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Cooperative Educational Service Agency #10 725 W Park Avenue Chippewa Falls, WI 54729 (715) 723-0341
EMPLOYEE HANDBOOK
Where service and leadership unite.
Effective July 1, 2014
TABLE OF CONTENTS
PART I – INTRODUCTION AND PURPOSE .................................................................................... 1
Welcome to CESA 10 ........................................................................................... 1
Purpose Statement.............................................................................................. 1
CESA History and Overview ................................................................................. 1
Philosophy and Role ............................................................................................ 2
Mission ................................................................................................................ 2
PART II: MANAGEMENT RIGHTS .................................................................................................... 2
PART III: EMPLOYMENT LAW AND WORKPLACE SAFETY .................................................... 3
Equal Employment Opportunity ........................................................................... 3
Equal Opportunity Complaints ............................................................................. 4
Accident/Incident Reports .................................................................................. 4
Auto Safety ......................................................................................................... 4
Crisis Management Plan ...................................................................................... 4
Drug Free/Smoke Free Workplace ...................................................................... 4
Substance Abuse ............................................................................................................................... 5
Reasonable Suspicion Testing ......................................................................................................... 5
Searches .............................................................................................................................................. 5
Tobacco Use ........................................................................................................................................ 5
Fair Labor Standards Act ..................................................................................... 6
Family Medical Leave Act .................................................................................... 6
Hostile Work Environment and Sexual Harassment ............................................. 6
Hostile Work Environment ............................................................................................................... 6
Sexual Harassment ........................................................................................................................... 6
Safety.................................................................................................................. 6
Weapons in the Workplace .................................................................................. 7
PART IV: EMPLOYMENT PRACTICES AND EXPECTATIONS ................................................... 8
Agency Vehicles .................................................................................................. 8
Attendance/Absences ......................................................................................... 9
Background Checks ............................................................................................. 9
Applicants ............................................................................................................................................ 9
Active Employees .............................................................................................................................. 9
Backyard, The ..................................................................................................... 9
Breaks and Lunch .............................................................................................. 10
Building Access & Grounds ................................................................................ 10
Bulletin Boards .................................................................................................. 10
Certification ...................................................................................................... 10
Composting ....................................................................................................... 10
Copyright Policy ................................................................................................ 10
Corrective Discipline ......................................................................................... 11
Dress/Image ..................................................................................................... 11
Employee Expectations ..................................................................................... 11
Employment-at-Will .......................................................................................... 11
Employment Classifications ............................................................................... 11
Full-Time Employees ....................................................................................................................... 12
Part-Time Employees ...................................................................................................................... 12
Limited-Term Employees ............................................................................................................... 12
Substitute Employees ..................................................................................................................... 12
Non-Exempt Employees ................................................................................................................. 12
Exempt Employees .......................................................................................................................... 12
Energy Use ........................................................................................................ 12
Evaluations ....................................................................................................... 13
Expense Claim Guidelines ................................................................................. 13
Business Telephone Expenses ...................................................................................................... 13
Meetings/Conferences .................................................................................................................... 13
Meal Reimbursement ...................................................................................................................... 13
Meal Reimbursements – Taxable and Non-Taxable ................................................................. 14
Non-Taxable Meals ...................................................................................................................... 14
Taxable Meals ............................................................................................................................... 14
Mileage Reimbursement – Agency Vehicle ................................................................................ 14
Mileage Reimbursement – Personal Vehicle .............................................................................. 14
Employee Out-of-Pocket Purchases (does not include p-card purchases) ......................... 15
Forms ................................................................................................................ 15
Grievance Procedures ....................................................................................... 15
Purpose and Applicability ............................................................................................................... 15
Hours of Work/ Work Schedules/ Calendars ..................................................... 16
Hours of Work .................................................................................................................................. 16
Work Schedules ............................................................................................................................... 16
School Year Work Schedule....................................................................................................... 16
12 Month Work Schedule ........................................................................................................... 16
Calendars .......................................................................................................................................... 16
Inclement Weather ........................................................................................... 16
CESA 10 Building Staff ................................................................................................................... 16
School District Staff ........................................................................................................................ 17
Employees Working in a Single District .................................................................................. 17
Itinerant Employees .................................................................................................................... 17
Internet Acceptable Use Policy ......................................................................... 17
Job Descriptions ................................................................................................ 17
Job Postings ...................................................................................................... 17
Personnel Records ............................................................................................ 17
Employee Access to Personnel Records ...................................................................................... 17
Exceptions ..................................................................................................................................... 18
Change in Status ............................................................................................................................. 18
Confidentiality of Medical Records ............................................................................................... 18
Emergency Contacts ....................................................................................................................... 19
Physical Examinations ....................................................................................... 19
Health Certificate ............................................................................................................................. 19
Fitness for Duty Exam .................................................................................................................... 19
Promotion/Transfer .......................................................................................... 19
Recycling and Waste Management .................................................................... 19
Reduction of Staff ............................................................................................. 19
Separation From Employment ........................................................................... 20
Staff Development ............................................................................................ 20
Sustainability .................................................................................................... 20
Wellness ........................................................................................................... 21
PART V: COMPENSATION ................................................................................................................ 21
General Information .......................................................................................... 21
Administrative Staff/Professional Staff ....................................................................................... 21
Certified Staff ................................................................................................................................... 21
Hourly Staff ....................................................................................................................................... 21
Longevity Pay ............................................................................................................................... 21
District-Based ............................................................................................................................... 22
Overtime ........................................................................................................... 22
Approval ............................................................................................................................................ 22
Compensatory Time ........................................................................................................................ 22
Payroll Checks ................................................................................................... 22
Payroll Cycle ..................................................................................................................................... 22
School Year Employees .............................................................................................................. 22
12 Month Employees .................................................................................................................. 22
Payroll Calculation ........................................................................................................................... 22
Salaried (Exempt) Employees .................................................................................................. 22
Payroll Dates..................................................................................................................................... 23
Direct Deposit Payment ................................................................................................................. 23
Employee Portal ............................................................................................................................... 23
Time Sheets/Expense sheets ............................................................................ 23
PART VI: FRINGE BENEFITS ............................................................................................................ 23
Eligibility ........................................................................................................... 24
Annuity Options ................................................................................................ 24
403(b) Plan ....................................................................................................................................... 24
457(b) Plan ....................................................................................................................................... 24
Roth After Tax Election................................................................................................................... 24
Cellular Phone Reimbursement ......................................................................... 24
Data Plans ......................................................................................................................................... 25
Reimbursement for Standard Cell Plans ..................................................................................... 25
Reimbursement for Data Plans ..................................................................................................... 25
Additional Reimbursement ............................................................................................................ 25
Employee Assistance Program (EAP) ................................................................ 25
Flexible Spending Account ................................................................................ 25
Holidays ............................................................................................................ 25
Paid Holidays – 12 Month Employees ......................................................................................... 26
Paid Holidays – School Year Employees on CESA Salary Structure: ................................... 26
Paid Holidays – School Year Employees on District Salary Structure: ................................ 26
Insurance .......................................................................................................... 26
Eligibility ............................................................................................................................................ 26
Annual Premium Contributions and Deductibles ...................................................................... 26
Health Reimbursement Arrangement (HRA) ............................................................................. 26
Compensation in Lieu of Health Insurance ................................................................................ 26
COBRA ............................................................................................................... 27
Employees should contact the Operations Department with questions regarding
COBRA eligibility and coverage ......................................................................... 27
Jury Duty .......................................................................................................... 27
Leave requests .................................................................................................. 27
Bereavement Leave ........................................................................................................................ 28
Emergency/Personal Leave ........................................................................................................... 28
Family Medical Leave ...................................................................................................................... 28
Maternity Leave ............................................................................................................................... 28
Military Leave ................................................................................................................................... 28
Sick Leave ......................................................................................................................................... 28
Accrual ........................................................................................................................................... 28
Medical Certification .................................................................................................................... 29
Unpaid Leave .................................................................................................................................... 29
Benefit Implications .................................................................................................................... 29
Vacation Leave ................................................................................................................................. 29
12 Month Hourly (Non-Exempt) Staff ..................................................................................... 29
12 Month Salaried (Exempt) Employees ................................................................................ 30
Carry Over ..................................................................................................................................... 30
Requesting Time Off ................................................................................................................... 30
Vacation Pay Upon Separation of Employment ..................................................................... 30
Liability Insurance ............................................................................................ 30
Life Insurance ................................................................................................... 30
Long-term Disability Insurance ......................................................................... 30
Post-Employment Benefits ................................................................................ 31
Early Retirement Health Insurance for Employees Hired Before July 1, 2013 .................. 31
Eligibility ........................................................................................................................................ 31
Premium Contribution................................................................................................................. 31
Health Reimbursement Arrangement (HRA) for Early Retirement Health Insurance ... 31
Compensation in Lieu of Early Retirement Health Insurance ............................................ 31
Defined Contribution for Employees Hired On or After July 1, 2013 ................................... 31
Eligibility ........................................................................................................................................ 31
Vesting Schedule ......................................................................................................................... 32
Defined Contribution Health Reimbursement Arrangement (HRA) .................................. 32
403(b) Plan for Administrators ................................................................................................. 32
Sick Leave Payout ........................................................................................................................... 32
Tuition Reimbursement ..................................................................................... 32
Wisconsin Retirement System ........................................................................... 32
Worker’s Compensation .................................................................................... 32
APPENDIX ............................................................................................................................................... 33
Family Medical Leave Act .................................................................................. 33
Eligibility for Leave .......................................................................................................................... 33
Type of Leave Available ................................................................................................................. 33
Amount of Leave .............................................................................................................................. 34
Definitions ......................................................................................................................................... 34
EMPLOYMENT POSTERS .................................................................................................................... 36
CESA 10 Employee Handbook
June 7, 2014
Page 1
PART I – INTRODUCTION AND PURPOSE
WELCOME TO CESA 10 As an employee of this agency, you become part of a team dedicated to giving our schools
and their students the best quality service possible. Every employee at CESA 10 has a
unique opportunity to be a positive ambassador and spread goodwill among our customers
and our community. The agency wants to do whatever it can to help you succeed and grow
in your position.
PURPOSE STATEMENT This handbook is meant to provide general information on the policies and benefits of our
agency. By acquainting yourself with this information, you will have a better understanding
of our operations and management style; what you may expect from us, and what we
expect of you. If you don’t understand something, please ask. We want you to feel
comfortable as a member of CESA 10. You are now part of an organization that has
prospered through the wholehearted efforts of every employee.
