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Iowa Educational Services for the Blind and Visually ImpairedIowa Braille and Sight Saving School
Employee Handbook
Our mission is to enable Iowa's students who are blind or visually impaired to function as independently as possible in all aspects of life by providing appropriate educational
opportunities, resources, and support services.
Mr. Bruce Rastetter, President, Board of Regents, State of IowaMr. Robert Donley, Executive Director, Board of Regents, State of Iowa
Mr. Steve Gettel, Superintendent/Administrator
Employee Handbook Approvedby the Board of Regents, State of Iowa
7/26/1989Annual Review 08/2016
Iowa Educational Services for the Blind and Visually ImpairedA Board of Regents, State of Iowa Educational Program1002 G AvenueVinton, Iowa 52349Phone: (319) 472-5221Toll Free in Iowa: (800) 645-4579Fax: (319) 472-4371www.iowa-braille.k12.ia.us
PREFACEEqual employment opportunity and treatment shall be practiced by the Iowa Educational Services for the Blind and Visually Impaired agency regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, age, marital status and disability if the employee, with or without reasonable accommodation, is able to perform the essential functions of the position.
The following have been designated to coordinate compliance with these legal requirements, including Title VI, Title VII, Title IX and other civil rights or discrimination issues, the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973 and other applicable state and federal laws and regulations and may be contacted for additional information and/or compliance issues:
Justin Ruegg, Director of Human ResourcesIowa Educational Services for the Blind and Visually Impaired
Old Main, Room 1071002 G Avenue
Vinton, IA 52349(319) 472-5221, ext. 1226
OR
Steve Gettel, SuperintendentIowa Educational Services for the Blind and Visually Impaired
1002 G AvenueVinton, IA 52349(406) 899-0956
The material covered within this policy and procedure document is intended as a method of communicating to employees regarding general information, rules and regulations and is not intended to either enlarge or diminish any Board policy, administrative regulation or negotiated agreement. Material contained herein may therefore be superseded by such Board policy, administrative regulation, negotiated agreement or changes in state or federal law.
Any information contained in this document is subject to revision or elimination as required.
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No information in this document shall be viewed as an offer, expressed or implied or as a guarantee of any employment of any duration.
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TABLE OF CONTENTS
PREFACE.......................................................................................................................................... i
SECTION 1 – INTRODUCTION AND EDUCATIONAL SERVICES BACKGROUND.................................1
1.1 – The Employee Handbook Document.................................................................................1
1.2 – Our Mission Statement.....................................................................................................1
1.3 – Introduction and Background Information.......................................................................1
1.4 – Continuum of Services for Students who are Blind and Visually Impaired........................2
1.5 – Special Schools and Residential Placements.....................................................................3
1.6 – Human Rights / Affirmative Action Employer...................................................................5
1.7 – Organizational Chart.........................................................................................................7
1.8 – Volunteer Program............................................................................................................8
SECTION 2 – ALL STAFF EMPLOYMENT PRACTICES........................................................................9
2.1 – Selection and Placement...................................................................................................9
2.2 – Employment and Supervision of Immediate Family Members (Nepotism).......................9
2.3 – Physical Examination.......................................................................................................10
2.4 – New Employee Orientation.............................................................................................10
2.5 – Personnel Records.......................................................................................................... 10
2.6 – New Employee Information Form...................................................................................10
2.7 – Payroll............................................................................................................................. 10
2.8 – Hours of Work.................................................................................................................10
2.9 – Employee Pay Schedule..................................................................................................10
2.10 – Position Classification....................................................................................................11
2.11 – Performance Evaluations and the Professional Staff Development System.................11
2.12 – Holidays.........................................................................................................................11
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2.13 – Health and Dental Insurance.........................................................................................11
2.14 – Life Insurance................................................................................................................12
2.15 – Accidental Death and Dismemberment........................................................................12
2.16 – Long Term Disability Insurance.....................................................................................13
2.17 – Tax Sheltered Annuities (Supplemental Retirement Annuity).......................................13
2.18 – Pre-Tax Premium Conversion Program.........................................................................13
2.19 – Flexible Spending Accounts...........................................................................................13
2.20 – Savings Bond Payroll Plan.............................................................................................14
2.21 – Long Term Care.............................................................................................................14
2.22 – Sick Leave Accrual Use, FMLA, Sick Leave Conversion and Pay-out..............................14
2.23 – Catastrophic Leave Donations.......................................................................................16
2.24 – Iowa Employees Assistance Program............................................................................17
2.25(a) – Educational Assistance Program...............................................................................17
2.25(b) – Supplemental Educational Assistance Allowance.....................................................18
2.26 – Court and Jury Service Leave........................................................................................19
2.27 – Worker’s Compensation................................................................................................20
2.28 – Separation from Service................................................................................................20
2.29 – Retirement....................................................................................................................21
2.30 – Iowa Public Employees Retirement System (IPERS)......................................................21
2.31 – TIAA-CREF......................................................................................................................22
2.32 – Social Security Program.................................................................................................22
2.33 – Unemployment Insurance.............................................................................................22
2.34 – Voting Leave..................................................................................................................22
2.35 – Leave of Absence without Pay......................................................................................22
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2.36 – Election Leave...............................................................................................................23
2.37 – Military Leave................................................................................................................23
2.38 – Procedure for Reimbursement for Interview Expenses................................................23
2.39 – Procedure for Reimbursement for Moving Expenses...................................................24
2.40 – Procedure: Reimbursement for Professional Development Presentations and Attendance.............................................................................................................................. 25
SECTION 3 – ALL STAFF POLICIES AND PROCEDURES...................................................................30
3.1 – Drug-Free Workplace/Learning Environment.................................................................30
3.2 – Smoke-free Campus........................................................................................................30
3.3 – Iowa Braille School Office Hours.....................................................................................32
3.4 – Lost and Found................................................................................................................32
3.5 – Keys.................................................................................................................................32
3.6 – Mailing Information........................................................................................................32
3.7 – Use of School Property and Telephone / Mobile Phone Usage.......................................32
3.8 – Safety.............................................................................................................................. 36
3.9 – CPR/First Aid Procedures................................................................................................36
3.10 – Appearance and Conduct..............................................................................................37
3.11 – Liability Protection........................................................................................................37
3.12 – Bulletin Boards..............................................................................................................38
3.13 – Asbestos Notification....................................................................................................38
3.14 – Chronic Communicable Diseases Policy........................................................................38
3.15 – Political Activities Policy................................................................................................40
3.16 – Religious Activities Policy..............................................................................................40
3.17 – Confidential Information Policy.....................................................................................40
3.18 – Conflict of Interest Policy..............................................................................................41
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3.19 – Solicitation Policy..........................................................................................................43
3.20 – Purchasing Procedures..................................................................................................43
3.21 – Travel Policy..................................................................................................................44
3.22 – Procedure for the Disposal of Materials and Equipment of No Value...........................49
3.23 – Calendar Maintenance Policy and Procedure...............................................................50
3.24 – Business Charge Account Purchases Policy...................................................................53
3.25 – Credit Card Purchases Policy.........................................................................................54
3.26 – Systems Password Policy and Procedure......................................................................54
SECTION 4 – ALL STAFF POLICIES AND PROCEDURES (continued)...............................................57
4.1 – School Vehicle Use Policy................................................................................................57
4.2 – Work Related Injuries......................................................................................................67
4.3 – Traffic and Parking Procedures.......................................................................................68
4.4 – Visitors on Campus Procedures.......................................................................................69
4.5 – Use of Facilities Procedures............................................................................................69
4.6 – Inclement Weather School Closing Procedures..............................................................70
4.7 – Sexual Harassment Policy................................................................................................71
4.8 – Grievance Procedure Under Affirmative Action:.............................................................72
4.9 – Employee Code of Conduct.............................................................................................75
4.10 – Right to Grievances and Appeals...................................................................................77
4.11 – Anti-Bullying/Harassment Policy and Procedure (cross-published as 6.1)....................78
4.12 – Student to Student Sexual Misconduct Policy (Removed – See Policy 6.3)...................85
4.13 – Pandemic Influenza Planning........................................................................................85
SECTION 5 – STUDENT RELATED POLICIES AND PROCEDURES....................................................87
5.1 – Student Ombudsman......................................................................................................87
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5.2 – Student/Staff Relations Policy.........................................................................................87
5.3 – Student Discipline Policy.................................................................................................87
5.4 – Student Code of Conduct................................................................................................89
5.5 – Policy and Procedures for Student-Involved Emergencies, Accidents and Incidents......89
5.6 – Student Search Policy......................................................................................................91
5.7 – Photography & Videotape Procedures............................................................................93
SECTION 6 – STUDENT RELATED POLICIES AND PROCEDURES (continued).................................94
6.1 – Anti-Bullying/Harassment Policy and Procedure (cross-published as 4.11)....................94
6.2 – Student Records Data Policy.........................................................................................100
6.3 – Student to Student Sexual Misconduct Policy...............................................................107
6.4 – Student Extra-Curricular Activity Support for Students Attending LEAs........................112
SECTION 7 – INFECTION CONTROL............................................................................................114
Policies and Procedures Currently in Development...............................................................114
SECTION 8 – POLICIES SPECIFIC TO MERIT EMPLOYEES.............................................................115
8.1 – Regent Merit System of Personnel Administration.......................................................115
8.2 – Collective Bargaining Agreements................................................................................116
8.3 – Employment Eligibility Roster.......................................................................................116
8.4 – Merit Employee Appointments.....................................................................................116
8.5 – Employment Status.......................................................................................................117
8.6 – Employment Classification............................................................................................117
8.7 – Timekeeping Procedures for the Employee Work Record............................................118
8.8 – Sample Employee Work Record....................................................................................118
8.9 – Probationary Period......................................................................................................118
8.10 – Merit Increases........................................................................................................... 119
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8.11 – Promotions and Transfers...........................................................................................119
8.12 – Classification Assignment Review...............................................................................119
8.13 – Call-Back Service.........................................................................................................119
8.14 – Vacations.....................................................................................................................120
8.15 – Merit Employee Pay....................................................................................................120
SECTION 9 – POLICIES SPECIFIC TO PROFESSIONAL AND SCIENTIFIC EMPLOYEES.....................121
9.1 – Professional and Scientific Employee Classifications.....................................................121
9.2 – Appointments............................................................................................................... 121
9.3 – Probationary Period......................................................................................................121
9.4 – Salary Administration....................................................................................................121
9.5 – Holidays and Leaves......................................................................................................121
9.6 – Calendars...................................................................................................................... 122
9.7 – Administrative Leave.....................................................................................................122
9.8 – Performance (Professional Staff Development Program).............................................123
9.9 – Terminations.................................................................................................................125
9.10 – Appeals....................................................................................................................... 126
9.11 – Professional and Scientific Salary Schedule 2013-2014...............................................128
SECTION 10 – POLICIES SPECIFIC TO FACULTY AND INSTITUTIONAL OFFICIALS........................129
10.1 – Faculty and Institutional Officials................................................................................129
10.2 – Conditions of Appointment for Faculty.......................................................................129
10.3 – Faculty Contracts........................................................................................................ 136
10.4 – Faculty Reduction in Force (RIF) Policy and Procedure...............................................136
10.5 – Iowa Evaluation Procedures for Teachers of students with Visual Impairment (TVIs), Orientation & Mobility Specialists (OMS) and Statewide Consultants...................................139
10.6 – Faculty Salary Schedule – 2013/2014 School Year......................................................150
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10.7 – Extra Curricular Activity (ECA) Pay Schedule – 2013/2014 School Year......................151
SECTION 11 – CRISIS MANAGEMENT.........................................................................................152
11.1 – Information Systems e-Data and Equipment Disaster Recovery Procedure...............152
SECTION 12 – REPORTING SUSPECTED ABUSE...........................................................................156
12.1 – Procedure for Reporting Suspected Child Abuse, Dependent Adult Abuse or Abuse of a Student by an Agency Employee...........................................................................................156
12.2 – Policy for Reporting Suspected Child Abuse, Dependent Adult Abuse or Abuse of a Student by an Agency Employee...........................................................................................158
12.3 - Policy and Procedures for Charging and Investigating Allegations of Abuse of Students by Agency Employees (Chapter 102 Investigation Handled by Level One Investigator)........161
SECTION 13 – STATEWIDE EMPLOYMENT PRACTICES...............................................................175
13.1 (a) – Annual Calendar (Schedule for the Year)...............................................................175
13.1 (b) – Requirements for Time on an IEP and IFSP............................................................175
13.2 – Medicaid Reimbursement Procedure.........................................................................177
13.3 – Report of Case Load Profile.........................................................................................177
13.4 – Students Served/Vehicle Mileage Log.........................................................................177
13.5 – Special Education Eligibility and Student Evaluation...................................................177
13.6 – Extended School Year Services (ESYS) / Projected Summer Services..........................178
13.7 – Assistive Device Center (ADC) and Technology Consultation.....................................178
13.8 – Library Services...........................................................................................................179
13.9 – Low Vision Clinic..........................................................................................................181
13.10 – Itinerant Travel Related Procedures..........................................................................182
13.11 – Salary Exception Reporting Procedure......................................................................185
13.12 – Driver’s Employee Work Records (time sheets)........................................................185
13.13 – Business Cards...........................................................................................................185
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13.14 – Photo Identification..................................................................................................186
13.15 – Reimbursement of Out-of-Pocket Costs....................................................................186
13.16 – Meal Reimbursement................................................................................................186
13.17 – Letterhead and Envelopes.........................................................................................186
13.18 – Non-Mandatory Workshops /Conferences...............................................................186
13.19 – Lodging Accommodations.........................................................................................186
13.20 – Leave.........................................................................................................................187
13.21 – Purchases..................................................................................................................187
13.22 – Requesting an ICN Session........................................................................................187
13.23 – Photography / Videotaping Procedures....................................................................187
13.24 – Computers.................................................................................................................188
13.25 – Required Safety Training...........................................................................................188
13.26 – Forms with Specific Due Dates..................................................................................189
13.27 – American Printing House for the Blind (APH) Operating Procedures........................190
13.28 – Out of State Professional Development Request Procedure....................................191
13.29 – Remote Work Site Program......................................................................................192
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SECTION 1 – INTRODUCTION AND EDUCATIONAL SERVICES BACKGROUND
1.1 – The Employee Handbook DocumentThe material covered within this document is intended to be used as a tool in understanding policies, procedures, rules and regulations and is not intended to either enlarge or diminish any Board policy, administrative regulation or negotiated agreement. Material contained herein may therefore be superseded by such Board policy, administrative regulation, negotiated agreement or changes in state or federal law.
Any information contained in this document is subject to revision or elimination as required.
No information in this document shall be viewed as an offer, expressed or implied or as a guarantee of any employment of any duration.
The Board of Regents Policy manual is available at the Board of Regents web site http://www.regents.iowa.gov/. The Board of Regents and Iowa Educational Services for the Blind and Visually Impaired administration have the authority to change or revise these policies and procedures.
Revised 08/2013
1.2 – Our Mission StatementOur mission is to enable Iowa's students who are blind or visually impaired to function as independently as possible in all aspects of life by providing appropriate educational opportunities, resources, and support services.
1.3 – Introduction and Background InformationIn 2006, the Coordinating Council for Vision Services in Iowa, a joint effort of the Board of Regents and the State Board of Education, was given the responsibility for making recommendations for improving the effectiveness and efficiency of services to blind and visually impaired students in Iowa. One of the recommendations arising from this study was to centralize administration and coordination of service providers, assistive technology, and regional centers to allow for the allocation of available resources to achieve maximum effectiveness. The Management Committee was established as a body to provide direction for the development, operation, maintenance and improvement of a Statewide System for Vision Services. The management team operates under a formal written agreement with partner agencies of the Iowa Department of Education, Iowa Department for the Blind, the organization of Area Education Agencies and the Board of Regents, State of Iowa. Membership and operating procedures of the Management Committee can be reviewed at http://www.iowa-
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braille.k12.ia.us/vnews/display.v/SEC/Iowa%20System%20of%20Vision%20Services%7COperating%20Procedures.
The goals of Iowa Educational Services for the Blind and Visually Impaired are:
1. Provide equitable access to a continuum of high quality services for all students in Iowa who are blind and visually impaired, including those with multiple disabilities:
2. Assure an adequate supply of highly trained teachers and orientation and mobility specialists;
3. Assure adequate and professional supervision, ongoing professional development and equitable job assignments for professionals working with blind and visually impaired students;
4. Eliminate duplication in service delivery by creating a seamless coordinated system of services to blind and visually impaired students across multiple funding sources and agencies responsible for this population;
5. Maintain a center of excellence in Iowa for discipline specific expertise at Iowa Braille and Sight Saving School (IBSSS).
Revised 08/2013
1.4 – Continuum of Services for Students who are Blind and Visually ImpairedIowa Educational Services for the Blind and Visually Impaired provides a full continuum of services for students who are blind or visually impaired with the focus on serving the needs of students in general education and in the least restrictive environment. Services are provided directly to students as well as technical assistance, consultation and collaboration with other educators serving students that are blind or visually impaired. The primary services offered through the Statewide System for Vision Services include:
A. Research based and proven practices for students who are blind and visually impaired in Iowa, including those who are deafblind and with additional disabilities, with a focus on accountability for improved student outcomes and preparation for transition to adult life.
B. Core services to students who are blind and visually impaired in Iowa:
1. Individual Family Service Plan (IFSP) instructional services2. Student individualized Education Program (IEP) instructional services3. Services to students in the nine areas of the Expanded Core Curriculum including
student and family centered regional programs4. Instructional and consultation services from Teachers of the Visually Impaired5. Instructional and consultation services from Certified Orientation and Mobility
Specialists
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6. Consultation services in deafblind, early childhood, literacy, mathematics, science, transition, assistive technology, expanded core, additional disabilities and family services
7. Technical assistance with a focus on professional development for educators and teams serving students who are blind, deafblind, visually impaired and with additional disabilities
C. Demonstration, evaluation and trial centers:
1. Assistive technology (including low vision technology, technology for the blind and for students with multiple needs)
2. Library services for Braille, large print, audio and APH3. Independent living center4. STEM center to support students with disabilities 5. Career/transition center
D. Professional development services:
1. Supervision and professional development to support recruitment, retention and mentoring of professional and support personnel in a low incident, hard to recruit area
2. Collaboration with the University of Northern Iowa teacher training programs for Teachers of the Visually Impaired
3. Professional development geared toward local district and AEA personnel in the education of students who are blind, visually impaired, deafblind and with additional disabilities
E. Resource center for professional and instructional resources specific to the education of students who are blind, visually impaired, deafblind and with additional disabilities.
Revised 08/2013
1.5 – Special Schools and Residential PlacementsA. The IEP team, including the parent(s), must ensure that an Individual Education Program is
individually designed in a manner that provides for the student a:
free and appropriate public education (FAPE), http://educateiowa.gov/index.php?option=com_content&view=article&id=1591:foundations-of-the-state-of-iowas-individualized-education-program-iep&catid=811:iep&Itemid=2368
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in the least restrictive environment (LRE). http://educateiowa.gov/index.php?option=com_content&view=article&id=1605:least-restrictive-environment-lre&catid=811:iep&Itemid=2384.
When an IEP team is considering any change of placement, including special or residential school, the parents should be informed of their rights and provided the Procedural Safeguards Manual for Children Age 3-21 http://educateiowa.gov/index.php?option=com_content&task=view&id=602&Itemid=1604
When a parent or IEP team seeks placement in a special school or residential facility, the parent or team must establish that the local school district cannot provide or offer FAPE within its own facilities, and that the residential placement is necessary for the provision of FAPE. One major hurdle is LRE-a residential placement is a highly restrictive placement, only justified when less restrictive alternatives are not appropriate. Moreover, we have a specific federal regulation that addresses residential placement:
If placement in a public or private residential program is necessary to provide special education and related services to a child with a disability, the program, including non-medical care and room and board, must be at no cost to the parent of the child. 34 C.F.R. 300.104
B. If the school district cannot provide FAPE the IEP team would want to include the Regional Director for Vision Services in Iowa to assist the team with consideration and coordination of a possible special school placement. Important steps at this stage of the process will be to:
1. Verify that the student’s primary needs are based on being blind or visually impaired;2. Involve other agency personnel to the extent appropriate;3. Verify that the students primary learning needs are in areas of the expanded core
curriculum;4. Explore options for services with a special school placement;5. Ensure that the special school placement offered services appropriate to the needs of
the child; and6. Coordinate the provision of services in a special school placement.
C. The team must implement the IEP with integrity, collecting data on student performance, analyzing the data and making changes as indicated to afford the student the opportunity for growth on priorities established by the IEP team.
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D. If after implementation of the priorities with integrity the student continues without meaningful growth in the areas of priority the IEP team must reconvene to determine what services may be required to provide FAPE to meet student learning needs. Written Prior Notice of any proposed changes in the IEP, including placement, is required prior to the implementation of the change. http://educateiowa.gov/index.php?option=com_content&view=article&id=1613&Itemid=2392
E. The IEP team will want to consider the additional services of Iowa’s Educational Services for the Blind or Visually Impaired. The team should consider involving the student in extended learning opportunities in areas of the Expanded Core Curriculum (ECC) related to the student’s IEP priorities. Consideration should be given, by the IEP team, for the student to participate in an Extended School Year Services (ESYS) through extended summer program to give the student more time in intense instruction. http://educateiowa.gov/index.php?option=com_content&view=article&id=1615&Itemid=2394
F. If any of the following are true then a residential placement is not warranted:
1. Placement in a residential program is not necessary because the school district has offered FAPE in a non-residential setting.
2. Placement in a residential program is not necessary because services offered in the residential facility are not appropriate.
3. The special education and related services that the child needs do not have to be provided in a residential program. That is, even if residential placement is necessary, it is not necessary for the purpose of delivering special education and related services.
4. The child is not a child with a disability-not eligible under IDEA.5. The services provided at the residential facility are medical care.
G. The IEP team, with support from the Regional Director for Vision Services, shall monitor the provision of services at the special school and review as appropriate and at least annually the continued need for a special school placement for the student to receive a free and appropriate public education.
Revised 08/2013
1.6 – Human Rights / Affirmative Action EmployerIowa Educational Services for the Blind and Visually Impaired is committed to the principles and implementation of a program of nondiscrimination and affirmative action in all employment, education, and procurement matters. The agency is further dedicated to making all employment and educationally related decisions on the basis of relevant employment and educational criteria.
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Recognizing the educational organizations unique role as a model for students who will be tomorrow's work force, the organization remains diligent in its efforts to demonstrate affirmative action wisdom and success. As a community, the agency encourages the development of a work and educational environment which enhances affirmative action priorities. The agency accepts responsibility for compliance with all federal and state laws and guidelines concerning civil rights, nondiscrimination, and affirmative action.
Iowa Educational Services for the Blind and Visually Impaired seeks to be a diverse community of students and employees with a deep regard for civility. The agency is hospitable to all persons regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, age, marital status or disability.
For additional information contact the office of Affirmative Action Programs, Iowa Educational Services for the Blind and Visually Impaired, Vinton campus 1002 G Avenue, Vinton, Iowa, 52349.
Revised 08/2013
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1.7 – Organizational Chart
SuperintendentPatrick Clancy
Regional DirectorEastern IowaPamela Rubel
Regional DirectorWestern Iowa
Gwen Woodward
Director of Business Operations
Don Boddicker
Director ofHuman Resources
Justin Ruegg
Director ofExtended Learning
Carla Morrow
Information Technology Specialist
Sam Zubak
Project Coordinator(Clerk IV)
Kathy Hintz
Supervisor of Facility ServicesKevin Kacena
Custodians(3)
Facilities Mechanic III(1)
Groundskeeper I(1)
Laborer(1)
Account SpecialistAmanda Schmitt
Secretary IIRita Mahan
Secretary IIPat Barr
Auto Mechanic(1)
Teachers of the Visually Impaired
(15)
Orientation and Mobility Specialists
(9)
Drivers(3)
Teachers of the Visually Impaired
(15)
Orientation and Mobility Specialists
(6)
Drivers(1)
Statewide Consultants(6)
Consultant Support Staff(2)
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1.8 – Volunteer ProgramIowa Educational Services for the Blind and Visually Impaired encourages and recognizes the contribution of volunteers. Volunteers 1) enrich the life experiences of children; 2) strengthen and improve programs; 3) enhance the mission; 4) encourage involvement between the communities served and the organization.
The Volunteer Program is a function of the Human Resources Office. The Volunteer Program compliments and supports paid staff positions. It does not supplant or replace mandated or legislated school functions or operations. The Volunteer Program includes the following components: 1) recruitment of volunteers; 2) a screening and orientation process; 3) selective placement and specific assignments based on need and appropriate skills; 4) recognition of volunteers' contributions to the organization.
Approved by Board of Regents 7/26/89Revised 08/2012
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SECTION 2 – ALL STAFF EMPLOYMENT PRACTICES
2.1 – Selection and PlacementInformation concerning position openings is, in accordance with affirmative action principals, communicated to potential internal and external candidates through professional networks and advertisement. Prospective applicants submit application materials, complete any necessary tests and furnish required credentials to Human Resources. Qualified applicants are referred by Human Resources to the Superintendent, administrators, and other supervisory staff for interviewing and selection.
Candidates for position openings are required to possess minimum placement qualifications (i.e., appropriate degree(s) or equivalent and related experience, etc.) and evidence strong potential for excellence in the position to which they are to be appointed. The primary standard for all position placements requires that the candidate recommended be, in so far as can be determined, the best qualified applicant available for the position. Candidates are evaluated without reference to race, creed, color, religion, sex, national origin, age, physical or mental disability, sexual orientation, or gender identity, consistent with applicable state and federal policies and regulations.
Actual appointment to a position is subject to the approval of the Superintendent.
2.2 – Employment and Supervision of Immediate Family Members (Nepotism)No employee of Iowa Educational Services for the Blind and Visually Impaired may participate in decisions related to the hiring, retention, salary, working conditions, working responsibilities, evaluation, promotion, and termination of an immediate family member. This potentially nepotistic activity results in a conflict of interest and may be unlawful.
For purposes of this policy, an “immediate family member” has one of the following relationships:
A. By blood or adoption: parent, child, sibling, first cousin, uncle, aunt, nephew, or niece;B. By marriage; current or former spouse, brother or sister-in-law; father or mother-in-law,
son or daughter-in-law, step-parent, or step-child.C. “Domestic partners” as defined by institutional policy. A “Domestic Partner” shall be treated
as a spouse for purposes of this policy.
Any known employment relationship in which nepotism exists, or has the potential to exist, should be immediately reported to the Director of Human Resources. Upon receiving such
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notification, the Director of Human Resources, in collaboration with the Superintendent, will develop a plan to eliminate any unlawful conflicts of interest.
2.3 – Physical Examination Faculty accepting an initial contract with the Institution must pass a physical examination prior to the commencement of duties, as a requirement of employment. Physical examinations should be administered by an employee-selected, licensed physician. Proof of a physical examination requires: 1) completion of the physical form (available from Human Resources); and 2) presentation of the results of a tuberculosis test. Both of these documents should be filed with Human Resources. The costs of the physical examination(s) are to be borne by the new employee.
2.4 – New Employee OrientationAll new employees will participate in an orientation training session within the first week of employment. The purpose of the session is to complete all necessary employment forms and to familiarize each new employee with essential Institutional policies and procedures, benefit enrollment information, and professional resources. The orientation session may also be used to begin any mandatory training.
2.5 – Personnel Records (deleted)
2.6 – New Employee Information Form (deleted)
2.7 – Payroll Employee payroll is processed biweekly and distributed in accordance with an annually published payroll schedule.
Direct deposit of payroll is available to all employees. Those employees who sign up for direct deposit will receive payroll funds electronically deposited into their respective bank accounts on each scheduled pay day.
Those employees who do not elect direct deposit will receive paper payroll checks. For employees that do not regularly work at the Iowa Braille School campus, paper checks will be automatically mailed to their respective home addresses with the intent of arrival on pay day. For employees that regularly work at the Iowa Braille School campus, paper checks will be available for pickup at 12:00 p.m. (noon) in Business Operations on scheduled pay days. Unless other arrangements have been made in advance, all checks not picked up by 3:00 p.m. will be mailed to the respective employees’ home addresses.
2.8 – Hours of Work (deleted)
2.9 – Employee Pay Schedule (deleted)
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2.10 – Position ClassificationEach Institutional Official, Faculty, Professional and Scientific, and Merit position at the Institution is classified according to duties and responsibilities. A job description containing a listing of typical duties and general information for each position is maintained by the Director of Human Resources. Employees who wish to review a classification or job description should contact their immediate supervisors or see the Director of Human Resources. A job description booklet is available for review in the Human Resources Office. If the duties of any existing position change, or if a new position is created, the description will be revised or developed to reflect the tasks of the position. All new job descriptions and/or changes in classification must be approved by the Superintendent and Director of Human Resources.
2.11 – Performance Evaluations and the Professional Staff Development SystemPerformance evaluations may be conducted at any time as needed for any employee. Merit staff may elect to participate in the Professional Staff Development System, which is an annual system used to encourage professional growth. Merit staff may instead use the standard annual performance appraisal system. Faculty and Professional and Scientific employees participate annually in the Professional Staff Development System.
2.12 – Holidays Full-time and part-time employees are granted holidays as scheduled by the institution in accordance with Merit Rules, contract documents and Board of Regent policies. As is the common practice, an employee must work or be eligible for pay the workday before and the workday after a scheduled holiday in order to receive the benefit. A holiday is equal to the number of hours in the employee's average workday. Holiday schedules are included in the Agency calendar for each respective year.
When a holiday is observed during the Monday through Friday work week and a staff member is excused from work on the holiday, earnings are continued--provided compensation for the scheduled work days immediately preceding and following the holiday period is qualified. For staff members on a Monday through Friday workweek, Monday is observed as the holiday when a scheduled holiday occurs on Sunday while Friday is recognized as the holiday when the scheduled holiday falls on Saturday. For all other staff members, the holiday shall be deemed to fall on the day on which the holiday occurs.
2.13 – Health and Dental Insurance Insurance coverage is available to all active full-time employees. A full-time employee is defined as one who is employed and regularly scheduled to work an average of thirty (30) hours or more per week. The State of Iowa contributes to the premium with the remainder being deducted from the employee's salary. Application for health insurance coverage must be made during the first thirty (30) days of employment.
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Current health insurance plans available include:
A. Wellmark Program III Plus (AFSCME-covered employees)B. Wellmark Deductible III Plus (non-AFSCME-covered employees only)C. Wellmark Iowa Select D. Wellmark Blue AdvantageE. Wellmark Blue Access
For specific coverage and regulations regarding each of the plans or eligibility, refer to the current program booklet or visit the Human Resources Office for information. If employees terminate their employment with the Agency, their coverage expires at the end of the month that contains their last day of employment. Employees are urged to transfer the plan to their new employer groups or to a direct pay individual basis.
Delta Dental Plan of Iowa Dental Insurance is available to all full-time employees. A full-time employee is defined as one who is employed and regularly scheduled to work an average of thirty (30) hours or more per week. The State of Iowa contributes to the premium with the remainder being deducted from the employee's salary. Application for dental insurance coverage may be made at any time during the first thirty (30) days of employment. For specific coverage, refer to the current program booklet or visit the Human Resources Office for information.
Part-time employees (20-30 hours per week) may enroll in health and dental insurance programs by paying a portion of the State contribution. Employees who work less than 20 hours per week are not eligible for insurance coverage.
COBRA coverage is available for individuals who leave employment.
2.14 – Life InsuranceEmployees with an assigned work schedule of half-time or more are provided Group Life Insurance coverage at a level of two and one-half times their budgeted salaries to a maximum of $250,000. The State pays the entire cost of coverage for all active employees working half-time or more.
2.15 – Accidental Death and DismembermentEmployees with an assigned work schedule of half-time or more are provided accidental death and dismemberment coverage up to the amount of two times annual salary not to exceed $250,000. The State pays the full cost of this coverage for all active employees.
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2.16 – Long Term Disability InsuranceEmployees with an assigned schedule of half-time or more are eligible for disability income protection. The State pays the entire cost of coverage for all active employees working half-time or more.
Revised 08/2013
2.17 – Tax Sheltered Annuities (Supplemental Retirement Annuity)Section 403 (b) of the Internal Revenue Code allows employees of public school systems and certain nonprofit organizations, described in IRC Sec. 501 (c) (3), to enjoy special tax deferrals. This law enables employers to purchase special annuity policies on behalf of their employees. The contributions paid for these annuities are not considered income to the employee, thus providing significant income tax deferment. All employees of the Iowa Educational Services for the Blind and Visually Impaired are eligible to contribute a minimum of $300 annually, based upon the formula defined by the Internal Revenue Service.
You have the opportunity to enroll anytime if you are currently employed and qualify for enrollment. You should submit the written application for request for payroll deductions, and the billing from the insurance company must be received by Business Operations on or before the 15th of the month for which the premium is to be accrued. You may periodically increase or decrease the amount of your participation in this program. You may elect payroll deductions for tax sheltered annuities contracts from any life insurance company authorized to conduct business in the State of Iowa. All dealings between an employee and the insurance company representative are to be during your own off-duty time. The Institution is not responsible for any investment decisions made by an employee.
2.18 – Pre-Tax Premium Conversion Program The Pre-Tax Premium Conversion Program, offered under Internal Revenue Service (IRS) regulations, can be used to pay your portions of the state group health and dental insurance premiums with salary dollars that are not subject to federal income taxes, state income taxes, or social security (FICA) taxes. This program applies only to state-sponsored group health and dental insurance programs for which the state makes a contribution. This pre-tax payment means you have more in your paycheck than you would if you paid the same premiums with post-tax dollars. Premium contributions are deducted on a pre-tax basis unless you elect otherwise.
2.19 – Flexible Spending AccountsFlexible Spending Account for Health and Dependent Care allow employees to arrange for a portion of their earnings to be deposited in a special account that is then used to pay the health or dependent care expenses incurred in the course of the year. IRS regulations provide that
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earnings allocated to a Flexible Spending Account are not subject to federal income taxes, state income taxes, or FICA taxes. This plan is available to all employees with an appointment of at least half time at the agency.
2.20 – Savings Bond Payroll PlanA staff member may direct that a certain amount be deducted each month from due compensation and used to purchase United States Savings Bonds. Forms are available in the Human Resources Office.
2.21 – Long Term CareLong term care insurance is available to employees and their family members. A number of plan options are available. Premium costs are paid by the employee. Application packets are available in the Human Resources office.
2.22 – Sick Leave Accrual Use, FMLA, Sick Leave Conversion and Pay-out Regular and probationary employees will accrue sick leave in accordance with their classification. Accrued sick leave may be taken upon presentation of satisfactory evidence of illness or injury of the employee. A medical report from the physician may be necessary. A regular part-time employee will accrue sick leave in an amount equivalent to the fractional employment, and no employee will be granted sick leave in excess of the amount accumulated. An employee who is transferred, promoted or demoted from one position to another position under this system will not lose any accumulated sick leave as a result thereof.
A. Family Medical Leave Act
Employees may also have the right to access a medical leave of absence under the Family Medical Leave Act (FMLA). This provision allows for up to 12 weeks unpaid leave per year, with doctor verification of need. The agency will continue to cover its portion of insurance premiums during this time. In an effort to assist staff to remain in ‘paid’ status, sick leave, vacation and personal days will be attributed to the 12 week leave time, concurrently, until exhausted. Visit the Human Resources Office for more specific information.
B. Sick Leave Conversion
All employees, except faculty, who have accumulated a minimum of 30 days (240 hours) in their sick leave account and who do not use sick leave for a full calendar month may elect to have one half day (4 hours) added to their accrued vacation account in lieu of adding one and one-half days (12 hours) to their accrued sick leave account.
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C. Accumulated Unused Sick Leave Retirement Benefit
The sick leave retirement benefit provides that employees shall receive a cash payment for accumulated unused sick leave at their hourly rate of pay at the time of retirement. The total cash payment for accumulated, unused sick leave cannot exceed two thousand dollars ($2,000) and is payable upon retirement. In order to be eligible for the sick leave retirement benefit, the employee must be fifty-five (55) years of age and have applied for retirement benefits. Payments to those who are eligible are subject to Federal and State withholding, and FICA. The payout is not subject to IPERS nor will it affect earnings for Social Security purposes.
D. Parental Leave
Employees may use accrued sick leave during the time they are unable to work, because of a disability caused or contributed to by pregnancy, miscarriage, abortion, childbirth and recovery. Sick leave may only be used to the extent that a doctor prescribes as the necessary recovery period. If an employee's accumulated sick leave is insufficient to cover the period of disability, the employee may use vacation leave or may, upon request, be granted a leave of absence without pay.
Leave of absence without pay shall be granted for a period of time up to but not to exceed three months. An additional three months of parental leave without pay may be granted upon request of the employee, accompanied by a doctor's statement, extended for increments of thirty days, not to exceed six months. In no case shall the total period of leave exceed twelve months.
Employees may use accrued sick leave during adoption. Such leave shall not exceed five (5) working days.
E. Emergency and Funeral Leave
Upon presentation of satisfactory evidence, an employee may be granted time off with pay for absence necessary or reasonable when a member of the employee's immediate family requires the employee's care or attention because of illness or injury or in case of death in the immediate family. Such leave shall be charged against the employee's sick leave and shall not be granted in excess of accumulated sick leave. (Employees covered by the AFSCME Collective Bargaining Agreement should refer to that document for further clarification of this policy.)
The definition of "immediate family member" for use of the Emergency and Funeral Leave Policy is as follows:
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Immediate family is defined as, and limited to the employee's spouse, children, grandchildren, foster children, stepchildren, legal wards, parents, grandparents, foster parents, stepparents, brothers, foster brothers, stepbrothers, sons-in-law, brothers-in-law, sisters, foster sisters, stepsisters, daughters-in-law, sisters-in-law, aunts, uncles, nieces, nephews, first cousins, corresponding relatives of the employee's spouse, and other persons who are members of the employee's household. Leave may be granted, upon presentation of satisfactory evidence, for any other person for whom you have major responsibility and care. Employees may be allowed to charge the used Emergency and Funeral Leave against their accumulated sick leave as follows:
1. Emergency Leave
Full-time and part-time, year-round (12-month) employees are entitled to and may be allowed to charge up to the maximum of five sick leave days during the fiscal year for emergency leave, each day being equal to what is a normal work day for that employee. Full-time and part-time eligible personnel other than twelve-month year-round employees are prorated on the above amount, and their daily and maximum entitlement will be adjusted on a percentage basis accordingly. Emergency leave may be accumulated to twice the annual entitlement.
2. Funeral Leave
When death occurs in the immediate family of the employee, accrued sick leave may be used, not to exceed twenty-four hours (3 working days), for each such occurrence.
