatory. In the spring of 2010, the head teachers and the Head of School
agreed that faculty meetings would be held from 5:30-8:30pm, approximately once a month. The
schedule for 2013-2014 is as follows:
Thursday, September 26, 2013
Thursday, October 24, 2013
Thursday, December 5, 2013
Thursday, January 23, 2014
Thursday, February 20, 2014
Thursday, April 10, 2014
Absence from a faculty meeting or other required duties, e.g., evening meetings, shall be
counted as ½ day absence.
3.7
FACULTY DAYS
Attendance is required at all Faculty Day meetings. Faculty Days occur during set-up week, at
the end of the year, and the Mondays directly following Winter and Spring Breaks. All teachers,
regardless of their scheduled hours, shall spend a full day, 9am to 5pm, at school on Faculty
Days.
Absence from a Faculty Day is considered a full personal day.
COMMUNICATION WITH THE PRESS OR MEDIA
There may be times when you are contacted by the press or other media with questions relating
to West Side Montessori School. While maintaining a friendly and gracious tone, any such calls
should be referred to the Head of School without comment. This is necessary so that the school
may present itself to the public with one voice, especially at times of crisis or controversy. This
is intended to ensure that all information given out is accurate, appropriate, and consistent with
West Side Montessori School policy.
CONFIDENTIALITY OF SCHOOL RECORDS
As a private institution charged with the development and supervision of minors, it is of the
utmost importance to West Side Montessori School that all employees maintain student
confidentiality. This includes not removing student records without administrative approval, and
not discussing individual students outside of the school setting. More subtly, employees need to
be sensitive to the surroundings they find themselves in when speaking about students. An
example includes discussing a student with parents while other people are within hearing
distance. All employees must be constantly vigilant about the circumstance and situations under
which an individual student is discussed so as to preserve the rights and dignity of the student
and his/her family.
Employees may also be privy to information of a confidential and sensitive nature involving the
personnel and operations of the school. Under no circumstances is such information to be
disclosed to any person either within or outside the West Side Montessori School organization
without a strict business-related need-to-know and the express permission of the Head of School.
INTELLECTUAL PROPERTY AND COPYRIGHT OWNERSHIP
During the course of employment with West Side Montessori School, an employee may produce
material that can be patented, trademarked, copyrighted, or covered with similar legal
protections. Due to the employment relationship between the school and the employee, both the
school and the employee acknowledge that all such material that can be copyrighted (including
but not limited to lesson materials, books, booklets, research papers, videos and DVDs, software
programs, logos, diagrams, and all other artistic or intellectual works of this nature) that are
3.8
produced on the school’s behalf are owned by the school as a work-for-hire and thus may be
submitted for patent, trademark, copyright, or similar protection by the school.
These work products are deemed to be school property and, as such, are among West Side
Montessori School’s trade secrets, not to be used for personal benefit or divulged to outside
parties without the expressed, written consent of the Head of School.
PERSONNEL RECORDS AND CHANGE OF STATUS
West Side Montessori School maintains an employee file for each active or former employee,
which contains an administrative record of your employment with the school. These records are
confidential and are held in controlled file cabinets.
Active employees may review their employee file at any time in the office with the Head of
School present. In no case may an employee alter or remove information from the file, nor may
the file be removed from the immediate area in which it is being viewed.
Confidentiality of Employee Records
Personnel files are the property of West Side Montessori School and access to the information
contained within is restricted. Generally, only members of the administration who have an
appropriate business-related reason to review information in a file are allowed to do so.
Change of Status
It is important to keep administration informed of any changes in your personal information. If
you change your name, address, phone number, marital status, number of dependents, or other
pertinent personal data, please notify Melissa Mack immediately.
PERSONAL AND PROFESSIONAL REFERENCES (EMPLOYEES)
Letters or Telephone References
All requests for recommendations or letters of reference for past or current employees must be
brought to the attention of the Head of School for approval. We strive to accommodate all
current and past employees who have served the school in good faith throughout the years.
However, this process is necessary for the legal protection of all parties, so that the school may
ensure that all references provided are appropriate and consistent with its established records and
actions.