The policies in this handbook are subject to revision by the agency at any time. Business
conditions can change, and therefore these policies may also change at the discretion of the
CESA 10 Board of Control.
All staff are subject to all general policies and procedures as set forth by the CESA 10 Board
of Control and determined by the CESA 10 Administrator.
References are made to Board Policies and are contained in the CESA 10 Policy Manual. It
remains the responsibility of each CESA 10 employee to ascertain compliance with current
rules and policy of the Agency, whether or not they are referred to in this handbook, and if
you are unsure or need further clarification, please ask.
The contents of this book (as a whole or in any part) in no way imply an employment
contract or guaranteed employment.
CESA HISTORY AND OVERVIEW In 1965, the legislature recognized the need for a service unit between the school district
and the state superintendent. The cooperative educational service agencies are designed to
serve educational needs in all areas of Wisconsin by serving as a link both between school
districts and between school districts and the state. Cooperative educational service
agencies may provide leadership and coordination services for school districts.
The agency is governed by a Board of Control composed of school board representatives
elected at the annual meeting from their respective districts within the Agency. Board of
Control duties and responsibilities are set forth in Wisconsin Statute 116.03. Members of
the Board of Control shall be elected for staggered three-year terms. The Board of Control
meets on the second Thursday of each month. A current list of Board Members may be
found on the CESA 10 website.
CESA 10 Employee Handbook
June 7, 2014
Page 2
School districts comprising the CESA 10 area are: Abbotsford, Altoona, Augusta, Bloomer,
Bruce, Cadott, Chippewa Falls, Colby, Cornell, Eau Claire, Eleva-Strum, Fall Creek,
Flambeau, Gilman, Gilmanton, Granton, Greenwood, Ladysmith, Lake Holcombe, Loyal,
Medford, Mondovi, Neillsville, New Auburn, Osseo-Fairchild, Owen-Withee, Spencer,
Stanley-Boyd, and Thorp.
The Board of Control contracts with an Agency Administrator to be responsible for
coordinating the services, securing the participation of individual school districts, county
boards, and other cooperative service agencies and implementation of the policies of the
Board (WI Statute 116.04). The chief executive officer shall establish the organizational
pattern which will create the most efficient, economical, and effective service delivery
system to users of Agency services. Annually, the Board of Control shall review salary and
other benefits and evaluate the performance of the Agency Administrator and make
suggestions for improvement and indicate possible ways to improve CESA services to local
school districts.
The Professional Advisory Committee (PAC) is composed of the school district administrators
of each school district in the CESA 10 area and meets monthly or at the request of the
Board of Control, participating districts, or the Agency Administrator. (WI Statute 116.05).
From time to time the Board of Control, the Professional Advisory Committee (PAC), or
CESA Administrator may create advisory committees or advisory councils to provide advice
on program development, administration research or other services. Such committees shall
be advisory only and shall not deter or supplant the official authority of the Board of
Control, Professional Advisory Committee or Agency Administrator.
PHILOSOPHY AND ROLE It is the belief of the Board of Control that the primary purpose of CESA 10 is to provide
direct and indirect instructional, instructionally-related, management and administrative
services to local school districts to support and assist those districts in providing quality
educational opportunities on an equitable basis to all students with the greatest possible
degree of educational effectiveness and economic efficiency (Policy 110).
MISSION CESA 10, in collaboration with member districts, is committed to providing visionary
leadership and cost-effective services to maximize learning opportunities and school
effectiveness (Policy 110).
PART II: MANAGEMENT RIGHTS
Management has the legal right to exercise the authority to:
1. direct all operations of CESA 10 and discontinue operations.
2. establish and require observance of work rules for the workplace.
3. hire, promote, transfer, schedule, and assign employees in positions with CESA
10.
CESA 10 Employee Handbook
June 7, 2014
Page 3
4. assign work duties and on-call times; schedule overtime as required.
5. suspend, discharge, and take other disciplinary action toward employees.
6. lay off employees.
7. maintain efficiency of CESA 10 operations.
8. develop job descriptions.
9. take whatever action is necessary to comply with state or federal laws.
10. select employees, establish quality standards, and evaluate employee
performance.
11. contract out for goods and services.
12. determine the methods, means, and personnel by which CESA 10 operations are
to be conducted.
13. take whatever action is necessary to carry out the functions of CESA 10 in
situations of emergency.
The Agency Administrator shall be responsible for ensuring the efficient and effective
implementation and the administration of not only the policies and procedures outlined in
this handbook, but implementation of the policies and resolutions as adopted by the Board
of Control. The Agency Administrator may delegate such functions as deemed necessary for
the effective and efficient implementation of this system.
PART III: EMPLOYMENT LAW AND WORKPLACE SAFETY
It is the goal of CESA 10 to provide a work environment in which employees and clients are
treated with respect and courtesy. Such an environment should be free from negative or
disrespectful comments or actions directed toward others.
CESA 10 prohibits acts or threats of violence and threatening behavior by or against its
employees during the workday. Violations by employees of CESA 10 will lead to disciplinary
action that may include termination of employment.
Any employee who commits an unlawful act on or off agency premises or whose conduct
discredits the employer in any way may be subject to disciplinary action including
termination.
EQUAL EMPLOYMENT OPPORTUNITY It is the policy of CESA 10 to afford equal opportunity for employment to all individuals
regardless of age, race, religion, color, sex, national origin or ancestry, handicap, physical
condition, developmental disability (as defined in §51.01(5)), arrest or conviction received
(in keeping with §111.32), sexual orientation or marital status (Policy 511).
Reasonable accommodations shall be made for qualified individuals with a disability, unless
such accommodations would impose an undue hardship on the Agency. A reasonable
accommodation is a change or adjustment to job duties or work environment that permits a
qualified applicant or employee with a disability to perform the essential functions of a
position or enjoy the benefits and privileges of employment compared to those enjoyed by
employees without disabilities.
CESA 10 Employee Handbook
June 7, 2014
Page 4
Employees requesting accommodations under the Americans with Disabilities Act or under
the Wisconsin Fair Employment Act must contact the immediate supervisor and Director of
Operations.
CESA 10 will not tolerate any discrimination, and any such conduct is prohibited. CESA 10
also prohibits any form of discipline or retaliation for reporting incidents. (Policy 113)
EQUAL OPPORTUNITY COMPLAINTS The Agency encourages informal resolution of complaints under the equal opportunity
policy. A formal complaint resolution procedure is available, however, to address allegations
of violations of the equal opportunity policy in the Agency (Policy 511).
ACCIDENT/INCIDENT REPORTS In accordance with Policy 722, any accident that results in an injury, however slight, to an
employee or a visitor must be reported promptly and in writing to the Operations
Department. Injured persons shall be referred immediately to the appropriate personnel for
such medical attention as may be needed.
In the event of a work-related accident or injury:
1. Inform the supervisor immediately (call 911 for emergency situations).
2. The supervisor and/or employee will contact Medcor (1-800-775-5866).
3. The employee will complete an Employee Accident Form and forward to the Operations
Department.
4. The immediate supervisor will contact the Director of Operations.
The failure of an employee to comply with this mandate may result in disciplinary action in
accordance with applicable policy or contractual standards.
AUTO SAFETY Policy 750 is established to promote safe driving and vehicle maintenance practices for
employees of CESA 10. This policy applies to all employees operating fleet or personal
vehicles while on company business.
CRISIS MANAGEMENT PLAN A Crisis Management Plan has been established to provide employees with contact
information and assistance in a time of crisis. This document may be found on the
“Employee Portal.”
DRUG FREE/SMOKE FREE WORKPLACE CESA 10 adheres to the standards of a drug-free workplace (Policy 522.1). For purposes of
this rule, an alcoholic beverage is any beverage that may be legally sold and consumed and
has an alcoholic content. “Drug” means any substance other than alcohol capable of
altering an individual’s mood, perception, pain level, or judgment. A prescribed drug is any
substance prescribed for individual consumption by a licensed medical practitioner. An
illegal drug is any drug or controlled substance the sale or consumption of which is illegal.
CESA 10 Employee Handbook
June 7, 2014
Page 5
Unlawful use of drugs, possession of illegal drugs, and manufacturing/sale of drugs in the
workplace is prohibited. Violators may be subject to disciplinary action that may include
termination of employment.
SUBSTANCE ABUSE
The following rules represent CESA 10’s policy concerning substance abuse. They are
effective immediately and will be enforced uniformly with respect to all employees, as
indicated.
1. All employees are prohibited from being under the influence of alcohol or illegal drugs
during working hours.
2. The sale, possession, transfer, or purchase of illegal drugs on agency property or while
performing agency business is strictly prohibited. Such action will be reported to
appropriate law enforcement officials.
3. The use, sale, or possession of an illegal drug or controlled substance while on duty is
cause for termination.
4. No alcoholic beverage will be brought or consumed on agency premises.
5. No prescription drug will be brought on agency premises by any person other than the
one for whom it is prescribed. Such drugs will be used only in the manner, combination,
and quantity prescribed.
6. Any employee whose off-duty abuse of alcohol or illegal or prescription drugs results in
excessive absenteeism or tardiness or is the cause of accidents or poor work will be
referred to an assistance program for rehabilitation and will face termination if he or she
rejects that program.
REASONABLE SUSPICION TESTING
All employees may be required to undergo alcohol and drug testing any time the Agency
has reasonable suspicion to believe that the employee has violated the Agency’s policy
concerning alcohol and/or drugs. Such alcohol or drug testing may be conducted when there
is reasonable suspicion to believe that the employee is impaired by his/her use of drugs or
alcohol while on duty or while attending any Agency function on or off Agency property. The
Agency's determination that reasonable cause exists must be based on observations made
by the supervisor. Refusal to consent to testing may result in disciplinary action including
termination.
SEARCHES
The agency may conduct unannounced searches for illegal drugs, legal but illicitly used
drugs, or unauthorized alcohol in all agency facilities or property. Such searches of agency
facilities and property can be conducted at management’s discretion, and they need not be
based on reasonable suspicion that there is a violation of this policy. All personnel are
expected to cooperate should a search be conducted. Management may inspect all agency
premises and property to assure compliance with Policy 522.1.
TOBACCO USE
CESA 10 is a smoke-free building. No smoking or use of smokeless tobacco is allowed on
CESA 10 property and in CESA 10-owned vehicles.
CESA 10 Employee Handbook
June 7, 2014
Page 6
FAIR LABOR STANDARDS ACT Certain types of employees are exempt from the minimum wage and overtime pay
provisions, including bona fide executive, administrative, and professional employees who
meet regulatory requirements under the Fair Labor Standards Act (FLSA). For non-exempt
employees, issues concerning overtime and compensatory time off are found in Part V.