2.23 – Catastrophic Leave DonationsA catastrophic illness or injury is defined as one which results in a medical condition for which a physician has certified that the condition is likely to result in a loss of thirty (30) or more work days. Staff members may donate accrued vacation leave to a staff member who is experiencing a catastrophic illness or injury. Donations are converted to sick leave. All staff who accrue vacation and are eligible for long-term disability coverage may participate.
To receive such donations, an individual must have exhausted all paid leave and not be receiving any other supplemental payments such as workers' compensation or long term disability. The total donations received by an employee shall not exceed the amount necessary to cover the long-term disability waiting period. Donated hours used per pay period cannot exceed the individual's scheduled working hours.
Leave can only be transferred between employees in the same Regents institution and must be donated in increments of one (1) hour or more. Administration and supervisors do not give the person who receives donations information regarding those who have donated vacation time.
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Forms are available in the Human Resources office. Completed donation forms should be signed and returned to the Human Resources office.
Note: Vacation leave donations that are credited for use as sick leave will not be included in vacation payouts and will be forfeited in the event of the employee's termination from employment or death.
2.24 – Iowa Employees Assistance ProgramThe Iowa Employees Assistance Program, approved by the Board of Regents in September of 1987, is a CONFIDENTIAL service to help employees with personal concerns that may affect work performance. The services, provided by a contracted private agency, include problem assessment, referral to appropriate community services, and short-term counseling. These services are offered at no cost to employees and their families. Additionally, consultation services for supervisors are also available. It is the supervisor's responsibility to inform employees of this policy and encourage their utilization of the IEAP when appropriate.
Personal problems which may affect job performance and which are eligible for assistance through the IEAP are:
A. Alcohol/drug abuse. The State as an employer subscribes to the philosophy that alcohol and drug dependencies are treatable illnesses.
B. Medical problems. These may include physical or emotional problems.C. Personal life issues. These may include family/marital problems, death and dying issues,
interpersonal conflicts, financial difficulties, stress, etc.D. Job-related problems. These may concern the work environment, interpersonal
relationships, and/or vocational discontent.
A contact may be made to the Employee Assistance Program by calling 1-800-327-4692.(1-800-EAP-IOWA). http://www.efr.org
2.25(a) – Educational Assistance ProgramAny regular (non-temporary) employee is entitled to consideration for tuition reimbursement and/or educational leaves under this policy. An employee receiving other financial assistance such as scholarships will be eligible to receive assistance for costs not covered by such means. Tuition reimbursement requests must be submitted to the supervisor and approved by the superintendent, or designee, prior to the start of the class.
This program is exclusively designed for school-related courses of study. Any course of study must be in an area which has a relationship to the tasks accomplished within the institution, the requirements of the position the individual currently holds and/or requirements for the learning of skills for which the institution has need.
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An employee may, under this program, attend an accredited institution of higher learning with a program of study that is also accredited. Tuition reimbursement is limited to a maximum of six credit hours at one time.
Reimbursement for tuition and fees will be paid after the submission of an original paid receipt from the academic institution and proof of successful completion of the course.
A. Successful completion of undergraduate course requires attainment of at least a “C” grade.
B. Successful completion of a graduate course requires attainment of at least a “B” grade.
C. Successful completion of a vocational or correspondence course shall be recorded by submittal of an official certificate or diploma.
Selection of applicants is at the sole discretion of the superintendent, considering availability of funds, staffing requirements, and equal opportunity for all applicants. All qualified applicants will have an equal opportunity to participate in this program within the limitations of these considerations.
Employees seek courses which do not conflict with assigned work schedules, but when necessary, the school will also encourage continued education by allowing employees flexible work schedules and unpaid leaves of absence, whenever possible, consistent with the efficient administration of the school.
Any staff member who receives reimbursement for tuition shall agree to remain in the active employment of the school after receipt of such benefit for one month for every unit of credit earned or repay the school such compensation as the staff member received.
Educational leaves may be granted in compliance with the Board of Regents Policy Manual Section 2.1.4 K.
Rev. 08/2016
2.25(b) – Supplemental Educational Assistance AllowanceA. General Purpose
The Supplemental Educational Assistance Allowance generally applies to low-cost local and online training opportunities. It is not intended to address professional development activities requiring extensive travel. This policy is designed to accomplish the following objectives:
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1. To provide equitable financial support for staff development opportunities that do not qualify for the Educational Assistance Program.
2. To support staff in the participation of professional development activities, which contribute to the attainment and maintenance of skills, certification, and licensure required by their current positions.
3. To stimulate interest in and provide incentive to staff members who have special abilities in critical areas to increase their knowledge and skill so they may have the opportunity to achieve their potential in their current positions.
B. Staff Eligibility
1. Any full-time regular employee with the school is entitled to consideration for the benefits provided under this program. Part-time employees are eligible for benefits provided under this program at a reduced rate. Determination of amount shall be at the discretion of the Superintendent.
2. An employee receiving other financial assistance such as scholarship aid, GI funds, etc. will be eligible to receive the supplemental allowance to the extent that the sum total of all methods of reimbursement does not exceed 100% of associated fees.
C. Eligible Development Activities
For an activity to be eligible for this allowance, it must directly relate to the maintenance or advancement of skills, certification, or licensure required by the staff member’s current position. Eligible activities include, but are not limited to, seminars, online training modules, and courses taken at institutions of higher education for which no credit is awarded. At the Superintendent’s discretion, other activities may be approved that increase an individual’s skills for the overall good of the Agency.Reimbursement
1. All development activities must be pre-approved by the respective Regional Director, using the Development Allowance Pre-Approval form.
2. Eligible staff will be reimbursed for the cost of a pre-approved activity after the submission of an original paid receipt to the designated agency representative. Only the direct cost of the program will be reimbursed. Associated costs, such as lodging, travel, and meal expenses are not eligible for reimbursement under this program.
3. Reimbursement under this program is limited to a maximum total of $150.00 per eligible staff member, per school year.
Revised August 2011
2.26 – Court and Jury Service Leave
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When, in obedience to a subpoena or direction by proper authority, employees appear as witnesses or serve as members of juries in any public or private litigation, they will be entitled to their regular compensation--provided they surrender to the Agency any pay received, other than reimbursement for travel or personal expenses, for such service.
The employee who reports for jury duty, who is not selected to serve, is expected to return to work for the balance of the day, provided there are at least two (2) hours remaining in the scheduled work day.
2.27 – Worker’s CompensationWorkers' Compensation is a mandated benefit covering all employees. Worker's Compensation provides medical and lost time benefits for employees injured as a result of their employment. These benefits may include:
A. Payment of medical billsB. Payment of prescriptionsC. Payment of physical therapy by doctor prescriptionD. Payment of devices such as crutches, braces, etc.E. Payment of lost wages beginning the fourth day off work
In addition, injured workers can elect to supplement their lost wage payments with sick leave or vacation.
2.28 – Separation from ServiceA. Resignations:
To resign in good standing, Merit employees must notify the employing department in writing at least ten working days prior to the effective date of resignation, except in cases where the employing department agrees to a shorter period of notice. A faculty employee must notify the school by returning the ordered contract unsigned or by written notice of resignation no later than the last day on which signed contracts are due. Employees who resign will have no rights of appeal under these rules. All employees are encouraged to give as long a notice period as possible. Please contact the Director of Human Resources and Business Office at least five working days prior to effective date of termination.
B. Retirement:
Employees who retire voluntarily will be considered to have terminated in good standing and without prejudice.
C. Reduction in force:
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An institution may lay off an employee when it deems necessary because of shortage of funds or work, a material change in duties or organization or abolishment of one or more positions.
D. Abandonment of Position:
Employees who are absent from duty without proper notification and authorization thereof shall be considered to have abandoned their position and may be disciplined accordingly.
2.29 – Retirement Full Retirement benefits are available at age 65. Reduced benefits are available at ages under 65 as regulated by the Social Security Administration and Iowa Public Employees Retirement System (IPERS). An employee contemplating retirement is encouraged to advise one's supervisor, the Director of Human Resources, the Director of Business Operations, and local representative of the Social Security Administration of plan in advance of separation from active employment so that benefit payments may be initiated and provisions for replacement may be completed.
Phased Retirement - Employees who have attained the age of 57 or over with 15 years of service are eligible for participation in the Phased Retirement Program; with the approval of appropriate administrative officers of the institution in which they are employed. Complete details for phased retirement are available in the Human Resources office and the Business office.
2.30 – Iowa Public Employees Retirement System (IPERS)The Iowa Legislature created the Iowa Public Employees Retirement System for public employees of the state in 1953. The plan is designed to provide retirement allowances and death benefits to supplement benefits payable under Federal Social Security. Employees may elect to receive retirement pay either as a monthly benefit payable to the retired members for so long as they live, or they may withdraw the amount of their contribution, plus interest, as a lump sum. By choosing the lump sum settlement option, employees forfeit any claim on the employer's contribution.
If employees should terminate their service before reaching retirement age, they may withdraw all contributions they have paid, plus interest; or if they have at least seven (7) years of service, they may leave their contributions in the system. If they return to employment covered by IPERS within four years, they can renew their membership with the same coverage they had at the time their employment terminated.
Revised 08/2013
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2.31 – TIAA-CREFPermanent employees of Iowa School for the Deaf and Iowa Educational Services for the Blind and Visually Impaired have the option of selecting between IPERS and TIAA-CREF for their retirement program. This is a one-time selection. The rate of contribution is at the current IPERS rate.
Employees wanting to make supplemental retirement annuity (SRA) contributions into TIAA-CREF or make changes to their existing 403(b) annuity need to complete a new salary reduction agreement form which is available in the Human Resources office.
More information is available on the TIAA-CREF web site at www.tiaa-cref.org.
2.32 – Social Security ProgramFederal Social Security (FICA) premium deductions are required for all employees and are deducted from their paychecks. Premium deductions are based on the current Federal Social Security rate and may change from time to time. For detailed information concerning benefits, which include retirement and disability payments and survivor benefits, contact the nearest Social Security Administration Office. The agency does not answer questions about Social Security benefits or related matters.
2.33 – Unemployment InsuranceYour employment is insured for Unemployment Compensation. This plan is administered by Iowa Workforce Development.
2.34 – Voting LeaveAny person entitled to vote in a public election is entitled to time off from work with pay on any public election day for a period not to exceed three (3) hours in length. Application for time off for voting should be made to the employee's supervisor prior to Election Day. The time off for voting may be granted only if the employee's working hours do not allow a three (3) hour period outside of working hours during which polls are open.
2.35 – Leave of Absence without PayIn the best interest of the institution and its employees and with approval of the Resident Merit Director in the case of merit employees and approval of the Superintendent in the case of Professional & Scientific and faculty employees, a department director may grant an employee's request for a leave of absence without pay for up to one (1) year. On conclusion of a leave of absence without pay, an employee covered by the AFSCME Collective Bargaining agreement will be returned to his or her position or one of like nature in the same organizational unit. If such a position no longer exists, the lay-off provisions of the Merit System Rules will take effect.
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2.36 – Election LeaveEmployees who become candidates for public office will be granted election leaves as provided by law.
2.37 – Military LeaveRegular and probationary employees will be granted military leave as provided by law, with pay not to exceed thirty (30) calendar days in any twelve (12) month period. Upon release from Military Service, employees, upon application within ninety (90) days from discharge, are returned to their former position or one with an equivalent classification and consistent with the individual's qualifications. Military absence beyond four (4) years is considered voluntary, except in cases where the staff member is inducted and displays intent to relinquish employment rights at the Agency.
Employees who are members of the Iowa National Guard or Reserve component of the United States Armed Forces are granted leave with pay for a period or periods not to exceed thirty (30) days per calendar year, provided they are called for field training, active duty, or in connection with an emergency condition (flood, riot, etc.). Employees requesting military leave must file a copy of their orders from the military unit with the Director of Human Resources (general staff employees) or with the Superintendent (faculty, professional and scientific, and institutional officials) prior to the leave period.
2.38 – Procedure for Reimbursement for Interview ExpensesA. External Candidates
For external candidates, reimbursable interview expenses include:
1. Reasonable travel expenses (coach airfare or mileage at the current rate)2. Meals at the current in-state rate Lodging (up to the current rate)
No reimbursement will be provided without accompanying receipts. The Superintendent will approve all requests for reimbursement.
B. Internal Candidates
Reimbursement for interview expenses for current employees interviewing for positions within Iowa Educational Services for the Blind and Visually Impaired will be determined on a case-by-case basis at the Superintendent's discretion. Requests for reimbursement must be approved, in writing, prior to the interview date.
If approved, mileage reimbursement will be at the current rate. State vehicles may not be used to travel to interviews. Employees must use vacation time, personal leave or flex their schedule for interview time.
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2.39 – Procedure for Reimbursement for Moving ExpensesIowa Educational Services for the Blind and Visually Impaired will offer to reimburse moving expenses for Institutional Officials, Faculty, and Professional and Scientific classifications in the following manner:
A. Movement of new employees from outside the state of Iowa:
The Agency will offer to reimburse up to $4,000 for new employees from outside the state of Iowa if they are originating from more than a 25-mile radius of their job site and if the move is made within the first six months of employment. Reimbursement will be made for packing and moving expenses of a person’s household goods and other personal effects in accordance with the lowest bid and upon submission of receipts. Expenses for moving animals, boats and recreational vehicles are not allowable. For bids of $2500 and over, the employee must contact the Director of Business Operations and the bidding process must go through Iowa State University, PRIOR to any move.
B. Movement of new employees within Iowa:
The Agency will offer to reimburse moving expenses up to $2500 for new employees within the state of Iowa if they are originating from more than a 25 mile radius of their job site and if the move is made within the first six months of employment. Reimbursement will be made for packing and moving expenses of a person’s household goods and other personal effects in accordance with the lowest bid and upon submission of receipts. Expenses for moving animals, boats and recreational vehicles are not allowable. For bids of $2500 and over, the employee must contact the Director of Business Operations and the bidding process must go through Iowa State University, PRIOR to any move.
C. Movement of employees required by Iowa Educational Services for the Blind and Visually Impaired to relocate:
The Agency will offer to reimburse moving expenses for employees required to move more than 25 miles from their current home base. Reimbursement will be made for packing and moving expenses of a person’s household goods and other personal effects in accordance with the lowest bid and upon submission of receipts. Expenses for moving animals, boats and recreational vehicles are not allowable. For bids of $2500 and over, the employee must contact the Director of Business Operations and the bidding process must go through Iowa State University, PRIOR to any move.
The Superintendent may consider extenuating circumstances to determine applicability of this policy.
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Approved by the Administrative Team 10/13/98
2.40 – Procedure: Reimbursement for Professional Development Presentations and Attendance
Additional reimbursement for professional development presentations and attendance requires the prior written approval of your Iowa Educational Services for the Blind and Visually Impaired supervisor. Items #1 – # 6 below relate to PRESENTORS. Item # 7 below relates to ATTENDANCE. This procedure covers employees, parents, those working for other agencies, and independents.
A. Presenting in General – IESBVI employees:
Presenting session (such as 90 minute break out) – When an employee is not under regular contract time the statewide system shall pay a day per diem for the day presenting plus up to ½ per diem for preparation when done outside regular contract time. When presenting two times the same content no additional planning time allowed. Hourly employees will be paid at their hourly rate for actual time preparing and presenting when outside the regular pay status.
B. Summer Institute Presenters (employees) – IESBVI faculty, P and S and Staff:
1. When not on contract:
a) Per diem for day presentingb) One per diem for planning per different session, plus an additional ½ per diem when
planning for two or more different sessions to be presented the same dayc) For a presenter who also attends a day when there is no presentation: $75.00
stipend for those who are assigned state vehicle and $100.00 stipend for those who are not assigned a vehicle (with no other reimbursement received for the day’s attendance that does not include a presentation).
d) Consultants required to present are eligible for up to 4 hours of compensated travel time on the days directly prior to and following Summer Institute. Travel time will be paid at an hourly-equivalent rate and total compensation for the day cannot exceed the faculty member’s daily-equivalent rate.
2. When on contract:
a) One per diem for planning per different session when planned outside of contract, plus an additional ½ per diem when planning for two different sessions to be presented on the same day
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C. Summer Institute Presenters –Anyone other than IESBVI faculty, P and S, other Staff, and family members:
1. When not covered by contract with other agency:
a) $700 per 180-minute session, per presenter, for planning and presenting (maximum of $1,400 per session). If there are more than 2 presenters in a session, the maximum of $1400 will divided equally amongst presenters.
b) $400 per 90-minute session, per presenter, for planning and presenting (maximum of $800 per session). If there are more than 2 presenters in a session, the maximum of $800 will divided equally amongst presenters.
D. Family Member Presenter, Presenting at any Professional Development Event other than Summer Institute
1. $150.00 stipend per session (such as 90 minute break out)2. $100.00 stipend for session for panel or multiple presenter sessions
E. Presenting at any Professional Development Event other than Summer Institute - Other agency personnel when not being compensated by their employer
1. $350.00 per session (such as 90 minute break out) including planning not to exceed $1000 per day
2. $100.00 per session for panel or multiple presenter sessions
F. Presenting – Key note speakers will be individually negotiated
G. Attending – IESBVI employees, other agency faculty, parents
1. Employee Calendar Change: The potential impact on instructional time will be considered when granting a calendar change day for professional development. Employees may request and may be granted a calendar change day for attending professional development on a weekend or in the summer with their Iowa Educational Services for the Blind and Visually Impaired supervisor’s approval. The time will be equivalent to the professional development training time.
2. Employees Attending Spring Vision Conference: Faculty and P&S personnel will be granted one calendar change day for attending the full Statewide System for Vision Services Spring Conference. Merit personnel will be paid at their hourly rate with Superintendent prior approval for attending the conference.
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3. Attending Summer Institute:
a) When not on contract - Faculty and P&S personnel will be paid a stipend of $100 per day for attending summer institute and will be eligible for mileage reimbursement, or use of an assigned agency vehicle, and hotel reimbursement if traveling over fifty (50) miles.
b) If an employee is on contract and the summer institute day(s) are on the employee’s schedule then the employee should seek approval to attend the summer institute from the Regional Director. The Regional Director will evaluate and decide to approve based on impact on instructional time. There is no additional reimbursement when a contract day is approved.
c) Merit personnel will be paid at their hourly rate with Superintendent approval for attending the Institute.
d) Other agency personnel - $100 stipend with no other reimbursemente) Parents – no stipend for parents for summer institute attendance
4. Reimbursement of other agency faculty for attendance at Professional Development opportunities other than summer institute – This is primarily directed to vision personnel employed by the area education agencies. Reimbursing other agency personnel for attendance will require the approval of the agency and an assurance that they are not otherwise being paid for this professional attendance time by the other agency.
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Activity Who Mileage Hotel Per Diem Stipend PlanningSummer Institute (SI)
Presenter from IESBVI X/IBS car X 1 day per diem for each day presenting
- One per diem for each different session presented. When planning for two or more different sessions to be presented on the same day, an additional ½ per diem will be provided.
SI
180-minute Session
90-minute Session
Presenter non IESBVI
Presenter non IESBVI
Family presenter
Family panel
X
X
X
X
-
-
-
-
$700 per presenter*
$400 per presenter*
$150
$100
Included in stipend*Refer to full policy if more than 2 presenters
Included in stipend*Refer to full policy if more than 2 presenters
Included in stipend
Included in stipend
SI IESBVI attender X X (over 50 miles)
- $100 -
SI Parents - - - None -SI Teachers/Administrators
(non IESBVI)- - - $100 -
Spring Conference IESBVI presenter
Staff X/IBS car X 1 day per diem
- ½ day per diem for 90 minute sessions, additional ½ per diem for planning different sessions
Spring Conference attender
Staff X/IBS car Over 50 miles
One contract day for 2 days attendance
-
Fall Vision Conference IESBVI presenter
Staff X/IBS car X Per diem - Up to two days of planning for the development of a course proposal
Fall Vision Conference attender
Staff X/IBS car Over 50 miles
Two contract days
-
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Activity Who Mileage Hotel Per Diem Stipend PlanningScience Saturdays-
Consultants IBS car X Contract days or extra per diem with approval of supervisor
- Contract days or extra per diem with approval of supervisor
Science Saturdays
TVI/OMS X/IBS car X (over 50 miles)
Day per diem -
Braille Challenge
Consultants IBS car X (over 50 miles)
Contract days or extra per diem with approval of supervisor
Contract days or extra per diem with approval of supervisor
Braille Challenge
TVI/OMS X/IBS car X (over 50 miles)
- $300 -
Extended Learning Opportunity (ELP) during school hours
TVI/OMS with car/without car
X/IBS car - - - -
ELP- outside school hours
TVI/OMS X/IBS car X (over 50 miles)
Pay hourly per diem
-
Summer Camps
TVI/OMS X, IBS car X (over 50 miles)
Per diem - Up to two days of planning based on whether camp plan is new or a repeat.
SummerCamps
Consultants IBS cars X (over 50 miles)
Per diem - Up to two days of planning based on whether camp plan is new or a repeat.
Professional Development IESBVI pays tuition-move up scale
Staff None None None None None
Approved by the Cabinet 3/16/10; Revised 02/01/2018
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SECTION 3 – ALL STAFF POLICIES AND PROCEDURES
3.1 – Drug-Free Workplace/Learning EnvironmentIt is the policy of Iowa Educational Services for the Blind and Visually Impaired to provide for a drug-free workplace/learning environment for students and employees. The unlawful possession, use or distribution of controlled substances by students and employees on property owned or leased by the Agency or in conjunction with a sponsored activity of the Agency is strictly prohibited.
The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance at any institution under the governance of the Board of Regents or at any activity sponsored by a Regent institution is prohibited. Violations of this policy shall result in sanctions pursuant to appropriate institutional procedures for employees or students.
Iowa Educational Services for the Blind and Visually Impaired recognizes that the abuse of controlled substances, including alcohol, can interfere with the ability to perform important functions physically, mentally and socially. Dependency upon controlled substances and/or alcohol is recognized as an illness that poses a major health problem as well as presenting serious safety and welfare implications for employees and students on the campus.
Iowa Educational Services for the Blind and Visually Impaired shall make available to students and staff educational programs directed toward the elimination of substance abuse. Employees with drug or alcohol problems are encouraged to use employee assistance programs or other community-based assistance programs as appropriate. Students are encouraged to seek assistance via appropriate counseling programs.
Pursuant to the Drug-Free Workplace Act of 1988, employees must report any conviction under a criminal drug statute for violations occurring while conducting official business on or off the school premises. Such a report must be made within five days following the date of conviction. Employees are expected and required to report to work on time and in appropriate mental and physical condition.
Policy revised 07/90 in compliance with Board of Regents directive mandated by the Conditions and Limitations of the Fiscal Year 1990-91 Appropriations Act -- Controlled Substances.
3.2 – Smoke-free Campus
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Pursuant to the Iowa Smokefree Air Act, the Iowa Educational Services for the Blind and Visually Impaired enforces a smoke-free environment. Smoking is prohibited in all Agency owned buildings, Agency owned or leased vehicles, and on all Agency grounds.
A. Smoking is prohibited in all buildings and vehicles owned or leased by Agency, regardless of location. This includes cars assigned to staff and located throughout the state.
B. Smoking is also prohibited in any outdoor area controlled by the Agency. This includes all the Agency-managed parking lots, , playground areas and recreational areas. Smoking is prohibited inside any vehicle located on the Agency grounds.
C. The Agency owns and maintains a limited number of streets within the Iowa Braille School campus borders. Smoking is prohibited on such streets and the adjacent sidewalks.
D. When any person enters Agency-managed grounds, any smoking material shall be extinguished and disposed of in an appropriate receptacle before entering.
Signage indicating smoke-free areas will be posted in all building and grounds entrances/exits.
All Iowans can receive free smoking cessation services from Quitline Iowa. Call 1-800-QUIT-NOW (1-800-784-8669) or visit www.quitlineiowa.org for more information.
The Agency’s primary goal is to achieve voluntary compliance with the Iowa Smokefree Air Act and the smoke-free campus policy by educating students, faculty, staff, and visitors about the requirements of the law and by providing smoking cessation resources to staff, students, and faculty who seek such assistance.
All faculty, staff, students, and visitors are expected to comply with the Iowa Smokefree Air Act and refrain from smoking on Agency property.
Supervisors may be notified of faculty and/or staff who violate the policy by smoking in areas that are designated as non-smoking. Supervisors will be expected to remind individuals of the policy and seek their cooperation with compliance. The smoking cessation resources should be communicated to faculty or staff by supervisors and by Human Resources staff.
Faculty and staff who violate the policy are subject to disciplinary procedures in accordance with Agency policies.
Individuals smoking on Agency grounds, including faculty, staff, students, and visitors, are subject to a $50 fine in accordance with Iowa law. Citations may be issued by local police.
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Faculty, staff and students who see individuals smoking on Agency grounds are asked to inform these individuals politely that state law prohibits smoking anywhere on School grounds.
The Iowa Department of Public Health (IDPH) is identified as the enforcement agency for the law. In this role, they will review complaints filed by individuals regarding violation of the law, and respond accordingly to the identified business or organization in violation.
For more information from IDPH or to register a complaint, individuals can call 1-888-944-2247 or visit www.IowaSmokefreeAir.gov
3.3 – Iowa Braille School Office HoursSchool offices are generally open from 8:00 a.m. to 4:00 p.m. Monday through Friday during the regular school year. Office hours during the summer months are subject to change and will be posted at each office. Offices are not open on Saturdays and Sundays or holidays except by special arrangement. All dates and hours are subject to change with little or no notice if such change is necessary to meet emergency or unusual situations.
3.4 – Lost and FoundItems found on the Iowa Braille School campus, presumed to be lost, should be turned in to Business Operations staff in room 101.
3.5 – Keys Keys to buildings and rooms on the Iowa Braille School campus are maintained by the Facilities Services Supervisor. Staff members must sign a key record form at the time keys are issued. Staff members should not pass keys to one another. No staff member is authorized to possess a key until it has been approved by their supervisor and signed for by that staff member.
3.6 – Mailing InformationA postage meter is located in room 103 of the Iowa Braille School. Meter service is provided for official school business purposes only. Information regarding mailing regulations and postage rates is also available in room 103. Mail is received and distributed to individual mailboxes daily.
3.7 – Use of School Property and Telephone / Mobile Phone UsageAll Agency property, including supplies, equipment, facilities, funds and perishables are for the exclusive use of staff and students in the programs, activities and functions of the Agency. Personal use of school property is allowed on a limited basis per the following guidelines:
Where other arrangements cannot be made, copies may be made on Iowa Braille School copiers for $.10 per page and fax machines may be used at a cost of $.50 per page. It is the
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responsibility of staff to compensate the school. This is on the honor system. Money should be taken to the Business Office in room 101.
Iowa Braille School athletic facilities may be used per the established use policy.
Telephones are to be used only for school business; personal long distance use in cases of emergency must be compensated to the school. Staff are asked to use personal long distance cards or personal cell phones for such eventualities. Landlines should be used for routine communications. Personal cell phone use during work time is limited to emergencies.
A. Braille Writers
Students and staff may check out and use Braille writers for private use in their homes. Student's parents and employees must check the item out from an Agency representative, such as a Teacher of the Visually Impaired or Iowa Braille School library employee. The loan expires on May 30 of each year and shall not exceed twelve months. If the machine is returned in damaged or broken condition, those borrowing the equipment shall be liable for the cost of repairs or replacement. To borrow equipment longer than a twelve-month period requires that the equipment be returned for inspection.
B. Photocopiers
Photocopiers available to all staff are located throughout the Iowa Braille School campus. Staff are encouraged to learn to operate the copiers independently. For special needs or large projects, clerical staff may be available for assistance. Use a work order to request this service.
C. Iowa Braille School Landline Telephones
Every office, classroom and dormitory is equipped with a landline telephone. School telephones are designated for the use of official school business and for student needs. When possible, landlines should be used for routine communications, rather than mobile phones. Prompt and courteous answers to telephone calls should be demonstrated at all times, including offering to help the caller with questions or transferring the caller to the appropriate extension. It is a good practice to identify yourself or your department when answering or making a call. All staff with an office at the Iowa Braille School have voicemail and should always have a professional greeting on their voice mail. In-servicing is available in the use of the school's phone system. For any necessary telephone service, repairs, or change of service, contact the Business Office.
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All long distance phone calls to be charged to the School require the use of a seven-digit access number. Staff members needing to make long distance phone calls for school business must contact the Business Office to sign up and self-assign a seven-digit access code. Personal long distance calls must be compensated to the School. Monthly, each person with an access code will receive a listing of long distance calls made with their seven-digit access code. Staff must review their listing for any personal calls and reimburse the School within 5 business days of receiving the monthly listing. Personal long distance phone calls charged to the School must be reimbursed to the School at a rate of 167% of the school’s cost (as listed on the monthly printout) of such calls. (Ex. $2.25 school’s cost for personal calls per printout x 1.67 = $3.76 cost to be reimbursed to the School within 5 business days.)
Personal calls should be limited to emergencies or urgent situations. Personal cellular phones may be used by school staff in cases of emergencies or other reasonable needs. Collect calls or the use of personal long distance calling cards is also permitted in emergencies or for other reasonable needs.
D. Work Related Mobile Phones
Employees who travel more than 50% of the time or employees designated by the nature of their work, upon recommendation of the immediate supervisor and approval by the Superintendent or designee, will be issued a cell phone or Blackberry for business use. Use of Agency mobile phones is restricted to school business only and should only be used by the individual to which they are issued. Personal calls are prohibited except in the case of an emergency.
Iowa Educational Services for the Blind and Visually Impaired is committed to promoting employee safety by encouraging the safe use of school-owned or personal mobile phones by its employees while driving on school business. While there often is a need to use the phone, safety must be the first priority. Driving safely requires alertness, attention to traffic, caution, and courtesy. When driving for school business:
1. If a phone call must be made while driving, find a proper parking space first. Stopping on the side of the road is not acceptable. The only exception is for genuine emergencies such as an accident or car breakdown.
2. Employees with hands-free phones may make brief phone calls while driving but must park when road conditions are poor, traffic is heavy, or the conversation is involved.
3. Texting, emailing, and other phone use that distracts attention from driving is prohibited.
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E. Technology Acceptable Use Statement
Staff are provided with and encouraged to use Agency-approved electronic devices to engage in activities that are supportive of the Agency’s educational mission and to enhance general work productivity and efficiency. While technology resources are provided for business purposes, limited personal use may occur within the established guidelines. Personal use should be kept to a minimum and in a manner that does not interfere with work responsibilities. Use of Agency electronic devices by friends and family members is prohibited. Students, faculty and staff shall use devices and related network activity in a responsible, ethical, and legal manner.
Iowa Educational Services for the Blind and Visually Impaired does not routinely monitor individual use of computing resources, however users should be aware that electronic mail and files stored on computers and network drives or sent over the internet or over wireless networks, dial-up connections, or cable modem connections may not be private. The Agency reserves the right to inspect or monitor systems under its control and responsibility when necessary for the normal operation and maintenance of the Agency’s computing resources or when there is cause to believe a user has violated the law or Agency policy.
Internet blocking is applied to visual depictions of material deemed obscene, or to any material deemed harmful to minors. Internet filters are based on categories such as hate, crime, & pornography. In some cases, sites may be manually added or removed from the internet blocking filters if deemed appropriate.
Data that is critical to Agency business must be stored in folders on a network server or designated workstation, and not on individual hard drives, or in home folders or email accounts. Individual computers are not backed-up, therefore individual information and business information must be stored on or copied to an employee’s home folder in order to be included in backup routines.
All student, faculty and staff computer users are required to follow the guidelines listed below. Please note this is not an all-inclusive list.
1. Comply with established guidelines to maintain the equipment, software, email, data storage, and network systems.
2. Maintain user ID’s and passwords and protect them from unauthorized use.3. Abide by copyright laws and the terms and conditions of all licenses.4. Respect the privacy of other users’ files and intellectual property.5. Ensure personal use of school computer systems, including school owned laptop
computers, is of limited duration and frequency.35
6. Contact Information Technology for software installation or approval for installation.
Staff covered by the AFSCME Collective Bargaining Agreement are required to adhere to the AFSCME contract regarding electronic communication when using the system for union purposes as stated in Article II, section 11 of the contract.
Unethical, irresponsible, and/or illegal uses may be cause for suspension of or loss of computing privileges, possible disciplinary action and/or in extreme cases, legal action. Iowa Educational Services for the Blind and Visually Impaired characterizes the following list of activities as unacceptable. Please note this is not an all-inclusive list.
1. Using or attempting to use someone else's user ID or authorization.2. Seeking or gaining unauthorized access to information resources.3. Any computer systems activity which causes the school to incur additional costs.4. Violating any U.S. or state laws, rules or regulations or school procedures, guidelines, or
policies.5. Knowingly and without authorization destroying, damaging, or interfering with the
integrity or use of any computer-based information system.6. Relocation or redistribution of computer equipment or removal of computer equipment
from premises with exception of laptops issued to individuals permanently or via equipment check-out.
7. Interference with or disabling programs intended to protect school owned systems, such as antivirus software, anti-adware, or anti-spyware programs.
8. Using computer systems for financial gain, for commercial activity, political lobbying, or for any illegal activity.
9. Copying commercial software in violation of the copyright law.10. Unauthorized installation or un-installation of software, shareware or freeware on
school computers.11. Any installation of personally owned software on school computers.12. Sending anonymous, deceptive, fraudulent, or unwelcome electronic communications,
such as chain letters.13. Impairing, interrupting or inhibiting any other person's access to or use of resources
except consequential to normal and acceptable use. (Examples include generating or spreading a virus, sending codes to lock another person's keyboard, and inordinate consumption of resources, including network band-width).
14. Involvement with unauthorized or inappropriate usage that could embarrass or negatively impact the Agency; or interfere with Agency business, or student, faculty or staff member’s performance or assigned duties.
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Approved 7/21/05Revised 04/2014
A-Z; P; Procedures; Computer Use
3.8 – SafetySafety and the prevention of accidents are the responsibility of every employee. Employees should do everything possible to protect themselves and fellow employees from job hazards; to prevent fires and accidents; and to promote safety at all times. Employees should warn staff, visitors, and the students of any dangerous situations. Employees should immediately report any potentially unsafe condition to any supervisor or to the Supervisor, Plant Services.
3.9 – CPR/First Aid ProceduresIowa Educational Services for the Blind and Visually Impaired believes it is in the best interests of our students and staff to require that selected staff receive training in both cardiopulmonary resuscitation (CPR) and First Aid.
The following positions have been identified as those which will require incumbents to receive CPR and First Aid training:
A. Orientation and Mobility SpecialistsB. Athletic Coaches
The school will provide the training by certified CPR and First Aid instructors on school time and at school expense, both during the school year and during summer months as possible. The school will also annually determine additional staff interest and will establish training dates yearly to provide training to those who wish to receive it but are not required.
At present, CPR certification is to be updated annually, and First Aid certification is to be updated every three years. The school will follow these guidelines, or whatever is current in the future, to enable all selected staff to retain current certification.
It is the responsibility of each supervisor to review training records for their staff and to submit periodically to the Human Resources department the names of those staff members who need to have initial or update training in CPR or First Aid.
3.10 – Appearance and ConductEmployees should always have a neat and clean appearance and a pleasant, helpful, courteous attitude. This applies to all Agency employees, regardless of position or work area.
3.11 – Liability Protection
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Iowa Educational Services for the Blind and Visually Impaired is an agency of the state and, therefore, is subject to the provisions of the Iowa Tort Claims Act (Chapter 669 of the Code of Iowa). Under the provisions of this act, claims may be filed against the State of Iowa on account of damage to, or loss of property, or personal injury, or death caused by the negligent or wrongful act or omission of employees of the state while acting within the scope of their employment. This provision applies to all employees of the state, including the faculty or staff acting in a temporary or regular capacity on behalf of the Agency.
The provisions of the Tort Claims Act permit claims to be filed with the State Appeal Board which is composed of the Auditor of State, the Treasurer of the State and the State Comptroller. The Attorney General acts as legal counsel for the Appeal Board and generally investigates and recommends the procedures for setting individual claims. Under this act, there are no limits or restrictions on the amount of a claim that can be filed.
3.12 – Bulletin BoardsNothing of a political, religious, or commercial nature may be posted on the bulletin boards in the employee lounges. Use of the bulletin boards will be subject to periodic review by administration.
3.13 – Asbestos NotificationThis notification is intended to provide an overview of the management of asbestos at the Iowa Braille and Sight Saving School. The Asbestos Hazard Emergency Response Act of 1986 (AHERA) was enacted by Congress to determine the extent of and develop solutions for any problems schools may have with asbestos.
For many years, asbestos was used as a building material. It is a naturally occurring mineral that is mined primarily in Canada, South Africa, and the USSR. Asbestos' properties made it an ideal building material for insulating, sound absorption, decorative plasters, fireproofing, and a variety of miscellaneous uses. There have been over 3000 different products made using asbestos materials. EPA began action to limit uses of asbestos products in 1973, and most uses of asbestos products as building materials were banned in 1978.
The School's facilities have been inspected by a certified asbestos inspector, as required by AHERA. The inspector located, sampled, and rated the condition and hazard potential of all materials in our facilities suspected of containing asbestos. The inspection and laboratory analysis record were then developed into an asbestos management plan by a certified
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professional management planner. The management planner has developed an asbestos management plan for our facilities which includes: this notification, education and training of our employees and a set of plans and procedures designed to minimize the disturbance of the asbestos containing materials, and plans for regular surveillance of the asbestos-containing materials. A copy of the asbestos management plan is available for your inspection in office of the Supervisor, Plant Services during regular office hours. All questions should be directed to the Supervisor, Plant Services.
We plan not only to comply with, but to exceed federal, state, and local regulations in this area and will continue to take whatever steps are necessary to insure our students and employees have a healthy and safe environment in which to learn and work.
3.14 – Chronic Communicable Diseases PolicyAn employee who has a chronic communicable disease or is a carrier of a communicable disease will be permitted to continue employment if, after thorough evaluation, there is no significant risk of the disease transmission to others. An employee who cannot continue in an assigned position will remain subject to the Board of Regents employment policies, including but not limited to sick leave, physical examinations, disability and termination. If a question arises as to the employee's ability to continue working in assigned position without posing health risks, the employee may be transferred to another position by the superintendent, pending results of an evaluation and consultation with appropriate administrative, health and legal staff.
A. Initial Evaluation
The appropriateness of continuation of the employee in the employee's position will be evaluated by a team consisting of physician or other consultants as selected by the superintendent, the employee's physician, public health personnel and the employee. The team's report and recommendations, including any statements of disagreement, will be forwarded to the superintendent. The team will attempt to complete this evaluation in a reasonable period of time.
B. Subsequent Evaluations
The evaluation team will periodically re-evaluate the employee to determine if the current placement is appropriate. The team will determine the frequency of the evaluations.
C. Confidentiality
The employee's medical diagnosis will remain confidential to the extent permitted by law.