Process
Letters of reference or recommendation written on school stationery are considered to be official
school correspondence. Faculty, administrators, or staff who are asked to provide references for
current or former colleagues may draft the reference. However, they must review it and receive
formal approval from the Head of School prior to mailing. Failure to do so is considered a
serious violation of school policy and may subject the employee to corrective action.
Similarly, the Head of School must be consulted before responding to any verbal requests for
references.
3.9
Employment Verifications
From time to time, the school is asked to verify the employment of current or past employees,
such as for mortgage, auto loan, and other similar purposes, where only factual rather than
qualitative information is sought (i.e., name, position, dates employed, etc.). All such requests
for employment verifications must be directed to Melissa Mack, who will respond promptly.
OUTSIDE EMPLOYMENT
Employees are expected to devote the full measure of their work-related efforts and energies to
their position with the school. The school strongly discourages outside employment for full-time
exempt employees, except during summer breaks when faculty may not otherwise have
obligations to the school. In no case may outside employment be with an organization or of a
nature that is contrary to the goals and purposes of the school or in which conflicts of interest are
present.
Employee must obtain written approval from the Head of School before accepting outside
employment. Outside employment, if approved, must not in any way diminish the employee’s
effectiveness or interfere with his/her duties at West Side Montessori School or present a conflict
of interest for the employee, West Side Montessori School, or the outside employer. If outside
employment is deemed detrimental to the employee’s job performance or is otherwise contrary
to the best interests of West Side Montessori School, the employee will be required to terminate
his/her outside employment as a condition of remaining an employee of West Side Montessori
School. Childcare, babysitting, housesitting or any employee relationship with a currently
enrolled family at West Side Montessori School is considered contrary to the best interests of the
School and is not permitted.
RESIGNING YOUR POSITION
Since employment with West Side Montessori School is based on mutual consent, both you and
West Side Montessori School have the right to terminate employment at will, with or without
cause, at any time. You will receive your final pay in accordance with applicable state law and
school policy. The school urges all employees to give adequate notice (e.g., at least two weeks)
should they decide to terminate employment. This enables the school to find replacements and
best serve the students.
If you decide to resign your position, we request that you submit a written letter of resignation to
your supervisor stating your reason(s) for leaving and indicating your last day of employment.
All employees under contract with the school are expected to fulfill the terms of the contract.
Please see Melissa Mack with any questions regarding the terms and conditions of your contract.
Resignation or retirement—voluntary employment termination initiated by the employee. In
addition to actively resigning your position, you may be considered to have voluntarily
terminated when you are absent without notification for three consecutive workdays or when you
do not return from a leave of absence or notify the school of an intent to return.
3.10
Discharge—involuntary employment termination (during the academic year) or non-renewal of
contract (for the following academic year) initiated by the school.
Layoff—involuntary employment termination initiated by the school for non-disciplinary
reasons, such as a reduction in a department or division due to declines in enrollment or other
factors beyond the employee’s direct control. The employee ordinarily is not subject to automatic
recall (i.e., is called back to work at the end of a temporary layoff), unless recall rights are
specifically communicated by the school at the time of layoff.
Notice Period
A minimum of two weeks’ prior notice is requested. It is expected that you will be present at the
school and not request leave during this period, in order to assist in the orderly transition of
duties.
Exit Interview
Upon termination, you are required to return to the school all school property and materials and
abide by the terms of the confidentiality clause in your annual employment contract. Prior to
your termination date, Melissa Mack will be in contact with you to conduct an exit interview,
during which all matters regarding final paychecks, continuation of benefits options, and similar
issues will be discussed.
Section 4:
Principles of Conduct
4.1
Section 4:
PRINCIPLES OF CONDUCT
A key element of West Side Montessori School’s approach to student character development is
for our faculty and staff to serve as role models for mature, caring behavior. As a visible
manifestation of this role, all employees are expected to conduct themselves with grace, dignity,
and respect at all times.