FAMILY MEDICAL LEAVE ACT Eligible employees will be granted family, medical, and military leaves in accordance with
the Wisconsin Family and Medical Leave Law and the Federal Family and Medical Leave Act.
A Request for FMLA Form and a Prior Approval Form for Absence must be approved by the
Agency Administrator. Refer to the Appendix for the complete policy.
HOSTILE WORK ENVIRONMENT AND SEXUAL HARASSMENT It is the intent of CESA 10 to maintain a productive work environment, free from
harassment of any kind and from any source and to treat all complaints fairly and equitably.
The intent is to ensure all employees a safe work place, free from unreasonable
interference, intimidation, hostility or offensive behavior (Policy 512).
HOSTILE WORK ENVIRONMENT
CESA 10 will not tolerate verbal, physical, or electronic/digital conduct by any employee,
which harasses, disrupts, or interferes with another’s work performance or which creates an
intimidating, offensive, or hostile environment.
The “hostile environment” occurs when the conduct has the effect of unreasonably
interfering with a person’s work performance or creates an intimidating, hostile, or offensive
environment. Furthermore, this conduct can be that of a supervisor, co-worker, or any
contractor hired by the Agency.
SEXUAL HARASSMENT
While all forms of harassment are prohibited, it is CESA 10’s policy to emphasize that sexual
harassment is specifically prohibited. Violations of this policy will result in disciplinary
action, depending on the circumstances, including termination.
SAFETY
The most valuable resource of CESA 10 is its employees. Personal safety and health is of
primary importance. We rely on CESA 10 employees to use sound, safe practices in
performing job responsibilities. Safety is the responsibility of each and every staff member.
To ensure the safety of employees, the following preventative trainings will be conducted:
Topic Required
Best Practice Frequency
Audience
Bloodborne Pathogens Required Annually All Staff
Emergency Response Required Annually All Staff
Fire Extinguisher
Training Required Annually
Staff Who Use
Extinguishers
CESA 10 Employee Handbook
June 7, 2014
Page 7
Topic Required
Best Practice Frequency
Audience
First Aid/CPR/AED Required Annually Medical Emergency
Team Members
General Safety Best Practice Annually All Staff
Hazard Communication Required Annually Staff Who Work With
Chemicals
Material Safety Data
Sheets Required Annually All Staff
Workplace Inspection Best Practice Quarterly Safety Committee
The CESA 10 Safety Committee is represented by an employee from each department and
administration. The committee generally meets monthly to address safety needs and
concerns of the agency. Questions, concerns, or suggestions may be brought to any
member of the Safety Committee.
Employees are responsible to:
Maintain safe work areas, follow safe working practices and when necessary use
personal protective equipment.
Notify the department head or Safety Committee of unsafe or unhealthy conditions in
a timely manner.
Correct unsafe conditions where possible and provide recommendations to
department head on how such conditions might be corrected.
Immediately report any work related accident, injury or illness to your department
head and complete an Employee Accident Report obtained from the Operations
Department.
Get assistance in lifting or moving any item which is too bulky, awkward or heavy to
safely handle alone.
Familiarize yourself with the location of the emergency exits, fire extinguishers, and
AED.
Keep aisles and work areas clear. Do not block heat vents or air returns.
Space heaters and other personal appliances must be approved by the supervisor.
Keep exits clear at all times.
Obey warning tags and signs.
Common sense and sound judgment on the part of all CESA 10 employees is our best
insurance in keeping all employees safe and sound during the work day.
WEAPONS IN THE WORKPLACE In accordance with Policy 522.9, employees may not at any time while on any property
owned, leased or controlled by Cooperative Educational Service Agency 10 (CESA), including
anywhere that CESA business is conducted, possess, carry, or use a “weapon” in the course
of the employee’s employment. This policy does not prohibit employees from storing a
weapon in the employee’s own motor vehicle driven or parked on property owned by CESA.
Unless otherwise provided by Wisconsin law, it is a direct violation of CESA policy to possess
CESA 10 Employee Handbook
June 7, 2014
Page 8
weapons on CESA property, in CESA vehicles, or in the course of employment. Unless
otherwise provided by State law, possessing weapons on CESA property, in CESA vehicles,
or during the course of employment is cause for disciplinary action, including termination.
Regardless of whether an employee possesses a concealed weapons permit or is allowed by
law to possess a “weapon,” weapons are prohibited in the workplace and during the course
of employment.
Guidelines:
1. A “weapon” is defined to include firearms, electric weapons (a.k.a. tasers), billy clubs,
knives, or any other object created or intended for causing injury.
2. “CESA property” is defined as all CESA-owned or leased buildings and surrounding areas
such as sidewalks, walkways, driveways, and parking lots under CESA’s ownership or
control. This policy also applies to all CESA-owned or leased vehicles.
3. CESA reserves the right to post signs on CESA-owned or leased building entrances
banning weapons on its premises.
4. CESA reserves the right to conduct unannounced searches of all CESA property,
vehicles, and facilities at any time.
5. Employees must seek approval from the Agency Administrator for a waiver of this
prohibition based on unique circumstances. Such requests shall be made in writing and
indicate the basis for the exception.
6. Any employee who is uncertain whether an instrument or device is prohibited under this
policy is obligated to request clarification to ensure he or she is not in violation of this
policy.
7. A violation of this policy is a serious infraction of CESA’s work rules and may result in
discipline including termination of employment.
PART IV: EMPLOYMENT PRACTICES AND EXPECTATIONS
AGENCY VEHICLES In an effort to reduce travel costs, CESA 10 provides several of its most highly traveled
employees with an agency vehicle.
Agency vehicles are offered to the employees whose travel schedules accumulated the most
miles in the previous fiscal year. If any employee declines to use an agency vehicle, it will
be offered to the next highest mileage employee. The employee refusing an agency vehicle
will be reimbursed mileage at 15¢ under the Federal mileage rate. The reduced mileage
reimbursement may be waived for safety-related reasons (inclement weather) or a medical
hardship documented by a licensed physician. Refer to Policy 753 for complete guidelines.
Detailed information regarding the Care and Maintenance of Vehicles, Monthly Vehicle Usage
Report, and the CESA 10 Mileage Log may be found on the Employee Portal.
CESA 10 Employee Handbook
June 7, 2014
Page 9
ATTENDANCE/ABSENCES CESA 10 expects all employees to maintain good attendance and adhere to their assigned
schedule. Staff members who must be unexpectedly absent from work (due to
illness/emergencies) are to call the department contact on the morning of each day they will
be absent. Other absences should be scheduled in advanced and approved by the
employee’s supervisor. Employees must complete an Employee Prior Approval Form for
absences (bereavement, emergency time/personal time, vacation time, jury duty, military
leave, comp time, FMLA, leave without pay).
BACKGROUND CHECKS
APPLICANTS
In order to promote a safe work environment and to protect the people we serve,
background checks are in accordance with Policy 533, state and federal law and may
include, but are not limited to:
Driving Record
Criminal History
Reference Checks
Licensure Verification
All offers of employment are contingent upon the results of such checks. The agency
reserves the right to deny employment or dismiss any person employed or seeking
employment that has misrepresented his/her background. Results are kept confidential
unless required by federal or state law to release information.
ACTIVE EMPLOYEES
The Agency may conduct criminal history and background checks on active employees. All
CESA 10 employees shall notify his/her immediate supervisor or the Agency Administrator
as soon as possible, but no later than three calendar days after any arrest, indictment,
conviction, no contest or guilty plea, or other adjudication of the employee for any felony.
The requirement to report a conviction shall not apply to minor traffic offenses. However,
an offense of operating under the influence, revocation or suspension or license, and driving
after revocation or suspension must be reported if the employee drives an agency vehicle or
transports students or staff in any vehicle. Failure to report under this section may result in
disciplinary action including termination. An arrest, indictment or conviction of a crime shall
not be an automatic basis for an adverse employment action.
BACKYARD, THE The Backyard is the developed outdoor space adjacent to the CESA 10 office building. The
Backyard is intended to be used as a meeting/gathering space for CESA 10 staff, visitors,
and guests. The development of The Backyard is ongoing and is expected to be treated with
care and respect. Report any issues, concerns, or suggestions regarding The Backyard to a
member of the Sustainability Committee.
CESA 10 Employee Handbook
June 7, 2014
Page 10
BREAKS AND LUNCH Hourly employees may take up to two paid work breaks of 15 minutes each, one in the
morning and one in the afternoon. Break time cannot be accumulated to be used for
coming to work late or leaving work early. Hourly employees working full-time will receive
an unpaid 30 minute duty free lunch break. Part-time employees who work more than six
hours during the normal workday are encouraged to take an unpaid 30 minute duty free
lunch break.
A lunch area is provided for the employee’s convenience. All employees are expected to
keep this area clean and neat.
BUILDING ACCESS & GROUNDS Employees are issued individually coded keys for the building. If a key is lost, immediately
report its loss to the Operations Department. Agency keys must be returned upon leaving
CESA employment.
Employees who are in the building during non-business hours are responsible for ensuring
the appropriate door(s) are locked upon exiting the building.
BULLETIN BOARDS Electronic and physical bulletin boards are provided to inform employees of official notices
(i.e. labor law posters) or announcements that have been approved by the Agency
Administrator, or designee.
CERTIFICATION Certified staff positions require that the employee be licensed in order to perform the
services for which he/she is employed. A contract with any person not legally authorized to
perform his or her duties shall be void. Up-to-date licenses must be on file with the
Operations Department by September 1. If the Department of Public Instruction has
delayed distribution of a license, a copy of the license application must be on file by
September 15 of the current school year. License applications and renewals are the
responsibility of the employee.
COMPOSTING It is the responsibility of every employee to separate identified compostable materials and
place them in an appropriate compost container. Food scraps, food and water soiled paper
towels, and compostable dinnerware should always be placed in the appropriately marked
container.
COPYRIGHT POLICY It is the intent of the Cooperative Educational Service Agency 10, its Board of Control and
employees, to adhere to the provisions of the U.S. Copyright Law (Title 17, U.S.C., Section
101 as amended by the Technology, Education and Copyright Harmonization Act), the
Digital Millennium Copyright Act and other congressional guidelines related to the
duplication, retention, and use of copyrighted materials in any form (Policy 771.1).
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June 7, 2014
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CORRECTIVE DISCIPLINE CESA 10 believes in a disciplinary system that is intended for constructive development of
employees. Standards of conduct and actions for non-performance should be clearly
communicated to all employees.