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Approved by Board of Regents 06/23/88
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3.15 – Political Activities PolicyNo employee will engage in any partisan political activity that is prohibited by law. Agency staff members are not permitted, during working hours or when performing their duties or when using state equipment or at any time on state property, to take part in any way soliciting any contribution for any political party or any person seeking political office; nor are employees to engage in any political activity that will impair their efficiency during working hours or cause them to be tardy or absent from work. Agency policy in this regard does not preclude any employee from holding any office for which no pay is received or any office for which only token pay is received.
No person shall seek or attempt to use any political endorsement in connection with any appointment to a position in the Merit System. No person shall use or promise to use, directly or indirectly, any official authority or influence, whether possessed or anticipated, to secure or attempt to secure for any person an appointment or advantage in appointment to a position, or an increase in pay or other advantage in employment in any such position, or for the purpose of influencing the vote or political action of any person or for any consideration. Employees shall not use their authority or influence for the purpose of interfering with an election or affecting the results thereof.
3.16 – Religious Activities PolicyThe Agency does not favor any religious viewpoint. All Agency activities must maintain complete religious neutrality. This in no way is intended to conflict with parents’, staff, or students' rights of freedom of religious thought or religious activity.
3.17 – Confidential Information PolicyStaff members may come in contact with information which is of a confidential nature. Employees with access to such information are expected to keep the confidence placed in them and practice discretion and good judgment in the release of information entrusted to their care.
Current student records are maintained in a master file housed in room #110 and must not be removed from that office. The master file is available for review by parents, faculty, administrative, and professional staff only. It may be reviewed by others only upon written permission for releases by the parents or by students who are 18 years of age. People using the master file will record their name, date and cite information sought each time the file is reviewed. Information from the master file is not to be copied without written release. Records of medical, speech, and hearing reports are maintained in the Health Center. All other student information will be held in compliance with P.L. 94-142 and all applicable federal laws and the Code of Iowa.
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Iowa Educational Services for the Blind and Visually Impaired, in common with other state agencies, has implemented Section 22.11 of the Iowa Administrative Rules, the Iowa Fair Information Practices Act. One of the objectives of the section is to protect the confidential information of persons doing business with or receiving services from state agencies. Confidential information is referred to in the statute as "personally identifiable information." This means any information about a person which identifies the person -- for example, on application forms for admission and employment and on patient records.
In view of this legislation, the Agency was required, effective July 1, 1988, to make some changes in the language used on all school forms by which personally identifiable information is collected. Agency forms include those developed in separate departments as well as those used by the school as a whole. Forms collecting personally identifiable information must, as of July 1, 1988, contain a notice to persons supplying such information.
Sample Notice:
Iowa Educational Services for the blind and Visually Impaired requests this information for the purpose of______________________________________________________________.
No persons outside the Agency are routinely provided this information, except for items of directory information such as name and local address. Responses to items marked "optional" are optional; responses to all other items are required. If you fail to provide the required information, the Agency may ___________________________________________.
The language used to fill in the first blank briefly describes the use to be made of the information. Some examples might be "making an admission decision about you," "making an employment decision about you," "making a decision about adding your business to the Agency’s vendor list," etc. The language used to fill in the second blank might include "not consider your application" or similar language. Iowa Educational Services for the Blind and Visually Impaired is not required to give notice on forms or with respect to forms that are not of the Agency’s devising. For example, it is not necessary to give notice in connection with federal forms such as I-9, W-4, etc.
3.18 – Conflict of Interest PolicyA. Iowa Educational Services for the Blind and Visually Impaired
1. Purchase: Employees of the Agency shall not be involved directly, for personal gain, in the purchase or sale of any goods, equipment or services to be used at and for the Agency, nor shall employees be indirectly involved through any undisclosed person, firm or corporation, including but not limited to, relatives. When in the judgment of the
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Director of Business Operations and the Superintendent, the procurement of an item is necessitated by emergency or as an only available source, and documentation is provided to substantiate the conditions, the foregoing may be waived.
2. Sales: Sales of surplus and obsolete items in the custody of the Agency shall be by advertised Public Auction at which time any employee may obtain State-owned items by open and competitive bidding.
B. Public Officers and Employees
1. Board of Regent employees, officers or their family members shall not sell any goods having a value in excess of $1,000 for each transaction or a cumulative value annually in excess of $2,000 to any Regent institution unless pursuant to an award or contract let after public notice and competitive bidding except under emergency or sole source conditions documented and administered by Regent institutions.
2. Board of Regent employees, officers or their family members shall not sell any services to Regent institutions having a value in excess of $1000 for each transaction or a cumulative value in excess of $2,000 annually unless pursuant to an award or contract let after public notice and competitive bidding except under emergency, negotiated or other noncompetitive conditions documented and administered by Regent institutions.
3. A Regent employee is one whose principal employment is with a Regent institution. 4. Sole source conditions for a product must be clearly established and documented if
public notice and competitive bidding are to be foregone. In addition, Board of Regent institutions shall report annually all sole source purchases in excess of $1,000 from Regent employees, officers or their families in a form to be established by the Executive Director.
5. Board of Regent employees and officers who have, or reasonably anticipate having, an ownership interest in, a significant executive position in or another remunerative relationship with a prospective supplier of goods or services to a Regent institution, or who know that a member of their family or other person with whom they have a personal or financial relationship has such an interest, shall not participate in the preparing of specifications, qualifying vendors, or selecting successful bidders on products or services in which they have an interest. Employees, officers and members of the Board of Regents also shall comply with the Code of Iowa, Chapter 68.B, "Conflicts of Interest of Public Officers and Employees."
(Board of Regents Procedural Guide, Sec. X)
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3.19 – Solicitation PolicySales persons or agents for any product, proposition, or cause are prohibited from soliciting employees or students in any Agency-controlled building or property, except with the specific written permission of the Superintendent. Permission is given by the Superintendent for the solicitation of employees by charitable organizations under all of the following circumstances:
A. The charitable organization presents documentation of its tax-exempt status as provided in Section 501(C)(3) of the Internal Revenue Code, as part of its application to solicit.
B. The solicitation is conducted through the Agency’s email system or once a year through an Agency-coordinated campaign of all eligible organizations meeting the conditions and giving written notice to the Agency of the desire to participate at least 120 days prior to the campaign period.
C. The organization may be expected to pay the administrative and out-of-pocket costs associated with using Agency facilities.
D. The solicitation by any one such charitable organization may occur once in any calendar year.
E. No solicitation using the Agency’s facilities may occur except as described above; however, any eligible charitable organization may arrange to conduct information sessions at which no solicitation occurs, at such times and places and in such manner as the Agency deems reasonable, no more than once a year.
F. Any eligible charitable organization acting pursuant to the authority of this rule may also make use of the payroll deduction system described in Iowa Code Section 70A.14 and 70A.15, if qualified under the terms of those provisions.
Approved by Board of Regents 04/20-21/88
3.20 – Purchasing ProceduresProcurement of items from outside the school must be made in compliance with Board of Regent rules and only by means of submitting an approved purchase requisition to the Director of Business Operations. Based on requisitions submitted to the Business Office, the procurement process will be initiated.
In all purchasing, planning is important to reduce time required for writing specifications, checking sources, receiving and tabulating bids and issuing purchase orders. The Director of Business Operations is the only person with purchasing authority.
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A. Special Conditions:
1. On repetitive purchases, a blanket purchase order may be negotiated with the vendor by the Director of Business Operations.
2. Emergency items may be purchased during hours the Business Office is closed, providing a completed requisition is filed in the Business Office after the fact.
3. Cooperative purchasing will be done through Iowa State University, state contracts from General Services, Board of Regents joint contracts, Grant Wood AEA, and gasoline with the Department of Transportation. The school will avail itself of any cooperative purchasing activities which benefit the School.
B. Requisitions
Requisitions shall be prepared for each purchase order to be issued. Those originating in departments shall be approved by the department head or designee and reviewed by the Director of Business Operations. The review of each requisition by the Director of Business Operations shall be further indication that funds are available within budgetary limitations, and the expenditure is an appropriate use of state or federal funding. Each requisition must contain the following information:
1. Date2. Name of person making request3. Fund number4. Suggested sources listed in order of preference or price including address5. Quantities required6. Catalogue number of item7. Complete description as to size, color, model number, make, etc.8. Cost or price of each item9. Signature of department head
C. Receiving
Any person receiving items for the Agency must date and sign a packing slip, voucher/invoice or receiving report after inspecting the shipment for shortages, damages and back orders. Notations indicating discrepancies will also be made. Receiving documents are to be promptly filed in the Business Office.
3.21 – Travel PolicyTravel expenses incurred by Agency employees will be reimbursed when the travel is approved by an administrator or their designee and related to their regular duties or assignments; when
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the travel will result in improved services or performance by the staff; or when the travel will serve to bring money or staff to the Agency. Within these general guidelines, the following specific policy statements and priorities apply:
A. Travel Priorities
1. First priority for travel will be trips which are assigned to individuals or which are a necessary part of their general work assignments and trips which provide support for student activities.Examples of travel under this priority include driving bus routes, trips to homes or local schools by staff, meetings arranged by the Board of Regents, etc.
2. Second priority for travel will be trips which enhance the general functioning of the Agency as a Board of Regents institution.Examples of travel under this priority include attendance at meetings of interagency committees, professional groups or conventions. Normally travel under this priority will be by assignment or request of a supervisor, department head, or the Superintendent.
3. Third priority for travel will be trips for the purpose of acquiring skills or information by individual staff members, resulting in improved operation of the Agency’s program or the individual's job performance. Examples of travel under this priority include attendance at professional meetings, in-service, conventions or other related activity. Normally, the individual directly involved makes the request.
B. Conditions of Reimbursement for Travel Expense
Generally, the cost of transportation, lodging, meals and registration fees will be reimbursed when authorized on the pertinent travel request. Except in case of extenuating circumstances, over-night lodging will not be reimbursed within fifty (50) miles' driving distance of an employee’s office location.
1. Personal Car Reimbursement
Employees are expected to use an Agency vehicle if one is available to them. Exceptions require approval of the Superintendent or designee. Transportation reimbursement for travel in a personal car when the use of a personal car is authorized by the Superintendent, or designee, shall be paid at rates established by the board of Regents. The current rate for mileage reimbursement effective September 1, 2008, is $.39 per mile when a school vehicle is not available and / or when the employee has permission to use his/her personal car. Mileage reimbursement will be made to the owner of the vehicle only. The actual mileage driven (shortest or most convenient route directly to
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and from business destination) must be stated in the description column of the travel expense voucher.
Iowa Educational Services for the Blind and Visually Impaired employees assigned to the Area Education Agencies (AEAs) who regularly use their personal cars to perform their duties must complete the Services Vehicle Mileage Log which will serve as their mileage expense claim form. (See Procedures for Services Vehicle Mileage Log and Mileage Reimbursement Claims in this section (3.21, page 17).
For safety, professionalism, confidentiality and potential liability, employees are not to travel with family members or friends when traveling for work purposes in a personal car or employee assigned vehicle. Any exception for an emergency need to be reported to the supervisor and special activities require prior approval of the supervisor.
2. Meal Reimbursement (REVISED 8/12/09)
a) Itinerant faculty including TVIs and COMS whose normal work / case load is in an AEA, or more than one AEA, or who are assigned to a general geographic area, or who are home officed, will receive meal reimbursement if the related travel is outside of their assigned AEA(s) and assigned case load, or normal geographic area and the trip falls within the time frames listed below. See ‘dollar limits and time frames’. Approved travel requests are required.
b) Hourly staff whose normal work is to drive itinerant faculty, will receive meal reimbursement whenever traveling more than 50 miles from the driver’s base site to a destination during the time frames listed below. See ‘dollar limits and time frames’. No travel request is required. Itinerant mileage logs will be used to evidence the travel.
c) Faculty and staff whose normal work site is the Iowa Braille School in Vinton will receive meal reimbursement if traveling more than 50 miles to a destination, and the trip falls within the time frames listed below. See ‘dollar limits and time frames’. Approved travel requests are required.
d) School bus drivers and hourly staff working on a bus route will receive meal reimbursement whenever traveling more than 50 miles to a destination and the trip falls within the time frames listed below. See ‘dollar limits and time frames’. Travel requests are not required for standard bus routes. Any other travel requires a travel request.
e) Professional staff required to serve all areas of the state as a part of their normal work will receive meal reimbursement if the related travel is more than 50 miles
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from their base site to a destination and the trip falls within the time frames listed below.
Supervisors will determine when staff are eligible for meal reimbursement and will approve the meal reimbursement at the time of approving the travel request.
C. Meal Reimbursement Rates
Meals will be reimbursed based on actual and reasonable costs. Receipts are required. Maximum meal reimbursement rates for instate travel is $44.00 per day. Maximum meal rates for out-of-state travel will be allotted per the GSA meal reimbursement rate. When an employee is approved to travel out-of-state, the business office will notify the employee of the GSA rate for the travel destination.
1. In-state Partial Day Travel
Individual amounts for each meal apply in the case of persons in travel mode for partial days. Receipts are required. Travel time frames and meal allowance are:
a) Breakfast: $8.00, departure before 6:00 a.m. and return to primary worksite after 8:00 a.m.
b) Lunch: $12.00, departure before 11:00 a.m. and return after 1:00 p.m.c) Dinner: $21.00, departure before 5:30 p.m. and return after 7:30 p.m.
2. In-state Full Day Travel and/or Overnight in-state travel
When traveling in-state for a full day OR when in-state travel includes an overnight stay, the total amount of $44.00 per day will apply which includes $3.00 incidentals. In this case there is an allowance for discretion in adjusting the individual meal allowances within the day, not to exceed a total of $44.00 per day including incidentals. Receipts are required.
3. Out of state Travel
Out of State Travel is subject to the Superintendent's approval. When an employee is traveling out of state, the Business Office will notify the employee of the GSA meal reimbursement rate. The per diem rates vary based on the nearest city rate. Receipts are required.
4. Conditions
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When the conditions for meal reimbursement are met, meals will be reimbursed with receipts required, based on actual and reasonable costs subject to the policy established by the Board of Regents. Staff must complete an expenditure claim form to receive their meal reimbursement.
No reimbursements will be made for alcoholic beverages. Cash tips are allowable up to 15% of actual meal costs provided the total cost does not exceed the meal reimbursement limit. When there is no overnight stay involved, meal reimbursements are considered taxable income.
D. General Travel Expenses
Other authorized and necessary travel expenses, meals, lodging, and other required expenses will be paid by the individual. The reimbursement for money spent should then be submitted to the Business Office as follows:
A travel expense claim form is provided by the Business Office on which you will list all information, attach receipts, and present to the Business Office preferably on a monthly basis. The claim will initiate the writing of a voucher. Information on the claim will include such items as:
1. Dates each expense occurred2. Point of travel destination3. Method of travel, if other than school car; receipts required for public
transportation; business miles driven required for private auto. The business office will calculate the mileage allowance at the applicable rate approved by the Board of Regents.
4. Record of actual meal expenditures. (Any expenditures exceeding allowable rates will be adjusted by the business office).
5. Hotel or motel charges - attach receipts6. Miscellaneous expenses to be explained, such as parking, registration fees,
etc.; attach receipts
E. Travel Regulations
All travel related absences from an employee’s assigned site(s) during periods of regular employment, whether at the Agency’s expense or personal expense, require administrative approval. For those whose regular duties normally require travel in an Agency vehicle, the usual procedures of obtaining the reservations, keys, and credit cards from the Business Office will ordinarily constitute evidence of necessary administrative approval. For those
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whose regular duties do not normally require travel, requests must be approved by the involved department head or school superintendent. Refer to section 4.1 for information concerning the use of Agency vehicles and buses.
F. Procedure for Requesting Travel
A Travel Request form must be completed and approved prior to travel for any school business, even if the employee chooses to use their personal car at their own expense. Blanket travel request forms covering a specified time period (not to exceed a fiscal year) may be completed and approved for assigned work responsibilities requiring travel specific to that employee’s regularly assigned general work area. However, a Travel Request form must be completed for all travel outside of the employee’s general work area or when overnight accommodations are requested.
G. Procedures for Statewide Services Vehicle Mileage Log and Mileage Reimbursement Claims
A Statewide Services Vehicle Mileage Log, available on the web board in the forms file, must be completed by staff using a school provided car or staff assigned to use their personal car, on a regular basis to perform their work. The log should be submitted on a monthly basis. Claims for mileage and travel reimbursement are to be submitted in a timely manner. Claims submitted for expenses that were incurred more than six months prior to the month in which the claim is received by the Business Office will not be eligible for reimbursement.
Employees using their personal car are reimbursed at a rate of $.39 per mile for recorded mileage required for traveling between assignments. The Agency does not pay mileage for commuting to and from work. Reimbursement is calculated from the employee’s first work assignment for the day (home visit or school) or the employee’s office location, whichever is less. At the end of the day mileage is calculated up to the employee’s last work assignment for the day (home visit or school) or office location, whichever is less. For employees allowed to home office, but not required to do so, the calculation for mileage will be the office location that the individual would be assigned to had he/she not been allowed to office at home.
For employees required to office from their home, as approved by the supervisor, mileage reimbursement will be calculated based on the employee’s schedule. On days that the employee is scheduled to be at his/her office at the beginning or end of the day mileage will be calculated from or to that location. On days that the employee is assigned to be at a home visit or school first the mileage will be calculated from that location. The same would apply for the end of the day.
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Revised 3/16/10
3.22 – Procedure for the Disposal of Materials and Equipment of No ValueIt is to be expected that materials and equipment purchased or received by Iowa Educational Services for the Blind and Visually Impaired will eventually lose their monetary value and/or not be worthy of the cost of repair.
Employees who think an item in their area no longer has any value are to report that item to their immediate supervisor. The supervisor has the authority to determine if the item has no value. Items with no value will be disposed of, destroyed, or removed per the appropriate safety, disposal and/or recycling method. Employees may be instructed to deliver items to a trash barrel, dumpster, the county landfill, recycling bin or other appropriate area.
Supervisors who may make this decision and provide direction include the following positions:
A. SuperintendentB. Regional DirectorsC. Director of Business OperationsD. Director of Human ResourcesE. Director of Extended LearningF. Supervisor of Plant ServicesG. Project Coordinator
Supervisors have responsibility for determining that materials or equipment in their area have value even though the usefulness to Iowa Educational Services for the Blind and Visually Impaired is finished. Items that have value must be disposed of in compliance with Board of Regent policies and procedures. Generally items with value, but no longer needed by the Agency, must be sold through a sealed bid process or by an auction process. Such actions are coordinated by the Agency through the Business Office. Choices of services for such needs include Iowa State University or private firms or the Agency may act on its own in the case of sealed bids.
There may be exceptions to the procedures for getting rid of items with no value and there may be exceptions to the procedures for getting rid of items with value. In both cases, the Superintendent or designee has the authority to make exceptions, within the framework of the Board of Regent policies and procedures.
Procedure Approved by the Cabinet, 12/15/08
3.23 – Calendar Maintenance Policy and Procedure
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All Iowa Educational Services for the Blind and Visually Impaired employees are required to use Exchange Calendars to track appointments on and off campus. Exchange Calendars are available in your Outlook client, and through the webmail interface at https://webmail.iabvi.org /owa and on Blackberries.
A. Calendar Permission Setting
All employees will select the calendar permission option labeled “Free/busy time, subject, location.” This setting can be selected by clicking on the “Calendar Permissions” button at the top of the Outlook Calendar window. This permission setting will generally only need to be completed once. All subsequent calendar entries will allow other IESBVI employees to view the title and purpose of all meetings and appointments in your calendar.
B. Identify Availability When Scheduling a Meeting
When scheduling a meeting or appointment, use one of the following settings to indicate your availability during that meeting:
1. “Busy” is the default setting for any appointment unless you choose otherwise. All meetings and travel time should be marked as “busy”
2. “Tentative” is used to block the calendar for intended events that are not confirmed. Prep time could be marked as “Tentative”
3. “Out of Office” is used for Non-contract days and approved leave days
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4. “Free” is used for personal reminders such as family birthdays, anniversaries and non-appointments that should not block a calendar time slot. Please note, “Free” items do not display to other calendar users when viewing your calendar.
5. “Private” is used for highly confidential meetings can be “padlocked.” Reserve this for personal matters and use sparingly.
Employees should be available to accept meeting requests during all times that are not marked “Busy” or “Out of Office”. You can either “accept or decline” a meeting or accept it as “tentative.”
C. Requirements for the Weekly Schedule on Outlook
1. Weekly schedules should reflect:
a) What services are planned to be provided for the upcoming weekb) What services were actually provided for the past week.c) Travel time
2. Required Information for the Weekly Schedule on Outlook:
a) Subject field
i. Use student initials with building/district in subject field (e.g. G.W. Iowa Braille, Vinton)
ii. Identify travel time in subject field
b) Location field
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i. Use the word “cancelled” when the staff member cancels service (e.g. illness, personal leave). For make-up policy refer to Section 13 (13.1a) in the Handbook on the IESBVI Website.
D. ESYS Requirement
Each TVI/OMS is to hold out two regular contract days for Extended School Year Services (one for June and one for July). If in the spring, it appears that you will not need this time, complete a Calendar Change Form to use the time while students are in school. For those that will need more than two days, please make arrangements with your Regional Director.
Approved 8/11/2011Revised 08/2013
3.24 – Business Charge Account Purchases PolicyIowa Educational Services for the Blind and Visually Impaired maintain a number of business charge accounts for the purchase of facility products, minor vehicle repairs, office supplies, petroleum products and educational programming products.
A. Local Business Charge Account
The Business Office will ensure that business charge accounts bearing the Iowa Educational Services for the Blind and Visually Impaired name are used only by personnel with a frequent need to expend appropriate sums on activities directly associated with the Iowa Educational Services for the Blind and Visually Impaired business. It should be demonstrated that failure to maintain these business charge accounts would hamper the Iowa Educational Services for the Blind and Visually Impaired business and/or impose additional expense.
Business charge accounts will only be used for authorized expenditures directly associated with the business of the Iowa Education Services for the Blind and Visually Impaired. Personal use of the business charge accounts is prohibited. Under no circumstances will personal charges be submitted or approved for reimbursement. Care should be exercised to purchase only those products necessary in order to maximize the utilization of campus-owned resources for economy reasons.
B. Accounting for Local Business Charge Accounts
All business charge account receipt should be signed by the employee that made the charge and his or her supervisor and returned to the Business Office. The Business Office will
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review the receipt for appropriateness and match the receipt to the monthly business charge account statement.
Approved 08/2012
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3.25 – Credit Card Purchases PolicyThe Iowa Educational Services for the Blind and Visually Impaired maintains and issues credit cards for the purchase of facility products, minor vehicle repairs, office supplies, petroleum products and educational programming products.
A. Distribution and Return of Credit Cards
The Business Office will ensure that state credit cards bearing the Iowa Educational Services for the Blind and Visually Impaired name are issued only to personnel with a frequent need to expend appropriate sums on activities directly associated with the Iowa Educational Services for the Blind and Visually Impaired business. It should be demonstrated that failure to issue such credit cards would hamper the Iowa Educational Services for the Blind and Visually Impaired business and/or impose additional expense.
The Business Office will keep a current list of all personnel issued a credit card and their use. Credit cards are requested by employees from the Business Office for the following:
1. Issuance of a State of Iowa vehicle (Wright Express Universal Fleet Card)2. Purchasing of campus facility products (Home Depot Credit Card)3. Purchasing of office supplies (Staples Credit Card)4. Purchasing of educational programming products (Wal-Mart Credit Card)
Credit cards will only be used for authorized expenditures directly associated with the business of the Iowa Educational Services for the Blind and Visually Impaired. Personal use of the credit card is prohibited. Under no circumstances will personal charges be submitted or approved for reimbursement. Care should be exercised to purchase only those products necessary in order to maximize the utilization of campus-owned resources for economy reasons.
B. Accounting for Credit Cards
All credit card invoices should be signed by the employee that the credit card was issued to and returned to the Business Office at the time the credit card is returned. The Business Office will review the receipt for appropriateness and match the receipt up to the monthly credit card statement(s).
Approved 8/2012
3.26 – Systems Password Policy and Procedure
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All IESBVI personnel use Windows Active Directory accounts for access to school issued PCs, the network and printers, e-mail, and CRM student system. This includes off campus personnel. Account names follow the format of firstname.lastname. A password must be maintained for every account.
A. Password Expiration
Personnel with access to sensitive data will be required to change their passwords every 90 days. This includes personnel with access to payroll, HR information, medical information and employee personally identifiable information such as SSI numbers.
All other personnel will be required to change their password every 180 days. This applies to the majority of faculty and staff.
Personnel who work on the Vinton campus or who are connected to the Vinton campus network (DOTS domain) by VPN will receive a 14-day warning that their password is about to expire. If the password is not changed within 14 days, it will expire, lock you out, and require a call Information to Information Technology for a password re-set. (This is Standard Microsoft Windows Protocol).
Personnel who are not connected to the Vinton Campus may not receive an automatic prompt, and should set calendar reminders to reset their password prior to expiration.
B. Procedure for Resetting Password
The steps to reset your password depend on your location and your PC.
1. On-Campus Personnel
While on the Vinton campus and connected to the network, passwords may be changed by pressing CTRL-ALT-DELETE from your school-issued computer, and entering the old and new password as prompted. This updates the password on the PC as well as for email, CRM, and network access. The new password becomes your new PC password for the next time you are off campus.
2. Off-Campus Personnel with and IESBVI PC
Launch Cisco Systems VPN Client and connect to the IBS Vinton campus network. Then follow the directions above for on-campus personnel. Contact Information Technology if you do not have VPN.
3. Off-Campus Personnel with an AEA PC
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Your passwords may be changed by logging into Outlook Web Access, https://webmail.iabvi.org/owa and selecting Options, Change Password, and following the prompts. If your password has already expired, contact Information Technology to have it reset.
C. Additional Password Reset Information
Multiple failed attempts to enter your password (6 times in a row or more) will result in an automatic 30 minute account lockout. The account will automatically unlock after 30 minutes.
Passwords are encrypted and cannot be looked up, they can only be reset. Passwords must be at least 8 characters, contain at least one upper case, lower case, and number or special character, not contain part of your username, not contain common words such as “password” and not be used for 12 months.
Approved 08/2013
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SECTION 4 – ALL STAFF POLICIES AND PROCEDURES (continued)
4.1 – School Vehicle Use PolicyIowa Educational Services for the Blind and Visually Impaired (IESBVI) maintains a fleet of vehicles, including cars and trucks to carry out its mission. All staff are expected to demonstrate responsible, thoughtful practices when using a school vehicle. Of utmost importance is the safe transportation of students and staff at all times.
Staff members are expected to use a state vehicle, as available, for all official school business and specifically staff must use a school vehicle anytime a student is transported. When no state vehicle is available, or with Superintendent or designee approval, a staff member may use a personal vehicle except when transportation of a student is involved. Any person authorized to travel on school business may choose to use his or her personal automobile, but does so at his or her own risk and is personally responsible for all costs of operation, including repairs to the automobile, and for public liability and property damage.
Determination of what constitutes appropriate use rests with the Superintendent, or designee.
Staff must not provide transportation to students in their own vehicles in their off duty time, even though parents/guardians may make such a request. Staff who transport students in their personal vehicles are not covered by the Tort Claims Act, or any liability coverage of the school, Board of Regents or State of Iowa.
The procedures following this policy provide information about the school’s stewardship of this valuable resource and provide all staff with basic rules and procedures governing their use.
A. General Standards for Fleet Safety
Iowa Educational Services for the Blind and Visually Impaired employees are authorized to operate school vehicles for the purpose of conducting school business, provided the employee driver is at least 18 years old, has an appropriate and valid U.S. driver’s license for the vehicle being driven, has reasonable experience driving the type of vehicle being used, and could reasonably be expected to operate the vehicle in a safe and prudent manner.
For those staff who are required to drive as part of their employment, the failure to maintain a valid and appropriate license may result in the loss of employment as determined by the school’s administration (Board of Regents Policy Manual, 4.36)
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Compliance with Iowa law and the Iowa Educational Services for the Blind and Visually Impaired Standards for Fleet Safety are required for any driver to be allowed to use a school vehicle. The Superintendent is authorized to deny a vehicle to anyone if, in the sole opinion of the Superintendent or designee, there is any reason to believe the school vehicle may not be operated safely. Additional standards, restrictions, or driver education or training requirements may be imposed as deemed appropriate. The Standards for Fleet Safety are in addition to any requirements, standards, operating restrictions, or suspensions imposed by law.
1. Eligible Drivers
Eligible drivers are school employees. Contract personnel are also eligible to drive an agency vehicle with approval of the Superintendent or designee. Hereafter, eligible drivers will be referred to as school drivers. Refer questions regarding eligibility to the Human Resources office. Approved volunteers or agents acting on behalf of the school may be considered employees for vehicle liability coverage, provided the vehicle is used solely for the benefit of the school or to conduct school business and the volunteer or agent is officially authorized to drive by the Superintendent or designee.
The following are not eligible drivers: vendors, or staff visiting from other schools or colleges acting in a non-agent role, visiting artists or speakers, special event groups, government representatives, visiting athletic teams, student groups or community organizations.
2. Procedures for Transporting Students, Families, Other Agency Personnel and Volunteers
Student safety is the primary concern and criteria and should be the first consideration in the implementation of these procedures.
Students are not to be transported by Iowa Educational Services for the Blind and Visually Impaired employees or contract employees in personal cars. This regulation is for the safety of the student and staff member.
An Iowa Educational Services for the Blind and Visually Impaired (agency) vehicle inspected and approved as a school bus and a driver licensed as a school bus driver is required when transporting students to and from school to access the instructional program during the regular school year.
Certified Orientation and Mobility Specialists (COMS) may transport students in an agency vehicle for the purpose of accessing instruction in the community. COMS must
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have the parent sign the Permission to Transport Student for Orientation and Mobility Instruction form which can be accessed on the Web Board in the forms folder. Students whose parent or guardian does not give permission cannot be transported by agency personnel.
Transportation of students and others by contract service personnel requires the prior written approval of the Superintendent.
Employees of the agency and contract service employees may transport students in an agency vehicle to access extended learning opportunities. The transportation service must be outlined in the program plan and approved by the Regional Director.
When transporting individuals other than students including family members, local education agency, area education agency, other agency personnel and volunteers the person being transported must complete the Release of Liability for the Use of Facilities (includes school cars) form. The form is available on the web board under IBS forms.
Transporting family members for the purpose of accessing services is allowed in agency vehicles by agency employees or contract service employees.
Transporting local education agency, area education agency, other agency personnel and volunteers in agency vehicles by agency employees or contract service employees is allowed for the purpose of coordinating and accessing services.
3. Driving Record Reviews
The State of Iowa considers an Iowa Motor Vehicle Driving Record as public information. The Iowa Educational Services for the Blind and Visually Impaired’s Human Resources staff will, in accordance with this procedure, review the driving record of school employees, volunteers or agents who use agency’s vehicles or other vehicles to conduct agency business. The agency reserves the right to review the driving record of any driver relating to the operation of any owned, rented, borrowed, leased, or other vehicle for which the agency or the State of Iowa may be legally liable. All staff will be asked to complete the Driving Agreement.
If any one of the following apply, the driver's past driving record may be reviewed for accidents, violations, or to assess suspensions or restrictions under this policy:
a) driver is job applicant for a position that requires a valid driver’s license, or the driver is an employee in a position where driving is a condition of employment; or
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b) driver is requisitioning a school vehicle and had an accident with a school vehicle within the past year or will carry passenger(s); or
c) driver has been convicted of a moving traffic violation or driving under the influence of alcohol, drugs, or license has been revoked or suspended, while driver was conducting school business, or
d) driver has routine access to vehicles for the purpose of conducting school business.
Periodic reviews will also be conducted by randomly selecting eligible drivers. At any time an employee’s driving record is to be reviewed, they will be notified and asked to sign a “Consent for Driving Record Review” form. Reviews will be performed by Human Resources staff.
4. Required Reporting – Violations and Accidents
Agency drivers, driving an agency vehicle, must immediately report to the Superintendent or designee, any moving violation, reckless driving, "hit and run", vehicular homicide or any driving offense punishable as a felony, license suspensions or revocations that occur while driving a school vehicle.
Agency drivers, driving an agency vehicle, must immediately report to the Superintendent or designee, any arrest and any conviction of driving under the influence of drugs or alcohol that occurred while driving a school vehicle. This report will remain confidential.
Agency drivers, driving a personal vehicle, must immediately report to the Superintendent or designee, any arrest and any conviction of driving under the influence of drugs or alcohol that occur while the driver is conducting school business or during off duty time. This report will remain confidential.
Agency drivers, driving a personal vehicle, must immediately report to the Superintendent or designee, any arrest and any conviction of vehicular homicide that occur while the driver is conducting school business or during off duty time.
Failure to report accidents, convictions and violations as required may result in the loss of privilege to use agency vehicles and disciplinary action. Agency drivers must report all accidents occurring while the driver is conducting agency business. (See B-5 below - “Procedures in Case of Vehicular Accident”).
5. Driving Standards Compliance
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Driving privileges may be denied if the driver's past three (3) year driving record indicates any of the following:
a) Two or more: accidents, moving violations, or combination of accidents and violations.
b) Conviction of reckless driving, license suspension, conviction of driving with a suspended license, "hit and run" or "leaving the scene."
c) Conviction of driving while under the influence of alcohol or drugs, vehicular homicide or any driving offense punishable as a felony.
Job applicants must comply with the Fleet Safety driving standards prior to employment.
Some positions, such as school bus driver, may require more frequent record review and may impose more restrictive standards, or require other education or training requirements as a condition of employment, than provided under the Standards for Fleet Safety.
6. Display of License / Vehicle Key Pick Up
Vehicle keys will not be released to anyone unless they display evidence of a valid U. S. driver's license when asked to present it. International driver's licenses or licenses from any other country will not be accepted. Vehicles will not be released to anyone other than an eligible driver.
Vehicle keys may be picked up at the Business office.
7. Mileage Reimbursement – Denial
Regarding hired, non-owned, borrowed or personal vehicles, the school reserves the right to deny personal mileage reimbursement to any employee or driver who does not meet the "General Standard" of the school’s standards for fleet safety.
B. Use of agency vehicles
1. Driver and Passenger Rules / Conduct
All safety precautions including the use of seat belts, shall be observed by driver and all passengers. Any tickets, citations or other legal action against a driver for operating or parking violations shall be the responsibility of the driver.
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Staff shall never operate a vehicle while under the influence of alcohol or any controlled substance.
When staff (who need to drive for school business) have a doctor’s restriction from driving, that restriction must be reported to the Human Resources office and documented in the confidential medical file. An accommodation may be requested.
Alcohol or controlled substances may not be transported in a agency vehicle at any time.
Use of any tobacco product is not permitted in any agency vehicle.
Radar detectors are not permitted in agency vehicles.
Persons with disabilities parking permits shall be only used when transporting a student or employee who has a disability.
The driver of the vehicle is responsible for the safety of all passengers while operating the vehicle.
Vehicles are to be used for business purposes. When traveling overnight, staff may use the school vehicle to drive to restaurants or drive to stores to purchase necessary items to support their travel. Vehicles may also be used attend public attractions provided no substantially additional distance is traveled. Care and discretion should always be taken as to where a vehicle is parked, even for a short time.
2. Gasoline Credit Cards
Gasoline credit cards are to be used only for business purposes including the purchase of fuel, oil, fluids, headlights, windshield wipers, tires or other minor purchases or repairs that may be necessary.
3. Requesting and Assigning Vehicles
Vehicles may be requested only through the following procedure on a first come, first served basis. Upon receipt of approved travel request, the Business Office will assign vehicles as follows:
a) Determine if vehicle is to be used on a daily or routine basis. Vehicles may be assigned on a permanent basis. Staff off campus may be assigned a vehicle in consultation with their supervisor or Superintendent.
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b) Vehicles will be assigned based on student needs/number or load to be transported and beginning/end time vehicle is needed. Requests for specific vehicles will be honored to the extent permissible by availability and other requests.
c) Vehicles may be assigned over longer periods of time to honor multiple requests from the same individual or group.
d) If no state vehicle is available, or with the Superintendent or designee approval, staff may be authorized to use their personal vehicle and request reimbursement at the Board of Regents approved rate. Staff may be requested to postpone or delay their activity until such time as a vehicle is available.
e) The Business Office, or the Superintendent, may reassign vehicles as necessary to meet student and staff needs.
4. On Campus Vehicle Return Procedures
a) The vehicle's gas tank should be filled at any local gas station which accepts the Wright Express credit card. Only ethanol fuel shall be used in school vehicles unless otherwise specifically noted. Staff shall fill out the mileage log kept in the car prior to returning the car to the assigned parking space.
b) Vehicles will normally be kept in the garage or other assigned location. Please check that all litter and personal effects have been removed from the vehicle. Emergency equipment assigned the vehicle shall be left in the vehicle. Garage doors shall be closed and locked.
c) Keys, credit cards and signed receipts should be returned immediately to the Business Office
d) If necessary, staff should fill out the work order request form. Forms are available in each vehicle, the Business Office, and. or submitted electronically.
5. Procedures for School Drivers in Case of Vehicular Accidents
a) Get immediate medical, or other, help for all parties involved.b) Notify law enforcement; complete all reports, or answer all questions, of the law
enforcement responding. Obtain copies of all reports and submit to the Business Office. Collect the names, license numbers and names of insurance companies of all other parties involved.
c) If students are involved, notify the supervisor that you have had an accident. If needed seek medical assistance by calling 911 or transporting to the nearest health facility. Provide transportation of students to home or school setting. Complete the Emergency, Accident and Incident Report within 24 hours. File as directed on the form.
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d) Complete the Iowa Regents Institutions Vehicle Accident Report located in the glove box of the vehicle and submit to the Business Office within 48 hours.
e) Complete the Department of Transportation Motor Vehicle Accident form if the combined property damage exceeds $1000 or a personal injury is involved. Submit the completed form to the Business Office within 48 hours.
f) If necessary, complete the Employee First Report of Injury and submit to the Human Resources Office within 24 hours.
g) DO NOT ADMIT LIABILITY and do not discuss the accident with anyone except the police and supervisory personnel.
h) "Hit and run" and vandalism events are criminal incidents and should also be reported to the police, as well as compliance with the above procedures.
6. School Vehicles at Staff Homes
The Superintendent, or designee, may authorize school vehicles taken to a staff member’s home under the following conditions:
a) The staff member is required to travel in a direction away from campus or office to reach a work-related destination and
b) The staff member uses the automobile for school purposes only and stores the automobile in a safe and secure location and
c) The staff member’s travel request states specifically the time frame the car will be off campus and is approved by the Superintendent or designee.
7. Misuse of Vehicles
All drivers are expected to properly safeguard the school’s vehicles. If it is determined that a vehicle is at substantially higher risk of theft or damage due to a lack of reasonable precautions by the driver, the department head shall correct the abuse. If the abuse is not corrected within a reasonable time, the driver may be required to forfeit use of the vehicle.