•
Offer to help other staff members and be willing to be helped by others (e.g., sitting down
to listen, offering or receiving a teaching idea, etc.).
•
Believe that a call to teach is no greater or less than the administrator’s call to lead or
maintenance personnel’s is to maintain plant facilities.
•
With forthrightness, go directly to the person whenever you have an objection or
disagreement with his or her words or practices.
•
Support in public, in private, and in practice any decision arrived at by the administration
despite your personal objections.
•
Offer differences of opinion by speaking and writing honestly and carefully, by listening
fully, and by choosing the appropriate place for doing so.
•
Refrain from criticizing students, colleagues, parents, administrators, or Board members;
gently stop other teachers’ or students’ criticism of another person.
•
Work with a spirit of continuous improvement toward colleagues’ personal professional
development, in their specific positions, and for the school as a whole.
•
Be alert and willing to act to protect the physical assets of the school and the general
safety of fellow employees and students entrusted to the school’s care.
While modeling order, balance, and accuracy, we are careful to remain warm and nurturing. We
model, train, and teach a lifestyle of manners and consideration, one that seeks to honor the
feelings, needs, and concerns of others.
PERSONAL CONDUCT (PROHIBITIONS)
Employees should be aware that the school considers certain behaviors to be such serious
violations of our code of conduct that they may result in prompt disciplinary action, up to and
including termination of employment. The school retains full discretion to impose whatever form
of discipline it deems appropriate under the circumstances, and such discipline may occur
outside of the bounds of the school’s Corrective Action Process, which is a general process
intended to address common instances of poor performance and other similar matters.
4.2
Serious violations include but are not limited to the following:
•
using, possessing, or being under the influence of alcohol or unlawful drugs while at
work
•
actual or threatened violence toward another person
•
falsification of forms, records, or reports, including application materials, expense
reports, student records, or timesheets
•
unauthorized possession, replication, misappropriation, theft, or removal of school
property, records, or student materials
•
willfully destroying or damaging school property
•
misrepresentation of West Side Montessori School or our students and families
through unauthorized use of school stationery, postage, phone services, Internet or
e-mail communications, fax cover sheets, business cards, and promotional
materials
•
using school facilities for personal purposes or gain unless otherwise authorized
•
conduct that is injurious to the business or reputation of West Side Montessori School
•
excessive absence or tardiness
•
misuse of confidential information
•
inappropriate use of Internet and/or e-mail (see the Internet and E-mail Acceptable
Use Policy for further details)
•
failure to follow instructions or school procedures
•
failure to follow established safety regulations
•
theft or dishonesty
•
public endorsement of beliefs, attitudes, or conduct contrary to the those expressed or
implied by the school and/or its umbrella organizations
4.3
CONFLICTS OF INTEREST
All employees of West Side Montessori School are expected to maintain the highest ethical
standards in the conduct of school affairs—carrying out school business with integrity and
complying with all applicable laws without consideration of personal advantage or gain.
Gifts, Favors, and Entertainment Received by School Employees
School employees may not seek or accept for themselves or others any gifts, favors, or
entertainment from any persons or business organizations that do or seek to do business with the
school except for minor common courtesies usually associated with customary business
practices.
For example, gifts of perishable items usually given during the holidays are acceptable. Any gift
or offering beyond this level must be reported to the Head of School, who will determine
whether the gift may be appropriately accepted on an individual basis or for the benefit of the
school.
Conflicts of Interest
Employees are expected to take great pains to avoid any situation which involves or may involve
a conflict between their personal interest and the interest of the school. As in all other facets of
their duties, employees dealing with suppliers, contractors, vendors, consultants, or any person
doing or seeking to do business with the school are to act in the best interest of the school at all
times.
All employees are expected to immediately report to the Head of School any potential situation
which may involve a conflict of interest. Such conflicts include:
•
ownership by the employee or by a member of his/her family of a significant interest in
any outside enterprise which does or seeks to do business with or is a competitor of the
company—including serving as a director, officer, partner, consultant, or in a managerial
or technical capacity with such an outside enterprise.