The corrective action process is progressively severe, and includes the following:
1. Informal Discussion
2. Oral Warning
3. Written Warning
4. Suspension (with or without pay)
5. Termination
All personnel must realize that the steps in a progressive discipline system serve as general
guidelines and are not mandatory. There are varying degrees of seriousness which pertain
to performance and/or infractions of policies. There are certain instances where conduct
and/or performance are of such a serious nature that immediate suspension or termination,
without prior warning or consultation, may be the justified course of action. The Department
Director will make a recommendation to the Agency Administrator regarding suspensions
and termination.
Not all of these options need to be exhausted prior to termination or suspension.
DRESS/IMAGE Employees are expected to dress appropriately as defined by their supervisor for the
workplace and the work performed.
EMPLOYEE EXPECTATIONS Employees are expected to perform their assigned duties and responsibilities in a
professional and satisfactory manner. CESA 10 considers a consistently positive,
cooperative, self-motivated, courteous, and professional attitude to be an essential function
of every position. Although employees have different positions and responsibilities, they are
expected to work as a team and to pitch in as necessary to get the job done.
EMPLOYMENT-AT-WILL Non-certified staff and part-time certified staff are employed at-will. This means that
employees are free, as is the Agency, to terminate the employment relationship at any time
for any reason so long as there is no violation of applicable federal or state law. At-will
employees should provide written notice to their Department Director at least ten (10)
calendar days before terminating employment with CESA 10.
EMPLOYMENT CLASSIFICATIONS At the time of hire, an employee will be classified as either full-time, part-time, substitute,
or limited-term. In addition, employees are classified as either exempt or non-exempt
because, by law, employees in certain types of jobs are entitled to overtime pay for hours
worked in excess of forty hours per work week.
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June 7, 2014
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FULL-TIME EMPLOYEES
All regular full-time employees work a regularly scheduled 40 hour week. Full-time
employees are eligible for all legally mandated benefits and for the agency’s full benefit
package, subject to the terms, conditions and limitations of each benefit program as
outlined in plan documents and benefit policies. Employment is terminable at will, by either
the employer or the employee.
PART-TIME EMPLOYEES
All regular part-time employees work less than 40 hours per week as designated by the
supervisor. Part-time employees are eligible for legally mandated benefits and limited
benefit programs as defined by the requirement (based FTE) of each specific benefit. Paid
time off benefits are pro-rated based on number of hours worked during the week and days
normally scheduled to work during the week. Employment is terminable at will, by either
the employer or the employee.
LIMITED-TERM EMPLOYEES
Limited-term employees are hired for a defined period of time with the understanding that
employment is temporary. Limited-term employees are not subject to the wages and
benefits of full-time and part-time regular employees; however, current Affordable Care Act
regulations governing health benefits would supersede handbook language. Employment is
terminable at will, by either the employer or the employee.
SUBSTITUTE EMPLOYEES
When regular staff members are temporarily absent, a substitute employee may be hired.
Substitutes for certified staff must be properly licensed and certified by the Department of
Public Instruction.
NON-EXEMPT EMPLOYEES
Non-exempt employees are required to be paid overtime at the rate of one and one half
(1.5) times their regular rate of pay for all hours worked beyond 40 hours in one workweek,
in accordance with applicable federal and state wage and hour law. A workweek is defined
as a seven-day period. See “Overtime” in Part V: Compensation for a full description of
overtime payment policies.
EXEMPT EMPLOYEES
Exempt employees are managers, executives, professional staff, technical staff, outside
sales representatives, officers, directors and others whose duties and responsibilities allow
them to be "exempt" from overtime pay provisions as provided by the Federal Fair Labor
Standards Act (FLSA) and any applicable state laws. Exempt employees will be advised of
this classification at the time of hire, transfer, or promotion.
ENERGY USE CESA 10 is committed to reducing energy consumption and improving energy efficiency
without compromising the CESA 10 mission. It will be the responsibility of each CESA 10
employee to actively participate in conservation efforts in order to reduce energy
consumption (i.e., turn lights off when leaving a workspace, shut down computers when not
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June 7, 2014
Page 13
in use, power off electronics when possible). Report any issues, concerns, or suggestions
regarding energy use to a member of the Sustainability Committee.
EVALUATIONS In accordance with Policy 538, the primary purpose of evaluation is to provide continuous
improvement in the quality of service to the agency, districts, students, and staff.
The administration shall evaluate the services of all personnel and shall submit such
evaluations in the manner and at such times as may be determined by the Agency
Administrator or Board of Control.
Questions or concerns regarding the evaluation or evaluation process should follow the
chain of command. In all cases, the first step is to present questions or concerns to the
employee’s immediate supervisor, followed by the Department Director, and then the
Agency Administrator.
Employees whose performance is ineffective or minimally effective may be placed on a time
bound plan of improvement.
EXPENSE CLAIM GUIDELINES
BUSINESS TELEPHONE EXPENSES
Whether made from home or by cellular phone, telephone charges which are necessary for
business purposes are reimbursable. A purchase order is not needed because of
consideration for fluctuating phone charges that occur.
When seeking Landline Telephone Expense Reimbursement: A receipt or photocopy of your
telephone bill is required to be considered for reimbursement. Please use highlighting or
some other technique on your receipt or photocopy. Indicate only the portion of telephone
expense which is business related.
When seeking Cell Phone Expense Reimbursement: See “Cellular Phone Reimbursement”
for criteria and guidelines. Cell phone reimbursements will be included on payroll checks
twice a month.
MEETINGS/CONFERENCES
Attendance at educational meetings and conferences must be pre-approved by the
administrator by submitting a Professional Development Request Travel Approval Form.
Expenses will not be reimbursed unless there is prior approval. Receipts must be submitted
for all expenses (meal costs, lodging, mileage, etc.) to be covered by the Agency. Requests
for reimbursement must be filed on agency forms and submitted monthly.
MEAL REIMBURSEMENT
Meals will be reimbursed using state rates as a guide. CESA 10 does not reimburse for
meals in the CESA 10 area unless lunch was served as part of the meeting.
Employees must attach detailed receipts for business meals to the Employee Expense Claim
& Attendance Information Form for reimbursement. Please clearly highlight and/or
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June 7, 2014
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designate items eligible for reimbursement on the receipt including tips. Given the
difference in personal habits and preferences, the daily total is considered, not a meal-by-
meal breakdown.
Meals included in the cost of registration and alcoholic beverages are not reimbursable. The
current rates are:
Meal In-State Out-of-State
Breakfast $8 $10
Lunch $9 $10
Dinner $17 $20
Daily Total: $34 $40
MEAL REIMBURSEMENTS – TAXABLE AND NON-TAXABLE
CESA 10 is held responsible by the IRS for the accuracy of mileage/meal reimbursements;
therefore, if a question arises regarding the type of reimbursement, contact the Operations
Department for clarification.
Non-Taxable Meals
Examples of non-taxable meals include: 1) meals when traveling away from home and
overnight or 2) the meal is business-related (the main purpose of the meal was to conduct
business with a general expectation of getting income or some other specific business
benefit at some future time). Employees must document the following on his/her Expense
Form:
o Name(s) of the individual(s) at the meeting
o Valid business reason and substantial business discussion that took place
Taxable Meals
Examples of taxable meals include: 1) day trips, 2) employee is alone, or 3) employee is
with another CESA employee.
MILEAGE REIMBURSEMENT – AGENCY VEHICLE
CESA has a limited number of agency owned vehicles. The agency vehicles are assigned
based on the number of business miles driven in a fiscal year. Employees who are eligible
for an agency vehicle and decline the use of a vehicle will be paid 15 cents per mile less
than the current IRS mileage reimbursement rate. See the Agency Vehicle section for
detailed information.
MILEAGE REIMBURSEMENT – PERSONAL VEHICLE
Employees who are required to use their personal vehicles for work purposes will be
reimbursed at the current IRS mileage reimbursement rate. Employees will receive
reimbursement based on the shortest distance be it from home or the office.
Mileage should be recorded on the Employee Expense Claim & Attendance Information Form
(rounded to the nearest whole number).
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EMPLOYEE OUT-OF-POCKET PURCHASES (DOES NOT INCLUDE P-CARD PURCHASES)
Various miscellaneous purchases can be submitted with expense claims. Purchases
(excluding gasoline for rental vehicles and lodging expenses) exceeding $40.00 must be
done through a requisition and purchase order. Receipts are necessary for reimbursement.
Such purchases should not be made routinely. If numerous miscellaneous items are
needed, a purchase order can be issued to many local businesses to make the purchases at
one time. Contact the appropriate program assistant at the CESA office for further
assistance.
FORMS Employer forms may be found on the Employee Portal, such as:
Agency Vehicles
o Care and Maintenance of CESA Vehicles
o Mileage Log
o Usage Report
Employee Expense Forms
o Course Reimbursement Prior Approval Form
o Expense Forms
o Travel Approval
Insurance Forms
o Insurance Change Form
o MidAmerica HRA Claim Form
P-Card Forms
o Activity Log
o Dispute Form
o Enrollment Form
o Maintenance Form
Payroll Forms
o Cell Phone Reimbursement
o CESA Foundation Contribution
o Direct Deposit
o Employee Status Change Form
o Family Medical Leave Request Form
o Prior Approval Form
o Prior Approval for Overtime
o Salary Reduction Agreement (Annuity)
o Time Sheets
GRIEVANCE PROCEDURES
PURPOSE AND APPLICABILITY
This procedure provides an employee with the individual opportunity to address concerns
regarding discipline, termination, or workplace safety matters. The Agency expects
employees and management to exercise reasonable efforts to resolve any questions,
problems, or misunderstandings prior to utilizing the grievance procedure.
This procedure does not replace or supersede any statutory provision which may be
applicable to an employee’s employment with the Agency. This grievance procedure does
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June 7, 2014
Page 16
not create a legally binding contract or a contract of employment. See Policy 527 for more
detailed information.
HOURS OF WORK/ WORK SCHEDULES/ CALENDARS
HOURS OF WORK
The designated office hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. This
schedule may be modified with the approval of the employee’s supervisor and the Agency
Administrator. Occasionally employees may be required to work outside the normal work
schedule. CESA 10 reserves the right to schedule and/or change all hours and schedules of
work as deemed necessary.
WORK SCHEDULES
School Year Work Schedule
School year employment with CESA 10 is based on a period of 190 work days between July
1 and June 30. Beginning and ending dates of employment in a specific district will be
determined by the project director in consultation with the district(s) to be served and the
CESA 10 Administrator. Contracts extending beyond 190 days may be required to perform
those services as determined by the project director in consultation with the Agency
Administrator.
12 Month Work Schedule
Twelve month employment with CESA 10 is based on the fiscal year (July through June).