In the event any school vehicle is stolen or damaged from misuse; subjected to intentional damage or damage from a lack of reasonable safety precautions; or is allowed to be used in violation of school policy, the driver may be prohibited from further use of school vehicles.
8. Personal Property
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The school does not assume any responsibility for any personal property left in any vehicle. Should loss or damage occur, the payment for loss or replacement will be the responsibility of the individual.
9. Personally Owned Vehicles
Personally owned vehicles while used on school business are not covered by the school. Therefore, it is required that staff members using their own vehicles on official business carry their own auto liability insurance with minimum limits of at least an amount as required by the State of Iowa.
10. Appeals
Staff may appeal restrictions or suspensions through the appeal process.
C. Maintenance of Agency Vehicles
The agency will maintain and repair vehicles regularly. The Supervisor, Plant Services may be reached by phone at 319-472-5221, ext. 1009 or by e-mail at [email protected]. The Supervisor, Plant Services may also be reached via cell at 319-310-8280.
All recall notices shall be honored immediately. Vehicles will be taken out of service until the necessary service/replacement is performed. Exceptions to this rule can only be granted by the superintendent.
If a problem occurs during the time a staff member is off campus with a school vehicle, the vehicle may be repaired.
The maintenance staff will make every effort to see that vehicles are kept in good order and clean. However, the use of vehicles may not permit each one to be in good order or clean at all times. Staff are encouraged to wash vehicles by using the Voyager card or through expense reimbursement. Routinely, staff may be asked to complete a survey regarding the general condition and maintenance of the school’s vehicles.
Routine service will be performed at regular intervals as recommended by the manufacturer of the vehicle and deemed appropriate and cost-effective by management.
Records of routine service and repair will be placed on a spreadsheet and reviewed by the Supervisor, Plant Services on a monthly basis. Vendor service and repair tickets will be kept in a file in the facilities area for each individual vehicle until the vehicle has been disposed.
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In the case of in-house repair, a work request form detailing the work performed will be filled out and placed in the individual vehicle file.
1. On Campus Vehicles
When staff driving campus-based vehicles are aware of a need for vehicle maintenance, a work order request form should be completed and sent to the business office. Repairs estimated to be less than $200 will be made without prior approval from the Supervisor, Plant Services. Repairs in excess of $200 require work order request approval from the Supervisor, Plant Services.
Routine service of campus-based vehicles will be completed by school personnel or by a local vendor.
2. Off Campus Vehicles
Repairs of off-campus vehicles will generally be completed at a vendor convenient to the user. The procedure for initiating repairs will depend on the estimated cost of the repair. If the repair is estimated to be $200 or more, the problem will be reported to the Supervisor, Plant Services who may authorize the repair. If a staff person is unsure whether the cost of the repair will be more or less than $200, the problem should be reported to the Supervisor, Plant Services, who will take appropriate action. In the case of an emergency, staff may take whatever action necessary to relieve the problem, and reporting may take place after the repair is completed.
Routine service of off-campus vehicles may be completed by school personnel or by a local vendor, depending on in-house labor availability and marketplace service pricing. Follow manufactures suggestions for routine maintenance.
3. Acquisition, Replacement and Disposal of School Vehicles
a) Acquisition
Vehicles will be acquired as dictated by the needs of the agency and the replacement policy. They may be purchased or leased, depending on financial conditions and predicted time length of need.
b) Replacement
i. In general, vehicles will be replaced once they have reached the 80,000 - 150,000 mileage range. Exceptions may be made due to financial constraints, or for vehicles that prove through service records and/or performance that it is
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warranted to remove them from the road earlier or to keep them beyond 150,000 miles.
ii. Vehicles may be kept beyond the 150,000 mile odometer reading for campus service use or for standby or emergency use.
c) Disposal
After they are no longer of use to the school, vehicles will be disposed of by the method deemed most financially beneficial at the time. Methods used may include trade-in, sealed bid solicitation, school auction, Iowa State University auction or Iowa Department of Transportation (DOT) auction. The determination of which method of disposal is most beneficial to the school shall be made by the Director of Business Operations and the Supervisor, Plant Services in consultation with the Superintendent.
D. School Transportation Procedures
1. Transportation Guidelines
a) The transportation staff will generally report for work 30 minutes prior to departure time. Busing route schedules will be adjusted, as necessary, by the Director of Extended Learning.
b) The transportation staff will keep the assigned interior bus clean and orderly.c) The transportation staff will discuss any health related concerns with the Director of
Extended Learning.d) All incident reports and first report of injuries must be filled out upon the busing
staff’s return to campus.e) The transportation staff will participate in emergency evacuations 2 times a year, as
scheduled.f) School Bus Drivers must annually present their CDL and School Bus Driver’s Permit of
Iowa to the Human Resources Office.g) School Bus Drivers will communicate all school bus mechanical concerns to the
Supervisor, Plant Services.h) Employees shall be responsible for instructing the proper techniques to be followed
during an emergency, as well as safe riding practices.
2. Meal Reimbursement for Busing Personnel
a) See Employee Handbook section 3.21, Travel Policy
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b) While on a day extended learning field trip, the driver must remain with the group and assist with students as necessary, unless a 30-minute unpaid meal break is approved by the person in charge of the field trip.
Policy Approved 9/6/00Policy Revised 08/2013
4.2 – Work Related Injuries Within twenty-four (24) hours of an on-the-job accident, the "Employee's First Report of Injury" form must be completed and filed in the Human Resources Office. Forms are available in the Human Resources Office and on the IESBVI website. Any property damage should be reported to the employee's immediate supervisor.
Iowa Educational Services for the Blind and Visually Impaired participates in the state's managed care network. The State established a Managed Care Network to treat work-related injuries in 1993. Providers around the State are selected based upon their ability to provide quality medical care and their experience in occupational medicine.
For Workman Compensation approved clinic contact Human Resources.
Sites may require that the agency notify them of the injury, the injured employee's name and social security number. If so, this is done by the Human Resources Office. Injured employees are treated immediately by doctors specializing in occupational health. Mileage to the managed care sites is reimbursed.
Of course, employees have the right to choose to seek out medical care from their private caregiver. The cost of this care is borne by the employee and is not covered by Workers' Compensation.
In case of any employee work related injury or illness, employees must:
A. Notify their supervisor immediately.B. Complete an Employee First Report of Injury Form. This report must be completed within 24
hours of the injury and filed with the Human Resources Office.
In the Vinton area, if a person is critically injured, the supervisor or another responsible person should call for an ambulance and arrange transportation to Virginia Gay Hospital. The person calling the ambulance should then immediately notify the Human Resources Office. Statewide, the nearest ambulance will be notified. These costs are also generally covered by Worker's Compensation.
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For questions regarding Workers' Compensation and Managed Care, please visit with the Director of Human Resources.
4.3 – Traffic and Parking Procedures All employees are asked to abide by the following driving and parking procedures while on campus:
A. Employee parking is available in parking lots: "A", south of service building; "B", around the recreation building; and "C", north of Palmer Hall.
B. There should be no parking in the following areas: any area marked in yellow; the oval area behind Old Main; the areas north and northeast of Old Main which are unloading areas for food trucks; the area in front of the building marked "Hospital"; and any other area marked NO PARKING.
C. Circle drive parking is reserved for visitors. Employees are not to park on the front and back circles of Old Main with the following three exceptions:
1. The person in charge of the Health Center will have a reserved spot on the front circle drive.
2. The Vinton Community Resource Teacher may park on the front circle of Old Main.3. Persons with disabilities may park in designated spaces when displaying disabled
parking permits.
D. School cars and buses may use both circle drives of Old Main.E. The School assumes no liability for cars or contents inside cars when parked on campus. F. A maximum speed limit of 10 miles per hour is permitted for all on-campus driving. G. Abide by the one-way signs at all times.H. Your cooperation is needed. Failure to comply may result in loss of on-campus driving
privileges.
4.4 – Visitors on Campus ProceduresVisitors are expected to enter through the front entry or disability-accessible entry and sign-in in room 101 of Old Main. Visitors should be directed to room 101 to sign-in and to ensure safety.
A. Daytime Visitors
1. Visitors may visit employees before or after work or during the employee's work break or meal break. These visits must occur at a location away from the employee's work site as specified by the Superintendent.
2. All visitors are required to wear name tags.
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3. Visitors will remain in the front waiting area of Old Main until the person they wish to see is available.
B. Overnight Visitors
1. All accommodations for outside groups must be approved in advance by the Superintendent. The person responsible for groups or visitors on campus should obtain such permission.
2. For overnight stays, notify the Supervisor of Plant Services at least one week in advance so that sleeping accommodations can be made.
3. Cost of night lodging for visitors is $10.00 per night.
Revised 4/28/09
4.5 – Use of Facilities ProceduresThe facilities of the Iowa Braille School are reserved for the use by educational programs on campus and for contract services through a lease/use agreement. Use of the facilities for recreation or similar activities can be extended to employees of the Iowa Educational Services for the Blind and Visually Impaired and to outside groups with the written consent of the Superintendent. Employees or groups wishing to use the facilities request them by completing an "Application for Facilities Use" form available in the Business office. Applications should be made at least one week in advance. The following guidelines are used in granting use of the facilities:
A. All Groups:
1. The activity must not interfere with any aspect of education programs, student activities, student welfare, or interfere with employee duties.
2. The activity must not interfere with the needs of those who have an ongoing lease agreement for the use of the facilities.
3. Rental fees can be assessed at the rates established by the Board of Regents. Rental fees will be indicated at the time of request.
B. Employees:
1. Employees shall not use facilities for personal or recreation purposes during their scheduled work hours.
2. Employees may request to use the gymnasium, the weight room, and available exercise bicycles and treadmill.
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3. The swimming pool and therapy pool are available to employees only if they form a group, apply as a group, and conform to all requirements for use of pool by outside groups, or they may participate in any of the activities of outside groups which are open to the public or open to the staff of the Iowa Braille School.
4. The bowling alley is not available for employee use.5. If making a request for use of facilities by "family," family members are generally limited
to mother, father, son(s), daughter(s) and spouse.6. The agency employee must be present when family members are using any IBSSS
facility.
Iowa Educational Services for the Blind and Visually Impaired agency is not responsible for accidents which occur while employees are using equipment or facilities for exercise or recreation. Further, we strongly recommend employees and/or their families consult a physician before taking part in any exercise program.
Revised 08/2013
4.6 – Inclement Weather School Closing ProceduresStatewide Procedures for Itinerant Faculty, Drivers and Consultants.
During inclement weather, when the majority of schools served in the area to which an Itinerant faculty member and driver are assigned, it is expected that the teacher, COMS, and drivers will also observe a snow day. This action allows for the services to students to continue to be delivered on days when school is in session. If a school is still in session, notify the school that you are observing the snow day per the majority of schools in the area and work to arrange your schedule to make up the service at another time. Be sure to have your supervisor’s prior approval for any other action when schools are closed due to inclement weather. A Calendar Change form will need to be completed and sent to your supervisor for approval. Drivers may choose to use vacation or leave of absence without pay. Consultants are to contact their supervisor for direction in the case of school closings due to inclement weather. Options may include an exchange day, a personal day or an alternative work site for the day.
If enough students are available to constitute 2-4 hours of service, a half contract day may be used, making up the other half as appropriate.
Revised 08/2012
4.7 – Sexual Harassment PolicyIt is the goal of Iowa Educational Services for the Blind and Visually Impaired to maintain a positive work environment for its employees. It is the Board of Regents approved policy that no
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staff member may sexually harass another. Any staff member found in violation of this policy will be subject to disciplinary measures.
Harassment on the basis of sex is a violation of Section 703 of Title VII of the Civil Rights Act of 1964. Sexual harassment, considered by law to be a form of sex discrimination, is also prohibited under Title IX of the 1972 Educational Amendments.
Definition - Discrimination because of sex includes harassment. Sexual harassment is unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct or communication of a sexual nature when:
A. Submission to such conduct or communication is explicitly or implicitly a term or condition of employment;
B. Submission to or rejection of such conduct or communication by an individual serves as a basis for employment;
C. Such conduct or communication has the purpose or effect of substantially interfering with an individual's employment or creates an intimidating, hostile or offensive employment environment. Such environment may be created by the following and other such forms of harassment:
1. Verbal harassment may include suggestive or insulting sounds, humor and jokes about sex or gender specific traits, sexual innuendo, sexual propositions, insults, direct or implied threats regarding evaluations, letters of recommendations, etc., expressing double-entendre remarks.
2. Non-verbal harassment may include posters, lewd and pornographic materials, calendars, cartoons, leering, obscene gestures.
3. Physical harassment may include touching, pinching, brushing the body, coerced sexual intercourse, assault, attempted kissing and fondling, and/or blocking movement.
Any staff members who feel their employment or work environments are jeopardized or compromised by another staff member under these guidelines may wish to use the grievance procedures as outlined.
All new faculty and staff shall have the sexual harassment policy and grievance procedure explained to them during orientation to the job. Students, where appropriate, shall receive their orientation during their first week of school in the fall.
Approved by Board of Regents 3/21/1990, Revised 02/1991
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4.8 – Grievance Procedure Under Affirmative Action:These procedures have been established for appeals from alleged acts of discrimination because of race, ethnicity, religion, sex, sexual orientation, gender identity, age, or disability, and for hearing Title IX complaints and sexual harassment complaints.
A. Preliminary Procedures
1. Employees should discuss complaints initially with one of the following staff members: the Director of Human Resources / Affirmative Action Officer or the Regional Director
2. After receiving a complaint, and/or the Regional will report the matter and pertinent details to the Director of Human Resources / Affirmative Action Officer who will then discuss the situation with all parties involved, individually or collectively, in an attempt to resolve the matter.
3. If complainants are not satisfied with the results of these informal efforts, they may then use the formal procedures outlined below. The period for an informal complaint shall not exceed a period of two weeks from filing to resolution unless the deadline is extended by mutual agreement.
B. Formal Procedures
1. Timeliness
a) Formal procedures should be initiated in a timely manner following the alleged occurrence(s) which is (are) being grieved.
b) Under no circumstances shall a formal grievance be considered timely after ninety (90) days from the date(s) of occurrence(s).
2. The Formal Grievance Statement
a) The grievant initiates formal procedures, including a hearing, by filing a formal grievance statement with the Affirmative Action Officer.
b) The grievant, in the formal grievance statement, shall describe the pertinent facts and circumstances of the grievance: alleged incidents and the date(s) of occurrence, persons allegedly involved, and the law, policy, or regulation allegedly violated.
c) The grievant, in the formal grievance, shall also specify the relief being sought.
3. The Hearing Committee
a) Upon receipt of a formal grievance statement, the Affirmative Action Officer shall establish and notify a Hearing Committee composed of three members: the members shall include the Affirmative Action Officer, a Regional Director / director
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whose department is not involved, and one other professional staff member deemed to be uninvolved and neutral based on the grievance statement received.
b) At the initial and subsequent meetings of the Hearing Committee, the Affirmative Action Officer will serve as chairperson. At the initial Hearing Committee meeting, Committee members will discuss arrangements for the hearing.
4. Policies and Procedures Governing the Hearing
a) The chairperson will make necessary arrangements for the hearing(s).b) Each party to the grievance may be represented by an advisor, with or without legal
training.c) The hearing(s) will be closed unless the parties request that it be open.d) The hearing(s) will be informal.
i. Court rules of evidence will not apply. Evidence may be submitted by testimony of witnesses, by written statement of witnesses who cannot be present, by other documents, or in any manner deemed relevant by the chairperson of the Hearing Committee.
ii. All parties to the grievance will be granted a full opportunity to present their sides of the case, and witnesses in their behalf, without resort to formal rules of procedure.
iii. Members of the Hearing Committee, and the advisors, may question witnesses for pertinent information.
e) The Hearing Committee shall have the right to continue the hearing at a later date if further deliberation is necessary to arrive at a decision.
f) A tape recording shall be made of the hearing and shall be kept in the Affirmative Action Officer's office for one calendar year subsequent to the hearing.
5. Disposition of the Formal Hearing
a) The Affirmative Action Officer shall submit committee findings and recommendations to the Superintendent for final action within five days of the close of the hearing. In the event the Superintendent is indicated in the Committee's proceedings, the Committee's findings, without recommendations, shall be forwarded to the President of the Board of Regents.
b) Hearing Committee recommendations shall speak to (1) the validity of the grievance or complaint, whether the grievant was indeed wronged and, if so, to what degree; and to the appropriateness of the relief sought by the grievant.
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c) Recommendations of the Hearing Committee shall be by majority vote of the committee membership.
C. Disposition of the Grievance
1. The Superintendent shall render a written decision within twenty-five (25) days of receipt of the Hearing Committee recommendations. The decision shall be mailed by ordinary mail or delivered to the Hearing Committee members, and to both parties to the grievance and their advisors.
2. In arriving at a decision, the Superintendent shall review the records and tape recording of the hearing, and shall give careful consideration to the recommendations of the Hearing Committee. The disposition of the grievance shall be remedial in nature, appropriate to the Code of Conduct of the institution, and consistent with the authority of the Superintendent. Such a disposition may include such sanctions as:
a) Official reprimand.b) Suspension with or without pay for a designated period up to one (1) semester (four
months for staff members serving on other than an academic schedule).c) Termination in accordance with prevailing institution personnel procedures or
applicable collective bargaining contracts.
3. In the event an appeal is sought from the Superintendent's decision, request for review by the Board of Regents must be made within fifteen (15) days of the Superintendent's decision. The request for review shall be a letter addressed to the Superintendent and mailed by ordinary mail or delivered to the Superintendent's Office within said period of time.
Approved by Board of Regents 03/21/1990Revised 08/19/2003
4.9 – Employee Code of ConductAll staff members are expected to act in the most prudent and exemplary manner possible in order to successful carry out the mission of the Iowa Educational Services for the Blind and Visually Impaired. All employees are reminded that it is essential to set good role models for our students and maintain a harmonious working relationship within the work force. Examples of violations of the staff code of conduct are outlined below. They are provided as examples and should not be considered all-inclusive. Bargaining unit employees will be disciplined in accordance with the negotiated agreement. The agency subscribes to the principle of progressive discipline.
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A. Examples of Level I Violations - Verbal reprimand by the Department Head.
1. Demonstrated inefficiency or inability to perform job.2. Arriving at work after approved scheduled start time or leaving work before approved
scheduled quitting time.3. Abuse of break or meal periods.4. Personal or discourteous use of school phone and technology service.5. Making false or malicious statements concerning other employees, supervisory staff, or
the department.6. Personal unreimbursed use of the agency photocopy machines.7. Unauthorized posting or removing of notices, signs, posters, or similar materials.8. Violation of health and sanitation procedures, directions and requirements, including
littering or creating unsanitary conditions.9. Engaging in any outside activities or employment which may impair the employees'
independence of judgment or ability to perform duties as employees of the state.10. Transacting business as an employee of the state with any business entity in which the
employee has an interest, except as authorized by law.11. Soliciting or accepting unauthorized compensation, reward, gratuity or gift of any kind of
value for any matter related to the employee's job as an employee of the state.12. Selling or buying commercial or private products or services on state time or premises.13. Unauthorized solicitation of funds or donation for any purpose on state time.14. Unauthorized distribution of printed matter on state premises.15. Unauthorized possession, lending, borrowing, or duplication of keys or government
credit cards, careless or improper use of keys or credit cards, or failure to report promptly the loss of keys or credit cards.
16. Dress or grooming which is inappropriate or unsanitary for the employee's specific assignment.
17. Failure to submit to inspection any personal packages taken from the employee's work area upon the request of a supervisor.
18. Loaning or giving a student money or other goods without permission of a supervisor.19. Repeated Level I Violations may warrant a Level II disciplinary action.
B. Examples of Level II Violations - Official warning from the Department Head, notification of the warning placed in the personnel file and possible suspension, in accordance with applicable rules or negotiated agreement.
1. Encouraging or condoning students' violation of rules or insubordination to staff.2. Unauthorized absence or leaving work site without approval.
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3. Insubordination.4. Sleeping on duty, not involving student safety.5. Willful neglect resulting in serious damage to equipment, materials, facilities, or harm to
another person.6. Failure to report on-job accident within 48 hours (two days).7. Failure to report lost time for Worker Compensation claim.8. Failure to provide needed information about accident.9. Excessive tardiness.10. Unauthorized use of school facilities or equipment.11. Not presenting doctor's statement when required.12. Failure to report accident or provide necessary information to Human Resources.13. Inducing others to violate rules.14. Gambling while on the job15. Failure to observe all safety rules and practices, including the use of protective
equipment and clothing or in the operation of vehicles and equipment.16. Disclosure of confidential information and records to unauthorized personnel.17. Giving false reason for absence.18. Failure to observe smoking regulations.19. Loafing, loitering, or engaging in unauthorized personal business or visiting.20. Abuse of sick leave.21. Repeated Level II Violations may warrant a Level III disciplinary action.
C. Examples of Level III Violations - Probable immediate dismissal in accordance with applicable rules or negotiated agreement.
1. Violation of Child Abuse/Neglect policy.2. Stealing.3. Lewd conduct on campus.4. Job abandonment.5. Sexually harassing a fellow employee.6. Falsifying personnel or payroll records.7. Failure to get or return from required leave of absence8. Trafficking in alcohol or drugs.9. Attempt to or assist to file Worker Compensation claim for non-work injury.10. Provide students with alcohol, drugs, etc.11. Charge with a crime, the nature of which would affect the employee's ability to perform
his/her job.12. Starting a fight.
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13. Reporting to work in intoxicated condition.14. Sleeping on duty, involving student safety.15. Possession of lethal weapon, alcohol or illegal drugs.16. Willful damage to property.17. Threatening physical violence.18. Gross negligence or safety violation which would result in serious injury or death.19. Using prohibited disciplinary procedure with student (those which cause physical pain or
discomfort).20. Intentionally falsifying records or giving false information to other government agencies
or private organizations or to employees responsible for record keeping.21. Student relationship based on physical, sexual or romantic attraction.22. Intimidating, interfering with, or using abusive or profane language toward others,
including ethnic slurs. 23. The rights of grievance and appeal are not superseded by this policy.
4.10 – Right to Grievances and AppealsA grievance is a matter of dispute between a staff member and another staff member, supervisor, the school or its administration arising from what is believed to be an infraction of established policies or procedures governing terms of employment, working conditions, hours of work, compensation, or similar matters.
The agency, wishing to afford every opportunity for the resolving of grievances, has developed step-by-step procedures which, starting on the supervisory level, permit a review of unresolved grievances by progressively higher authority, culminating with the Board of Regents. The school's formal appeal procedures recognize appeals from personnel actions relating to rejection or acceptance of application, examination procedure, classification of a position, dismissal, suspension or demotion, alleged act of discrimination, and such other personnel grievances as institution rules and regulations provide. The channels for an employee to use in appeal to higher authority are:
A. The immediate supervisorB. The Regional Director / Department Head (written statement)C. The Resident Merit Director (for Merit employees)D. The Superintendent of the school
Pursuant to the Board of Regents Procedural Guide, Section 4.25, employees may request the Board of Regents review final institutional decisions on appeals. The Board of Regents may, at its discretion, review the case and determine the rights of the employees covered by these rules and regulations. (Employees desiring specific grievance procedures may secure same from
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immediate supervisors, Regional Directors / department heads or the Director of Human Resources upon request.)
4.11 – Anti-Bullying/Harassment Policy and Procedure (cross-published as 6.1)A. Anti-Bullying/Harassment Policy
1. General Policy Statement
Harassment and bullying of students and employees are against federal, state and local policy, and are not tolerated by the agency. The agency is committed to providing all students with a safe and civil learning environment in which all members of the community are treated with dignity and respect. To that end, the agency has in place policies, procedures, and practices that are designed to reduce and eliminate bullying and harassment as well as processes and procedures to deal with incidents of bullying and harassment. Bullying and harassment of students by other students, by agency employees, and by volunteers who have direct contact with students will not be tolerated.
The agency prohibits harassment, bullying, hazing, or any other victimization, of students, based on any of the following actual or perceived traits or characteristics, including but not limited to, age, color, creed, national origin, race, religion, marital status, sex, sexual orientation, gender identity, physical attributes, physical or mental ability or disability, ancestry, political party preference, political belief, socioeconomic status, or familial status. Harassment against employees based upon the employee’s race, color, creed, sex, sexual orientation, gender identity, national origin, religion, age or disability is also prohibited.
This policy is in effect while students or employees are on property within the jurisdiction of the agency; while on agency-owned or agency-operated vehicles; while attending and engaged in agency-sponsored activities; if the misconduct directly affects the good order, efficient management and welfare of the agency.
If after an investigation a student is found to be in violation of this policy, the student shall be disciplined by appropriate measures which may include suspension or termination of program participation. If after an investigation an agency employee is found to be in violation of this policy, the employee shall be disciplined by appropriate measures which may include termination. If after an investigation a school volunteer is found to be in violation of this policy, the volunteer shall be subject to appropriate measures which may include exclusion from school grounds. “Volunteer” means an individual who has contact with students.
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When looking at the totality of the circumstances, harassment and bullying mean any electronic, written, verbal, or physical act or conduct toward a student which is based on any actual or perceived trait or characteristic of the student and which creates an objectively hostile environment that meets one or more of the following conditions:
a) Places the student in reasonable fear of harm to the student’s person or property;b) Has a substantially detrimental effect on the student’s physical or mental health;c) Has the effect of substantially interfering with the student’s academic performance;
ord) Has the effect of substantially interfering with the student’s ability to participate in
or benefit from the services, activities, or privileges provided by the agency.
“Electronic” means any communication involving the transmission of information by wire, radio, optical cable, electromagnetic, or other similar means. “Electronic” includes but is not limited to communication via electronic mail, internet-based communications, pager service, cell phones, electronic text messaging or similar technologies.
2. Examples of Harassment and Bullying
Harassment and bullying may include, but are not limited to, the following behaviors and circumstances:
a) Verbal, nonverbal, physical or written harassment, bullying, hazing, or other victimization that have the purpose or effect of causing injury, discomfort, fear, or suffering to the victim;
b) Repeated remarks of a demeaning nature that have the purpose or effect of causing injury, discomfort, fear, or suffering to the victim;
c) Implied or explicit threats concerning one's grades, achievements, property, etc. that have the purpose or effect of causing injury, discomfort, fear, or suffering to the victim;
d) Demeaning jokes, stories, or activities directed at the student that have the purpose or effect of causing injury, discomfort, fear, or suffering to the victim; and/or
e) Unreasonable interference with a student's performance or creation of an intimidating, offensive, or hostile learning environment.
3. Examples of Student-Specific Harassment and Bullying
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In situations between students and agency officials, faculty, staff, or volunteers who have direct contact with students, bullying and harassment may also include the following behaviors:
a) Requiring that a student submit to bullying or harassment by another student, either explicitly or implicitly, as a term or condition of the targeted student’s education or participation in school programs or activities; and/or
b) Requiring submission to or rejection of such conduct as a basis for decisions affecting the student.
4. Examples of Sexual Harassment
Sexual harassment means unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when:
a) Submission to the conduct is made either implicitly or explicitly a term or condition of the student’s education or benefits;
b) Submission to or rejection of the conduct by a school employee is used as the basis for academic decisions affecting that student; or
c) The conduct has the purpose or effect of substantially interfering with the student’s academic performance by creating an intimidating, hostile, or offensive education environment.
5. Reporting and Investigating Complaints of Harassment and Bullying
Any person who promptly, reasonably, and in good faith reports an incident of bullying or harassment under this policy to a school official, shall be immune from civil or criminal liability relating to such report and to the person’s participation in any administrative, judicial, or other proceeding relating to the report. Individuals who knowingly file a false complaint may be subject to appropriate disciplinary action.
Retaliation against any person, because the person has filed a bullying or harassment complaint or assisted or participated in a harassment investigation or proceeding, is also prohibited. Individuals who knowingly file false harassment complaints and any person who gives false statements in an investigation shall be subject to discipline by appropriate measures, as shall any person who is found to have retaliated against another in violation of this policy. Any student found to have retaliated in violation of this policy shall be subject to measures up to, and including, suspension and expulsion. Any agency employee found to have retaliated in violation of this policy shall be subject to measures up to, and including, termination of employment. Any school volunteer
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found to have retaliated in violation of this policy shall be subject to measures up to, and including, exclusion from agency grounds/programs.
The agency will promptly and reasonably investigate allegations of bullying or harassment. The Superintendent or designee will be responsible for handling all complaints by students alleging bullying or harassment. The Director of Human Resources will be responsible for handling all complaints by employees alleging bullying or harassment.
The Superintendent also is responsible for organizing training programs for students, school officials, faculty, staff, and volunteers who have direct contact with students. The training will include how to recognize harassment and what to do in case a student is harassed. It will also include proven effective harassment prevention strategies. The Superintendent will also develop a process for evaluating the effectiveness of the policy in reducing bullying and harassment in the agency.
The agency will annually publish this policy and report any updates. The policy may be publicized by the following means:
a) Inclusion in the employee handbookb) Inclusion in the registration materialsc) Inclusion on the agency’s website,
and a copy shall be made to any person at the central administrative office of the Iowa Braille School at Old Main, 1002 G Avenue, Vinton, Iowa 52349.
B. Anti-Harassment/Bullying Investigation Procedures
1. Procedure for Notification of Suspected or Reported Student-to-Student Bullying, Sexual Harassment or Abuse
Any staff member with knowledge of REPORTED or SUSPECTED student to student bullying, sexual harassment, or abuse should complete the following steps:
a) Assure the child’s safetyb) Secure medical attention for the student if necessaryc) Complete and file an Emergency, Accident, Incident report formd) Notify the Superintendent in person or by phone
Steve Gettel, SuperintendentMobile: 406-899-0956
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Alternatively, if the Superintendent is off campus, you may notify:
Justin Ruegg, Director of Human ResourcesOffice: 319-472-5221, Ext. 1226Mobile: 319-213-3728
Carla Morrow, Director of Extended LearningOffice: 319-472-5221, Ext. 1228Mobile: 319-310-8597
If it is necessary to prevent contact between students as a result of a report or suspected incident, staff will be notified. Please contact Superintendent if you need further information about this procedure.
2. Procedure for Individuals Who Feel They Have Been Bullied or Harassed
Individuals who feel that they have been harassed or bullied should:
a) Communicate to the harasser that the individual expects the behavior to stop, if the individual is comfortable doing so. If the individual wants assistance communicating with the harasser, the individual should ask a teacher, staff member or administrator to help.
b) If the harassment does not stop, or the individual does not feel comfortable confronting the harasser, the individual should:
i. tell a teacher, staff member or administrator; and
ii. write down exactly what happened, keep a copy and give another copy to the teacher, staff member or administrator including;
a. what, when and where it happened;b. who was involved;c. exactly what was said or what the harasser did;d. witnesses to the harassment;e. what the student said or did, either at the time or later;f. how the student felt; and g. how the harasser responded.
3. Procedure for Filing Complaint of Harassment or Bullying
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An individual who believes that the individual has been harassed or bullied will notify Superintendent Steve Gettel (regarding students). An individual who believes that the individual has been harassed or bullied will notify the designated investigator or the Director of Human Resources, (regarding employees or volunteers). The alternate investigator is the Director of Extended Learning. The investigator may request that the individual complete the Harassment/Bullying Complaint form and turn over evidence of the harassment, including, but not limited to, letters, tapes, or pictures. The complainant shall be given a copy of the completed complaint form. Information received during the investigation is kept confidential to the extent possible.
The investigator or the alternate investigator has the authority to initiate an investigation in the absence of a written complaint.
4. Procedure for Investigating Suspected Harassment or Bullying
The investigator will reasonably and promptly commence the investigation upon receipt of the complaint. The investigator will interview the complainant and the alleged harasser. The alleged harasser may file a written statement in response to the complaint. The investigator may also interview witnesses as deemed appropriate.
Upon completion of the investigation, the investigator will make written findings and conclusions as to each allegation of harassment and report the findings and conclusions to the Superintendent. The investigator will provide a copy of the findings of the investigation to the Superintendent.
5. Procedure for Resolution of the Complaint
Following receipt of the investigator's report, the Superintendent may investigate further, if deemed necessary, and make a determination of any appropriate additional steps which may include discipline.
Prior to the determination of the appropriate remedial action, the Superintendent may, at the Superintendent's discretion, interview the complainant and the alleged harasser. The Superintendent will file a written report closing the case and documenting any disciplinary action taken or any other action taken in response to the complaint. The complainant, the alleged harasser and the investigator will receive notice as to the conclusion of the investigation. The Superintendent will maintain a log of information necessary to comply with Iowa Department of Education reporting procedures.
6. Points to Remember in the Investigation
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a) Evidence uncovered in the investigation is confidential.b) Complaints must be taken seriously and investigated.c) No retaliation will be taken against individuals involved in
the investigation process.d) Retaliators will be disciplined up to and including
suspension and expulsion.
7. Conflicts
If the investigator is a witness to the incident, the alternate investigator shall investigate.
Legal References:
Iowa Code No. 10420 U.S.C. §§ 1221-1234i (2004).29 U.S.C. § 794 (1994).42 U.S.C. §§ 2000d-2000d-7 (2004).42 U.S.C. §§ 12001 et. seq. (2004).Senate File 61, 1st Regular Session, 82nd General Assembly, (2007). Iowa Code §§ 216.9; 280.3 (2007).281 I.A.C. 12.3(6).
Cross References:
403.6 Harassment502 Student Rights and Responsibilities503 Student Discipline506 Student Records
Approved 7/16/07Revised 08/2013
4.12 – Student to Student Sexual Misconduct Policy (Removed – See Policy 6.3)
4.13 – Pandemic Influenza PlanningA. In the event of an influenza pandemic, Maintain Ongoing, Frequent Communication:
1. With the Department of Public Health to coordinate appropriate response to the pandemic, under the direction of the Superintendent and Director of Extended Learning
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2. With on-campus program staff and facility staff regarding student assessment, disinfecting, hygiene, etc. to ensure total school responsiveness and safety, under the direction of the Superintendent and the Crisis Management Team.
3. With all staff, parents, and students to alert them of the situation and the school’s response per the Crisis Management and Crisis Communication Plan, under the direction of the Superintendent and the Crisis Management Team
4. From the Health Care Providers to all staff of current pandemic status and protocol. The Health Care Providers and/or administration will:
a) Educate employees, students, parents and visitors on how to stop the spread of the virus (frequent hand washing, cough/sneeze etiquette, spacing).
b) Provide frequent notices documenting ways to reduce the spread of the virus, including information posted campus-wide and on the web board.
c) Monitor, control and deny access if necessary to staff, students and visitors to the facility, if they have or appear to have symptoms of influenza.
d) Send information to parents immediately regarding signs of the illness and how to stop the spread of the virus.
e) Call parents to take sick children home as needed.
B. Reduce the spread of the virus
1. Provide sufficient and accessible infection prevention supplies (soap, alcohol based hand hygiene products, tissues and appropriate receptacles) to all students and staff at all times.
2. Educate all staff and students re: hand washing, sneeze and cough procedures and etiquette, etc. as above.
3. Ensure that all staff and students know and do the following:a) Shared work areas such as desktops, tables, door knobs, stair rails, etc. should be
cleaned with soap and water or a disinfectant at least daily, more often if possible.b) Telephones should not be shared.c) Increase ventilation to rooms.
4. Student spacing
a) Space students’ work stations three feet apart, in small pods, or clustersb) Discourage congregation in hallways, lunch rooms, etc.c) Stagger bus routes, and use the full size school bus so students can be spread out in
the seats and/or use more cars assigned as school buses with one to two students per car
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d) Limit group activities and interaction between classese) Cancel gym classes or other school activities that place individuals in close proximityf) Arrange for separate transportation of ill students if needed to get them safely
home.
C. Provide services and information from the Health Care Providers
1. Provide ongoing assessment of students and staff for symptoms of illness
a) Note / document all instances of illness
2. Isolate symptomatic students
a) Coordinate identification of students with the local Medical Director (Dr. Meeker), Benton County Public Health, and the State of Iowa Department of Public Health (IDPH).
i. Conduct testing procedures recommended by IDPH or the center for Disease Control (CDC).
b) Coordinate calling parents to take their ill students home immediately.
c) Educate staff members, students and parents of students re: baselines for staying home and when they may return to school.
i. days after onset of symptoms, orii. 24 hours after symptom free
Approved by the Board of Regents, 04/2009
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SECTION 5 – STUDENT RELATED POLICIES AND PROCEDURES5.1 – Student Ombudsman (section deleted)
5.2 – Student/Staff Relations PolicyAs an agency for students with disabilities, it is critical that relationships between staff members and students be maintained on an impartial, professional basis at all times. As responsible adults, staff members are expected to control their relationships with students constantly. It is recognized and encouraged that all staff members will maintain very supportive, nurturing attitudes toward all students within the context of their professional responsibilities.
Staff members shall not allow any of the following relationships to develop with any student.
A. Providing students with alcohol, drugs, or other dangerous items prohibited by school rules at any time.
B. Any relationship based on physical, sexual or romantic attraction.C. Encouraging or condoning students to violate any school rule or to be insubordinate to staff.D. Showing favoritism or giving inappropriate attention to a student in or outside the school
setting.E. Any inappropriate relationship which promotes or encourages an undesirable emotional
dependency on the staff member by the student.
To protect both the students and the staff, it is the policy of Iowa Educational Services for the Blind and Visually Impaired that students be transported to and from approved activities in school-owned vehicles, except in cases of emergency.
Approved by State Board of Regents May 25, 1988Amended and Approved by the Board March 17, 1993
Revised 08/2013
5.3 – Student Discipline PolicyA. Extended Learning Program and camp expectations as well as policies and procedures for
discipline, should be clearly communicated to staff and students.
1. Rules will be listed and posted in each instructional environment.2. Rules and Lists of Expectations, as written, will be reviewed orally with students.3. Policies and Procedures for Discipline will be reviewed orally with students.
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B. Policy on Discipline: Routine discipline involving minor infractions of rules or inappropriate conduct which are not serious enough to report to the supervisor or administrator and from which consequences involve only minimal control or time are considered routine and can normally be handled by staff. Violation of rules, expectations or conduct considered sufficiently serious by a staff shall report the violation to the program director.
C. Policy on Corporal Punishment and Aversive Therapy: Corporal Punishment and Aversive Therapy are forbidden. The agency actively supports the state posture concerning child abuse. The agency subscribes to the Code of Iowa concerning child abuse and neglect and will report all incidents immediately. The agency will cooperate fully with investigations of this type.
D. Students will conduct themselves in a manner fitting to their age level and maturity and with respect and consideration for the rights of others while on agency property, on operated vehicles and while attending or engaged in extended learning program activities or other related agency programs. Consequences for misconduct will be fair and developmentally appropriate in light of the circumstances.