•
acting as a broker, finder, go-between, or otherwise for the benefit of a third party in
transactions involving or potentially involving the school or its interests.
•
any other arrangements or circumstances, including family or other personal
relationships, which might prevent those involved from acting in the best interest of the
school.
Employee Gift Acceptance
Gifts can foster competition among children and parents and are not suitable in our school.
Employees at WSMS are not permitted to accept any gift of monetary value. Gifts of monetary
value must be returned to the family. Homemade pictures, baked goods, and notes of
appreciation can be accepted.
4.4
Confidential Information
The misuse, unauthorized access to, or mishandling of confidential information—including but
not limited to information or data pertaining to employees, students, parents, volunteers, vendors,
community members, the school’s marketing plans, school operations or finances, and similar
facts—is strictly prohibited. Violation of this policy is considered serious misconduct and will
subject the employee to corrective action up to and including termination of employment.
COMMUNICATION AND OPEN DOOR POLICY
Open communication is a central element of West Side Montessori School’s culture and values.
Supervisors and employees should mutually strive to develop and maintain good working
relationships. The school encourages open and honest dialogue about school procedures, work
standards, and performance—both formally (during the performance evaluation process) and
informally (during the regular course of daily operations).
West Side Montessori School believes that most issues are best resolved directly between the
individuals involved. If an issue arises, employees should attempt to first discuss the issue with
the person involved. Please note: a specific exception to this process pertains to issues of
harassment or discrimination. For issues of that nature, please see the complaint reporting
procedure described in the Harassment policy.
If direct dialogue is not successful, the employee may consult directly with his/her immediate
supervisor. The supervisor’s responsibility is to meet with the employee in a timely and
professional manner to discuss the situation. Supervisors should consider reasonable solutions
that would remedy the situation consistent with school policy.
If this does not provide full resolution, the employee may direct the concern to the Head of
School. Depending on the circumstances and issues involved, the Head of School will speak with
parties involved, investigate as appropriate, and determine a resolution of the matter.
If the employee’s concern involves the Head of School directly, the employee may direct his/her
concern to the President of the Board of Trustees , who may be reached at: ValdaWitt@aol.com.
Harassment or Discrimination Concerns
If at any time during your employment with the school you have a concern regarding a situation
of potential sexual or other harassment or discrimination, please see the reporting procedure
outlined in the Equal Opportunity and Non-Harassment section of this handbook. You must
report your concern at the earliest time, so that it may be addressed and resolved promptly, for
the betterment of the school community and the individuals involved.
General Policy Questions
If an employee has questions about any school policies and how they are applied, he/she is
encouraged to contact the Head of School.
4.5
EMPLOYMENT OF FAMILY MEMBERS
The school’s standards for employment decisions such as hiring, promoting, reappointing,
evaluating, awarding salary, and terminating employees are based on qualifications for the
position, ability, and performance. The school attempts to avoid favoritism, the appearance of
favoritism, and conflicts of interest in employment decisions, and reserves the right to take action
when relationships or associations of employees impact its mission.
For purposes of this policy, “relative” means a connection between persons by blood, marriage,
adoption, domestic partnership, or other close personal relationship including cohabitation.
Due to the strong interaction of duties, employment of relatives in the same department or under
the same supervisor is not ordinarily permitted and may occur only after formal review and
approval by the Head of School.
ACCEPTABLE USE OF INTERNET, EMAIL, AND NETWORK RESOURCES
The school makes email and internet access available to employees, as appropriate for their
position. Email and internet usage is an important communications and learning tool and should
be used primarily for school business and instructional purposes. However, limited personal use
of these resources is authorized so long as such use is occasional, of reasonable duration, does
not adversely affect employee or network performance, and does not violate state or federal laws
or compromise intellectual property rights (e.g., briefly checking a weather, travel, or sports Web
site at lunch to get updated reports, scores, etc.).
The school’s policy against harassment and discrimination applies to the use of internet, email
and network resources.