CALENDARS
Certified employees are required to submit a CESA 10 Calendar annually for approval to the
Department Director no later than September 1. School calendars will not be accepted as a
substitute for the CESA 10 Calendar. Any adjustments to the employee’s calendar must be
approved by the Department Director.
INCLEMENT WEATHER
CESA 10 BUILDING STAFF
If the CESA 10 Office is closed due to inclement weather, employees will be paid for their
regularly scheduled hours.
If the CESA 10 Office is open, but weather prevents individuals from traveling to the CESA
10 office, staff may:
1. Take emergency/personal time
2. Take vacation time
3. Work at home with approval of department director (notify office)
4. Reschedule the contract time within two calendar weeks
5. Take unpaid time
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SCHOOL DISTRICT STAFF
Employees Working in a Single District
CESA 10 employees working in a single school district will follow the district’s policy in
making up missed days due to inclement weather or other emergencies.
Itinerant Employees
CESA 10 employees, who are scheduled to visit a school that is closed due to weather or
other emergency, have the option to:
1. Work at the CESA 10 office
2. Work at home with approval of department director (notify office)
3. Take an emergency day/personal time
4. Reschedule the contract day (within the fiscal year) with approval of the department
director
5. Take an unpaid day
INTERNET ACCEPTABLE USE POLICY The Internet provides a source of information that can benefit every professional discipline
represented in the agency. It is the policy of the agency that employees whose job
performance can be enhanced through use of the Internet be provided access and become
proficient in its capabilities. Policy 363.1 delineates acceptable use of the Internet by agency
employees, volunteers, and contractors while using agency-owned or -leased equipment,
facilities, Internet addresses, or domain names registered to the agency.
JOB DESCRIPTIONS Job descriptions are maintained by the Operations Department. Periodic revisions or
updates will be made as necessary.
JOB POSTINGS CESA 10 is an equal opportunity employer. When a position becomes vacant or a new
position is created, notice of such position may be posted internally and/or externally.
Positions may be filled temporarily during the posting and selection period. Vacancies may
be posted on the Agency website, WECAN, CESAjobs.org, and any other media source as
deemed necessary.
PERSONNEL RECORDS
EMPLOYEE ACCESS TO PERSONNEL RECORDS
Personnel records will be maintained in accordance with Policy 526 and are available for
employee inspection pursuant to Sec. 103.13, Wis. Stats. An employee who wishes to
review the contents of his/her personnel file must request of the CESA 10 administrator to
arrange a mutually convenient time and place for the employee’s review. The CESA 10
administrator, or his appointee, will provide the employee with an opportunity to inspect
his/her personnel records within seven work days after the request. The CESA 10
administrator, or his appointee, will remain present with the file during the employee’s
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June 7, 2014
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review. An employee may request that certain pages be copied; the employee will be
charged the current copy rate per page. If the employee disagrees with any information
contained in the personnel records, a removal or correction of that information may be
mutually agreed upon by the employer and the employee. If an agreement cannot be
reached, the employee may submit a written statement explaining the employee's position.
CESA 10 shall attach the employee's statement to the disputed portion of the personnel
record. The employee's statement shall be included whenever that disputed portion of the
personnel record is released to a third party as long as the disputed record is a part of the
file.
Files will not be transmitted to third parties without the written consent of the individual
(Family Education Rights and Privacy Act of 1974, PL 93-380).
Exceptions
The right of the employee or the employee’s designated representative to inspect his or her
personnel records does not apply to:
Letters of reference for that employee.
Specific components of a test document. Employees may see a cumulative total
test score for either a section of the test document or for the entire test
document.
Supporting materials used by the employer for staff management planning,
including judgments or recommendations concerning future salary increases and
other wage treatments, management bonus plans, promotions and job
assignments or other comments or ratings used for the employer's planning
purposes. This does not include evaluations.
Information of a personal nature about a person other than the employee if
disclosure of the information would constitute a clearly unwarranted invasion of
the other person's privacy.
Records relevant to any other pending claim between the employer and the
employee which may be discovered in a judicial proceeding.
CHANGE IN STATUS
In accordance with IRS Guidelines, employees may change their benefit elections during
certain “change of status” circumstances. It is the responsibility of the employee to inform
the Operations Department of a change in status within 31 days of the event. Change of
status includes: 1) marital status, 2) dependent status, 3) number of dependents, 4)
employment status (includes spouse), and 5) change in residence.
Employees are responsible for notifying the Operations Department of a change in address,
phone number, and emergency contact information.
CONFIDENTIALITY OF MEDICAL RECORDS
Any document containing medical information about an employee is regarded as
confidential. Medical records are kept in a file separate from all other employee records and
are available only when there is a legitimate business reason.
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EMERGENCY CONTACTS
CESA 10 must have the name and phone number of a person the agency can contact on the
employee’s behalf in case of an emergency.
PHYSICAL EXAMINATIONS
HEALTH CERTIFICATE
All personnel newly contracted with CESA 10 must file a health certificate showing an
absence of tuberculosis as per laws of the State of Wisconsin 143.16.
FITNESS FOR DUTY EXAM
Supervisors who have questions or concerns about an employee’s ability to successfully
perform the duties of a particular job may submit a request to the Agency Administrator for
a “Fitness for Duty Exam”. A Fitness for Duty Exam is an evaluation by a medical
professional hired by CESA 10 to determine if an employee is physically or mentally able to
perform the essential functions of a position. Supervisors are not responsible for diagnosing
medical or psychologist problems, only that there is a question regarding the employee’s
physical or mental ability to perform the job. The results of a Fitness for Duty Exam will be
sent to the Agency Administrator and/or Director of Operations to determine what actions
need to be taken.
PROMOTION/TRANSFER When considering employees for an internal promotion or transfer, CESA 10 may consider,
among other things, each individual’s job-related skills, knowledge, experience, ability,
efficiency, initiative, attitude, attendance record, and their performance in the selection
process. Promotion and transfer decisions will be made by the Agency Administrator or
designee(s) and will be based on the best interests of the Agency and its clients.
RECYCLING AND WASTE MANAGEMENT The agency is committed to reducing the environmental impact of its operations through
continuous material management. It is the responsibility of every employee to separate
identified recyclable materials and place them in an appropriate recycling container. Office
paper, corrugated cardboard, plastics #1-7, metal and glass containers should always be
recycled in the appropriately marked container. Report any issues, concerns, or suggestions
regarding waste and recycling to a member of the Sustainability Committee.
REDUCTION OF STAFF It is the responsibility of the Board of Control to provide the staff necessary for the
implementation of the Agency’s programs and to do so efficiently and economically.
In the event that a reduction of staff is deemed necessary, primary consideration shall be
based on the best interest of the Agency and its delivery of service to its clients.
The Board of Control will provide fifteen (15) calendar days notice of reductions in staff.
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SEPARATION FROM EMPLOYMENT Separation from employment may include resignations, retirement, reduction in workforce,
failure to return from approved leave, or termination. Upon separation of employment,
employees will be required to return all agency property. The exiting employee may also be
responsible for providing operational and program information, as deemed appropriate by
the Department Director, to facilitate the transition of the job responsibilities to another
employee. Refer to the Payroll Calculation section of this Handbook for information
regarding final contract payments.
Employees are encouraged to provide at least ten (10) calendar day’s written notice of
resignation or retirement. Employees who provide at least ten (10) calendar day’s written
notice will be paid for vacation not taken during the year (July 1-June 30) as well as any
prorated vacation earned for the next year.
Certified school year staff may incur a penalty fee in accordance with their individual
contract if adequate notice is not given.
STAFF DEVELOPMENT Staff development is provided as needed to maintain and improve performance and skills.
Attendance must be approved in advance by the employee’s immediate supervisor and the
CESA 10 Administrator. The cost of approved training and eligible expenses will be paid by
the Agency in accordance with the travel guidelines and tuition reimbursement policy.
Hourly employees who receive approval to attend staff development outside of their regular
work hours are eligible for compensation at their regular rate of pay. Any hours worked
beyond 40 in a work week are considered overtime.
CESA 10 employees based in school districts must receive prior approval of the building
principal or other designated local administrator to attend professional development
activities during contract days. Following receipt of local approval, the request to attend the
professional development activity will be forwarded to the CESA 10 administrator on the
proper form.
SUSTAINABILITY Sustainable business practices are about social responsibility, economic prosperity, and
resource management that minimize environmental impact both today and in the future.
The CESA 10 Sustainability Committee is represented by an employee from each
department and administration. The committee meets nine times a year to address
sustainability needs. Questions, concerns, or suggestions may be brought to any member of
the Sustainability Committee.
Areas addressed by the Sustainability Committee include:
Community Involvement
Education/Awareness
Energy
Grounds/Outdoor Spaces
Health and Wellness
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Indoor Environmental Health
Transportation
Waste and Recycling
Water
WELLNESS Recognizing that employees perform their best when they are healthy and that optimal
employee performance is necessary for the agency to be successful, the wellness committee
organizes activities that aim to improve employee health and well-being.
The CESA 10 Wellness Committee is represented by an employee from each department.
The committee meets regularly to address wellness issues and promote wellness activities.
Questions, concerns, or suggestions may be brought to any member of the Wellness
Committee.
PART V: COMPENSATION
GENERAL INFORMATION Salaries are established by the CESA 10 Board of Control.
ADMINISTRATIVE STAFF/PROFESSIONAL STAFF
Salaries for the administrative team and professional employees will be determined based
on the job and the employee’s performance.
CERTIFIED STAFF
Certified staff salaries will be based upon qualifications such as training, experience,
availability, funding, and job requirements.
On occasion salaries may be reflective of additional responsibilities unique to a school
district or a specific agreement with a district.
HOURLY STAFF
The Board of Control will establish hourly wages for support employees.
Longevity Pay
Longevity pay for Program Assistants hired prior to July 1, 2001, was added to the hourly
wage effective July 1, 2013.
For regular part-time and regular full-time Program Assistants hired between July 1, 2001
and June 30, 2013, longevity will be as follows:
After ten (10) or more years of continuous service with the Employer, each such
employee shall be paid three (3) percent of their base wages.
After fifteen (15) or more years of continuous service with the Employer, each such
employee shall be paid six (6) percent of their base wages.
After twenty (20) or more years of continuous service with the Employer, each such
employee shall be paid nine (9) percent of their base wages.
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Longevity payments will be added to the employee’s base pay.
District-Based
Wages for hourly staff assigned to specific schools are established by the school district.
Staff are expected to work in accordance with local district policies and procedures. CESA 10
personnel are subject to the immediate supervision of a pre-determined person in the local
district, generally the District Administrator or his/her designee.