Students who fail to abide by this policy, and the administrative regulations supporting it, may be disciplined for conduct which disrupts or interferes with the program; conduct which disrupts the orderly and efficient operation of the agency or program activity; conduct which disrupts the rights of other students to participate in or obtain their education; conduct that is violent or destructive; or conduct which interrupts the maintenance of a disciplined atmosphere.
E. Student Code of Conduct – Iowa Code 503.4:
Participation in school activities is a privilege. School activities provide the benefits of promoting additional interests and abilities in the students during their school years and for their lifetimes.
Students who participate in extracurricular activities serve as ambassadors of the state throughout the calendar year. Students who wish to have the privilege of participating in extracurricular activities must conduct themselves in accordance to agency policy and must refrain from activities which are illegal, immoral or unhealthy.
Students who fail to abide by this policy and the administrative regulations supporting it may be subject to disciplinary measures. The Superintendent will keep records of violations of the good conduct rule.
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Revised 08/2013
5.4 – Student Code of ConductThe State Board of Regents and the Iowa Educational Services for Blind and Visually Impaired offers a variety of extra-curricular activities designed to enhance opportunities for expanded core curriculum learning. Students who participate in extracurricular participation serve as ambassadors of the state of Iowa and represent their respective school districts. Participation in these activities is a privilege, conditioned upon meeting the eligibility criteria established by the board, administration, and individual activity coaches and sponsors. The following activities are covered by the board’s policy and these rules: Athletics, speech contests, cheerleading or any other activity participation outside the classroom. To retain eligibility for participation in Iowa Educational Services for Blind and Visually Impaired extracurricular activities, students must conduct themselves as good citizens both in and out of school at all times. Visually impaired students attending any school in the state may compete on the Iowa team contingent on the student meeting Iowa Athletic Association eligibility guidelines.
Students who are enrolled in the 7th grade, or whose 14th birthday occurs before September 1, are considered eligible for NCASB competition. Students whose 21st birthday occurs before September 1st shall be ineligible for further NCASB varsity competition. Those students whose birthday occurs on or before September 1st are considered eligible until the end of the member school's current year. Within age and grade limitations, students are limited to six seasons of participation in a sport/activity.
A student may lose eligibility to compete for IESBVI under the Good Conduct Rule for any of the following behaviors:
A. possession, use or purchase of tobacco products, regardless of the student’s age;B. possession, use, or purchase of alcoholic beverages, including beer and wine ("use" includes
having the odor of alcohol on one’s breath);C. possession, use or purchase of illegal drugs or the unauthorized possession, use or purchase
of otherwise lawful drugs;D. engaging in any act that would be grounds for arrest or citation in the criminal or juvenile
court system, excluding minor traffic offenses, regardless of whether the student was cited, arrested, convicted, or adjudicated for the act(s);
E. Inappropriate or aversive behavior that jeopardizes the safety of the group, which includes bullying and sexual misconduct
F. Engaging in any of the above noted infractions may impact further participation in extra-curricular activities with the organization.
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5.5 – Policy and Procedures for Student-Involved Emergencies, Accidents and IncidentsA. General Policy
When a student becomes ill or is injured, the agency will attempt to notify the student's parents as soon as possible.
The agency, while not responsible for medical treatment of an ill or injured student, will have employees present administer emergency or minor first aid if possible. An ill or injured child will be turned over to the care of the parents or qualified medical employees as quickly as possible.
It is the responsibility of the program director to file an accident report with the Director of Extended Learning within twenty-four hours after the student is injured.
Annually, parents are required to complete a medical treatment authorization form indicating the procedures to be followed, if possible, in an emergency involving their child. The authorization form will also include the phone numbers of the parents and alternative numbers to call in case of an injury or illness.
Reporting Requirements: All student emergencies, accidents and incidents must be reported:
1. Emergencies: In cases of student health emergencies on campus, the Health Center nurse will contact the appropriate agency or department (i.e. ambulance, physician) and will notify the appropriate administrator. If a nurse is not on duty, the supervisor on duty will make any needed calls.
2. Any and all accidents involving students must be reported.3. Any and all incidents which threaten or harm a student must be
reported.4. Injuries to Staff Procedures: Within twenty-four (24) hours of the
accident / injury, file a Worker's Compensation "Employee First Report of Injury" form with Human Resources. You will then be directed to medical care. Any property damage should be reported to Human Resources and the Business Office.
B. General Procedure
1. Upon observing an emergency, accident or incident, take appropriate action. (e.g., evacuate building, pull fire alarm, render first aid, give assistance, etc.)
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2. Report on campus emergencies and accidents immediately to the Health Center or Program Director. Staff serving off campus will report to their Regional Director.
3. Report orally to your supervisor or administrator in charge (e.g., Regional Director, Director of Extended Learning, Superintendent or designee).
4. Report in writing on an "Emergency, Accident and Incident Report" form available on campus from the Director of Extended Learning and available on the IESBVI website. Written reports regarding on campus students should be submitted to the Director of Extended Learning within twenty-four (24) hours. Written reports regarding students served in public schools must be reported to the Regional Director within twenty-four (24) hours. Reports of suspected child abuse must be made to the Superintendent immediately with written reports of suspected child abuse filed with the Superintendent within twenty-four (24) hours. All written reports of all emergencies, accidents, and incidents must include the names of students; date, time and location of incident; attending staff; description of incident (describe the accident or incident, behavior or activity of individual immediately prior to and at the time of the incident, circumstances related to the incident); action taken and the names of any witnesses. The form must be signed and dated.
5. All staff are encouraged to follow school-based policies and procedures regarding accidents and incidents in accordance with their AEA/LEA. Students that have specific Behavior Intervention Plans should be followed as indicated on the Behavior Intervention Plan on their Individualized Education Plan.
5.6 – Student Search PolicyIowa Educational Services for the Blind and Visually Impaired recognizes the right to privacy of students registered for an extended learning program. It also recognizes that under extenuating circumstances, a search of a student's room and other private areas may be necessary to ascertain whether a criminal offense, rule or expectation has been violated. Because of this dual role of protector and investigatory agent, the following procedures have been adopted regarding student searches.
This policy complies with the requirements Iowa IASB Policy Reference Manual 502.8R1
A. Searches, in general:
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1. Reasonable and Articulable Suspicion: A search of a student will be justified when there are reasonable grounds for the suspicion that the search will turn up evidence that the student has violated or is violating the law.
Reasonable suspicion may be formed by considering factors such as the following:
a) eyewitness observations by employees;b) information received from reliable sources;c) suspicious behavior by the student; or,d) the student's past history although this factor alone is not sufficient to provide the
basis for reasonable suspicion.
8. Reasonable Scope: A search will be permissible in its scope or intrusiveness when the measures adopted are reasonably related to the objectives of the search. Reasonableness of scope or intrusiveness may be determined based on factors such as the following:
a) the age of the student;b) the sex of the student;c) the nature of the infraction; andd) the emergency requiring the search without delay.
B. Types of Searches:
1. Personal Searches
a) A student's person and/or personal effects (e.g., purse, backpack, etc.) may be searched when a school official has reasonable suspicion to believe the student is in possession of illegal or contraband items or has violated policies, rules, regulations or the law affecting the organization or jeopardizing the welfare of others.
b) Personally intrusive searches will require more compelling circumstances to be considered reasonable.
i. Pat-Down Search: If a pat-down search or a search of a student's garments (such as jackets, socks, pockets, etc.) is conducted, it will be conducted in private by a school official of the same sex as the student and with another adult witness of the same sex present, when feasible.
ii. A more intrusive search, short of a strip search, of the student's person, handbags, book bags, etc., is permissible in emergency situations when the
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health and safety of students, employees, or visitors are threatened. Such a search may only be conducted in private by a school official of the same sex as the student, with an adult of the same sex present unless the health or safety of students will be endangered by the delay which may be caused by following these procedures.
c) The contents of a student's room (coat, backpack, purse, etc.) may be searched when an official has reasonable and articulable suspicion that the contents contain illegal or contraband items or evidence of a violation of law. Such searches should be conducted in the presence of another adult witness when feasible. IASB Series 500 Student Code no. 502.8
2. Exclusion of Evidence
Material or evidence obtained directly or indirectly as a result of a search conducted in violation of this chapter is inadmissible in a criminal proceeding against a student.
9. Notification of Parents
The agency will attempt to notify parents/guardians prior to any search. However, a search without parent/guardian notification will be conducted according to the above procedures if the situation warrants such action.
Legal Reference: Iowa Code 279.8 and 279.9 and 808A.1, 808A.2, 808A.3, 808A.4Approved by Board of Regents 06/27/1990
Revised 08/2013
5.7 – Photography & Videotape ProceduresA. Purposes
1. To ensure reasonable privacy to the children and youth served by the Iowa Educational Services for the Blind and Visually Impaired.
2. While providing a system for recording, through photographs and video, student programs, and staff training and development,
3. and to remain responsible, efficient, and economical in the production of appropriate photographs and videos.
B. Approval and Coordination
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All photography and videotaping of students occurring at Iowa Educational Services for the Blind and Visually Impaired or in the state will be approved in advance by the Regional Administrator or Superintendent.
C. Release Authorizations
As part of the registration process, parents and guardians are asked to sign a release granting the Iowa Educational Services for the Blind and Visually Impaired permission to photograph and/or videotape their children. The release also grants permission to publish the materials. Only students whose parents have signed a release shall be photographed/videotaped. The Project Coordinator will have a current list of students' status concerning the release.
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SECTION 6 – STUDENT RELATED POLICIES AND PROCEDURES (continued)
6.1 – Anti-Bullying/Harassment Policy and Procedure (cross-published as 4.11)A. Anti-Bullying/Harassment Policy
1. General Policy Statement
Harassment and bullying of students and employees are against federal, state and local policy, and are not tolerated by the agency. The agency is committed to providing all students with a safe and civil learning environment in which all members of the community are treated with dignity and respect. To that end, the agency has in place policies, procedures, and practices that are designed to reduce and eliminate bullying and harassment as well as processes and procedures to deal with incidents of bullying and harassment. Bullying and harassment of students by other students, by agency employees, and by volunteers who have direct contact with students will not be tolerated.
The agency prohibits harassment, bullying, hazing, or any other victimization, of students, based on any of the following actual or perceived traits or characteristics, including but not limited to, age, color, creed, national origin, race, religion, marital status, sex, sexual orientation, gender identity, physical attributes, physical or mental ability or disability, ancestry, political party preference, political belief, socioeconomic status, or familial status. Harassment against employees based upon the employee’s race, color, creed, sex, sexual orientation, gender identity, national origin, religion, age or disability is also prohibited.
This policy is in effect while students or employees are on property within the jurisdiction of the agency; while on agency-owned or agency-operated vehicles; while attending and engaged in agency-sponsored activities; if the misconduct directly affects the good order, efficient management and welfare of the agency.
If after an investigation a student is found to be in violation of this policy, the student shall be disciplined by appropriate measures which may include suspension or termination of program participation. If after an investigation an agency employee is found to be in violation of this policy, the employee shall be disciplined by appropriate measures which may include termination. If after an investigation a school volunteer is found to be in violation of this policy, the volunteer shall be subject to appropriate
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measures which may include exclusion from school grounds. “Volunteer” means an individual who has contact with students.
When looking at the totality of the circumstances, harassment and bullying mean any electronic, written, verbal, or physical act or conduct toward a student which is based on any actual or perceived trait or characteristic of the student and which creates an objectively hostile environment that meets one or more of the following conditions:
a) Places the student in reasonable fear of harm to the student’s person or property;b) Has a substantially detrimental effect on the student’s physical or mental health;c) Has the effect of substantially interfering with the student’s academic performance;
ord) Has the effect of substantially interfering with the student’s ability to participate in
or benefit from the services, activities, or privileges provided by the agency.
“Electronic” means any communication involving the transmission of information by wire, radio, optical cable, electromagnetic, or other similar means. “Electronic” includes but is not limited to communication via electronic mail, internet-based communications, pager service, cell phones, electronic text messaging or similar technologies.
2. Examples of Harassment and Bullying
Harassment and bullying may include, but are not limited to, the following behaviors and circumstances:
a) Verbal, nonverbal, physical or written harassment, bullying, hazing, or other victimization that have the purpose or effect of causing injury, discomfort, fear, or suffering to the victim;
b) Repeated remarks of a demeaning nature that have the purpose or effect of causing injury, discomfort, fear, or suffering to the victim;
c) Implied or explicit threats concerning one's grades, achievements, property, etc. that have the purpose or effect of causing injury, discomfort, fear, or suffering to the victim;
d) Demeaning jokes, stories, or activities directed at the student that have the purpose or effect of causing injury, discomfort, fear, or suffering to the victim; and/or
e) Unreasonable interference with a student's performance or creation of an intimidating, offensive, or hostile learning environment.
3. Examples of Student-Specific Harassment and Bullying
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In situations between students and agency officials, faculty, staff, or volunteers who have direct contact with students, bullying and harassment may also include the following behaviors:
a) Requiring that a student submit to bullying or harassment by another student, either explicitly or implicitly, as a term or condition of the targeted student’s education or participation in school programs or activities; and/or
b) Requiring submission to or rejection of such conduct as a basis for decisions affecting the student.
4. Examples of Sexual Harassment
Sexual harassment means unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when:
a) Submission to the conduct is made either implicitly or explicitly a term or condition of the student’s education or benefits;
b) Submission to or rejection of the conduct by a school employee is used as the basis for academic decisions affecting that student; or
c) The conduct has the purpose or effect of substantially interfering with the student’s academic performance by creating an intimidating, hostile, or offensive education environment.
5. Reporting and Investigating Complaints of Harassment and Bullying
Any person who promptly, reasonably, and in good faith reports an incident of bullying or harassment under this policy to a school official, shall be immune from civil or criminal liability relating to such report and to the person’s participation in any administrative, judicial, or other proceeding relating to the report. Individuals who knowingly file a false complaint may be subject to appropriate disciplinary action.
Retaliation against any person, because the person has filed a bullying or harassment complaint or assisted or participated in a harassment investigation or proceeding, is also prohibited. Individuals who knowingly file false harassment complaints and any person who gives false statements in an investigation shall be subject to discipline by appropriate measures, as shall any person who is found to have retaliated against another in violation of this policy. Any student found to have retaliated in violation of this policy shall be subject to measures up to, and including, suspension and expulsion. Any agency employee found to have retaliated in violation of this policy shall be subject to measures up to, and including, termination of employment. Any school volunteer
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found to have retaliated in violation of this policy shall be subject to measures up to, and including, exclusion from agency grounds/programs.
The agency will promptly and reasonably investigate allegations of bullying or harassment. The Superintendent or designee will be responsible for handling all complaints by students alleging bullying or harassment. The Director of Human Resources will be responsible for handling all complaints by employees alleging bullying or harassment.
The Superintendent also is responsible for organizing training programs for students, school officials, faculty, staff, and volunteers who have direct contact with students. The training will include how to recognize harassment and what to do in case a student is harassed. It will also include proven effective harassment prevention strategies. The Superintendent will also develop a process for evaluating the effectiveness of the policy in reducing bullying and harassment in the agency.
The agency will annually publish this policy and report any updates. The policy may be publicized by the following means:
a) Inclusion in the employee handbookb) Inclusion in the registration materialsc) Inclusion on the agency’s website,
and a copy shall be made to any person at the central administrative office of the Iowa Braille School at Old Main, 1002 G Avenue, Vinton, Iowa 52349.
B. Anti-Harassment/Bullying Investigation Procedures
1. Procedure for Notification of Suspected or Reported Student-to-Student Bullying, Sexual Harassment or Abuse
Any staff member with knowledge of REPORTED or SUSPECTED student to student bullying, sexual harassment, or abuse should complete the following steps:
a) Assure the child’s safetyb) Secure medical attention for the student if necessaryc) Complete and file an Emergency, Accident, Incident report formd) Notify the Superintendent in person or by phone
Steve Gettel, SuperintendentMobile: 406-899-0956
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Alternatively, if the Superintendent is off campus, you may notify:
Justin Ruegg, Director of Human ResourcesOffice: 319-472-5221, Ext. 1226Mobile: 319-213-3728
Carla Morrow, Director of Extended LearningOffice: 319-472-5221, Ext. 1228Mobile: 319-310-8597
If it is necessary to prevent contact between students as a result of a report or suspected incident, staff will be notified. Please contact Superintendent if you need further information about this procedure.
2. Procedure for Individuals Who Feel They Have Been Bullied or Harassed
Individuals who feel that they have been harassed or bullied should:
a) Communicate to the harasser that the individual expects the behavior to stop, if the individual is comfortable doing so. If the individual wants assistance communicating with the harasser, the individual should ask a teacher, staff member or administrator to help.
b) If the harassment does not stop, or the individual does not feel comfortable confronting the harasser, the individual should:
i. tell a teacher, staff member or administrator; andii. write down exactly what happened, keep a copy and give another copy to the
teacher, staff member or administrator including;
a. what, when and where it happened;b. who was involved;c. exactly what was said or what the harasser did;d. witnesses to the harassment;e. what the student said or did, either at the time or later;f. how the student felt; and g. how the harasser responded.
3. Procedure for Filing Complaint of Harassment or Bullying
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An individual who believes that the individual has been harassed or bullied will notify Superintendent Steve Gettel (regarding students). An individual who believes that the individual has been harassed or bullied will notify the designated investigator or the Director of Human Resources, (regarding employees or volunteers). The alternate investigator is the Director of Extended Learning. The investigator may request that the individual complete the Harassment/Bullying Complaint form and turn over evidence of the harassment, including, but not limited to, letters, tapes, or pictures. The complainant shall be given a copy of the completed complaint form. Information received during the investigation is kept confidential to the extent possible.
The investigator or the alternate investigator has the authority to initiate an investigation in the absence of a written complaint.
4. Procedure for Investigating Suspected Harassment or Bullying
The investigator will reasonably and promptly commence the investigation upon receipt of the complaint. The investigator will interview the complainant and the alleged harasser. The alleged harasser may file a written statement in response to the complaint. The investigator may also interview witnesses as deemed appropriate.
Upon completion of the investigation, the investigator will make written findings and conclusions as to each allegation of harassment and report the findings and conclusions to the Superintendent. The investigator will provide a copy of the findings of the investigation to the Superintendent.
5. Procedure for Resolution of the Complaint
Following receipt of the investigator's report, the Superintendent may investigate further, if deemed necessary, and make a determination of any appropriate additional steps which may include discipline.
Prior to the determination of the appropriate remedial action, the Superintendent may, at the Superintendent's discretion, interview the complainant and the alleged harasser. The Superintendent will file a written report closing the case and documenting any disciplinary action taken or any other action taken in response to the complaint. The complainant, the alleged harasser and the investigator will receive notice as to the conclusion of the investigation. The Superintendent will maintain a log of information necessary to comply with Iowa Department of Education reporting procedures.
6. Points to Remember in the Investigation
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a) Evidence uncovered in the investigation is confidential.b) Complaints must be taken seriously and investigated.c) No retaliation will be taken against individuals involved in
the investigation process.d) Retaliators will be disciplined up to and including
suspension and expulsion.
7. Conflicts
If the investigator is a witness to the incident, the alternate investigator shall investigate.
Legal References:
Iowa Code No. 10420 U.S.C. §§ 1221-1234i (2004).29 U.S.C. § 794 (1994).42 U.S.C. §§ 2000d-2000d-7 (2004).42 U.S.C. §§ 12001 et. seq. (2004).Senate File 61, 1st Regular Session, 82nd General Assembly, (2007). Iowa Code §§ 216.9; 280.3 (2007).281 I.A.C. 12.3(6).
Cross References:
403.6 Harassment502 Student Rights and Responsibilities503 Student Discipline506 Student Records
Approved 7/16/07Revised 08/2013
6.2 – Student Records Data PolicyStudent records are official records, files, and data directly related to students, including all material incorporated into each student's cumulative record folder and intended for school use or to be available to parties outside the school or school system specifically including, but not necessarily limited to: dates of attendance; academic work completed; level of achievement (grades, standardized test scores); attendance data; assessment information, scores on
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standardized intelligence, aptitude, and psychological tests; interest inventory results; health data; family background information; teacher or counselor ratings and observations; and verified reports of serious or recurrent behavior patterns.
A. Access to Records
1. The parent or legal guardian of a student will have access to these records upon written request to the secretary.
2. The parent or legal guardian will, upon written request to the secretary, have the opportunity to receive an interpretation of the records, have the right to question the data, and, if a difference of opinion is noted, is permitted to file a letter in the cumulative folder stating the dissenting person's position. If further challenge is made to the record, the normal appeal procedures established by school policy will be followed.
3. A student, eighteen years or older, has the right to determine who, outside the school system, has access to the records. Parents of students who are 18 years or older but still dependents for income tax purposes may access the student's records without prior permission of the student.
4. School officials having access to student records are defined as having a legitimate educational interest. A school official is a person employed by the school district as an administrator, supervisor, instructor or support staff member (including health or medical staff and law enforcement unit personnel); a person serving on the school board; a person or company with whom the school district has contracted to perform a special task (such as an attorney, auditor, AEA employee, medical consultant, or therapist); or a parent or student serving on an official committee, such as disciplinary or grievance committee or student assistance team, or assisting another school official in performing his or her tasks.
Recent changes at the state and federal levels require school districts to review their student records policies. The major changes are optional but should be considered by the Board. The first change, which is minor, requires boards to amend their policies to add the U.S. Attorney General’s Office to the list of agencies that can have access to student records without prior parental consent. The second change at the federal level is the definition of directory information. The federal law now considers e-mail addresses, grade level and enrollment status as items that can be considered directory information. 34 C.F.R. pt. 99 .3. Directory information is information which is generally considered to be the public record on a student and the disclosure of which is not generally considered harmful or an invasion of privacy.
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B. Release of Information Outside the School
1. To release student records to other school(s) in which the student intends to enroll, the parents, legal guardian, or eligible student must be notified of the transfer and the kinds of information being released unless the school district annually notifies parents that the records will be sent automatically.
2. Student records may be released to official education and other government agencies only if allowed by state or federal law.
3. To release student records to other persons or agencies, written consent is given by the parent, legal guardian, or a student of majority age. This consent form will state which records are released, to whom they are released, and the reason for the release. A copy of the specific records being released will be made available to the person signing the release form if requested.
4. Before furnishing student records in compliance with judicial orders or pursuant to any lawfully issued subpoena, the school district will make a reasonable attempt to notify the parents, legal guardian, or eligible student are notified in advance.
5. Student records may be shared with juvenile justice agencies with which the school district has an interagency agreement. This information is shared without prior parental consent. The agreement is a public document available for inspection.
C. Hearing Procedures
1. Upon parental request, the school district will hold a hearing regarding the content of a student's records which the parent believes to be inaccurate, misleading, or in violation of the privacy rights of students.
2. The hearing will be held within a reasonable time after receipt of the parent or eligible student's request. The parent or eligible student will receive reasonable advance notice of date, time and place of the hearing.
3. The hearing officer may be an employee of the school district so long as the employee does not have a direct interest in the outcome of the hearing.
4. The parents or eligible student will be given a full and fair opportunity to present evidence relevant to the issues. The parent or eligible student may be represented by an individual at their choice at their own expense.
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5. The hearing officer will render a written decision within a reasonable period after the hearing. The decision will be based upon evidence presented at the hearing and must include a summary of the evidence and the reasons for the decision.
6. The parents may appeal the hearing officer’s decision to the superintendent within 10 business days if the superintendent does not have a direct interest in the outcome of the hearing.
7. The parents may appeal the superintendent's decision, or the hearing officer’s decision if the superintendent was unable to hear the appeal, to the board at the next scheduled board meeting. It is within the discretion of the board to hear the appeal.
D. Public Examination of Agency Records
Public records of the agency may be viewed by the public during the regular business hours of the administration offices of the agency. These hours are 8 a.m. to 4 p.m. Monday through Friday, except for holidays.
Persons wishing to view the agency’s public records will contact the secretary and make arrangements for the viewing. The IESBVI secretary will make arrangements for viewing the records as soon as practicable, depending on the nature of the request.
Persons may request copies of public records by telephone or in writing, including electronically. The agency may require pre-payment of the costs prior to copy and mailing.
Persons wanting copies may be assessed a fee for the copy. Persons wanting compilation of information may be assessed a fee for the time of the employee to compile the requested information. Printing of materials for the public at the expense of the agency will only occur when the event is sponsored by the agency.
Pursuant to Iowa law, the agency has determined certain records need to be confidential as their disclosure could jeopardize the safety of persons or property and include, but are not limited to, the following:
1. Security procedures2. Emergency preparedness
procedures3. Evacuation procedures4. Security codes and passwords
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E. Collection of Data
Surveys or similar data gathering activities shall conform to the appropriate regulations promulgated by the Department of Education. Confidentiality regarding the collection of data will be adhered in accordance with federal, state and local laws.
F. Classification and Maintenance of Data
Student records are stored and maintained electronically
G. Personal Professional Working Notes
Data of this category shall consist of those data maintained in confidential personal notes of professionals in the agency. (Example: teachers, school psychologists, school counselor, school nurses) These data shall be maintained only so long as they are useful to the professionals in contact with the student. These data are not subject to required release to parents or their legal representatives except in compliance with judicial order or orders of administrative agencies where those agencies have the power of subpoena.
H. Computerized Data Banks
Computerized data banks pose special problems of maintenance, security, and access. Procedures developed for dealing with computerized data banks shall be in accord with the following principles:
1. There must be no personal data record keeping system whose very existence is secret.
2. There must be a way for a student to find out what information about the student is in a record and how it is used.
3. There must be a way for a student to prevent information about the student that was obtained for one purpose from being used or made available for other purposes without the student's consent.
4. There must be a way for a student to correct or amend a record of identifiable information about the student.
5. Creating, maintaining, using or disseminating records of identifiable personal data must assure the reliability of the data for their intended use and must take precautions to prevent misuse of the data.
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I. Administrative Responsibility for Student Records
1. The Superintendent or the Superintendent's designee shall be the custodian of all student records. Even though the superintendent designates someone to be custodian of all student records, the Superintendent shall remain primarily responsible for all student records.
2. The Regional Director or designee shall be the custodian of all student records at the department level. Even though the Regional Director designates someone to
be custodian of all records, the Regional Director shall remain primarily responsible for all student records.
3. The Regional Director shall make maximum provision for protection of student records from review by unauthorized personnel and for maximum physical security of such student records.
4. The Regional Director shall ensure that Education staff receives periodic instructions and training regarding the privacy rights of students and parents. The procedure for collection, maintenance, accessibility, dissemination, and retention of student information shall be reviewed periodically for the staff by the Regional Director. A notification to new employees regarding strict confidentiality regulations which are consistent with the federal Family Educational Rights and Privacy Act of 1974 to protect each student’s privacy will be completed at employee orientation for newly hired staff.
5. The school shall maintain, for public inspection, a current listing of the names and positions of those employees in the agency that routinely have access to personally identifiable information.
6. All information released to a court, agency or institution should be directed to a specifically named representative therefrom. Requests for information originating from any federal, state, county or local agency having any legitimate interest in the student's record and exercising the power of judicial order or subpoena may be processed according to these regulations so long as the use is consistent with their statutory powers or responsibility.
A reasonable effort shall be made to give notice of the receipt of the order or subpoena to the student's parents prior to compliance.
J. Notice of Rights
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The agency administration shall cause to be published in appropriate agency publications notification of the rights accorded students and parents under rules governing student records. Notice shall be sent individually in the language of the parent, or non-dependent student over the age of 18, if a language other than English is necessary to communicate notice.
K. Publication of Policy and Rules
Iowa Educational Services for Blind and Visually Impaired shall publish and make available to interested persons upon request copies of policies and rules pertaining to the maintenance of student records.
L. Destruction of Information for Disabled Students
The agency’s administration shall inform parents of disabled children or independent disabled students over 18 years of age when personally identifiable information is no longer needed to provide educational services to the child. The information must be destroyed at the request of the parents. However, a permanent record of a student's name, address and phone number, his or her grades, attendance record, or classes attended, grade level completed, and year completed shall be maintained or deleted within 3 years as the record exists with the local school district and AEA- work on
M. Notification of Student Record Maintenance/Access
1. Record Maintenance
Iowa Educational Services for Blind and Visually Impaired maintains an electronic record on each student in order to facilitate the instruction, guidance and educational progress of the student. The records contain information about the student and his or her education and may include, but are not limited to, the following types of records: identification data, attendance data, record of achievement, family background data, aptitude tests, educational and vocational plans, honors and activities.
The records of each student are maintained electronically and on the campus of the Iowa Educational Services for Blind and Visually Impaired. The persons responsible for maintenance of student records are listed below:
a) Superintendentb) Regional Directorc) Program Coordinatord) TVI/COMS
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2. Record Access
The following persons, agencies and organizations may have restricted access to student records without prior written consent of the parent or student over the age of 18 years. Any other access to student records shall be only upon written consent or upon court order or legally issued subpoena.
a) School officials, teachers, consultants and Area Education Agency (AEA) personnel with a legitimate educational interest
b) Officials of other schools in which the student proposes to enrollc) Representatives of state and local government when auditing and evaluating federal
education programsd) Officials connected with a student's educational financial aid applicationse) Governmental officials to which information is to be reported under state law
adopted prior to November 19, 1974f) Organizations which process and evaluate standardized testsg) Accrediting organizations for accrediting purposesh) Parents of dependent children, regardless of child's agei) Appropriate parties in a health or safety emergency
3. Student and Parent Rights
Students and parents may file with the Department of Education complaints concerning alleged failures of the agency to comply with federal legislation dealing with student records. Correspondence should be addressed to: The Family Educational Rights and Privacy Act Office, Department of Education, Switzer Building, 330 C Street, SW, Washington, DC 20201.
Educators' Responsibilities for Student Records: A Model Policy and Model Rules, Iowa Department of Education, revised 1987.
Approved by the Board of Regents 04/18/1990Revised 08/2013
6.3 – Student to Student Sexual Misconduct PolicyA. General Policy Statement
This policy governs the practices related to student to student sexual misconduct for Iowa Braille and Sight Saving School, Iowa School for the Deaf and special schools programs
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including the Statewide System for Vision Services. The schools and programs will be referred to as special schools throughout this document.
It is the goal of the special schools to maintain positive learning and care environments that are free from sexual misconduct, harassment, abuse, exploitation, intimidation and assault. No student shall engage in any activities of sexual misconduct, harassment, assault abuse, exploitation or intimidation of another student. Any student found in violation of this policy will be subject to disciplinary measures.
It is the purpose and intent of this policy and these procedures to create a uniform procedure for the reporting, investigation, and disposition of allegations of abuse of students directly resulting from the actions of another student. This policy shall not be construed to prevent a victim from seeking administrative or legal remedies under any applicable provision of law.
For the purpose of this policy the alleged act(s) of sexual misconduct which include(s) harassment, abuse, exploitation, intimidation and assault must be alleged to have occurred on school grounds, on school time, on a school-sponsored activity, or in a school-related context in order to be investigated by school personnel. Allegations of sexual misconduct occurring outside of the school jurisdiction may be referred to the appropriate legal authorities. If an investigation reveals that there is a reasonable suspicion that a criminal act of sexual misconduct occurred (e.g. a sexual assault that is punishable by law) a referral may be made by the school authorities to local legal authorities for their further investigation.
Student to student sexual misconduct applies to students of the special schools and minor age students associated with students from the programs. Allegations of sexual misconduct toward students by school employees and other adults are governed by Procedure for Reporting Suspected Child Abuse, Dependent Adult Abuse or Abuse of a Student by a School Employee. The scope of this Student Sexual Misconduct policy is limited to protecting children in prekindergarten and K-12 educational programs and associated programs of the special schools.
“Sexual abuse” means any sexual offense as defined by Iowa Code chapter 709 or Iowa Code section 728.12(1). The term encompasses acts of inappropriate intentional sexual behavior by another student toward a student. Student to student acts of sexual harassment are also governed by policy on Initiations, Hazing, Bullying or Harassment and the accompanying procedure.
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Sexual activity with a minor or between minors, even if consensual, may be determined to be sexual assault or sexual misconduct. Sexual assault may have occurred if one of the parties used physical force to make the other have sexual contact with him/her. Sexual assault may have occurred if one threatened the other to have sexual contact with him/her. Although these actions are not all inclusive, these are actions that when alleged will lead to investigation. The requirements of this policy are not discriminatory regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, age, marital status or disability.
The special schools prohibits retaliatory action against any person filing a complaint of student to student sexual misconduct or against any person cooperating in the investigation of any charge of student to student sexual misconduct. This includes any form of intimidation, threats or harassment. The special schools prohibit an individual from knowingly filing false charges of student to student sexual misconduct. Acts of retaliation and of knowingly filing false charges of student to student sexual misconduct constitute violations of the Student Code, of the Employee Handbook and of this policy and will result in disciplinary action.
Through the investigation process the special schools personnel will make all reasonable efforts to protect the confidentiality of the alleged victim and the alleged violator. The special school’s ability to protect the confidentiality of the involved students will be determined by the degree of threat or of a clear and present danger to the victim or other members of the special school community posed by the accused. To the greatest extent possible, based on an analysis of safety risk, special schools shall adhere to the confidentiality requirements set forth through the Individuals with Disabilities Act and the Family Educational Rights and privacy Act (FERPA).
The Superintendent’s office including the Superintendent or designee, the Regional Director or the Director of Student Life, will coordinate all student to student sexual misconduct allegation actions including coordination of contact information, communication, investigation and reporting.
B. Support for the Alleged Victim
Of primary concern is the support for the alleged victim of the sexual offense. When an offense is learned of or reported the student victim’s parent or guardian will be contacted immediately. The alleged victim and parent(s) will be offered the support and assistance of a trained sexual assault advocate. The parents of the victim will be encouraged to report to
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law enforcement and will be informed of procedures for initiating civil action. The victim and parent(s) will be provided physical and emotional support through a trained advocate.
The alleged victim and parent will be informed of victim rights which include:
1. Information on reporting to law enforcement that clearly informs the victim and parent(s) of this option, if the offense had not yet been reported by school personnel;
2. An opportunity for the parent and student, when appropriate and at the parent discretion, to participate in campus disciplinary hearings;
3. The right of the parent and student to be accompanied by an advisor during the investigation and hearing;
4. The right of the parent or student victim to provide a victim’s impact statement if the accused is found in violation; and
5. To the extent allowed by confidentiality laws governing special education, the right of the parent and student victim to know the outcome of the hearing, including determination and sanction imposed.
It is critical to the investigation process that incidents of student to student sexual misconduct be reported immediately and certainly within twenty four hours of the incident. Recipients of the report must report immediately to the Superintendent. Reports beyond that time frame will be investigated but the ability to determine what may have occurred will be compromised by the passage of time.
C. Safety of Alleged Victim During Investigation
The following options are available to ensure the safety of a student who might be in imminent danger of continued contact during the investigation process:
1. Temporary removal of the alleged student victim from contact with the other student.2. Temporary removal of the alleged student violator from service 3. The accused student may be restricted in activity until it has been determined if a
reportable offense has occurred. If a reportable offense has occurred, the student may be recommended for change of IEP or placement review.
4. If the accused individual is not another campus based student, the individual's presence on campus will be excluded by means of legal enforcement. A permanent exclusion from campus will be in effect if the accused is found guilty.
5. Any other appropriate action permissible under Iowa and special education law to ensure the student's safety.
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D. Initial Duties of Investigator – Student to Student Sexual Misconduct Allegations
1. Upon receipt of the report, the investigator shall make and provide a copy of the report to the person filing and to the student's parent or guardian if different from the person filing.
2. Upon receipt of a report of sexual misconduct or other notice of an allegation of sexual misconduct, the investigator shall review the facts alleged to determine that the allegations, if true, support the exercise of jurisdiction.
3. The investigator shall notify the parent, guardian, or legal custodian of a child, in pre-kindergarten through grade six, of the date and time of the interview and of the right to be present or to see and hear the interview or send a representative in the parent's place. The investigator shall interview the alleged victim as soon as possible, but in no case later than five days from the receipt of a report or notice of the allegation of sexual abuse. The investigator may record the interview electronically. The investigator shall exercise prudent discretion in the investigative process to preserve the privacy interests of the individuals involved. To the maximum extent possible, the investigator shall maintain the confidentiality of the report.
E. Role of Investigator
The designated investigator's role is not to determine the guilt or innocence. The designated investigator shall determine, by a preponderance of the evidence, and based upon the investigator's training and experience and the credibility of the student, whether it is likely that an incident took place.
If, in the investigator's opinion, it is likely that an incident in the nature of a criminal sexual act occurred, the investigator shall temporarily defer further investigation and shall immediately contact appropriate law enforcement officials, notifying the student's parent or guardian and the person filing the report, if different from the student's parent or guardian, of the action taken.
If, in the investigator's opinion, an incident occurred that would not constitute a criminal sexual act but that was in the nature of inappropriate, intentional sexual behavior by the student, toward a student, further investigation is warranted. Prior to interviewing any collateral sources who may have knowledge of the circumstance contained in the report the investigator shall provide notice of the impending interview of student witnesses who are in prekindergarten through grade six, to their parent, guardian, or legal custodian, and may
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provide notice to the parent or guardian of older students, prior to interviewing those students.
If, in the investigator's opinion, the allegation of sexual misconduct is unfounded either because the conduct did not occur or the conduct did not meet the definition of misconduct in these rules, further investigation is not warranted. The investigator shall notify the student's parent or guardian, the person filing the report, if different from the student's parent or guardian, and the parent(s) of the other student named in the report of this conclusion in a written investigative report to the extent permitted by the Family Educational Rights and Privacy Act (FERPA) and the Individuals with Disabilities Education Act (IDEA).
Within 15 calendar days of receipt of the report or notice of alleged sexual misconduct, the designated investigator shall complete a written investigative report.
The written investigative report shall include:
1. The name, age, addresses, and attendance center of the alleged student victim named in the report
2. The name and address of the student's parent or guardian and the name and address of the person filing the report, if different from the student's parent or guardian
3. The name and address of the student named in the report as allegedly responsible for the misconduct of the student
4. An identification of the nature, extent, and cause, if known, of any injuries or abuse to the student named in the report
5. A general review of the investigation6. Any actions taken for the protection and safety of the student7. A statement that, in the investigator's opinion, the allegations in the report are either:
a) Unfounded. (It is not likely that an incident, as defined in these policies and procedures, took place) or
b) Founded. (It is likely that an incident took place.)
8. The disposition or current status of the investigation9. A listing of the options available to the parents or guardian of the student to pursue the
allegations. These options include, but are not limited to:
a) Contacting law enforcementb) Contacting private counsel for the purpose of filing a civil suit or complaint
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The investigator shall retain the original copy of the investigative report. The person filing the report, the parent(s) or guardian(s) of the student named as the victim in the report and the parent(s) or guardian(s) of the named student shall be notified that the investigation has been concluded and of the disposition or anticipated disposition of the case to the extent permitted by the Family Educational Rights and Privacy Act (FERPA) and the Individuals with Disabilities Education Act (IDEA).