The following are examples of activities that are prohibited and may result in disciplinary
action, up to and including termination. They include, but are not limited to:
•
Accessing the files or communications of others without appropriate authorization
•
Downloading of software or attachments (which have the potential to spread viruses
and worms throughout the entire school network)
•
Using school networks or resources to engage in any illegal activity
•
Sending messages that adversely affect the reputation of the school or its students,
parents, or community members
•
Cell phone use, including sending text messages, reading personal email or browsing
the web, is not permitted while in classrooms or other areas with children.
4.6
The school retains the right to monitor school network usage as well as usage of individual
computers and e-mail accounts that utilize the school’s network, and employees should not
have an expectation of privacy when utilizing school networks, systems, or electronic
communication resources. All employees explicitly agree to this condition in consideration for
the ability to utilize the school’s computer networks and resources.
Cell Phones and Text Messaging
While the school does not provide cell phones for employees, nor does it monitor cell phone
communications, employees must abide by all pertinent privacy, confidentiality, and discretion
standards of the school when using cell phones, text messaging, or any other services or devices
when communicating about school-related matters. The use of cell phones is prohibited during
class time.
Message Content
Don’t write anything (even in a text message) that you wouldn’t want repeated. Email can be
forwarded to hundreds of people, in and out of our school—and text messages can be revealed in
court. Once you have sent the message, it is out of your control. Be especially careful about
material that would violate a student’s, parent’s, or other employee’s privacy. Please be aware
that even messages or documents that you consider “informal,” “casual,” or “personal” may need
to be retained by the school and shared in any litigation matters, as required by federal
regulations.
Policy Regarding Faculty and Staff Use of Social Media
As social media can bridge both the work life and personal life of employees, some conflict of
responsibilities may occur. The School’s interest in establishing this policy is for the protection
of our employees, students, and the school community as a whole.
This policy applies to our adult community-principally, faculty, staff, administrators, and other
adults acting on the school’s behalf.
Interacting online with colleagues, students, alumni, and other community members is no
different than interacting with these individuals or groups face-to face- i.e., we are required to
maintain respect, dignity, prudence and professionalism.
With specific regard to social media, as a school employee, you must recognize that:
• social media activities may be visible to current, past and prospective parents,
colleagues and community members
• serving as a role model is a critical aspect of your work at the school
• you must exercise appropriate discretion when using social media (even for
personal communications) when those communications can impact your role at
school
4.7
Social Media Guidelines
1. Use of Social Media for Development/Alumni Relations Purposes
The school may choose to establish a social media presence (e.g., Facebook page) for
development, alumni relations, internal marketing, or other school related purposes. All
postings to this site will be initiated under the direction of the Advancement Department.
2. Relationship-building with Students, Alumni and Parents
Do not initiate or accept social media “friend” requests from students or former students
under the age of 18.
Employees are strictly prohibited from “friending” parents of current or prospective students
due to the inherent conflicts of interest that may arise.
3. School-Related Adult Friends (co-workers, supervisors, and subordinates)
Employees are asked to use good judgment when making or accepting “friend’ requests to or
from school colleagues.
4. Non-School Related Friends
Remind all other members of your social networks of your position as an educator whose
profile may be accessed by members of the school community. Ask them to monitor their
posts to your network accordingly. This includes (but is not limited to) being “tagged” in
photos on the sites of friends or others, especially where the photo may imply activities not
appropriate for viewing by other community members.
5. Groups in Your Social Network
All employees are asked to use good judgment in visibly and publicly associating only with
social media groups consistent with the mission of the school.
6. Posted Content
Employees should exercise care with personal profile data and posted content to ensure that
this information does not reflect poorly on your ability to serve as a role model or otherwise
create a conflict of interest. Content should be placed thoughtfully and reviewed periodically.
Employees may not post any content or photos on social media or photo sharing sites that
relate to their experience at the school. This includes comments or photographs that involve
children, families, or colleagues at West Side Montessori School.
7. Privacy Settings
On most sites, privacy settings can be changed at any time to limit searchability and access to
profiles. Employees must be prudent in allowing access to their online content, consistent
with the other requirements of this policy. Changes should be made whenever necessary.

EmployeeHandbook1314_web2_Part1

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