OVERTIME Overtime is defined as time worked by a non-exempt employee that exceeds forty hours in
one work week. Paid time off, such as sick leave, emergency leave, vacation and holiday
pay will not count as hours worked for overtime purposes. Overtime will be compensated at
time and one half.
APPROVAL
Non-exempt employees must have written pre-approval from their immediate supervisor
before working overtime by completing the Prior Approval for Extra Time Worked Form.
COMPENSATORY TIME An employee may request to receive compensatory time off at time and one-half in lieu of
overtime pay. Compensatory time may be accrued for up to 30 calendar days upon when it
was earned and must be used by the end of the following month. After such time, any
unused compensatory time will be paid out on the following payroll using the pay rate in
place at the time the compensatory time was earned.
PAYROLL CHECKS
PAYROLL CYCLE
School Year Employees
School year employees will have the option to be paid over a 10 or 12 month basis. The 10
month pay for school year employees will begin on the last payroll in August and end the
last payroll of June. The 12 month pay will begin the last payroll in August and end on the
second to last payroll in August.
12 Month Employees
All employees scheduled to work the full fiscal year will be paid on a bi-weekly basis. The
pay periods for 12 month employees shall follow the fiscal year and begin in July and end
the following June.
PAYROLL CALCULATION
Salaried (Exempt) Employees
The annual salary for an exempt employee is divided equally by the number of payrolls in
the fiscal year regardless of days actually worked in a pay period. The pay period start and
end dates listed on the advice of deposit statement are used for tracking and reporting
retirement hours. Upon hire, employees may receive a full paycheck for less than 10 days
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of work. It is important to note that all contracts at paid in full by the last pay period of the
appropriate payroll cycle.
Exempt employees who begin employment mid-year will have their salary prorated based
on the number of contract days scheduled to be worked in the fiscal year, and then divided
equally by the number of paychecks remaining in the fiscal year.
Exempt employees who terminate employment mid-year will have their annual salary
prorated based on the number of contract days worked (annual salary/contract days x days
worked). The prorated amount is then compared to the salary paid to date to determine if a
final contract payoff is due.
PAYROLL DATES
CESA 10 will operate on a bi-weekly payroll basis (i.e., pay dates will occur every 2 weeks).
Payroll dates will be on Friday unless the Federal Reserve is closed on a particular Friday.
When the Federal Reserve is closed on a payroll date, the payroll date will be on the
preceding day. The first pay date of the school year will be the last payroll in August for
school year employees.
DIRECT DEPOSIT PAYMENT
Employees will be paid through direct deposit to their designated financial institution. Advice
of deposit statements are available online through the Employee Portal.
EMPLOYEE PORTAL
In addition to general information regarding the calendar, forms, and directory, employees
can view their pay checks, benefits, deductions, leave balances, and W-2’s. For further
information, please see the Assistant Director in Operations or designee.
TIME SHEETS/EXPENSE SHEETS It is the responsibility of each hourly employee to complete, sign and turn in time sheets on
a weekly basis.
Salaried employees must turn in expense sheets monthly. Employee expense forms are due
on the 25th of each month. The Operations Department will contact employees who do not
turn in forms by the 25th. Once the Operations Department has exhausted efforts to obtain
the form or at least after 30 days have passed, the issue will be referred to the Agency
Administrator. The Agency Administrator will attempt to contact the employee by
telephone, email or personal contact. If, after five business days have passed, the
Operations Department is not in receipt of the expense form, a letter of reprimand will be
issued and the employee may be required to forfeit any mileage or reimbursable expenses
that occurred during the month in question.
PART VI: FRINGE BENEFITS
All compensation and benefits are subject to change at the sole discretion of the Board of
Control. This section of the handbook is an outline of the benefits available to employees. It
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is not a complete description of all the benefit plan provisions; specific plan provisions are
contained in the plan documents. In instances where this Handbook and CESA 10’s benefit
policies or plan documents may disagree, the policies and plan will always prevail. The
Agency Administrator will resolve questions regarding the interpretation of CESA 10 policies.
Questions regarding benefits not covered in the handbook should be referred to the
Operations Department.
ELIGIBILITY For purposes of benefits earned, the CESA 10 fiscal year runs from July 1 through June 30.
For a position to be eligible for fringe benefits, the position must be scheduled for a
minimum of .50 FTE, subject to the terms, conditions, and limitations of each benefit as
outlined in the handbook, plan documents, or benefit policies. Paid time-off benefits are pro-
rated based on number of hours worked.
ANNUITY OPTIONS
403(B) PLAN
CESA 10 employees have the option of participating in a 403(b) Employee Savings Plan.
Employee contributions are made pre-tax through payroll deductions and are limited to a
maximum as defined by current IRS guidelines.
457(B) PLAN
CESA 10 employees have the option of participating in a 457(b) Deferred Compensation
Plan. Employee contributions are made pre-tax through payroll deductions and are limited
to a maximum as defined by current IRS guidelines.
ROTH AFTER TAX ELECTION
CESA 10 employees have the option of participating in a Roth. Employee contributions are
made post-tax through payroll deductions and are limited to a maximum as defined by
current IRS guidelines.
CELLULAR PHONE REIMBURSEMENT CESA 10 may support the costs of cellular phone services for the following agency
personnel:
Agency Administrator
Service Area (Department) Directors
Service Area (Department) Assistant Directors
Program Coordinators/Consultants with Director approval
CESA-based instructional personnel whose duties require regular and frequent travel
among districts, with Director approval
Support personnel of a technical nature whose duties require regular and frequent
communication between districts, with approval of the Agency Administrator
Employees are responsible for the cost of acquiring, installing, and activating a cellular
phone. The cellular phone remains the property and responsibility of the employee.
CESA 10 Employee Handbook
June 7, 2014
Page 25
DATA PLANS
Each director will decide which employees in their department are eligible for a data plan
based on job-related necessity.
REIMBURSEMENT FOR STANDARD CELL PLANS
CESA 10 will reimburse employees for one-half (½) the monthly base service charge up to
$20. Reimbursement only applies for the months in which the employee works.
REIMBURSEMENT FOR DATA PLANS
CESA 10 will reimburse employees for one-half (½) the monthly base service charge up to
$20. Reimbursement only applies for the months in which the employee works.
ADDITIONAL REIMBURSEMENT
Additional reimbursement may be approved by the supervisor based on individual
circumstances and job-related necessity.
Employees must complete and return the Cellular Phone Reimbursement Form by June 1 of
each year to the Operations Department. The worksheet must be accompanied by a copy of
the most recent billing statement. The Operations Department will process the information
for a July 1 effective date for any new or changing reimbursement agreements. Exceptions
will be made for new employees hired after June 1 or new reimbursement agreements.
EMPLOYEE ASSISTANCE PROGRAM (EAP) EAP support is available for employees with long-term disability insurance (working a
minimum of 600 hours per year). Eligible employees may receive no-cost, confidential help
for a wide variety of needs and concerns: depression, stress management, anxiety, marital
difficulties, relationship problems, family conflict, alcohol or drug additions, financial or legal
concerns, parenting concerns, problem gambling, eating disorders, and childcare or
eldercare.
Professional counselors are available 24 hours a day, seven days a week by calling 866-
451-5465.
FLEXIBLE SPENDING ACCOUNT Employees who are at least .50 FTE may elect to pay for qualified dependent care or health
care expenses with pre-tax dollars through a Section 125 Flexible Spending Account. The
plan is based on the calendar year with an open enrollment period in December.
HOLIDAYS CESA 10 will grant time off to eligible employees on the holidays listed below. Part-time
employees will receive pro-rated holiday pay equal to the percentage of time worked.
Employees hired mid-year will be eligible for all paid holidays falling during the period of
their employment. If any holidays fall on a Saturday or Sunday, the preceding or
succeeding workday shall be counted as the holiday.
CESA 10 Employee Handbook
June 7, 2014
Page 26
PAID HOLIDAYS – 12 MONTH EMPLOYEES
New Year’s Day Thanksgiving Day
Good Friday Friday After Thanksgiving
Memorial Day Christmas Eve Day
Independence Day Christmas Day
Labor Day New Years Eve Day
PAID HOLIDAYS – SCHOOL YEAR EMPLOYEES ON CESA SALARY STRUCTURE:
Labor Day
Thanksgiving Day
Friday After Thanksgiving Day
Good Friday
Memorial Day
PAID HOLIDAYS – SCHOOL YEAR EMPLOYEES ON DISTRICT SALARY STRUCTURE:
District-based employees are provided paid holidays consistent with the school district to
which they are assigned.
INSURANCE
ELIGIBILITY
Employees must be employed .75 FTE or more to be eligible for health and dental insurance
benefits. For the purposes of health and dental insurance, employees working 30 or more
hours per week are considered full-time. Substitutes and limited-term employees are not
eligible for health and dental fringe benefits. For new hires, health and dental benefits will
begin the first of the month following the date of hire.
ANNUAL PREMIUM CONTRIBUTIONS AND DEDUCTIBLES
The Board of Control will provide health and dental insurance to eligible employees as well
as establish annual contribution amounts toward health and dental premiums. The health
insurance plan includes a deductible of $2,000 (single) and $4,000 (family).
HEALTH REIMBURSEMENT ARRANGEMENT (HRA)
For employees enrolled in the Agency’s health insurance a minimum of 60 calendar days,
CESA 10 will deposit $700 (single) or $1,400 (family) each calendar year into a HRA.
Employees hired mid-year will receive the full HRA deposit. Unused funds will be carried
over to future years and into retirement. The HRA shall remain the property of the
individual upon separation from employment. If the employee dies prior to exhausting the
account balance, the surviving spouse and/or dependents are eligible to be reimbursed
under this plan for their eligible medical expenses.
COMPENSATION IN LIEU OF HEALTH INSURANCE
Employees eligible to participate in the group health plan may elect to receive additional
taxable compensation in lieu of health insurance coverage. Only those employees who are
eligible to participate in the CESA 10 Group Health Plan and are enrolled in another group
medical plan, such as a spouse’s plan, or covered by an outside individual policy, are eligible
to participate in this plan.
CESA 10 Employee Handbook
June 7, 2014
Page 27
In lieu of health insurance, CESA 10 will contribute $552 per month up to $6,624 in the
form of a cash payout or tax sheltered annuity (TSA), Tax Deferred Account (TDA), or Roth.
This benefit will go into effect the first day of the month following the date of hire. If the
Salary Reduction Agreement for the TSA/TDA is not returned within 10 business days of
signing the “Election/Waiver of Group Health Plan Participation,” this waiver will default to
the cash payout.