F. Training for Investigators
Annual in-service training will be provided for the designated investigator and the alternate(s).
G. Training for Employees
Annual in-service of Chapter 102 reporting of abuse of student(s) by school employee(s), student to student sexual misconduct policy, anti-bullying harassment policy and mandatory reporting of child abuse to the Department of Human Services will be provided to all special school employees.
Related Regents Policies4.30 Policies on Harassment6.30 Abuse Policy at the Special Schools6.32 Student Wellness Policy for the Special Schools 6.33 Anti-Bullying/Harassment at the Special Schools6.34 Illegal Items at the Special Schools or in a Student's Possession <
Approved by the Board of Regents 12/10/08Revised 08/2013
6.4 – Student Extra-Curricular Activity Support for Students Attending LEAsIowa Educational Services for the Blind and Visually Impaired will support the participation of students in extra-curricular activities beyond those provided by the school in which they are enrolled, with following limitations:
A. The purpose will be for skill building of an extra-curricular nature.B. Support will be limited to the student who is participating and one adult in cases where the
student is below the age of 18.C. All associated costs will need pre approval from the Regional Director. Support will be for
registration, transportation, food and lodging receipts.117
D. Generally up to $500/person will be allowed. Exceptions will be handled on a case by case basis. Only one request per student will be considered in any one fiscal year.
E. The decision to support any request will rest with the Superintendent.
Revised 08/2013
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SECTION 7 – INFECTION CONTROL
Policies and Procedures Currently in Development
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SECTION 8 – POLICIES SPECIFIC TO MERIT EMPLOYEES
8.1 – Regent Merit System of Personnel AdministrationA. The Regents govern the Regent Merit System pursuant to Iowa Code 19A.3(5).B. The Merit System shall apply to all employees of the Regent institutions except the
following:
All presidents, deans, directors, teachers, professional and scientific personnel, and student employees under the jurisdiction of the Board of Regents, State of Iowa.
The Board of Regents, State of Iowa, shall adopt rules and regulations for the Regent Merit System as provided by law.
Board of Regents Policy Manual, April 2005
Rules and regulations relating to classification compensation plans, applications and examinations, appointments, probationary period, promotions, transfers, demotions, appeals, attendance, leave, service ratings and like conditions of the merit system are noted within this handbook.
The Regents Merit System aims to ensure placement of the best qualified persons available into government positions. The system is designed to provide all interested citizens an opportunity to compete equally for position openings and thus permit placement of persons who possess the necessary skills and abilities to perform their duties properly. The Merit System functions to assist employees in fulfilling their obligations, in maintaining the privileges and benefits, serves to protect employees against discrimination and injustice, and safeguards privileges related to continuing service. Employees are not guaranteed continuing service. They may lose their rights and be separated from the service of the agency if they neglect their duties or violate established rules and regulations.
The Regents Merit System is established to serve all employees as well as the citizens of the state and the administrative staff of the school. Employees may make suggestions for the improvement of policies and practices relative to employment and may seek advice concerning their work and their rights and privileges as employees of the school. The Resident Merit Director is the person most familiar with the Merit System, should you need assistance. Not all of the sections of the Collective Bargaining Agreement are integrated within this handbook. It is the responsibility of each employee to remain current on the contents of the Collective
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Bargaining Agreement. Any differences between this handbook and the Collective Bargaining Agreement will be ruled in favor of the Collective Bargaining Agreement.
8.2 – Collective Bargaining AgreementsCopies of the Collective Bargaining Agreement are available for review. They are located in the Human Resources office.
Revised 08/2013
8.3 – Employment Eligibility RosterAll interested employees have the right to be considered for any other position in the agency for which they are qualified. Interested employees should notify the Director of Human Resources in writing so that the names of those qualified may be placed on the eligibility roster. The desire to be a candidate for another position will not jeopardize an employee's present position.
Revised 08/2013
8.4 – Merit Employee AppointmentsAll appointments under this system will be made in accordance with all the provisions of the Regent Merit Rules including those concerning certification and selection unless otherwise specified and no appointment shall be made without the prior approval of the resident director.
A. Temporary Appointments
Temporary appointments may be made and approved by the resident merit director to provide for services needed on a periodic basis. Appointments may be made without reference to the provision of merit rules regarding minimum qualifications, certification, and selection. Employees appointed on this basis will not work more than 780 hours in any fiscal year or more than three (3) consecutive months.
B. Project Appointment
When it is known in connection with a particular job, project, grant or contract that the service of an employee will be needed only for a limited duration, a project appointment may be made. Such an appointment will not be made for more than one year; however, with the approval of the resident director, it may be extended for one additional six-month period. Any extension beyond one year must be approved by the merit system coordinator on the basis of a limited need that could not otherwise be efficiently and effectively filled. Successive project appointments will not be allowed.
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C. Regular Appointments
An applicant who is certified from an eligibility register and appointed with the approval of the resident director to a regular position, and who successfully completes a probationary period in accordance with the Regent Merit Rules, will have regular status.
Revised 08/2013
8.5 – Employment StatusA full-time position is one which is scheduled to work at least 1,080 hours during the nine-month school year, is eligible for insurance benefits and accrues sick leave, holiday, and vacation benefits.
A part-time position is one which is scheduled to be worked more than 90 days or 780 hours during the nine-month school year and accrues sick leave, holiday, and vacation benefit on a pro-rated basis.
A temporary position is one which is scheduled to be worked up to and not more than 90 days or 780 hours during the nine-month school year and is not eligible for benefits.
An employee who is hired into more than one established position is considered full-time, part-time, or temporary based on the total number of scheduled work hours of all held positions exclusive of substitute and casual work.
8.6 – Employment ClassificationMerit personnel employed full-time or part-time with Iowa Educational Services for the Blind and Visually Impaired are state employees through the Regent system and as such are classified in one of the following categories: Clerical, Blue Collar, Technical, and non-organized.
Clerical, Blue Collar and Technical employees are organized under a collective bargaining agreement negotiated biennially between the State of Iowa and the American Federation of State, County and Municipal Employees, AFL-CIO. The negotiated agreement covers wages, hours, benefits and conditions of employment.
A. The Clerical Unit employed by the agency includes the following classifications:
1. Account Specialist2. Clerk IV3. Library Assistant III4. Secretary II
B. The Blue Collar Unit includes the following classifications:122
1. Custodian I2. Laborer3. Groundskeeper 4. Facilities Mechanic III5. Driver6. Auto Mechanic
C. The Technical Unit includes the following classifications:
1. Instructional Support Technician
Revised 08/2013
8.7 – Timekeeping Procedures for the Employee Work RecordAll pay periods cover a two week time frame beginning on Sunday at 12:00 a.m. and ending on Saturday at 11:59 p.m. Employees are expected to submit a completed Merit timecard to their supervisor and the business office no later than noon on the Monday following the end of the pay period.
Revised 08/2013
8.8 – Sample Employee Work Record (deleted)
8.9 – Probationary PeriodA. Purpose
The probationary period will be an important part of the examination and selection process and will be used by the employing department to closely observe and evaluate the employee's work, to train and aid the employee in adjustment to the new position, and to reject and dismiss any employee whose performance fails to meet standards.
B. Duration of Probation
A candidate who is certified from an employment list and appointed to a regular position will be on probation until the completion of six months of active service in the class to which appointed. If probationary employees are not dismissed during this time, they will, at the conclusion of the probationary period, have regular status in that class. A period of temporary employment immediately preceding a regular appointment to the same class may, at the request of the employing department, be counted as probationary service.
C. Lay-offs During Probation
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A certified employee who is laid off without prejudice during a probationary period will, upon written request to the resident merit director, be returned to the eligibility list from which they were certified.
D. Dismissal During Probation
A certified employee who is rejected and dismissed during the probationary period may be returned to the register from which appointed if, in the judgment of the resident merit director, the employee may be able to perform satisfactorily in another position.
Revised 08/2013
8.10 – Merit IncreasesRegular and probationary employees at the beginning wage for a pay grade will be eligible for a merit increase upon completion of six months of satisfactory performance in their assigned classification. Regular and probationary employees above the minimum for a pay grade will be eligible for a merit increase upon completion of one year of satisfactory performance in their assigned classification except that no merit increase will be granted above the maximum of the pay grade.
8.11 – Promotions and TransfersMerit position openings occurring in the various areas of the agency’s operations as a result of the creation of new positions, terminations and retirements are listed on the Human Resources bulletin board and the bulletin board in the basement of Old Main, south stair tower end, so that interested and qualified staff members may apply. It is a general policy of the agency to promote personnel within the ranks when possible and when the evaluation of the employee's service indicates advancement is justified. To be promoted into a desired classification, an employee must have applied in writing for promotion into the desired classification, take any necessary examinations related to the vacancy, and must meet the minimum class specifications for admission into the classification. Each supervisor will be required to hire the most qualified individual for all open positions.
8.12 – Classification Assignment ReviewEmployees may request a review of their classification assignment if they feel their position has not been assigned to the correct Regents Merit System Classification. To initiate the request, employees may obtain a Position Description Questionnaire (PDQ) form from the Human Resources office, fill out all items and take the form to their immediate supervisor for comments and/or signature, date and sign the form, and return it to the Director of Human Resources.
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8.13 – Call-Back ServiceMerit employees who are called back to work after completing their regular work schedule or who are called in on their day off will be guaranteed a minimum of three hours at the appropriate rate of pay. Merit employees who are called back and work in excess of three hours will be paid for all time worked. Any merit employee who has a scheduled work shift of less than three hours need only be paid for actual time worked, since it is not a period of call-back service but a regularly scheduled work period. To qualify for call-in compensation, the time worked cannot be contiguous to the beginning or end of an employee's scheduled work shift.
8.14 – Vacations Employees shall begin earning annual leave on their first day in pay status. After completion of the first six (6) months in a regular position, employees are eligible for and shall be granted annual leave as follows (While employee preferences will be given major consideration, employing departments will have final authority to schedule vacations):
A. Regular Full-time employees
Annual leave shall be based on the date of hiring and accrue at the rate of eighty (80) hours (10 days) each year for a full year of service during the first four (4) years of service: one hundred and twenty (120) hours (15 days) each year for a full year of service during the next seven (7) years of service; one hundred sixty (160) hours (20 days) each year for a full year of service after eleven (11) years of service; one hundred seventy six (176) hours (22 days) each year for a full year of service after nineteen (19) years of service; and two hundred (200) hours (25 days) each year for a full year of service after twenty-four (24) years of services. Annual leave may be accumulated to twice the annual entitlement.
B. School-year Employees
Employees who are regularly employed on a school-year basis for less than twelve (12) months out of a year shall be granted pro rata annual leave consistent with paragraph "A" above.
8.15 – Merit Employee Pay The Merit Pay Plan is established on a biennial basis through a collective bargaining process between the State of Iowa and AFSCME and published in a Master Contract. A copy of the current AFSCME Master Contract can be obtained from Human Resources.
Revised 08/2013
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SECTION 9 – POLICIES SPECIFIC TO PROFESSIONAL AND SCIENTIFIC EMPLOYEES
9.1 – Professional and Scientific Employee ClassificationsIowa Educational Services for the Blind and Visually Impaired employs the following Professional and Scientific classifications:
A. Family Services Specialist and Family Services Specialist/TransitionB. Information Technology SpecialistC. Director of Extended Learning
Revised 08/2013
9.2 – AppointmentsAll appointments will be made on a regular or a temporary (term) basis. Regular appointments imply a commitment for continuous employment, subject to the other provisions of these policies. Temporary (term) appointments, normally not to exceed one year, may be made to fill special short-term needs. A temporary (term) appointment may be renewed only as long as the conditions under which the original appointment was made continue to exist.
9.3 – Probationary PeriodProfessional and Scientific employees, other than those given a temporary appointment, will serve a probationary period of not less than two years and not more than three years. A staff member who has achieved regular status in a position and accepts a promotion to a new position will serve a probationary period of one year before being granted regular status in the new position. A regular faculty staff member or a regular merit system employee who is promoted to a professional staff position and does not achieve regular status in that position will be given priority consideration for vacancies comparable to the position from which promoted. In recognition of appropriate prior experience, the length of a probationary period for a staff member may be reduced with the approval of the Superintendent or the Executive Director of the Board of Regents, State of Iowa.
9.4 – Salary AdministrationProfessional staff jobs, as defined in current position descriptions, will be assigned to pay grades on the basis of internal equity and outside market considerations, subject to approval of the Board of Regents, State of Iowa. Salaries will be adjusted within ranges on the basis of performance and policy established by the Board.
9.5 – Holidays and Leaves
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A. Authorized Reasons for Absence
Iowa Educational Services for the Blind and Visually Impaired provides for continued earnings with designated holidays and in connection with approved vacation leave time. Vacation of full-time Professional and Scientific employees is accrued at the rate of one month or 22 working days per year. Maximum entitlement is limited to twice a person's annual vacation allowance.
B. Holiday Leave
Iowa Braille and Sight Saving School provides for eleven (11) holidays with continued earnings during a calendar year period. Nine (9) holidays are scheduled as noted below while the two (2) remaining days are designated unscheduled (personal) holidays. Unscheduled (personal) holidays are accrued on a monthly basis and are added to the staff member's vacation account.
Scheduled Holidays
New Year's Day January 1Memorial Day The Last Monday in MayIndependence Day July 4Labor Day The First Monday in SeptemberThanksgiving Day The Fourth Thursday in NovemberFriday after ThanksgivingChristmas Day December 25Two (2) other holidays are designated annually by agency administration.
9.6 – CalendarsIndividual calendars for Professional and Scientific staff who are scheduled to work less than 260 days annually must be determined and submitted to the supervisor by September 1 annually. Requests for changes in scheduled days must be submitted to the Supervisor for prior approval.
Professional and Scientific positions working less than 260 days annually include the following positions:
A. Family Services SpecialistB. Director of Extended Learning
Revised 08/2013
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9.7 – Administrative LeaveProfessional and scientific personnel may, upon application, be granted short-term leaves of absence with continued earnings to participate in meetings, conferences, programs or to otherwise engage in activities relating to agency duty assignments. Such short-term leaves are normally for periods of a week or less, yet may, at the discretion of the agency’s administration, be granted for a period of up to twenty-two (22) consecutive days.
9.8 – Performance (Professional Staff Development Program)The Professional Development Program is currently used for P and S staff and for merit staff if merit staff request its use and the supervisor approves. P and S staff may instead use the Faculty Evaluation program at the discretion of the supervisor.
A. Purpose
The role of all Iowa Educational Services for the Blind and Visually Impaired staff is to support student success. The purpose of the Professional Staff Development System is to support and encourage staff to enhance current skills and to facilitate student outcomes. The components of this system are the development of specific goals, working towards goal completion, and participation in ongoing dialog. The opportunities for student achievement of outcomes and the quality of services will improve as staff develop new strengths, skills, and interests.
B. The Format
This system is to be used annually to implement staff development. The key to this system is the dialog between the supervisor and the staff person. This dialog begins when goals are established and continues throughout the cycle as progress is reported and concerns are shared. During each discussion comments may be written down by either party to facilitate the completion of the final narrative.
Two goals will be developed annually for each person, with the option of more goals developed by mutual agreement. Criteria for each goal will include specific, observable, and easily measurable tasks or behaviors. Goal areas may reflect:
1. day to day responsibilities;2. continued education;3. exposure to new technology;4. completion of specific projects;5. development of new programs, processes or systems;6. professional growth;
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7. evolving student needs and services;8. or any other mutually agreeable area.
It is recognized that new staff members need an opportunity to adjust to their new positions and to become familiar with Iowa Educational Services for the Blind and Visually Impaired. Therefore, goals for new staff should reflect these needs.
At the conclusion of each cycle a brief narrative will be written by the supervisor describing the extent of the completion of each goal including any recommendations.
C. Responsibilities
Clarifying responsibilities of those involved in the Professional Staff Development System fosters mutual respect and provides a vehicle for constructive feedback.
1. Staff Responsibilities
a) Select goals that enhance student outcomes, programs, and servicesb) Initiate change of selected goals as necessaryc) Work toward goal accomplishmentd) Keep supervisor informed: initiate an update of progress, success and/or specific
concerns
2. Supervisor Responsibilities
a) Ensure that the staff member is on target in selecting goalsb) Provide support and direction in accomplishment of goalsc) Provide timely feedback regarding progress, success and or/specific concerns
3. Staff and Supervisor Shared Responsibilities
a) Actively listen to one anotherb) Adhere to the timelinesc) Be accessibled) Keep a folder of goals and progresse) Continually monitor progress
D. Time Frames
1. Planning: May 1 - End of School Year
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Annually, the planning stage of the system shall be completed between May 1 and the end of the school year by each supervisor in consultation with the staff member and approved by the Superintendent. Following approvals, supervisors and staff shall use their copies of the plan as a worksheet for recording progress.
For beginning staff, planning shall be completed within eight weeks of initial employment.
2. Revision/Modification: by November 15
As circumstances may change for either the staff member or the supervisor, goals may be revised by November 15. Extenuating circumstances may warrant changes after November 15. Goals changed after that date should be commensurate with the time remaining to complete them. Changes at any time, for any reason, must have the approval of the supervisor.
3. Progress: June - April 1
Action is taken to complete goals and progress is discussed.
4. Cycle Completion: April 1 - April 30
The supervisor will complete a brief written narrative reflecting previous discussions and progress notes. This document is reviewed with the staff member, revisions made as necessary, and must be signed by April 30. Goals for the next cycle may be written at the time of this meeting.
E. Summary
This Professional Staff Development System is intended to enhance the effectiveness of staff while fostering open communication between staff and supervisors. On-going dialogue is essential to this system’s success. The cycle begins each spring and its design allows for modifications.
Supervisors are reminded to use other tools to provide positive feedback or share concerns about daily performance. These tools might include verbal comments, memos, observation, and inventories or checklists appropriate to the position.
It is recognized that not all a staff member does can be reflected by this system. Staff and supervisors are encouraged to include with the final narrative any other accomplishments completed during the cycle.
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Approved by the Board of Regents, 12/17/96Revised 08/2013
9.9 – Terminations Professional staff members may be dismissed or demoted because of unsatisfactory performance, because of the elimination of positions as the result of departmental reorganization or the lack of funding, or because of misconduct prejudicial to the agency or the Board Office.
A. Deliberate infraction of law, moral turpitude, substantial neglect of duty, or other misconduct prejudicial to the agency or the Board Office may be cause for summary dismissal.
B. When the position of a professional staff member is to be eliminated because of departmental reorganization or lack of funding, the employee will be so advised as soon as is reasonably possible and not less than three months prior to termination. However, when a professional position is eliminated because of lack of funding that is the result of action external to the agency or the Board Office, the notification provisions of this policy shall not require the employment of a staff member beyond the time that salary funds allocated for his or her position are available and shall not require the displacement of another employee. An exception to the notification provision because of lack of funding that is the result of action external to the agency or the Board Office must be approved by the Superintendent or the Executive Director of the Board of Regents.
Notification of the dismissal of a professional staff member for unsatisfactory performance shall be communicated to the staff member in writing at least one month prior to the date of termination. Prior to notification of dismissal for unsatisfactory performance, a professional staff member who has successfully completed a probationary period and has been given regular status shall be given:
1. Written notice informing the staff member of an unsatisfactory performance evaluation and the reasons therefore, and that the continuation of such performance will constitute grounds for dismissal; and
2. The opportunity to correct such performance during a period of review that will commence with the notice of unsatisfactory performance and continue for no less than two months and no longer than eleven months. The review period will terminate after eleven months or earlier as the result of a satisfactory performance appraisal or a notice of dismissal.
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Revised 08/2013
9.10 – Appeals Professional and Scientific staff members are encouraged to discuss their concerns with their appropriate department heads or unit supervisors. Unresolved differences or complaints alleging violation of established rules and regulations concerning terms and conditions of employment may be formally appealed by a Professional and Scientific staff member in accordance with the following procedure:
A. A written statement of the staff member's complaint including a general description of the circumstances, citation of the rule or regulation allegedly violated, and the remedy requested shall be presented to the staff member's immediate supervisor within 14 days after the occurrence of the matter leading to the grievance or within 14 days of such time that the employee has, or could reasonably be expected to have, knowledge of such occurrence. The supervisor will investigate the complaint and respond in writing to the grievant within seven days after its receipt.
B. If staff members are not satisfied with the response, they may appeal in writing within seven days to the Superintendent. The Superintendent, or his or her designee, will conduct a hearing on the matter as soon as reasonably possible. The decision of the superintendent will be communicated to the grievant in writing within fourteen days following the hearing.
While the early resolution of grievances is encouraged, with the consent of both parties the time limitations prescribed in the above procedure may be waived. Professional and scientific staff members in probationary status or with temporary appointments will be permitted access to the appeal procedure with the right to pursue a grievance at steps within the agency or the Board Office. Regular staff may appeal to the Board of Regents only after exhausting the above noted appeal procedure.
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9.11 – Professional and Scientific Salary Schedule 2013-2014
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SECTION 10 – POLICIES SPECIFIC TO FACULTY AND INSTITUTIONAL OFFICIALS
10.1 – Faculty and Institutional OfficialsFaculty and Institutional Officials include employees appointed by the Board of Regents or teaching and related staff employed by contract. Conditions of appointment for faculty and the annual faculty salary schedule are approved by the Board of Regents, State of Iowa.
A. Faculty includes the following classifications:
1. Deaf-Blind Education Consultant2. Literacy Consultant3. Math Consultant4. Orientation and Mobility Specialists (OMS)5. Special Education Consultant6. Teachers of the Visually Impaired (TVI)7. Technology Consultant
B. Institutional Officials include the following positions:
1. Superintendent / Administrator of Statewide Services for Visual Impairment2. Director of Business Operations3. Regional Director (East)4. Regional Director (West) 5. Director of Human Resources
10.2 – Conditions of Appointment for FacultyA. Licensure and Iowa Teacher Career Path
All faculty eligible for employment with the Iowa Educational Services for the Blind and Visually Impaired must hold and maintain the appropriate State of Iowa licensure for the position to which they are appointed. A copy of this licensure must be maintained in the Human Resources Office at the Iowa Braille School. For more information on licensure through the Iowa Department of Education, go to their website at: http://www.state.ia.us/boee/.
The following career path levels are established at the Iowa Educational Services for the blind and Visually Impaired per Iowa Code 284.7:
1. Beginning teacher
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2. Career teacher3. Career II teacher4. Advanced Teacher
B. Failure to Maintain Necessary Qualifications
Employees whose job classification or position requires the possession and maintenance of a license, permit, certificate, registration, or approval in order to perform the essential functions of that position’s assigned duties and who subsequently have that license, permit, certificate, registration, or approval revoked, rescinded, suspended, or renewal denied may be terminated from employment for failure to maintain the necessary qualifications required for that position. The term “license” shall be defined as a license, certification, registration, permit, approval, renewal, or other similar authorization issued by a licensing authority which evidences the admission to, or granting of authority to engage in a profession, occupation, business, or industry, or to operate or register a motor vehicle.
C. Faculty Matrix Schedule Guide
Annually the Board of Regents approves a faculty matrix (schedule guide) for the ensuing school year. The faculty matrix shall be interpreted as a guide for issuing contracts to all teachers and shall not be construed as a binding document between the Board of Regents and the teaching staff. However, the Board will make every reasonable effort to maintain the schedule.
D. Experience
1. At the discretion of the school administration, incoming teachers may be given up to twenty (20) years credit on the schedule for experience outside the Iowa Educational Services for the Blind and Visually Impaired. Credit for experience must have been received within the twenty-year period immediately prior to employment with Iowa Educational Services for the Blind and Visually Impaired. To those incoming teachers who have not held a full-time teaching position for at least one school year in the past five-year period prior to employment with Iowa Educational Services for the Blind and Visually Impaired, only five (5) years credit may be given for any previous experience.
2. Employees on the regular salary schedule (faculty matrix) shall be granted one increment or vertical step on the schedule for each year of service until the maximum for their educational classification is reached, so long as, in the opinion of the Superintendent, they are fulfilling their faculty responsibilities in a satisfactory manner.
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A second step increment may be awarded to any faculty member by the Superintendent to recognize extra-meritorious performance of a faculty member's assigned duties and responsibilities or where there has been a unique professional contribution to the school.
3. Employees on the regular salary schedule (faculty matrix) who move from one educational track to a higher educational track shall move to the corresponding eligible step on the higher track. For an employee to advance from one educational track to another, suitable evidence of additional educational credit shall be filed with the Superintendent by September 15. (Official transcript mailed directly from educational institution required.)
4. No faculty member shall be hired or promoted to a track for which they do not possess the minimum educational requirements. All degrees and graduate credits, in the opinion of the Superintendent, should be appropriate and reasonably related to the duties of the faculty member. Undergraduate credits, at the discretion of the Superintendent, normally shall not be considered in determining placement beyond Track I. GRADUATE COURSES SHOULD BE APPROVED IN ADVANCE BY THE SUPERINTENDENT FOR EACH FACULTY MEMBER IN ORDER FOR SUCH CREDIT TO QUALIFY THE FACULTY MEMBER FOR PROMOTION TO A HIGHER TRACK. A faculty member shall be promoted to the track for which, in the opinion of the Superintendent, the faculty member possesses the minimum educational requirements on or before the commencement of the academic year in which the promotion is to be effective.
5. Faculty members shall be awarded the appropriate certification increment in accordance with the pay schedule, when they have received certification on or before the commencement of the academic year in which the certification increment is to be paid. Faculty members shall be required to maintain certification to retain the certification increment.
6. Any credit taken between degrees shall be excluded in determining placement on the salary schedule.
E. Contract Days
The number of days in any faculty contract is determined by the Superintendent, based on need and available funding, and in collaboration with the Regional Directors. Transferring faculty during the creation of the Statewide System for Vision Services shall retain the same number of contract days as they had when in the employment of the AEA or the LEA. The standard faculty contract consists of 189 days, of which no less than 180 shall be scheduled
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for teaching days. Faculty who are new to the school system generally have two additional contract days.
Generally, faculty who serve students in local education agencies and area education agencies will work with the Regional Director and their AEA Supervisor to determine the calendar days (usually 189 days) that best fit the needs of the school districts served. This is to be done by September 1 each year. Any changes in the calendar desired after September 1 should be submitted to the faculty member’s Regional Director. The Regional Director will notify the staff member when the change has been approved by the Director and / or the Superintendent.
F. Hours of Duty
Faculty working throughout the state will be expected to work professional hours in order to accomplish their responsibilities, and that will generally be an eight-hour day including a 30 minute lunch period. Faculty are not eligible for compensatory time (“comp time”), which is the practice of banking hours worked above the eight-hour day to be used as vacation time in the future. Absences during regular scheduled work hours should be reported as the appropriate paid leave (e.g. sick leave, vacation). Flexing of work hours around personal activities is generally not allowed, unless an exception is granted by the respective supervisor. In the event a faculty member is allowed to flex work hours, any missed work time should be made up within the same day and no later than the same work week. If missed work cannot be made up within the same week, paid leave should be used.
Revised 4/2014
G. Insurance Premiums
1. Health insurance and dental insurance will be deducted from the salaries of eligible personnel if the cost of the coverage elected exceeds that paid by the agency. The State shall contribute the amount of monthly premium designated by the Iowa Executive Council.
2. Life insurance in the amount of two and one-half times annual salary is carried on each eligible employee to a maximum benefit of $250,000. The premium is paid in full by the State.
3. Long-term disability and accidental death and dismemberment insurance is carried on each eligible employee and paid by the State. Workers' compensation insurance is carried on all employees and paid by the State.
H. Absence from Work
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1. Sick Leave
Employees will accrue sick leave as provided by law and will be entitled to such leave on presentation of satisfactory evidence of illness or injury. Regular, part-time employees will accrue sick leave in an amount equivalent to their fractional employment, and no employee will be granted sick leave in excess of the amount accumulated. The rate of accrual is one and one-half (1-1/2) working days for each month worked.
2. Emergency and Funeral Leave
The Regional Director and / or the Superintendent, when satisfied by evidence presented, will allow employees to utilize accrued sick leave for the following circumstances:
a) not to exceed three (3) days for each occurrence in the case of death in the employee's immediate family;
b) not to exceed one (1) day for each occurrence for service as pallbearer at the funeral of a person not a member of the employee's immediate family; and
c) not to exceed five (5) days a year for the temporary emergency care of ill or injured members of the employee's immediate family for the time necessary to permit the employee to make other arrangements.
3. Family Medical Leave (FMLA)
Faculty may have the right to access a medical leave of absence under the Family Medical Leave Act (FMLA) for their serious health condition or for that of an immediate family member. This provision allows for up to 12 weeks unpaid leave per year, with doctor verification of need. The agency will continue to cover its portion of insurance premiums during this time. Sick leave and personal days will be attributed to the 12 week leave time, concurrently, until exhausted. Contact Human Resources for more specific information.
4. Personal Leave
Annually, sixteen hours of personal time will be granted to faculty members at the beginning of the contract year. This allowance shall be cumulative to not more than three days (twenty-four hours). Requests for use of personal leave must be made to, and approved by the supervisor. Supervisors will consider the potential impact on students and service provision prior to approving or denying requests for personal leave. Personal leave may be taken in 2 hour increments.
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5. Professional Leave Time
Professional leave time may be granted without loss of pay with prior approval of the Regional Director and concurrence of the Superintendent for in-service training, school visitations and professional conferences.
6. Unexcused Absence (Absence Without Pay)
A faculty member may request absence without pay from the Regional Director with notification to the Superintendent and Director of Human Resources. Absences of this nature shall not be granted immediately prior to, nor immediately following, school vacation periods. Compensation for payroll deductions will be the contracted salary divided by the total number of contract days or may be deducted in full from the pay period during which the absence occurred.
7. Temporary Assignment
A supervisor may temporarily assign a faculty member to other duties, either on or off campus as work assignments require. The hours worked will be equal or less than those of the regular work schedule.
I. Contract Teacher
Contracts are governed by the State's continuing contract law and as identified in the Board of Regents Policy Manual, Section 4.21 Teacher Contracts (Special Schools).
J. Contract Completion
Recognizing that a contract is a bilateral instrument, it is agreed to return the contract within twenty-one (21) days from date of issuance, with no release from contract after April 15 unless a qualified and competent replacement is found as determined by the Superintendent.
K. Training Requirements
All faculty must file and/or update complete college transcripts and ACVREP certification with the Superintendent's Office by September 15 each year. Faculty must notify the Human Resources staff of changes in the track earned since issuance of the contract, prior to the first working day of the contract. Faculty taking additional college credit for track movement or reimbursement must have prior approval by the Superintendent.
L. Preparation Time
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For instructional personnel, a minimum of two and one-half (2-1/2) hours per week preparation time will be provided for each five (5) day week. Preparation time is to be used for pupils and/or parent conferences, lesson preparation, or any other relevant instructional effort. Concerns regarding preparation time should be discussed with the respective Regional Director
M. Evaluations
TIER I BEGINNING TEACHER EVALUATIONTIER II CONSULTANTSTIER II CAREER TEACHER EVALUATION TIER III INTENSIVE ASSISTANCE
Teacher evaluation criteria conforms with Chapter 272 and 284 of the Code of Iowa. Beginning teachers will be informed prior to the beginning teacher’s participation in a mentoring and induction program, of the criteria upon which the beginning teacher shall be evaluated and of the evaluation process used by the agency. Upon completion of the program, the beginning teacher shall be comprehensively evaluated to determine if the teacher meets expectations to move to the career level. A beginning teacher may be offered a third year of participation in the program, if necessary.
The Career Teacher will have an individual teacher career development plan. Evaluations are aligned with the Iowa teaching standards, found in 284.3 of the Code of Iowa. The teacher shall present to the Evaluator, evidence of progress. The teacher’s evaluator shall meet annually with the teacher to review progress and make any modifications in the career development plan.
Evaluators shall be administrators or other practitioners who have successfully completed an evaluator training program pursuant to section 284.10.
N. Regent Rights
The Board of Regents, State of Iowa reserves the right to amend or abolish this pay plan and these rules annually or make changes at any time in the event of severe economic restraints or budgetary cutbacks.
O. Probationary Period and Continuing Contract
The first three consecutive years of employment of a teacher are a probationary period. However, if the teacher has successfully completed a probationary period for another Iowa school district, the probationary employment at IESBVI shall not exceed one year. The
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Board may waive the probationary period for any teacher who previously has served a probationary period in another Iowa school district and the Board may extend the probationary period for an additional year with the consent of the teacher. Upon completion of the probationary period, the contract shall be continued automatically for equivalent periods except as modified or terminated by mutual agreement or for cause.
Approved by Board of Regents 04/20/88Revised 08/2016
10.3 – Faculty ContractsA. Contracts with teachers shall be in writing and shall state the number of contract days, the
compensation to be paid, and any other matters mutually agreed upon. The contract may include employment for a term not exceeding the ensuing school year, except as otherwise authorized.
B. Contracts shall remain in force and in effect for the period stated in the contract. Following the successful completion of the probationary period, (Pursuant to Iowa Code 279.19), the contract shall be automatically continued for equivalent periods except as modified or terminated by mutual agreement of the Superintendent and the teacher or as terminated in accordance with the provisions in chapter 279.
C. Changes in compensation for teachers under continuing contract shall be made through modification of the contract prepared either after appropriations are known or after budgets have been approved by the Board of Regents.
D. Resignations are to be submitted to the Superintendent no later than April 15 of the year in which the resignation is effective.
E. The Superintendents are to use their discretion in the hiring and retention of non-certified teachers. In addition, non-certified teachers employed continuously for two years shall be subject to the certification requirements in the standard contract.
F. A teacher may be discharged at any time during the contract year for just cause pursuant to Iowa Code 279.27.
10.4 – Faculty Reduction in Force (RIF) Policy and ProcedureA. Reduction in Force (RIF) Policy
A Reduction in Force (RIF), including a reduction in the number of hours worked by a faculty member, may be proposed by the Superintendent of the school to the Board of Regents whenever there is a lack of work, lack of funds, a reorganization, or a change in enrollment.
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Procedures will be developed pursuant to this policy that will guarantee the due process rights of faculty members in accordance with provisions in the Iowa Code relating to teacher contract notification/re-notification.
The Superintendent shall notify affected faculty members in writing, not later than April 30, that the Superintendent will recommend in writing to the Board at a regular or special meeting of the Board, held not later than May 15, that the faculty member will be laid off or receive a reduction in hours effective at the end of the current school year. Reasons for the action will be included in the written notice.
A non-probationary faculty member as defined by Iowa Code 279.19 who has been laid off or received a reduction in hours because of a reduction in force shall be eligible for two years for reemployment if a vacancy exists for which the faculty member is qualified by certification and endorsement. This policy applies to a vacancy of more than thirty (30) calendar days duration. To exercise recall and reemployment rights, the faculty member must comply with the procedures developed pursuant to this RIF policy.
Failure to comply with this policy will terminate the faculty member's reemployment rights, except that rejection of recall to a temporary position will not affect a faculty member's right to be recalled to a permanent position.
If a hearing before the Board is requested by a faculty member in accordance with the procedures developed pursuant to this RIF policy, the hearing will be held pursuant to Iowa Code 279.15 and 279.16.
B. Reduction in Force (RIF) Procedure
1. Applicability of Procedure
The procedure established under this policy shall apply to reductions in force among faculty members and to reductions in faculty hours. "Faculty member" refers to those staff who are licensed pursuant to Iowa Code 272.
2. Determining Need for a Reduction in Force
The Superintendent may recommend to the Board a reduction in force based on lack of work, lack of funds, reorganization, or a change in enrollment. The Superintendent's recommendation will include identification of the unit and the positions proposed for elimination or reduction and the reasons therefore.
3. Determining Affected Faculty Members
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Determination of affected faculty members will be based on the following considerations:
a) appropriateness of certification and endorsement;b) seniority from date of employment;c) previous job performance;d) experience at a designated teaching level or area; ande) ability to sponsor extra-curricular and co-curricular activities.
When reviewing job performance, faculty will be considered in good standing consistent with the school's Board approved teacher evaluation procedures.
The Superintendent will recommend to the Board a plan for ranking staff within the affected unit based on the considerations noted above. The plan will show the rank order of faculty members and will identify those to be affected by the reduction in force.
4. Notifying Affected Faculty Members
a) The Superintendent shall notify affected faculty members in writing, not later than April 30 (Iowa Code 279.15), that the Superintendent will recommend in writing to the Board at a regular or special meeting of the Board, to be held not later than May 15, that the faculty member will be laid off or receive a reduction in hours effective at the end of the current school year.
b) Reasons for the action will be included in the written notice.c) The written notification will inform faculty members of their right in accordance with
the Iowa Code 279.15. to request a hearing before the Board of Regents.d) If a hearing is not requested the Board shall proceed to make a determination on the
Superintendent's recommendation not later than May 31st as required in Chapter 279.16 of the Code. If a hearing is requested it will be conducted and the decision of the Board rendered in accordance with the provisions of Chapter 279.15 and 279.16 of the Code of Iowa.
e) Appeals will be processed in accordance with the provisions of Chapter 279.17 and 279.18 of the Code.
5. Recall and Reemployment Rights
a) The Superintendent shall determine which faculty member(s) to recall based on the following considerations: appropriateness of certification and endorsement; seniority from date of employment; previous job performance; experience at a
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designated teaching level or area; and ability to sponsor extra-curricular and co-curricular activities.
b) It is the responsibility of the faculty member who has received a Reduction in Force notice to:
i. Notify the Superintendent of the school before the end of the school year in which the lay off or reduction takes place, of the faculty member's desire to be considered for reemployment.
ii. Provide the Superintendent with a permanent address through which the faculty member can be reached should reemployment become possible.
iii. Notify the Superintendent in writing within seven calendar days of the date of the notification of reemployment if the faculty member intends to accept reemployment.
iv. Report to work so that there are no more than 21 calendar days of absence from work if the reemployment opportunity occurs during the time school is in session.
v. Report to work on the first day of the next session if the reemployment opportunity occurs when school is not in session.
vi. Be available for work on a continuous basis once reemployment has begun.
c) The faculty member's salary and benefits at reemployment will be those that would have been obtained the year following lay off had the faculty member not been laid off.
Approved by the State Board of Regents 3/16/94Revised 08/2013
10.5 – Iowa Evaluation Procedures for Teachers of students with Visual Impairment (TVIs), Orientation & Mobility Specialists (OMS) and Statewide Consultants
A. General Policy Statement
Faculty and Professional and Scientific (P and S) personnel who provide direct and consultative services to students and teams will be evaluated in accordance with the system presented in these materials. The procedures are aligned with the Iowa Teaching Standards and Criteria as well as the Area Education Agency (AEA) Standards and Criteria for support personnel.
The Iowa teaching standards and criteria represent a set of knowledge and skills that reflects the best evidence available regarding quality teaching. The purpose of the
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standards and criteria is to provide Local Education Agencies, Area Education Agencies and Iowa Educational Services for the Blind and Visually Impaired with a consistent representation of the complexity and the possibilities of quality teaching. The teaching standards and supporting criteria are linked to the teacher evaluation system and individual professional development plans.
Evaluation procedures are organized by three levels of evaluation:
1. TIER I for beginning teachers in their first two years of teaching
TIER I documents include all the required and optional forms to be used by all new to the field TVIs and OMS in the first two years of employment.
2. TIER II for career teachers holding a standard license
TIER II Consultants documents include all required and optional forms to be used by all consultants. TIER II Documents and Forms includes all required and optional forms to be used by all Career TVIS and OMS beyond initial license (first two years).
3. TIER III for teachers requiring additional assistance in meeting the performance expectations for teachers based on the Iowa Teaching Standards.
TIER III includes forms and procedures for any faculty or P and S staff who is at a level of needing assistance as identified by their Supervisor.
B. Expectations:
1. TVIs/OMS and consultants will develop yearly Individual Professional Development Plans aligned with the Iowa Teaching Standards and Iowa Educational Services for the Blind and Visually Impaired’s Strategic Plan
2. The TVIs/OMS will provide the lesson plan, data collection method and student file for review by the Director.
C. Tools:
1. Iowa Teaching Standards-electronic and print word documents2. Iowa Standards and Criteria for consultants-electronic and print word documents3. Individual Professional Development Plan4. Comprehensive Evaluation Summative Evaluation Form5. Comprehensive Evaluation Summative Evaluation Form accessible format6. Tier II Career Performance Review7. Communication Conference form
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8. Pre-Observation Form9. Observation Reflection Form10. Professional Development Portfolio Suggestions11. Teacher Portfolios12. Statewide System for Vision Services Performance Feedback13. Individual Professional Development Plan – Interim Plan Report14. Individual Professional Development Plan – End of Plan Report
D. TIER I – Evaluation for Beginning Teachers
1. Purpose
All new Iowa graduates or teachers coming from another state with less than three years of experience receive an Initial License. Teachers need to have two years of teaching experience and need to meet the Iowa teaching standards to convert to the Standard License.
The Beginning Teacher Evaluation is designed for all newly hired teachers in their first two years of teaching. New teachers to the field will be on the evaluation cycle for the first two years in accordance with Iowa beginning teacher requirements. The purpose of the Beginning Teacher Evaluation is to:
a) Ensure that the Iowa Teaching Standards, criteria for the standards, and the expectations of the local school district are understood, accepted, and demonstrated.
b) Provide support in the implementation of the standards.c) Provide evidence to support continuing employment and movement to the career
teacher level.d) Facilitate the beginning teacher's engagement in professional development through
the Mentoring and Induction program and the Individual Professional Development plan and process.
2. Required Activities
a) Initial Meeting
Prior to October 1, the administrator will meet with all beginning teachers to review the Beginning Teacher Plan expectations and evaluation timelines. The expectations must include the Iowa teaching standards and criteria. At this time, the administrator will provide staff with copies of all evaluation guidelines and forms.
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b) Year One and Two
First and second year TVIs or OMS will have at least three goal-oriented observations, including conferences. Portfolios of evidence must cover all standards and criteria.
i. Formal Observations—three formal observations will be conducted for each teacher in year one and two. Two formal observations must be conducted prior to February 1. The third observation must be held prior to the required summative evaluation conference (to be completed by April 15). Each of these observations will have a post-observation conference. Additional formal observations may be conducted at the discretion of the administrator. The teacher must complete and be ready to discuss the required observation forms with the administrator at these conferences.
ii. At least one of the formal observations will be of an extended and sufficient duration that the administrator has an adequate sample to have observed instruction, monitoring and management strategies employed by the teacher. The focus of this observation should be on Standard 2-content knowledge; Standard 3-planning and preparation; Standard 4-delivery of instruction; Standard 5-monitoring student learning; and Standard 6-classroom, management.
iii. Informal observations may also be used at the discretion of the administrator. Informal observations include any and all things that reflect overall professionalism. These may include unannounced classroom observations or walkthroughs, professional behaviors in a variety of settings, and involvement in extra-curricular school activities or functions.
iv. A cumulative professional portfolio will be created and maintained by all beginning teachers in year one and two. The professional portfolio serves as a catalyst for substantive growth in areas of teaching, philosophy, methods, and goals. Moreover, the portfolio provides administrators with concise, selective, evidence-based information from a variety of sources. It can also provide the beginning teacher with an individualized, credible, and factual document for the purpose of evaluation and feedback. The administrator and the beginning teacher will review and discuss the portfolio at scheduled conferences (see the appendix for suggested portfolio components). The portfolio may also reflect the teacher's implementation of the skills being learned as part of the District’s
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agency’s Mentoring and Induction Program and District Career Development Plan.
v. A final summative conference will be held with the first-year teacher on or before April 15. The purpose of the conference will be to provide the teacher with a current performance review with feedback and explanation based on the required and informal evaluation activities conducted during the year. A comprehensive evaluation will be held with the second year teacher on or before April 15. The written evaluation must include the administrator's licensure recommendation for the teacher or a recommendation for continued participation in the mentoring and induction program. This continuing participation should not exceed one year. A school district must use the comprehensive evaluation form provided by the Department. This is required by IAC 284.3, subsection 2, Code Supplement 2001.
vi. The administrator and beginning teacher recommended for licensure will meet prior to October 1 of the following school year to cooperatively design an individual professional development plan. The plan should focus on areas from the Iowa Teaching Standards that the administrator and the teacher feel would be of most benefit to the career teacher in supporting their on-going skill development for the Iowa teaching standards and the student achievement goals of the attendance center and the Iowa Educational Services for the Blind and Visually Impaired.
E. Tier II – Evaluation for Career Teachers
1. Purpose
Career teachers are those teachers and consultants who have been in the field for more than two years and hold a Standard teacher license. The procedure with Iowa Educational Services for the Blind and Visually Impaired is to place teachers and consultants on a three year rotation for formal evaluation. All new staff, including those with previous experience will be placed on the evaluation cycle. Teachers and consultants outside the three year rotation may be placed on evaluation at any time by the administrator.
2. Required Activities
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The evaluation will include at least two goal-oriented observations, including post observation conferences. Post conference feedback will be provided verbally at post conference and in writing as part of the formative evaluation.
Evidence of practices must cover all standards and criteria. A body of evidence is to be provided by the career teacher to the supervisor by March 1 of the evaluation year. This body of evidence may be provided as a portfolio and must cover all standards and criteria that have not been addressed through observation.
Tier II provides possibilities and options for continued professional growth that should result in increased expertise and a deeper understanding of the teaching/learning process to support the progress of teachers through the various levels of the career teacher program. Demonstration of the Iowa Teaching Standards is an ongoing process and administrators have the continuous responsibility of monitoring excellence by using multiple alternative sources of data about daily practice that can include but are not limited to formal and informal observation, student achievement, review of professional development plans, and student and parent feedback.
This plan emphasizes continuous appraisal of performance with a focus on a professional development planning process that is flexible, creative, and stimulating. Individual Professional Development Plans shall be based, at minimum, on the needs of the teacher, the Iowa teaching standards, and the student achievement goals of the attendance center and the Iowa Educational Services for the Blind and Visually Impaired, and ultimately to student learning. Staff members are responsible to develop and implement their Individual Professional Development Plan in collaboration with their supervisor, and to work collaboratively with their faculty in the implementation of the Statewide System goals. The Individual Professional Development Plan may include learning activities for one, two, or three year periods. Obviously, the longer the time period the plan covers, the higher the expectation for important and serious outcomes.
The Individual Professional Development Plan needs to align with the goals of Iowa Educational Services for the Blind and Visually Impaired as well as the Strategic Plan. Areas of inquiry and/or investigation for Individual Professional Development Plans for Career Teachers could include, but are not restricted to:
a) Refinement of Current Practice
This area addresses the refinement of teaching skills/strategies (questioning, motivation techniques, small-group instruction, etc.) that the staff member is
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currently using in practice. This type of plan is generally done individually and short-term (one year).
b) Acquisition of New Skills
This area assumes access to resources to acquire and support new skills or knowledge (integration of technology, research-based instruction strategies for specific content areas, teaching for understanding, etc). This type of plan may be done by an individual, but most likely a team. It should clearly relate to the teaching discipline/school improvement plan and would likely be a two or three year plan.
c) Redesign/Restructuring
This area always requires additional resources, time, and district commitment. This is primarily a team activity, spans two or three years, and connects directly to a building or district initiative (technology, block scheduling, non-graded primary classrooms, etc.). The product typically would be a design that included the rationale for change, potential student outcomes, necessary changes in curriculum and instruction, and an evaluation scheme.
d) Development of Curriculum/Program
This area has three potential directions:
i. Deepening: Participants would generally address moving curriculum coverage to a “deeper level" (focusing on themes rather than linear facts). This endeavor may use an individual or team approach and generally span one to three years.
ii. Integrating: Participants would focus on developing integrated lessons and courses. This work is generally done in teams and spans two to three years.
iii. Engaging: Participants would develop materials and activities that focus on engaging students more in the work of the classroom. This may be an individual or team activity and span one to three years.
e) Monitoring Student Outcome/Progress
This area addresses the development of new and/or alternative assessments that measure or describe student learning. This can also cover work addressing the collecting, interpreting, and disaggregating of student achievement data. This work may use an individual or team-approach and span one to three years.
f) Special Populations/Opportunity to Learn
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This area focuses on developing new or alternative learning opportunities for special needs students (gifted, at-risk, special education, etc.). This may be an individual or team activity and span one to three years.
g) Completing Requirements for Licensing Endorsements
The Individual Teacher Career Development Plan may be designed, in collaboration with the teacher's supervisor, to assist a teacher who is not fully licensed to complete the endorsement requirements to instruct the students that teacher has been employed to teach. For example, a teacher who is teaching with a conditional license may work on completing the requirements as part of their Individual Career Development Plan.
3. Strategies and Products
a) Strategies and/or activities for the Individual Professional Development Plan could include but are not limited to any combination of the following:
i. action researchii. workshops/conferences
iii. coaching iv. visitation of model programsv. videotaping
vi. lesson designsvii. study groups
viii. classroom observationsix. mentoringx. teacher academies
xi. college coursesxii. peer observations and conferences
xiii. simulationsxiv. electronic networkingxv. shadowing experiences
xvi. professional dialogue
b) Possible products could include but not be limited to:
i. student portfoliosii. curriculum units
iii. videotapes of lessons/classes
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iv. performance assessmentsv. study groups
vi. reflective journalsvii. case study analysis
viii. professional portfoliosix. student inventoriesx. electronic portfolios
xi. published work
A collaborative process should guide the development of the Individual Professional Development Plan. Initially, staff members will develop a draft of their plan. Staff members who will be working individually on a one-year plan will meet and collaborate with the supervisor /responsible administrator to review, refine, and finalize the plan by October 1. Individuals designing a multiple year plan and teams of staff who will be developing a common plan for multiple years should meet with the responsible administrator by November 1. The role of the administrator is to be satisfied that the plan addresses the building student achievement goals or district comprehensive school improvement plans and is linked to the Iowa Teaching Standards. Plans that do not meet this requirement will be considered only in special circumstances. The supervisor/administrator must also determine if the plan is appropriate for the requested timeframe and that the plan reflects a serious attempt to improve the teaching/learning process .
If individuals or teams are involved in multiple year plans, a written review of progress should be submitted by the team or the individual to the responsible administrator by May 15 of year one (if a two year plan) and by May 15 of year one and year two (if a three year plan). An annual conversation with the teacher’s supervisor must be held to reflect on progress of the professional development plan. This should be held after the teacher or team has completed the written review of progress.
4. End of Plan Evaluation
At the completion of the Individual Professional Development Plan two separate but necessary activities will occur. The first part of the process (the formative component) is the development of a written review of the progress and the outcomes of the completed Individual Professional Development Plan. The write-up of this review should be developed by the individual/team and by the responsible administrator. It should be written during the performance review at the end of the plan and should reflect the quality and tone of the conversation. The individual/team should come to the
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performance review with a draft of their comments and the results/product(s) of their work. The primary criteria for the written review should be the effort, power, progress, and involvement reflected in the work and in the products of that work. The end of plan form-Part I provides a structure for use in shaping and directing the comments and reflections of the participants and the administrator. A copy of this Individual Professional Development plan write-up will be placed in the individual's district file and in the case of a team plan a copy of the team write-up will be placed in each individual team member's district file.
The second part of the end of plan experience (the summative component) involves the development by the responsible supervisor/administrator of a separate written evaluation for each staff member involved in the professional development plan. This written evaluation should be based on the supervisor/administrator's professional judgment regarding the staff member's overall performance in meeting the Iowa Teaching Standards and the expectations of the local school district. The evaluation should be determined by the information collected during the continuous assessment of each staff member's overall performance over the period of time covered by the length of the professional development experience. Consequently, this summative evaluation could cover a one, two, or three year period of time but must occur at least once every three years through a performance review. The end of plan form-Part 2 provides a structured format for use in this summative evaluation and space for the justification for the evaluation. This evaluation should be presented to and discussed with the staff member in an end of the year performance review. The completion of Part 2, every one, two, or three years fulfills the provisions of section 284.3 of the Iowa statutes.
F. TIER III – Intensive Assistance Plan
1. Purpose
The Specific Intensive Assistance Plan provides a good faith effort to support and guide the career teacher in meeting the expectations set forth in the Iowa Teaching Standards. This plan provides a more structured and intensive mode of supervision for the staff member who is not consistently demonstrating one or more of the Iowa Teaching Standards.
The decision regarding implementation of Tier III should be collaborative, but may be directive. This plan is intended to provide the highest likelihood for professional improvement. This process may begin at any time. Because of the personal nature of this plan, confidentiality is expected of all participants. Tier III consists of two phases.
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2. Awareness Phase
In the awareness phase, the administrator/evaluator identifies a problem relating to the Teaching Standards (only Iowa Standards one through seven can be identified for placement in an intensive assistance tier) that is characteristic of a teacher's performance rather than an anomaly. The evaluator should contact the staff member in writing, makes him/her aware of the problem, collaboratively develops the means to resolve the problem, and schedules a time (not to exceed three months) to discuss resolution. While the teacher and the evaluator attempt to resolve the problem, the staff member continues to remain in Tier II and work on the District and Individual Professional Development Plans. At the conclusion of the agreed upon timeframe, the evaluator will review the progress and will make one of the following recommendations:
a) The problem is resolved and the staff member is removed from the awareness phase and continues to work within Tier II.
b) In the event the problem is not resolved, the staff member is notified in writing and placed into the assistance phase.
3. Assistance Phase
After the final meeting of the Awareness Phase, a letter will be sent to the staff member to formally notify him/her of placement in the Assistance Phase. A copy is forwarded to the Superintendent's office and is placed in the personnel file. The staff member should also be notified of their right to have representation of their choice. A conference will be held between the staff member and the evaluator to develop an Assistance Plan that must include a specific statement of problems related to one or more of the Iowa Teaching Standards (Standards 1 – 7) as well as specific-growth promoting goals that are measurable, action-oriented, realistic, and time-bound. In addition the plan will include strategies to be applied in achieving the goals, intended timelines for the strategic actions, and specific criteria for evaluating the successful completion of the plan. It may be beneficial for a district to identify a team of individuals who have the knowledge and skills to assist the identified teacher in improving his/her performance. This team may also assist in the development of the intensive assistance plan but may not identify the standards by which the teacher was placed on intensive assistance. The summative evaluation of the teacher in the intensive assistance tier must be made by the designated evaluator. At the end of the designated timeframe, one of three recommendations will be made at the time of the summative evaluation:
a) The problem is resolved; the staff member is removed from the Assistance Plan
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b) Progress is noted, the timeline is extended but may not exceed twelve months according to Iowa law and work continues in the assistance phase.
c) The problem is not resolved, progress is not noted. Actions are then taken by the Statewide System Superintendent to move towards a recommendation for non-renewal of contract.
Revised 08/2013
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10.6 – Faculty Salary Schedule – 2013/2014 School Year
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10.7 – Extra Curricular Activity (ECA) Pay Schedule – 2013/2014 School Year
Faculty ECA Positions Stipend
Track & Field Coach $3,000.00Cheerleading Coach $3,000.00Swimming Coach $3,000.00Forensics Coach $3,000.00Goalball coach $3,000.00Chaperone $200.00/night
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SECTION 11 – CRISIS MANAGEMENT
11.1 – Information Systems e-Data and Equipment Disaster Recovery ProcedureA. Contacts
Emergency contact info in the event IBS systems communications are failing:Samantha Zubak, Information Technology and Computer Systems [email protected]
Networking Solutions in Waterloo, Iowa can assist with recovery and implementation.Dan Roling, PartnerBridget Davis, Acct. Manager24/7 Support: 888-356-2295 [email protected]
Key Contacts for IT Recovery: (all contact info on offsite web at www.iowa-braille.k12.ia.us)
Samantha Zubak, Information Technology and Computer SystemsSteve Gettel, SuperintendantDon Boddicker, Amanda Schmitt, Business Office & PayrollKevin Kacena, Facilities/Building/FireGwen Woodward & Pam Rubel, Regional Admins, CRM Student Data knowledgeableKathy Hintz, Project Coordinator, CRM Student System, Web and outreach/campus eventsJustin Ruegg, HR, Staffing, HR Data Knowledgeable
B. Overview
Iowa-Braille.k12.ia.us is hosted by SOCS and would be point of central communications until communications restored.
All systems are on VMware High Availability with snapshot backups twice daily, daily for 7 days, and weekly for 6 weeks.
In the event of a data loss, snapshot backups are searched first, daily backups next, and weekly backups last.
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If for some reason the local data is destroyed, the Disaster Recovery server holds a daily offsite copy of the data. We would never lose more than the current day’s data in a severe disaster unless the disaster recovery site was also destroyed.
In the event of a systems loss, all systems can run from the disaster recovery server in AmeriCorps server vault location on 9th street. (Future location of Disaster Recovery Iowa School for the Deaf pending network testing).
In the event that no network services were available to the disaster recovery site, the server can be moved to any location with internet service and function entirely with a local printer if needed. (Business Startup Location of campus wide disaster recovery plan).
Otherwise, the Disaster Recovery server can be accessed physically or remotely at the recovery site. All pertinent staff have VPN access and Remote Desktop access to the terminal server and from there can access any other server.
C. Alternate Business Location & Documentation:
1. If damage is limited to Old Main, IBS staff can function out of the Old Hospital building or the Gym.
2. If Campus is destroyed, IBS Staff can function remotely from home offices once the backup server is restored to Iowa School for the Deaf campus.
3. Disaster Plan for IT includes all servers, including the financial system (Great Plains). All user documentation resides on the Great Plains server and is included in the Disaster Recovery backup server copy.
4. Documentation for the Disaster Plan is stored on the IBS Website hosted out of Omaha.
D. Systems would be activated in this priority:
1. Domain controller to enable other systems2. Email System to restore communications3. Blackberry Server to restore communications4. Microsoft Great Plains Business System for financials5. Microsoft CRM Student System for Student Records, although teachers can work
independently of this system for extended periods of time.6. Federated Server for outward facing access to CRM7. File Server for central files8. Follett Library System
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9. Ancillary systems such as Symantec Endpoint deployment server & print servers (if applicable – would likely use local printers for high priority needs initially).
E. Key applications for Desktop Users, in order of priority (all remotely accessible off campus for install)
1. Windows 72. Microsoft Office (primarily Outlook, Excel and Word).3. VPN Client4. Window Eyes & Jaws5. Internet Explorer6. Adobe Acrobat7. Adobe Reader8. Visio9. MegaDots
F. Info Tech Equipment to recover from site in priority order:
1. Priority A
a) 121 Old Main - Server room rack with servers and UPS b) 120 Old Main Laptops, desktops and monitors from, software disks (file cabinets)c) 13B Old Main Network Closet switches, firewall, and voicemail system d) 101-102 Old Main (business office and Don Boddicker office) payroll printer (owned),
Don’s printer (owned), 3 docking stations, 4 monitors, three laptops if in docks)e) 132 Old Main - Docking Station, Wireless Polycom Conference Phone f) Old Main 103 Copier (owned)g) 130 Old Main – ADC (all equipment)
2. Priority B
a) 16 Old Main (ICN equipment rack)b) 119 Old Main (ICN Cart)c) 125 Old Main (printer, leased)d) 118 PolyCom Wireless Phonee) 131 Old Main, (multifunction printer, leased, monitor, docking station, laptop and
Mobile Labf) 233 Old Main - Library, (printer, desktop, monitor)g) 115 Old Main (multifunction printer, monitor, docking station, laptop)h) Gymnasium Announcers Stand, (multifunction printer, switches, UPS)
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i) HR Wing, Old Main (copier)
3. Priority C
a) Docking stations and monitors, printers, laptops if in docks, in following locations:i. Two Sets: Old Main 12, 123, 227,ii. One set: Old Main 2, 28, 105, 107, 108, 110, 124, 126,127, 128, 129,130, 236
G. Vmware and Disaster Recovery Configuration Diagram
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Approved 6/16/2014
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SECTION 12 – REPORTING SUSPECTED ABUSE
12.1 – Procedure for Reporting Suspected Child Abuse, Dependent Adult Abuse or Abuse of a Student by an Agency EmployeeA. Complete Steps 1-4 Immediately:
1. Assure the student's safety.2. Secure medical attention for the student
if necessary.3. Complete and file an
Emergency/Accident/Incident report form.4. Notify the Superintendent, (in person or
by phone) of suspected child abuse. If the Superintendent is unavailable, notify the next administrator, in the order listed here:
a) Steve Gettel, SuperintendentMobile: 406-899-0956
b) Justin Ruegg, Director of Human ResourcesOffice: 319-472-5221, Ext. 1226Mobile: 319-213-3728
c) Carla Morrow, Director of Extended LearningOffice: 319-472-5221, Ext. 1228Mobile: 319-310-8597
B. Within 24 Hours report the suspected abuse to DHS or to the Level I Investigator based on the following information:
1. When to Report to DHS
a) If you have a reasonable belief that a child under the age of 18 or a dependent adult has been physically abused by a person responsible for the care of the child or dependent adult, as defined by law, including a parent or guardian, you must:
i. Report the suspected abuse verbally to DHS within 24 hours by contacting DHS at 1-800-362-2178, and
ii. Complete a written report to DHS within 48 hours on the DHS form. Forms are available from Human Resources or from DHS.
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b) If you have a reasonable belief that a child under the age of 18 or a dependent adult has been sexually abused by anyone including a parent or guardian, you must:
i. Report the suspected abuse verbally to DHS within 24 hours by contacting DHS at 1-800-362-2178, and
ii. Complete a written report to DHS within 48 hours on the DHS form. Forms are available from Human Resources or from DHS.
c) Employees of Iowa Educational Services for the Blind and Visually Impaired considered to be responsible for the care of the child or dependent adult are limited to the following classifications:
i. Houseparent Iii. Houseparent II
iii. Paraeducator/dormitoryiv. Residential Programmerv. School Assistant/dormitory
2. When to Report to the Level I Investigator or Alternate
Employees must file a report with the Level I Investigator or Alternate if they have knowledge of an incident of abuse of a student committed by a school employee. This means an agency employee in any other classification than the four listed above. Forms are available from Human Resources. Itinerant faculty must contact the building administrator who will direct them to the Level I Investigator.
a) Level I InvestigatorJustin Ruegg, Director of Human ResourcesOffice: 319-472-5221, Ext. 1226Mobile: 319-213-3728
1st Level I AlternateCarla Morrow, Director of Extended LearningOffice: 319-472-5221, Ext. 1228Mobile: 319-310-8597
2nd Level I AlternateNick Fisher (Non-IESBVI Staff)Office: 319-472-4499
Approved by Board of Regents 6/18/97164
Revised 08/2013
12.2 – Policy for Reporting Suspected Child Abuse, Dependent Adult Abuse or Abuse of a Student by an Agency EmployeeA. Mandatory Reporters
It is the policy of Iowa Educational Services for the Blind and Visually Impaired that any licensed employee who has a reasonable belief that a child under the age of 18, or a dependent adult, has been physically abused by a person responsible for the care of the child, as defined by law, shall report the suspected abuse verbally to the Department of Human Services (DHS) within twenty-four hours, and follow the verbal report with a written report within forty-eight hours on appropriate forms. Persons responsible for the care of a child include the child's parent or guardian.
It is also the policy of Iowa Educational Services for the Blind and Visually Impaired that any licensed employee who has a reasonable belief that a child under the age of 18 or a dependent adult has been sexually abused by anyone, shall report the suspected sexual abuse verbally to the Department of Human Services (DHS) within twenty-four hours, and follow the verbal report with a written report within forty-eight hours on appropriate forms.
Mandatory Reporters are defined according to Iowa Code 232.69 and 235B.3(2) to include the following:
1. Every health practitioner who in the scope of professional practice, examines, attends, or treats a child or dependent adult and who reasonably believes the child or dependent adult has been abused.
2. Any of the following persons who in the scope of professional practice or in their employment responsibilities, examines, attends, counsels, or treats a child and reasonably believes a child has suffered abuse: (categories at IESBVI may include and are not limited to the following)
a) A social worker employed by a public or private agency or institutionb) A certified psychologistc) A licensed school employeed) A counselor or mental health professional
B. Failure to Report
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The failure on the part of an employee who is a mandatory reporter to make a report as required by law may subject the employee to civil and criminal penalties as well as disciplinary sanctions up to and including discharge.
C. Permissive Reporter
Any person who is not a mandatory reporter and who believes that a child or dependent adult has been abused may make a report to the Department of Human Services as a permissive reporter. If the agency receives a report from a permissive reporter, the agency shall promptly refer the report to the Department of Human Services.
D. Definition of Person Responsible for the Care of a Child or Dependent Adult at IESBVI
A person responsible for the care of a child or dependent adult at the IESBVI is limited to the following classifications of employees:
1. Houseparent I2. Houseparent II3. Paraeducator/dormitory4. Residential Programmer5. School Assistant/dormitory
E. According to Iowa Code Section 232.68 child abuse means:
1. Any non-accidental physical injury, or injury which is at variance with the history given of it, suffered by a child as the result of the acts or omissions of a person responsible for the care of the child.
2. Any mental injury to a child's intellectual or psychological capacity as evidenced by an observable and substantial impairment in the child's ability to function within the child's normal range of performance and behavior as the result of the acts or omissions of a person responsible for the care of the child, if the impairment is diagnosed and confirmed by a licensed physician or qualified mental health professional.
3. The commission of a sexual offense with or to a child pursuant to chapter 709, section 726.2, or section 728.12, subsection 1, as a result of the acts or omissions of the person responsible for the care of the child. Notwithstanding section 702.5, the commission of a sexual offense under this paragraph includes any sexual offense referred to in this paragraph with or to a person under the age of eighteen years.
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4. The failure.to provide for the adequate food, shelter, clothing or other care necessary for the child's health and welfare when financially able to do so or when offered financial or other reasonable means to do so.
5. The acts or omissions which allow, permit, or encourage the child to engage in acts prohibited pursuant to section 725.1.
6. An illegal drug is present in a child's body as a direct and foreseeable consequence of the acts or omissions of the person responsible for the care of the child.
F. According to Iowa Code Section 235B.2(5.a)(1-3) dependent adult abuse means:
1. Any of the following as a result of the willful or negligent acts or omissions of a caretaker:
a) Physical injury to, or injury which is at a variance with the history given of the injury, or unreasonable confinement, unreasonable punishment, or assault of a dependent adult.
b) The commission of a sexual offense under Iowa Code chapter 709 or section 726.2 with or against a dependent adult.
c) Exploitation of a dependent adult which means the act or process of taking unfair advantage of a dependent adult or the adult's physical or financial resources for one's own personal or pecuniary profit, without the informed consent of the dependent adult, including theft, by the use of undue influence, harassment, duress, deception, false representation, or false pretenses.
d) The deprivation of minimum food, shelter, clothing, supervision, physical or mental health care, or other care necessary to maintain a dependent adult's life or health.
2. The deprivation of the minimum food, shelter, clothing, supervision, physical or mental health care, and other care necessary to maintain a dependent adult's life or health as a result of the acts or omissions of the dependent adult.
3. Sexual exploitation of a dependent adult who is a resident of a health care facility, as defined in section 135 C.1 by a caretaker providing services to or employed by the health care facility, where within the health care facility or at a location outside of the health care facility.
See Iowa Code Section 235B.2(5.a)(3) for definition of "sexual exploitation". See Iowa Code Section 235B.2(5.b) for definition of what "Dependent adult abuse" does not include.
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G. Confidentiality
It is also the policy of Iowa Educational Services for the Blind and Visually Impaired that reports of child abuse and dependent adult abuse remain confidential, as required by law. However, when the allegation reported regards either a student participating in an IESBVI-sponsored program or an employee of the agency, the IESBVI employee, acting as the mandatory or permissive reporter must notify the superintendent that a report was made to DHS.
H. Notification
When the superintendent is aware that a report of child abuse or dependent adult abuse has been made to DHS, the superintendent will notify the Board office verbally and in writing that a report was made, without identifying the name of the student or employee. The superintendent or designee may notify the parents of involved students directly or through the Department of Human Services.
I. Staff Training Requirements
Iowa Educational Services for the Blind and Visually Impaired shall provide the training required by law in the identification and reporting of child abuse and dependent adult abuse, to all mandatory reporters employed by the school within six months of initial employment. The agency shall also provide each new employee, who is a mandatory reporter, with the legal requirements of child abuse and dependent adult abuse reporting within one month of initial employment.
J. Cooperation with DHS
Iowa Educational Services for the Blind and Visually Impaired administration and staff will cooperate fully with DHS personnel in conducting a child abuse or dependent adult abuse investigation by providing confidential access to the child or dependent adult named in the report, and to other children alleged to have relevant information, for the purpose of interviews.
K. Iowa Code 235B.2 Definitions.
1. "Dependent adult" means a person eighteen years of age or older who is unable to protect the person's own interests or unable to adequately perform or obtain services necessary to meet essential human needs, as a result of a physical or mental condition which requires assistance from another, or as defined by departmental rule.
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Legal References: Iowa Code 235B.2; 235B.3(3)Legal References: Iowa Code 232.68, .69, .70, .71(6)
Revised 08/2013
12.3 - Policy and Procedures for Charging and Investigating Allegations of Abuse of Students by Agency Employees (Chapter 102 Investigation Handled by Level One Investigator) A. Policy
1. Statement of Prohibition of Abuse
It is the policy of the Iowa Educational Services for the Blind and Visually Impaired that agency employees (anyone who works for pay or who volunteers) not commit acts of physical or sexual abuse, including inappropriate and intentional sexual behavior, toward students. Any agency employee who commits such acts is subject to disciplinary sanctions up to and including discharge.
2. Covered Employees
Those agency employees at Iowa Educational Services for the Blind and Visually Impaired covered under this policy include, but may not be limited to:
a) Facultyb) Clerical staffc) Institutional Officialsd) Paraeducatorse) R. N. and LPN's f) Custodiansg) Food Service staffh) Maintenance staffi) Contracted service providersj) Volunteers
3. Promptness in Investigations and Confidentiality
It is the policy of Iowa Educational Services for the Blind and Visually Impaired to respond promptly to allegations of abuse of students by agency employees by investigating or arranging for full investigation of any allegation, and to do so in a reasonably prudent manner. The processing of a complaint or allegation will be handled confidentially to the maximum extent possible. All employees are required to assist in
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the investigation when requested to provide information, and to maintain the confidentiality of the reporting and investigating process.
4. Appointments and Training of Investigators
Iowa Educational Services for the Blind and Visually Impaired annually appoints a Level I Investigator and Alternate(s), and arranges for or contracts with a trained, experienced professional to serve as the Level II Investigator. The Level I investigator and alternate(s) will be provided training in the conducting of an investigation, at the expense of the agency.
5. Notification to Superintendent
It is also the policy of Iowa Educational Services for the Blind and Visually Impaired that reports of allegations of abuse of students remain confidential, as required by law. However, whenever an employee of the school reports alleged abuse of a student under this policy, the employee must notify the superintendent that a report was made to the Level I or Alternate Investigator.
6. Superintendent Responsibilities
When the Superintendent is notified that a report of alleged abuse of a student by an agency employee has been made to a Level I or Alternate investigator, the superintendent will:
a) monitor the use of appropriate administrative procedures for reporting and investigating suspected abuse
b) communicate with the Board of Regents office, verbally and in writing, when an allegation goes beyond the Level I investigation to a Level II investigation
c) notify parents or guardians of all relevant activities under the this policy
Legal References: Iowa Code 280.17 and 281 Iowa Administrative Code 102
B. Procedures for Investigations of Abuse of Students by an Agency Employee
1. Statement of intent and purpose. (281 Iowa Adm. Code 102.1)
It is the purpose and intent of these rules to create a uniform procedure for the reporting, investigation, and disposition of allegations of abuse of students directly
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resulting from the actions of agency employees or their agents. The scope of this policy is limited to protecting children in pre-kindergarten and K-12 educational programs.
2. Definitions. (281 Iowa Adm. Code 102.2)
a) "Abuse" may fall into either of the following categories:
i. "Physical abuse" means non-accidental physical injury to the student as a result of the actions of an agency employee.
ii. "Sexual abuse" means any sexual offense as defined by Iowa Administrative Code, Chapter 709, Section 728.12(1). or any sexual act with or directed toward a student. The term also encompasses acts of the agency employee that encourage the student to engage in prostitution as defined by Iowa law, as well as inappropriate, intentional sexual behavior, or sexual harassment by the agency employee toward a student.
b) "Board of Educational Examiners" means the state board of educational examiners in Iowa Code chapter 260.
c) "Designated investigator" means the person or persons appointed by the board of directors of a public education agency, or the authorities in control, at level one, to investigate allegations or reports of abuse of students by agency employees, and shall also refer to the appointed alternate.
d) "Incident" means an occurrence or behavior that meets the definition of physical or sexual abuse in these rules.
e) "Injury" occurs when evidence of it is still apparent at least 24 hours after the occurrence.
f) "Nonpublic school" means any school in which education is provided to a student, other than in a public school or in the home of the student.
g) "Preponderance of evidence" means reliable, credible evidence that is of greater weight than evidence offered in opposition to it.
h) "Public school" means any school or education agency directly supported in whole or in part by taxation.
i) "Reasonable force" is that force and no more which a reasonable person, in like circumstances, would judge to be necessary to prevent an injury or loss and can include deadly force if it is reasonable to believe that such force is necessary to avoid injury or risk to one's life or safety or the life or safety of another, or it is reasonable to believe that such force is necessary to resist a like force or threat.
j) "School employee" or “Agency employee” means a person who works for pay or as a volunteer under the direction and control of:
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i. The board of directors or of any administrator of a public school district or education agency.
ii. The board or authorities in control of a nonpublic school.iii. The board of directors or administrator of an agency called upon by a school
official to provide services in an educational capacity to students.iv. An employee of any residential institution, not currently covered by Iowa Code,
Chapter 232, providing educational services.v. Agency employees are of two classes: certificated (licensed) and noncertificated
(unlicensed). A certificated employee holds an Iowa teacher's certificate issued by the state board of educational examiners.
k) "Sexual harassment" means unwelcome sexual advances, requests for sexual favors or other verbal or physical conduct of a sexual nature when:
i. Submission to the conduct is made either implicitly or explicitly a term or condition of the student's education or benefits;
ii. Submission to or rejection of the conduct is used as the basis for academic decisions affecting that student; or
iii. The conduct has the purpose or effect of substantially interfering with a student's academic performance by creating an intimidating, hostile, or offensive education environment.
l) "Student" means a person enrolled in a public or nonpublic school or a pre- kindergarten program in a public or nonpublic school established under Iowa law, a child enrolled in a day care program operated by a public school or merged area school under Iowa Code, Section 279.49, or is a resident between the ages of 5 and 21 of a state facility providing incidental formal education.
3. Jurisdiction. (281 Iowa Adm. Code 102.3)
To constitute a violation of these rules, acts of the agency employee must be alleged to have occurred on school grounds, on agency time, on an agency-sponsored activity, or in a school-related context. To be investigable, the written report must include basic information showing that the victim of the alleged abuse is or was a student at the time of the incident, that the alleged act of the agency employee resulted in injury or otherwise meets the definition of abuse in these rules, and that the person responsible for the act is currently an agency employee.
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If the report is not investigable due to the absence of any of the jurisdictional facts, the level-one investigator shall dismiss the complaint as lacking jurisdiction and notify the person filing the report of abuse of the options remaining as listed in subrule 281 Iowa Adm. code 102.10(9). The dismissal of a report of abuse for lack of jurisdiction does not bar agency officials from further forms of investigation and disciplinary action against an employee.
4. Exceptions. (281 Iowa Adm. Code 102.4)
a) The following do not constitute physical abuse, and no agency employee is prohibited from using reasonable and necessary force, not designed or intended to cause pain: (281 Iowa Adm. Code 102.4(1))
i. Using reasonable and necessary force, not designed or intended to cause pain:
a. To quell a disturbance or prevent an act that threatens physical harm to any person
b. To obtain possession of a weapon or other dangerous object within a pupil's control
c. For the purposes of self-defense or defense of others as provided for in Iowa Code, Section 704.3
d. For the protection of property as provided for in Iowa Code, Section 704.4e. To remove a disruptive pupil from school premises or from agency sponsored
activities off school premisesf. To prevent a student from the self-infliction of harmg. To protect the safety of others
ii. Using incidental, minor, or reasonable physical contact to maintain order and control.
b) In determining the reasonableness of the force used, the following factors shall be considered: (281 Iowa Adm. Code 102.4(2))
i. The nature of the misconduct of the student, if any, precipitating the physical contact by the school employee
ii. The size and physical condition of the studentiii. The instrumentality used in making the physical
contact
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iv. The motivation of the school employee in initiating the physical contact
v. The extent of injury to the student resulting from the physical contact
5. Providing For Safety of Students
a) The following options are available to insure the safety of a student who might be in imminent danger of continued contact with the agency employee:
i. Temporary removal of the student from contact with the agency employee.
ii. Temporary removal of the agency employee from service.
iii. Any other appropriate action permissible under Iowa law to ensure the student's safety.
b) An Iowa Educational Services for the Blind and Visually Impaired employee may be placed on administrative leave with pay, or some lesser appropriate action such as reassignment to another area, until it has been determined if a reportable offense has occurred.
c) Any applicable terms of the current Collective Bargaining Agreement between the State of Iowa and AFSCME shall be adhered to in dealing with AFSCME covered employees who are named in reports of suspected child abuse.
d) If the accused individual is a student, the accused may be restricted in activity until it has been determined if a reportable offense has occurred. If a reportable offense has occurred, the student may be recommended for change of IEP or placement review.
e) If the accused individual is neither a student nor an employee, the individual's presence on campus will be excluded by means of legal enforcement. A permanent exclusion from campus will be in effect if the accused is found guilty.