COBRA COBRA is a federal law entitling employees the opportunity to temporarily continue their
group health care coverage under their employer’s plan if their coverage otherwise would
cease due a qualifying event, such as:
1. Voluntary or involuntary termination of employment for any reason other than “gross
misconduct”;
2. Death of the covered employee;
3. Divorce or legal separation from the covered employee;
4. Loss of “dependent child” status;
5. Eligibility for Medicare entitlement;
6. Reduction in work hours such that the employee no longer qualifies for coverage
under the plan.
Employees should contact the Operations Department with questions regarding COBRA
eligibility and coverage
JURY DUTY Required absence from work for jury duty will be with pay. Any pay received for jury duty
must be reimbursed to CESA 10 or donated to the County Generous Juror Program.
Employees may keep any money received for travel expenses.
Employees should submit a Prior Approval Form with the notice to serve as a juror to their
immediate supervisor. Time spent on jury duty will be counted as regular working time for
all purposes except overtime. The employee must return to work for any reasonable time
the court is closed during normal working hours. No paid leave will be provided for jury
duty that occurs outside the employee’s regular work hours. No adverse employment action
will be taken against employees due to their service as a juror in state or federal courts.
LEAVE REQUESTS A CESA 10 Employee Prior Approval Form must be completed for the following absences:
bereavement, emergency/personal time, vacation time, compensatory time, jury duty,
Family Medical Leave, or leave without pay.
Staff members who must be unexpectedly absent from work (due to illness or for an
emergency) are expected to call the department contact on the morning of each day they
will be absent. Absences are recorded on timesheets/attendance forms.
CESA 10 Employee Handbook
June 7, 2014
Page 28
BEREAVEMENT LEAVE
Employees shall be entitled to three days of bereavement leave in the case of any death
within the immediate family. The days do not need to be consecutive. Immediate family
includes the employee’s spouse, children, siblings, parents, grandparents, and grandchildren
(including step-relatives and in-laws).
Employees shall be entitled to one day of bereavement leave to attend the funeral of an
extended family member, such as an aunt or uncle, a spouse’s extended family member or
a member of the employee’s household.
If additional time off becomes necessary and is requested by the employee, such time may
be granted at the discretion of the Agency Administrator and may be deducted from
accumulated sick leave.
EMERGENCY/PERSONAL LEAVE
Full-time employees are granted, on approval, three days of emergency/personal leave per
year. Part-time employees will receive pro-rated emergency/personal leave equal to the
percentage of time worked.
FAMILY MEDICAL LEAVE
Please refer to Part III of the Employee Handbook for Family Medical Leave benefits.
MATERNITY LEAVE
Employees are entitled to unpaid leave for up to six (6) weeks in the case of a regular
delivery and up to eight (8) weeks for a caesarean section, or the length of time determined
to be medically necessary as certified by the employee’s physician. Maternity leaves will run
concurrently if leave is granted under the Family Medical Leave Act. Employees may choose
to use any accumulated paid time off for maternity leave purposes. Medical and dental
insurance benefits will be paid by CESA 10 at the same level as if the employee were
actively working provided the employee continues to pay his/her portion of the premium.
MILITARY LEAVE
Pursuant to federal and state law, the Agency shall provide eligible employees with leaves of
absence for purposes of federal service in the uniformed services or active state service.
Eligible employees should notify the Agency of the leave and dates of absence as far in
advance as possible. Eligible employees should also provide the Agency with a copy of any
relevant military orders.
All rights and privileges regarding salary, benefits, and status shall be reserved to such
employees as required by law. An employee’s reemployment rights and benefits after
completion of federal service in the uniformed services or active state service shall be
governed by any applicable state and/or federal laws.
SICK LEAVE
Accrual
Full-time employees receive one day of sick leave per month. Part-time employees receive
one day per month pro-rated according to percentage of time employed.
CESA 10 Employee Handbook
June 7, 2014
Page 29
At the end of the fiscal year, employees who have reached the maximum accumulation of
75 days will receive payment of $40 per day for unused sick leave above the maximum.
Medical Certification
A supervisor may request a doctor’s note clarifying the medical necessity for an absence.
Employees may be required to submit a return to work note from the treating physician
prior to reporting to work. The certification must also specify what limitations, if any, exist
to the employee's ability to perform his or her job duties or pose a threat to the safety of
the employee or others.
UNPAID LEAVE
Employees who have exhausted paid time off benefits may request an unpaid leave of
absence, subject to approval by the Department Director and Agency Administrator.
Benefit Implications
Employees will be responsible for the full cost of health and dental insurance, which will be
calculated on an hourly basis by the Operations Department, with the exception of
maternity leaves.
Employees who elected to waive health insurance and participate in the TSA or cash payout
will not receive compensation while on an unpaid leave.
VACATION LEAVE
Employees who work twelve months will be provided with paid vacation each fiscal year.
Part-time twelve-month employees will receive pro-rated vacation according to percentage
of time employed.
The number of vacation days varies based on position. Exceptions may be made at the
time of hire and are reflected in individual contracts. The first year of employment, the
number of vacation days will be pro-rated based on the actual number of work days.
12 Month Hourly (Non-Exempt) Staff
Employees will receive 10 days of vacation with pay upon hire (pro-rated based on actual
number of days worked the first year). Employees who have completed five fiscal years of
continuous employment will receive 15 days of vacation with pay. Employees who have
completed 10 fiscal years of continuous employment will receive 20 days of vacation with
pay. Employees who have completed 20 fiscal years of continuous employment will receive
25 days of vacation with pay.
Years of Service Vacation Days
0-5 10
6-10 15
11-20 20
21+ 25
CESA 10 Employee Handbook
June 7, 2014
Page 30
12 Month Salaried (Exempt) Employees
Employees will receive 15 days of vacation with pay upon hire (pro-rated based on actual
number of days worked the first year). Employees who have completed five fiscal years of
continuous employment will receive 20 days of vacation with pay. Employees who have
completed 15 fiscal years of continuous employment will receive 25 days of vacation with
pay.
Years of Service Vacation Days
0-5 15
6-15 20
16+ 25
Carry Over
Employees are notified in July of unused vacation from the prior fiscal year. Unused
vacation must be used prior to December 31 of the current calendar year.
Requesting Time Off
Employees must receive prior approval from the immediate supervisor by completing an
Employee Prior Approval Form for Absence.
Vacation Pay Upon Separation of Employment
Unused vacation is payable to the employee upon resignation, termination or retirement
providing the employee gives 10 working days notice of their intent to do so or if
termination is beyond the employee’s control.
LIABILITY INSURANCE The Board of Control shall carry liability insurance which provides coverage for the acts of
employees performed in accordance with their duties and within their scope of employment.
Employees shall be covered for liability in accordance with the terms of the Agency’s liability
insurance policy.
LIFE INSURANCE The Board of Control shall provide a fully paid term life insurance policy to eligible
employees equal to the annual salary of each employee rounded to the next $1,000 through
the Wisconsin Public Employers Group Life Insurance Program. Additional coverage for the
employee, spouse, and dependents is available at the employee’s expense.
LONG-TERM DISABILITY INSURANCE The Board of Control shall provide employees with long-term disability insurance coverage
to provide income protection in the event of a disability. The agency has the right to select
the carrier for that policy. CESA 10 shall pay 100% of the premium, unless otherwise
determined by the Board of Control. The Board of Control shall provide long-term disability
insurance to cover 90% of the employee’s wages after 60 consecutive calendar days.
CESA 10 Employee Handbook
June 7, 2014
Page 31
POST-EMPLOYMENT BENEFITS
EARLY RETIREMENT HEALTH INSURANCE FOR EMPLOYEES HIRED BEFORE JULY 1, 2013
Eligibility
Active employees hired before July 1, 2013 and employed .50 FTE or more will be eligible
for post-employment health insurance benefits. The Board of Control will provide health
insurance benefits to eligible employees who are at least age 59 and have completed at
least 15 years of service with CESA 10.
All eligible retirees will receive full benefits. Substitutes and limited-term employees are not
eligible for health and dental fringe benefits.
Premium Contribution
Eligible employees will be granted the option to continue their health insurance benefits
upon retirement. Employees will accrue retirement benefits based on the following schedule
with the exception of the Administrative Team. The Board of Control will pay 80% of the
health insurance premium, up to the current cap for active employees. Retirees are limited
to either the single plan or employee +1 plan. At age 65, Medicare will serve as primary
coverage with agency coverage a secondary source. In the event of a death of an early
retiree, the agency will offer COBRA insurance.
Years of Service Insurance or Cash Payout
15 3 Years of Coverage/Payout
20 4 Years of Coverage/Payout
25 5 Years of Coverage/Payout
30 6 Years of Coverage/Payout
Health Reimbursement Arrangement (HRA) for Early Retirement Health Insurance
Eligible retirees enrolled in CESA 10 health insurance, will receive annually (calendar year)
$700 (single) or $1,400 (employee + 1) into a HRA. Unused funds will be carried over each
year. Upon death the surviving spouse and/or dependents are eligible to be reimbursed
under this plan for their eligible medical expenses.
Compensation in Lieu of Early Retirement Health Insurance
Retirees eligible to participate in the Early Retirement Health Insurance plan may elect to
receive taxable compensation in lieu of early retirement health insurance coverage. CESA 10
will contribute 80% of $552 ($441.60) per month up to $5,299.20 in the form of a cash
payout. In the event of a death of an early retiree, payments will cease.
DEFINED CONTRIBUTION FOR EMPLOYEES HIRED ON OR AFTER JULY 1, 2013
Eligibility
Active employees hired on or after July 1, 2013 and employed .75 FTE or more will be
eligible for the defined contribution benefit.
Active employees hired between July 1, 1998 and June 30, 2013 and employed at least .50
FTE were afforded a limited opt-in window in the Fall of 2013 as an alternative to early
retirement health insurance.
CESA 10 Employee Handbook
June 7, 2014
Page 32
Substitutes and limited-term employees are not eligible to participate.
Vesting Schedule
Employees shall own 100% of their account balance(s) (including accrued interest) upon
reaching age 59 and retirement from the agency. Employees who terminate employment
prior to age 59 will forfeit this benefit.
Defined Contribution Health Reimbursement Arrangement (HRA)
Employees will receive an agency contribution to a Defined Contribution HRA account of
$2,000 per fiscal year. Current employees who opted-in to the HRA will not receive payment
for years of service prior to July 1, 2013.
403(b) Plan for Administrators
Employees hired into administrative positions will receive an agency contribution into a
403(b) account.
SICK LEAVE PAYOUT
At retirement, employees will receive payment for unused sick leave at $20.00 per day up
to a maximum of 75 days.
TUITION REIMBURSEMENT Employees may be reimbursed, with prior approval of the Agency Administrator, for
coursework pertinent to the employee’s position. Reimbursement will be at the rate of up to
$1,000 every five years (July 1, 2013 – June 30, 2018).
It is the employee’s responsibility, upon completion of the course, to submit to the Agency
Administrator a copy of the final grade(s) or transcript and proof of payment before any
reimbursement can be attained.
WISCONSIN RETIREMENT SYSTEM The CESA 10 Board will pay 100% of the employer’s share of the Wisconsin Retirement
System Contribution Rate (amount established annually by Wisconsin Department of
Employee Trust Funds).
WORKER’S COMPENSATION CESA 10 employees are covered by Workers Compensation Insurance as required by law to
protect employees who are injured on the job. CESA 10 has partnered with Medcor, Inc., an
independent outside organization to respond to work-related injuries. If a work–related
injury occurs:
5. Inform the supervisor immediately (call 911 for emergency situations).
6. The supervisor and/or employee will contact Medcor (1-800-775-5866).
7. The employee will complete an Employee Accident Form and forward to the Operations
Department.
8. The immediate supervisor will contact the Director of Operations.
CESA 10 Employee Handbook
June 7, 2014
Page 33
APPENDIX
FAMILY MEDICAL LEAVE ACT Eligible employees will be granted unpaid family, medical, and military leaves in accordance
with the Wisconsin Family and Medical Leave Law and the Federal Family and Medical Leave
Act. Employees may chose to use accumulated paid time off. A Request for FMLA Form and
a Prior Approval Form for Absence must be approved by the Agency Administrator.
ELIGIBILITY FOR LEAVE
CESA will provide employees with family or medical leave if they have worked for at least
twelve (12) months and have completed 1,000 hours of employment (Wisconsin FMLA) or
1,250 hours of employment (Federal FMLA) in the twelve-month (12) period prior to the
time leave begins. Eligibility under both laws will run concurrently.
TYPE OF LEAVE AVAILABLE
Eligible employees may be entitled to time off for any one or a combination of the reasons
listed below.
1. Birth or placement for adoption or foster care of a child.
2. Serious Health Condition of Employee.
3. Serious Health Condition of a Child, Spouse, Parent, or Domestic Partner (as defined
in §40.02(1) or 770.01(1)). (In-laws and domestic partners are covered under State
FMLA only.)
4. Qualifying Exigency (Emergency). Families of covered military personnel on active
duty are allowed to take up to 12 weeks of job-protected Federal FMLA per calendar
year to manage their affairs. The employee may take time off of work for a child,
spouse, or parent in the Armed Forces, National Guard or Reserves related to certain
qualifying circumstances related to the military service. The rules define a qualifying
situation as one involving: 1) short-notice deployment; 2) military events and
related activities; 3) child care and school activities; 4) financial and legal
arrangements; 5) counseling; 6) rest and recuperation; 7) post-deployment
activities; and 8) additional activities in which the employer and employee agree to
the leave.
5. Military Caregiver Leave. Employees are allowed to take up to 26 weeks of unpaid
Federal FMLA leave in each calendar year to care for family members who suffered a
serious injury or illness while on active military duty. (This is not restricted to family
members in the National Guard or Reserves.)
CESA 10 Employee Handbook
June 7, 2014
Page 34
AMOUNT OF LEAVE
The amount of time off will depend upon eligibility for State and/or Federal FMLA.
Employees eligible for both state and federal FMLA leave will be entitled to the greater
benefit.
If the employee is entitled to leave under both laws, then leave used will be counted against
both entitlements concurrently.
Reasons for Leave
Amount of Leave
Federal FMLA
(1,250 Hours Worked) State FMLA
(1,000 Hours Worked)
A total of twelve (12) weeks
for any one or combination of
reasons listed below
See amount of leave for
each reason listed below
Birth or Adoption Yes Yes (6 Weeks)
Foster Care Placement Yes Not Covered
Serious Medical Condition for: ____ ____
Self Yes Yes (2 Weeks)
Child, Spouse, or Parent
_______________
In-laws, Domestic Partners,
Parents of Domestic Partners
Yes
__________________
Not Covered
Yes
(Combined Total of 2 Weeks)
Yes
Qualifying Exigency (Emergency) See Page 44, #4 for definition
Yes Not Covered
Military Caregiver Leave Yes* Not Covered
*An eligible employee is entitled to 26 workweeks of leave to care for a covered service member with a serious injury
or illness during a single 12-month period.
DEFINITIONS
Definition of “Child” is a natural, adopted or foster child, a stepchild or a legal ward to
whom any of the following applies:
The individual is less than 18 years of age
The individual is 18 years or older and cannot care for himself or herself because of
the serious health condition.
Definition of “Spouse” is an employee’s legal husband or wife.
CESA 10 Employee Handbook
June 7, 2014
Page 35
Definition of “Domestic Partner” are same-sex couples who register in their county of
residence or meet the following requirements: 1) 18 years of age and capable of
consenting to the relationship; 2) may not be married to, or in a domestic partnership with
another individual; 3) share common residence; 4) must not be related by blood in a way
that would prohibit marriage under Wis. Stat. 765.03; 5) must consider themselves to be
members of each other’s immediate family; and 6) must agree to be responsible for each
other’s basic living expenses.
Definition of “Parent” is a natural parent, foster parent, treatment foster parent, adoptive
parent, stepparent, legal guardian, or loco parentis of an employee or an employee's
spouse.
Definition of “Serious Health Condition” means an illness, injury, impairment, or
physical or mental condition that involves:
1. Hospital, Hospice, or Residential Care: Inpatient care (i.e., an overnight stay) in a
hospital, hospice, or residential medical care facility, including any period of
incapacity, or any subsequent treatment in connection with such inpatient care; or
2. Continuing Treatment*: A period of incapacity of more than three consecutive
calendar days, and any subsequent treatment or period of incapacity relating to the
same condition, that also involves:
a. Treatment two or more times by a health care provider, by a nurse or
physician's assistant under direct supervision of a health care provider, or by
a provider of health care services (e.g., physical therapist) under orders of, or
on referral by, a health care provider; or
b. Treatment by a health care provider on at least one occasion which results in
a regimen of continuing treatment under the supervision of the health care
provider. A regimen of continuing treatment that includes the taking of over-
the-counter medications such as aspirin, antihistamines, or salves; or bed-
rest, drinking fluids, exercise, and other similar activities that can be initiated
without a visit to a health care provider, is not, by itself, sufficient to
constitute a regimen of continuing treatment for purposes of FMLA leave.
3. Chronic Conditions Requiring Treatment*: A chronic serious health condition is one
which:
a. Requires periodic visits for treatment by a health care provider, or by a nurse
or physician's assistant under direct supervision of a health care provider;
b. Continues over an extended period of time (including recurring episodes of a
single underlying condition); and
c. May cause episodic rather than a continuing period of incapacity (e.g.,
asthma, diabetes, epilepsy, etc.).
4. Permanent/Long-term Conditions: A period of incapacity which is permanent or
long-term due to a condition for which treatment may not be effective. The employee
or family member must be under the continuing supervision of, but need not be
CESA 10 Employee Handbook
June 7, 2014
Page 36
receiving active treatment by, a health care provider. Examples include Alzheimer's,
a severe stroke, or the terminal stages of a disease.
5. Multiple Treatments (Non-Chronic Condition): Any period of absence to receive
multiple treatments (including any period of recovery) by a health care provider or
by a provider of health care services under orders of, or on referral by, a health care
provider, either for restorative surgery after an accident or other injury, or for a
condition that would likely result in a period of incapacity of more than three
consecutive calendar days in the absence of medical intervention or treatment, such
as cancer (chemotherapy, radiation, etc.), severe arthritis (physical therapy), kidney
disease (dialysis).
*Treatment includes (but is not limited to) examinations to determine if a serious health condition exists and
evaluations of the condition. Treatment does not include routine physical examinations, eye examinations, or
dental examinations. Ordinarily, unless complications arise, the common cold, the flu, ear aches, upset stomach,
minor ulcers, headaches other than migraine, routine dental or orthodontia problems, periodontal disease, etc., are
examples of conditions that do not meet the definition of a serious health condition and do not qualify for FMLA
leave.
EMPLOYMENT POSTERS Employee Protections Against Use of Honesty Testing Devices
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_10861_p.pdf
Employee Rights and Responsibilities Under the Family and Medical Leave Act
English http://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf
Employee Rights Under the Fair Labor Standards Act
English http://www.dol.gov/whd/regs/compliance/posters/minwagep.pdf
Employee Rights under Wisconsin's Business Closing/Mass Layoff Notification Law
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9006_p.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9006_s_p.pdf
Federal Fair Labor Standards Act
http://www.dol.gov/whd/regs/compliance/posters/wh1385State.pdf
Notice to Employees About Applying for Wisconsin Unemployment Benefits
English http://dwd.wisconsin.gov/dwd/publications/ui/ucb7e.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/ui/ucb7s.pdf
Hmong http://dwd.wisconsin.gov/dwd/publications/ui/ucb7h.pdf
Notice to Wisconsin Workers with Disabilities Paid at Special Minimum Wage
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9116_p.pdf
CESA 10 Employee Handbook
June 7, 2014
Page 37
Notification Required When Employers Decide to Cease Providing a Health Care
Benefit Plan
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_11054_p.pdf
Occupational Injuries and Illnesses Summary
English
http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=11301
OSHA Job Safety and Health
English http://www.osha.gov/Publications/osha3165.pdf
Spanish http://www.osha.gov/Publications/osha3167.pdf
Public Employee Safety and Health
English http://commerce.wi.gov/sb/docs/SB-PubSectSafEmployeePoster9301.pdf
Your Rights Under USERRA: The Uniformed Services Employment and
Reemployment Act (complete information from Dept. of Labor)
English http://www.dol.gov/vets/programs/userra/USERRA_Private.pdf#Non-Federal
Your Rights Under USERRA The Uniformed Services Employment and
Reemployment Rights Act
English http://www.dol.gov/vets/programs/userra/userra_private.pdf
Wisconsin Fair Employment Law
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_4531_p.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_4531_s_p.pdf
Wisconsin Family and Medical Leave Act
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_7983_p.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_7983_s_p.pdf
Wisconsin Minimum Wage Rates
English http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9247_p.pdf
Spanish http://dwd.wisconsin.gov/dwd/publications/erd/pdf/erd_9247_s_p.pdf