6. Access to Educational Records
Level-One Investigators, Alternate Level-One Investigators, and Level-Two Investigators shall have access to any educational records of a student who is named a victim of alleged abuse and access to the student for purposes of interviewing and investigating the allegation.
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7. Publication of the names and telephone numbers of the designated investigator and alternate(s) (281 Iowa Adm. Code 102.5(3))
IESBVI will publish the names and telephone numbers of the designated investigator(s) and alternates in the Employee Handbook.
8. Annual training for the designated investigator and alternate(s) in investigating reports of abuse of students. (281 Iowa Adm. Code 102.5(4))
Annual training will be provided for the designated investigator and the alternate(s). Annual training of Chapter 102 reporting of abuse of student(s) by agency employee(s) as well as mandatory reporting of child abuse to the Department of Human Services will be provided to all IESBVI employees.
9. Filing of a report. (281 Iowa Adm. Code 102.6)
a) Who may file? (281 Iowa Adm. Code 102.6(1))
Any person who has knowledge of an incident of abuse of a student committed by an agency employee may file a report with the designated investigator.
b) Content of Report. (281 Iowa Adm. Code 102.6(2)) The report shall be in writing, signed, and witnessed by a person of majority age and shall contain the following information:
i. The full name, address, and telephone number of the person filing
ii. The full name, age, address, telephone number and attendance center of the student
iii. The name and place of employment of the school employee(s) or agents who allegedly committed the abuse.
iv. A concise statement of the facts surrounding the incident, including date, time, and place of occurrence, if known
v. A list of possible witnesses by name, if known
vi. Names and locations of any and all persons who examined, counseled or treated the student for the alleged abuse, including the dates on which those services were provided, if known.
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c) Incomplete Reports. (281 Iowa Adm. Code 102.6(3))
The designated investigator shall aid parties requesting assistance in completing the report. An incomplete report shall not be rejected unless a reasonable person would conclude that the missing information which is unable to be provided by the reporter would render investigation futile or impossible. An unsigned (anonymous) or unwitnessed report may be investigated, but the designated investigator then has no duty to report findings and conclusions to the reporter.
10. Receipt of Report. (281 Iowa Adm. Code 102.7)
Any agency employee receiving a report of alleged abuse of a student by an agency employee shall immediately give the report to the designated investigator or alternate and shall not reveal the existence or content of the report to any other person, with the exception that the employee must notify the Superintendent that a report was made to a Level One Investigator or alternate.
The Superintendent will communicate verbally and in writing with the Board of Regents office when an allegation goes beyond the Level I investigation to a Level II investigation. Names will not be reported until such time as a founded Level Two report is made.
11. Duties of Designated Investigator - Physical Abuse Allegations (281 Iowa Adm. Code 102.8)
a) Upon receipt of the report, the designated investigator shall make and provide a copy of the report to the person filing, to the student's parent or guardian if different from the person filing, and to the supervisor of the employee named in the report. The agency employee named in the report shall receive a copy of the report at the time the employee is initially interviewed by any investigator. However, if this action would conflict with the terms of the contractual agreement between the employer and employee, the terms of the contract shall control. (281 Iowa Adm. Code 102.8(1))
b) Within five school days of receipt of a report of physical abuse, the designated investigator shall conduct and complete an informal investigation after reviewing the report to determine that the allegations, if true, support the exercise of jurisdiction pursuant to rule (281 Iowa Adm. Code 102.3. 102.8(2))
c) If, in the investigator's opinion, the magnitude of the allegations in the report suggest immediate and professional investigation is necessary, the designated investigator may temporarily defer the level-one investigation. In cases of deferred investigation, the investigator shall contact appropriate law enforcement officials,
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the student’s parent or guardian and the person filing the report, if different from the student's parent or guardian, documenting in writing the action taken. (281 Iowa Adm. Code 102.8(3))
d) The investigator shall interview the alleged victim, the agency employee named in the report, and any collateral sources who may have knowledge of the circumstance contained in the report. The investigator shall exercise prudent discretion in the investigative process to preserve the privacy interests of the individuals involved. To the maximum extent possible, the investigator shall maintain the confidentiality of the report. (281 Iowa Adm. Code 102.8(4))
e) The designated investigator's role is not to determine the guilt or innocence of the agency employee, the applicability of the exceptions listed in rule 102.4. The designated investigator shall determine, by a preponderance of the evidence, whether it is likely that an incident took place between the student and the agency employee. However, if the complaint has been withdrawn, the allegation recanted, or the employee has resigned, admitted the violation, or agreed to relinquish the employee's teacher's certificate or license, the designated investigator may conclude the investigation at level one. The designated investigator shall follow the applicable provisions of 281 Iowa Adm. Code 102.11(2) and 102.11(3) when resolution occurs at level one.The second level investigator appointed, contracted, requested or retained under subrule 281 Iowa Adm. Code 102.5(2), when called upon for further investigation, shall consider the applicability of the exceptions listed in rule 102.4 (280) and the reasonableness of the contact or force used under subrule 102.4(2) in reaching conclusions as to the occurrence of physical abuse as defined by these rules. (281 Iowa Adm. Code 102.8(5))
f) Within 15 calendar days of receipt of the report, the designated investigator shall complete a written investigative report, unless investigation was temporarily deferred. (281 Iowa Adm. Code 102.8(6))
12. Duties of Designated Investigator - Sexual Abuse Allegations (281 Iowa Adm. Code 102.9)
a) Upon receipt of the report, the designated investigator shall make and provide a copy of the report to the person filing and to the student's parent or guardian if different from the person filing. The agency employee named in the report shall receive a copy of the report at the time the employee is initially interviewed by any investigator. However, if this action would conflict with the terms of a contractual agreement between the employer and employee, the terms of the contract shall
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control. The designated investigator shall not interview the agency employee named in a report of sexual abuse until after a determination is made that jurisdiction exists, the alleged victim has been interviewed, and a determination made that the investigation will not be deferred under subrule 281 Iowa Adm. Code 102.9(5). 281 IAC 102.9(1).
b) Upon receipt of a report of sexual abuse or other notice of an allegation of sexual abuse, the designated investigator shall review the facts alleged to determine that the allegations, if true, support the exercise of jurisdiction pursuant to 281 Iowa Adm. Code 102.3 of these rules. (281 Iowa Adm. Code 102.9(2))
c) The investigator shall notify the parent, guardian, or legal custodian of a child, in pre kindergarten through grade six, of the date and time of the interview and of the right to be present or to see and hear the interview or send a representative in the parent's place. The investigator shall interview the alleged victim as soon as possible, but in no case later than five days from the receipt of a report or notice of the allegation of sexual abuse. The investigator may record the interview electronically. The investigator shall exercise prudent discretion in the investigative process to preserve the privacy interests of the individuals involved. To the maximum extent possible, the investigator shall maintain the confidentiality of the report. (281 Iowa Adm. Code 102.9(3)
d) The designated investigator's role is not to determine the guilt or innocence of the agency employee. The designated investigator shall determine, by a preponderance of the evidence, and based upon the investigator's training and experience and the credibility of the student, whether it is likely that an incident took place between the student and the school employee. However, if the complaint has been withdrawn, the allegation recanted, or the employee has resigned, admitted the violation, or agreed to relinquish the employee's teacher’s certificate or license, the designated investigator may conclude the investigation at level one. The designated investigator shall follow the applicable provisions of 281 Iowa Adm. Code 102.11(2) and (3) when resolution occurs at level one. (281 Iowa Adm. Code 102.9(4))
e) If, in the investigator's opinion, it is likely that an incident in the nature of sexual abuse as defined by Iowa Code, Chapter 709, or Section 728.12(1) took place, the investigator shall temporarily defer further level-one investigation. In cases of deferred investigation, the investigator shall immediately contact appropriate law enforcement officials, notifying the student's parent or guardian and the person filing the report, if different from the student's parent or guardian, of the action taken.
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If, in the investigator's opinion, an incident occurred that would not constitute sexual abuse as defined in Iowa Code, Chapter 709, or sexual exploitation as defined by Iowa Code, Section 728.12(1), but that was in the nature of inappropriate, intentional sexual behavior by the agency employee, further investigation is warranted. The investigator may proceed to interview the school employee named in the report. Prior to interviewing any collateral sources who may have knowledge of the circumstance contained in the report the investigator shall provide notice of the impending interview of student witnesses who are in prekindergarten through grade six, to their parent, guardian, or legal custodian, and may provide notice to the parent or guardian of older students, prior to interviewing those students.
If, in the investigator's opinion, the allegation of sexual abuse is unfounded either because the conduct did not occur or the conduct did not meet the definition of abuse in these rules, further investigation is not warranted. The investigator shall notify the student's parent or guardian, the person filing the report, if different from the student's parent or guardian, and the agency employee named in the report of this conclusion in a written investigative report. (281 Iowa Adm. Code 102.9(5))
f) Within 15 calendar days of receipt of the report or notice of alleged sexual abuse, the designated investigator shall complete a written investigative report unless the investigation was temporarily deferred. (Iowa Adm. Code 102.9(6))
13. Content of Investigative Report. (281 Iowa Adm. Code 102.10)
The written investigative report shall include:
a) The name, age, address, and attendance center of the student named in the report.b) The name and address of the student's parent or guardian and the name and
address of the person filing the report, if different from the student's parent or guardian
c) The name and work address of the agency employee named in the report as allegedly responsible for the abuse of the student
d) An identification of the nature, extent, and cause, if known, of any injuries or abuse to the student named in the report
e) A general review of the investigationf) Any actions taken for the protection and safety of the studentg) A statement that, in the investigator's opinion, the allegations in the report are
either:
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i. Unfounded. (It is not likely that an incident, as defined in these rules, took place) or
ii. Founded. (It is likely that an incident took place.)
h) The disposition or current status of the investigationi) A listing of the options available to the parents or guardian of the student to pursue
the allegations. These options include, but are not limited to:
i. Contacting law enforcementii. Contacting private counsel for the purpose of filing a civil suit or complaint
iii. Filing a complaint with the board of educational examiners if the agency employee is certificated
The investigator shall retain the original and provide a copy of the investigative report to the agency employee named in the report, the agency employee's supervisor and the named student's parent or guardian. The person filing the report shall be notified that the level-one investigation has been concluded and of the disposition or anticipated disposition of the case.
14. Founded Reports - Designated Investigator's Duties. (281 Iowa Adm. Code 102.11)
The Investigator shall notify law enforcement authorities in founded cases of serious physical abuse and in any founded case of sexual abuse under Chapter 709 or sexual exploitation under Iowa Code section 728.12(1). In founded cases of less serious physical incidents or sexual incidents not in the nature of statutory sexual abuse or exploitation as defined by Iowa law, the investigator shall arrange for the level-two investigator to carry out a professional investigation unless the level-one investigation has resulted in a final disposition of the investigation. In addition, the designated investigator shall give a copy of the investigative report to the employee's supervisor and document all action taken.
Upon receipt of the level-two investigator's report under 281 Iowa Adm. Code 102.12, or upon resolution of the investigation at level one, the designated investigator shall:
a) Forward copies of the level-two investigator's report to the student's parent or guardian, the agency employee named in the complaint, and the agency employee's supervisor; notify the person filing the report, if different from the student's parent or guardian, of the disposition of the case or current status of the investigation.
b) File a complaint with the board (of Educational Examiners) on behalf of the agency by obtaining the superintendent's signature on the complaint in cases where the
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level-two investigator or law enforcement officials have concluded abuse occurred as defined in these rules, or where the employee admitted the violation or agreed to surrender the employee's certificate or license. The designated investigator has discretion to file a complaint with the board in situations where the employee has resigned as a result of the allegation or investigation but has not admitted that a violation occurred;
c) Arrange for counseling services for the student on request of the student or the student's parent or guardian.
15. Level-Two Investigator's Duties. (281 Iowa Adm. Code 102.12)
Upon referral by the designated investigator, the level-two investigator appointed, contracted, requested or retained under 281 Iowa Adm. Code 102.5(2) shall review the report of abuse and the designated investigator's report, if any, promptly conduct further investigation and create a written narrative report. The level-two investigator's report shall state:
a) Conclusions as to the occurrence of the alleged incident; andb) Conclusions as to the applicability of the exceptions to physical abuse listed in 281
Iowa Adm. Code 102.4 (280); or c) Conclusions as to the nature of the sexual abuse, if any; andd) Recommendations regarding the need for further investigation
The written report shall be delivered to the designated investigator as soon as practicable.
The level-two investigator shall exercise prudent discretion in the investigative process to preserve the privacy interests of the individuals involved. To the maximum extent possible, the level-two investigator shall maintain the confidentiality of the report.
16. Retention of Records. (281 Iowa Adm. Code 102.13)
Any record created by an investigation shall be handled according to formally adopted or bargained policies on the maintenance of personnel or other confidential records. Notes, tapes, memoranda, and related materials compiled in the investigation shall be retained by the agency for a minimum of two years. Unfounded reports shall not be placed in an employee's personnel file. If a report is founded at level one and unfounded at level two, the founded report from the level-one investigator shall be removed immediately upon receipt of an unfounded report from the level-two investigator.
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17. Substantial Compliance. (281 Iowa Adm. Code 102.14)
Because investigative procedures seldom allow for rigid observance of the protocol, substantial compliance with the rules is required with the overriding goal of reaching a fair and unbiased resolution of the complaint.
Approved by Board of Regents 6/18/97Revised 08/2013
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SECTION 13 – STATEWIDE EMPLOYMENT PRACTICES
13.1 (a) – Annual Calendar (Schedule for the Year)All teaching and consultant staff working less than 260 days per year will complete and submit an electronic annual calendar by May 15 th , for the following school year. The calendar will indicate the days planned to work during the upcoming contracted school year. Faculty calendars should closely follow the calendars of the school districts served, keeping in mind that students must be served when school is in session. In order to ensure availability, faculty calendars may not exceed five (5) consecutive non-contract days during the school year, excluding weekends and recognized breaks. The calendar will be submitted to the Secretary to the Regional Directors, who will facilitate the approval process.
Once your calendar has been approved by the Regional Director or Superintendent, you must submit any request to exchange a day or alter the calendar directly to your supervisor. Approved calendar change requests will be forwarded by your supervisor to the Secretary to the Regional Directors. The Secretary will update and maintain the master copy of your calendar. Your salary exception reports and mileage logs should match the days you indicated as working days on your annual calendar.
Revised 08/2016
13.1 (b) – Requirements for Time on an IEP and IFSPThe Individual Education Program (IEP) and Individual Family Service Plan (IFSP) must contain information on the time and frequency of services when services are provided on a regularly scheduled basis. The criterion for determining time and frequency by the IEP team includes consideration of the time required for instruction of the student to have a reasonable opportunity to advance appropriately toward the attainment of goals. Instructional and learning time is a primary factor in student acquisition of skills.
Time on an IEP/IFSP may be affected by student and staff schedule conflicts. Efforts will be made to contact a substitute for specialization of instruction but will be based on availability for the region. In Iowa substitutes are seldom available due to the specialization of the service
TVIs and COMs are expected to build their schedules in a manner that allows for some time for making up instructional time when necessary. Time as specified on the IEP must be made up when instruction is interrupted for multiple days (consecutive or cumulative) due to instructor illness, schedule conflicts or changes. Teacher professional development does not require make-up time as the professional development is required as a component of the service.
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When a TVI or COM is unable to schedule make-up sessions, the teacher must contact the Regional Director for direction.
Periodic absences from instruction, when the instruction is otherwise provided on a consistent basis, do not need to be rescheduled. These periodic absences may occur due to instructor or student needs related to illness, schedule conflicts and changes or instructor professional development.
Applicable references from the Iowa Administrative Rules of Special Education and the Area Education Agency Procedure Manual follow:
TITLE VII SPECIAL EDUCATION CHAPTER 41 SPECIAL EDUCATION
[Prior to 9/7/88, see Public Instruction Department[670] Ch 12] DIVISION I PURPOSE AND APPLICABILITY
281—41.320(256B,34CFR300) Definition of individualized education program.
h. The projected date for the beginning of the services and modifications described in 41.320(1)“e” and the anticipated frequency, location, and duration of those services and modifications.
C. Area Education Agency - Special Education Procedures (January 15, 2014)
1. Identify and Describe Individualized Service Needs
The IEP must describe all the services, activities and supports necessary to meet the student’s educational needs and must indicate when each will begin. An IEP that does not clearly specify the nature and type of services, activities and supports is inadequate and fails to meet the requirements of the Rules. The description must contain specific details about how these services, activities and supports are to be implemented. This description must also contain details of the anticipated frequency, setting and duration of each service, activity and support. [41.320(1)]
2. Identify When and How Often Services Will Be Provided
The IEP team also needs to identify when and how often the service will be provided. “Services” require a designation of minutes per day, week or month. “Activities and Supports” require a designation of “Time and Frequency.” The team may do so by describing both the time and frequency of the service, or by clearly describing the circumstances under which the service will be provided. For example, for the Transition
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Activity “Steve will receive assistance in applying for VR services,” Time and Frequency may be addressed with “Following completion of job-shadowing.”
Approved 8/11/2011Revised 2/17/2014
13.2 – Medicaid Reimbursement ProcedureProcedure in Development
13.3 – Report of Case Load ProfileBy August 25th submit your Case Load Profile to the Regional Director. As students are added to your caseload, submit information regarding them to the Regional Director.
13.4 – Students Served/Vehicle Mileage Log In agency vehicles, you will find a clipboard with students served/mileage forms attached. If one is not provided, please contact your Regional Director to obtain the needed materials. Complete the form on a student to student basis. Note students served, Direct or Consult service, office time, staff development activity on this form along with the mileage. The Students Served, Mileage Log and all receipts for the vehicle are to be faxed or emailed to your supervisor and copied to the business office by the 3rd of each month. Please note number of gallons purchased in the appropriate column of the log as well as any service to the state vehicle.
13.5 – Special Education Eligibility and Student Evaluation IESBVI personnel conducting evaluations, as a part of an AEA and LEA team, for the purpose of determining eligibility for special education or continued eligibility for special education shall use the procedures outlined in the Special Education Procedure Manual. This document provides guidance on:
A. Requirements of Individuals with Disabilities Education Act (IDEA), B. What to do when a disability is suspected,C. Procedures for written prior consent for evaluation,D. A full and individual evaluation,E. Exclusionary factors to consider,F. Procedures for documenting progress, discrepancy and need,G. Eligibility determination procedures, andH. Using assessment information to devise an Individual Education Program (IEP).
Additionally, personnel serving students suspected of needing services based on a visual impairment are directed to use the Eligibility/Entitlement guidelines in the Iowa Expanded Core
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Curriculum (ECC) Resource Guide 2006. All students suspected of having a disability, based on vision impairment, are to have a Functional Vision Assessment and Learning Media Assessment as components of the information available to make a determination regarding eligibility and to provide guidance on the development of an Individualized Education Program when appropriate.
13.6 – Extended School Year Services (ESYS) / Projected Summer ServicesExtended School Year Services are special education and related services that meet the standards of the state and are provided to a child with a disability. These services go beyond the normal school year in accordance with the IEP and at no cost to the parents of the child. [41.106(2)]
Eligibility Determination: ESYS must be made available if it is necessary in order for a child to receive a free appropriate public education (FAPE.) [41.106(1)]. No single criterion can be used as a sole determining factor in determining eligibility for ESYS. Decisions require a look into data from multiple sources. Another issue to be considered is whether benefits accrued by the child during the regular school year will be jeopardized if he or she is not provided ESYS. Eligibility may not be limited to particular categories of disability or unilaterally limited to particular types, amounts or duration of service. This would include students receiving only support services (e.g., occupational therapy, etc.).
Because parents have the right to appeal the ESYS decision and exercise due process procedures, parents need to be given ample time to appeal the decision. Therefore it is suggested that decisions regarding eligibility for ESYS should be made at least 60 calendar days before the end of the school year, and before any other school breaks for which ESYS would be a consideration. This allows parents time to consider the IEP and for parents and schools or AEAs to resolve any differences that may arise. March 15th is the target date for making ESYS decisions.
The Special Education Procedures Manual provides additional guidance on ESYS. When a decision is made for ESYS the Projected Summer Services Form located on the IESBVI website, must be completed and submitted to the Regional Director. March 15th is the date for the form to be submitted to the Regional Director.
13.7 – Assistive Device Center (ADC) and Technology ConsultationThe purpose of the Assistive Device Center (ADC) is to lend vision specific equipment to students in order to help educational teams make more informed choices regarding assistive technology devices. There is no charge for this service. The Assistive Device Center is funded by
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a grant through the Iowa Department of Education. All equipment is available for loan to any student who is visually impaired, blind or deaf-blind, from 0-21 years of age. For tracking purposes, all orders for equipment must go through the student’s Teacher of the Visually Impaired (TVI) or the Orientation and Mobility Specialist (OMS). You can access the ADC catalog on-line at the IESBVI web site. www.iowa-braille.k12.ia.us .
Equipment may be borrowed for one of the following periods of time:
A. Standard loan of 12 weeksB. For a semester-long classC. While the purchase of equipment is pending and is specified on the IEP
Rosa Mauer is the Technology Consultant serving Statewide and is available to assist in assessment, technical assistance, and training for parents and professionals. For more information about Technology Consultation, call 1-800-645-4579 x 4039 or e-mail [email protected].
13.8 – Library ServicesThe library services at the Iowa Braille School are provided in cooperation with the Iowa Department for Blind. The library collection at the school and the collection at the Department for the Blind are blended through a cooperative agreement. Eligible students and families may access either collection using the following methods:
A. On-line Public Access Catalog (OPAC)
The library’s On-line Public Access Catalog (OPAC) permits browsers to search for titles by author, subject, word in title, title, or narrator. Searches can be restricted to just one medium: Braille, cassette, large print, or descriptive video. Once a search is completed, information may be viewed about an individual title. Internet access and a current web browser, such as Internet Explorer or Netscape, are required to use the OPAC. The web address for the OPAC is: www.blind.state.ia.us/opacnew.
Anyone can browse the OPAC for information about every book in the two libraries’ collection. It displays the complete bibliographic record, including author, narrator, annotation, length, and availability. An on-line help manual covers the following topics: Searching Methods, Working with Search Results, and Exercises for Searching the OPAC with JAWS for Windows. The OPAC is completely accessible with screen reading technology.
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Registered patrons of the Iowa Department for the Blind library can send books to themselves using the OPAC. This requires a patron ID and password, which can be obtained from reader advisors.
B. Library Collection Housed at the Iowa Braille School
1. An Introduction:
Two primary offerings from the Iowa Braille School Library Collection include the Professional Collection and the Books for Kids program. The purpose of the Books for Kids program is to ensure daily access to Braille books on different topics, some at the child’s reading level and some at the child’s interest level, allowing the child to choose which books to read or to have read to them. Library staff will mail several Braille or print/Braille books on a rotational basis to every participating child. Books can be sent to the child’s home and / or school. Browse the collection using OPAC. You may also access the statewide vision system website to learn more at www.iowa-braille.k12.ia.us
Teachers of the Visually Impaired and COMS may order APH materials for eligible students through the library at the Iowa Braille School.
You may contact the library at the Iowa Braille School through Margie Ortgiesen, Literacy Consultant, at 319-472-5221 x1227 or 800-645-4579 ext. 1227. Or you may call Sue Shanahan at 319-472-5221 and 800-645-4579. Sue’s extension is 4044.
2. Library Procedures
The library at Iowa Braille School is a collection intended to provide access statewide to students, families, educational personnel and Iowa Department for the Blind personnel to literature and educational materials in a format that is accessible by students, youth and adults serving students and youth that are blind and visually impaired.
One Library Assistant III is assigned to the library to:
a) Organize, catalog, check in and out from the collection;b) Supervise students using the library;c) Assist students, personnel and community in accessing the collection;d) Work in cooperation with Iowa Department for the Blind personnel on the
collaborative project to bring some parts of the collections together for distribution;e) Process orders including American Printing House for the Blind, Inc. (APH) orders;f) Perform other duties as assigned.
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The Literacy Consultant will supervise the Library operations including the supervision and evaluation of the Library Assistant. The Literacy Consultant will lead personnel at the school and in the state in keeping the collection current through acquisition and disposal actions.
The Math Consultant will assist the Literacy Consultant and the support personnel with keeping the collection current with a particular emphasis on math and science.
The Superintendent will provide overall supervision and direction to the library and collection. The Superintendent will assist the Literacy Consultant in the supervision and evaluation of support personnel. Acquisition of material to add to the collection will be reviewed and when appropriate approved by the Superintendent based on student needs and enhancing the collection, budget consideration, and documentation of meeting the criteria by the Library Assistant. The Literacy Consultant will serve as the Ex Officio Trustee of the American Printing House for the Blind and perform the duties associated with such.
3. Processing Orders:
a) The Library Assistant III receives American Printing House for the Blind purchase requests and checks for meeting purchasing criteria (APH), initial and moves to Patrick the Literacy Consultant for review and action. At the time of receipt Nancy or Sue the Library Assistant will electronically acknowledge receipt so the sender knows the status.
b) The Literacy Consultant will review and sign in approval or denial and move forward for processing to the Library Assistant for APH purchases. If denied the Literacy Consultant will communicate such to the person making the order.
4. Library Services at the Iowa Department for the Blind
All classroom materials are ordered through the library at the Iowa Department for the Blind (IDB). Visit their website at www.blind.state.ia.us/ or call 1-800-362-2587 and ask for the Instructional Materials Center (IMC). You may also access OPAC through the IDB website. Among other things, OPAC allows you to check and see if a book is available.
Revised 08/2013
13.9 – Low Vision ClinicLow Vision Clinics (LVC) are held throughout the fall and spring in locations throughout the state. OMS and TVIs are expected to attend clinics in the AEAs they serve. The OMS may be
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asked to conduct a preliminary Orientation and Mobility screening if parents are present to give permission. Information from these initial Orientation and Mobility screenings must be forwarded to the Low Vision Clinic Coordinator, Jim Judd, to be included in the Low Vision Clinic Report.
Itinerant teachers will access information and forms for upcoming Low Vision Clinics on the website and are expected to attend with their students. AEA vision supervisors will also be notified of Low Vision Clinics being held in their AEA. At each LVC, every attempt will be made for the LVC staff and the AEA vision staff, including the vision supervisor, to meet for evaluation of the clinic and to discuss student needs.
It is the responsibility of the TVI to provide follow-up for students on the recall list in a timely manner.
13.10 – Itinerant Travel Related Procedures(see also Employee Hand Book Section 3.21 “Travel Policy” and Section 4.1 “School Vehicles use Policy and Procedures” for complete information)
A. School Cars
1. Smoking is prohibited in all state vehicles.
2. Every Statewide System vehicle should have:
a) Identifying label on side of carb) Fire Extinguisherc) Emergency Safety Kitd) Emergency Clean up Kite) Students Served and Mileage Log/Clipboardf) State Vehicle Accident Procedures and Report Formg) Owner's Manualh) Certificate of Self Insurance – Liabilityi) Vehicle registration
If any of these items are missing from the vehicle you are driving, please inform Amanda Schmitt in the Business Office at 319-472-5221x1111. The item(s) will be replaced.
3. Certificate of Self Insurance
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A yellow, laminated “Certificate of Self Insurance – Liability” must be in all school cars. You will need to provide this if stopped by law enforcement. It is your proof of insurance.
4. Assigned School Vehicles
Orientation and Mobility Specialists and other identified staff providing statewide services are assigned a vehicle to drive while serving students. The business office will tell you which vehicle has been assigned to you and will give you the keys and credit cards needed for gas and other incidentals for the vehicle. The gas credit card is to be used only for business purposes, including the purchase of fuel, oil, fluids, headlights, windshield wipers, car washes or other minor purchases or repairs that may be necessary. Any expense to be applied to the credit card over $200.00 needs to be pre-approved by the business office. Do not use the School’s credit card to buy food or other non-vehicle related items. Save all receipts from purchases made to maintain your vehicle and turn in with your monthly Mileage Log. (See Employee Hand Book, Section 3.21 Travel Policy – p. 17 Procedure for Statewide Services Vehicle Mileage Log and Mileage Reimbursement Claims)
B. PERSONAL CARS
Students should never be transported in a personal vehicle. Staff required to drive their personal vehicle will need to submit a Students Served and Mileage Log form for mileage reimbursement. Indicate on the form the AEA served.. Personal vehicle mileage reimbursement is $0.39 per mile. Mileage forms are due the 3rd of each month. (See Employee Hand Book, Section 3.21 Travel Policy – p. 17 Procedure for Statewide Services Vehicle Mileage Log and Mileage Reimbursement Claims)
C. Travel Requests
For teachers regularly providing itinerant services, at the beginning of the school year, please complete and return a blanket Travel Request to the Regional Director indicating the AEA(s) you will be serving. A travel request should also be completed any time you deviate from your regular schedule, i.e., meetings in Vinton, conference in Des Moines, etc.
D. Driving and the Use of Cell Phones / Blackberries
Employees who travel more than 50% of the time or employees designated by the nature of their work, upon recommendation of the immediate supervisor and approval by the superintendent or designee, will be issued a cell phone or blackberry for business use. Use
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of IESBVI cell phones or blackberries is restricted to agency business only and should only be used by the individual to which they are issued. Personal calls are prohibited except in the case of an emergency.
Iowa Educational Services for the Blind and Visually Impaired is committed to promoting employee safety by encouraging the safe use of school-owned or personal cell phones or blackberries by its employees while driving on school business. While there often is a need to use the phone, safety must be the first priority. Driving safely requires alertness, attention to traffic, caution, and courtesy. When driving for agency business:
1. If a phone call must be made while driving, find a proper parking space first. Stopping on the side of the road is not acceptable. The only exception is for genuine emergencies such as an accident or car breakdown.
2. Employees with hands-free phones may make brief phone calls while driving but must park when road conditions are poor, traffic is heavy, or the conversation is involved.
3. Texting while driving is prohibited.
E. Four Rules of Safe Refueling
1. Turn off engine 2. Don't smoke3. Don't use your cell phone or blackberry - leave it inside the vehicle or
turn it off4. Don't reenter your vehicle during fueling
F. Maintenance
Staff who are assigned an agency vehicle, are responsible for maintaining the vehicle and keeping both the interior and exterior clean. Routine service, such as oil changes every 5,000 miles, lubrication, or tire rotation every 10,000 miles, must be performed at regular intervals as recommended by the manufacturer of the vehicle. Maintenance on your assigned vehicle should be done at a garage in your area. To set up a direct billing account, fax the necessary paperwork to the business office at 319-472-5174. All vehicle maintenance receipts must be signed by the employee who ordered the work to verify work completed.
If the vehicle is in need of repairs estimated to be $200 or more, the problem must be reported to the Supervisor of Plant Services, Kevin Kacena, at 319-472-5221 x 1009 or 800-645-4579 ext. 1009, who may authorize the repair. Contact Don Boddicker in the business office at ext. 1102 if you are unable to reach the Supervisor, Plant Services. In case of an
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emergency, staff may take whatever action is necessary to relieve the problem, and reporting may take place after the repair is completed. Fax or mail information regarding the servicing of your vehicle immediately. Do not wait until the 3rd of the next month.
G. In Case of an Accident
If you have an accident, take care of injuries first. If a student is involved complete the “Student Accident / Incident / Emergency Form” and email it to the Superintendent / designee within 24 hours. For staff injury, contact the Human Resources office at the Vinton campus to complete a First Report of Injury Form within 24 hours of the accident.
You will also need to complete the State Vehicle Accident Report Form found in the glove compartment and fax it to the business office within 48 hours at 319-472-5174. Also, call the business office at ext. 1111 and report the accident.
H. Required Reporting of Violations and Accidents
Drivers of an agency vehicle must immediately report to the Superintendent, or designee, any moving violation, reckless driving, hit and run, vehicular homicide or any driving offense punishable as a felony, license suspension, or revocation that occurs while driving a school vehicle. The Superintendent needs to be informed of any license suspensions or revocations for staff who drive as a requirement of their job.
Revised 08/2013
13.11 – Salary Exception Reporting Procedure All salaried staff are required to make an official biweekly communication to the Business Office, indicating whether or not exceptions to their approved annual calendar (schedule of the year) have occurred. The following procedure will guide exception reporting:
C. The last Friday of each payroll cycle, an e-mail will be sent to all salaried staff from the Secretary to the Regional Directors. The email will ask whether or not exceptions have occurred to the approved annual calendar and will utilize Microsoft Outlook’s “Yes” or “No” voting function.
1. No later than 9:00 a.m. on the Monday following the end of the payroll cycle, staff will reply to the Friday email indicating whether exceptions have occurred. Staff must reply using IESBVI Microsoft Outlook email.
a) If No, staff will reply to the Friday email by using the voting function to select “No.”
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b) If Yes, staff will reply to the Friday email by using the voting function to select “Yes,” AND then submit a salary exception report.
2. The Secretary to the Regional Directors will facilitate the exception approval process and the communication of exceptions to Payroll.
D. All exceptions, including use of paid leave, unpaid leave, additional paid activities and extended year service (ESYS) will be reported on the same salary exception report. Salary Exception Reports should align with Outlook calendars and mileage records.
13.12 – Driver’s Employee Work Records (time sheets)Drivers are hourly employees and are required to complete an Employee Work Record (time sheet) and e-mail or fax to their Regional Director no later than 9:00 a.m. on the Monday following the end of a pay period.
13.13 – Business CardsBusiness cards are necessary for IESBVI staff and can be ordered through the Business Office. If your assigned AEA prefers the use of their business cards, you may order them from that AEA.
Revised 08/2013
13.14 – Photo IdentificationPhoto IDs will be made for all employees of IESBVI and distributed by Human Resources personnel. Contact Human Resources if you are in need of a replacement.
13.15 – Reimbursement of Out-of-Pocket CostsAll purchases must be approved in advance by your supervisor. After you have received approval and made your purchase, complete an Expenditure Reimbursement Form, sign it, attach all receipts (including meals), and mail/give to the Regional Director. You may ask for a cash advance. Receipts are required for all expenditures.
13.16 – Meal ReimbursementSee Section 3.21, of the Employee Handbook for information.
13.17 – Letterhead and EnvelopesItinerant teachers, OMS and Consultants will be given a supply of letterhead and envelopes. As more is needed, contact the Business Office. Iowa Braille School letterhead should be used for all correspondence including reports and evaluations unless the AEA you are working in requires you to use theirs.
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Revised 08/2013
13.18 – Non-Mandatory Workshops /Conferences Staff interested in attending a workshop/conference must receive approval from the Regional Director prior to the registration deadline of the workshop/conference. The Superintendent must approve any out of state travel. Complete and send a travel request with registration and travel information to your supervisor. Include your learning objective(s) and how you will share this information with colleagues. You are responsible for making your own travel arrangements and submitting appropriate receipts for reimbursement.
Compensation for non-mandatory workshops/conferences will be limited to a maximum of three (3) paid days. Regular contract days should be used when possible, but may be supplemented with additional per diems when approved by the Regional Director. Compensated time will not be approved for weekend days, except when the workshop/conference is held on a weekend day(s).
Revised 08/2016
13.19 – Lodging AccommodationsAt times your position may require you to spend the night away from home. Indicate on your travel request that your trip requires lodging. It is your responsibility to make your own lodging reservations. Include in your travel request the location of lodging and the price. Reservations are typically made where the Iowa Braille School can be directly billed. Most hotels/motels offer state rates. Always ask for the state rate. You may have to spend more if the state rate rooms are booked. If you cancel your trip, it is your responsibility to cancel your room. If IESBVI is billed for a "no show", you will be billed. Have the hotel/motel fax the paperwork for direct bill to the business office. Fax: (319) 472-5174.
If you are traveling out of state or none of the motels in the area you are requesting to stay in will take a direct bill, you can ask for a travel advance from the business office. You will be required to return all receipts, including meals, to the business office. You may also pay for travel expenses and turn in receipts for reimbursement.
13.20 – Leave A. Sick Leave
If you are absent due to illness or to attend a medical appointment, it is your responsibility to leave a message with your supervisor by 8:00 a.m. and notify each school of your absence.
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By the third consecutive day of any sick leave absence, notify the Human Resources office at 1-800-645-4579 x 1105 or 1107. For any planned surgeries, or any extended leaves of absence due to your illness or a family member, contact the Human Resources office prior to the absence or as soon as the absence occurs.
B. Personal Leave
It is your responsibility to request permission to use personal day(s) from your supervisor. Personal days cannot be taken immediately prior to or after a school holiday or vacation except in an emergency. For other information related to personal days, see the employee handbook, section 10, Faculty Information.
13.21 – PurchasesTo purchase an item, complete and return to your Regional Director a Requisition for Purchase Order form. Please note where the items are to be delivered. Once approved the request is then channeled to the business office to process the purchase order.
13.22 – Requesting an ICN SessionTo originate an ICN session contact Samantha Zubak, Information Technology Specialist at 319-472-5221 x 1120 or 1-800-645-4579 x 1120 regarding sites, date and time.
13.23 – Photography / Videotaping ProceduresFor students where release has not been obtained through enrollment in a program, prior permission must be granted by your Regional Director and the parent.
When permission has been granted by a Regional Director, permission to photograph/videotape must be given by the parent before photographing or videotaping.
13.24 – ComputersAll faculty and staff have access to a computer. You are responsible for information sent you via e-mail, IBS web board, or voicemail. If you have questions about computer use, call Sam Zubak at 800-645-4579 ext. 1120. Review the Computer Systems Acceptable Use Statement in the Employee Handbook, Section 3.
13.25 – Required Safety TrainingWhen training is received in your local AEA, immediately fax, email, or mail proof of completion to the Human Resources office.
A. Bloodborne Pathogens - Annual certification is required by all IESBVI employees. You may receive this training at your local AEA or contact Human Resources to get directions for completion of the course online.
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B. Mandatory Reporter Training – Certification is required once every five years for all faculty. You may receive this training at your local AEA or contact Human Resources to get directions for completion of the course online.
C. CPR and First Aid Certification is required of all Certified Orientation and Mobility Specialists (COMS).
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13.26 – Forms with Specific Due Dates Date What WhoForms and Proposals With Specific Due DatesAugust 25 and throughout the year as your caseload or schedule changes
Update CRM to reflect current year’s caseload
All faculty who have a direct caseload. TVI/COMS
September 1 and again if an exchange occurs
Calendar All faculty
September 1 Blanket Travel Request All faculty providing itinerant services with an assigned caseload.
Date to be individually scheduled
Communication Conference with Regional Director:
All faculty providing itinerant services
Date to be determined by event
Extended Learning proposals submitted at least 6 weeks before the event to Regional Director
All Camp proposals due by Feb. 15th Fall / Winter Extended Learning Program Proposals submitted
All faculty
October 1st Personal Growth Plans dueFebruary 1st
February 1st
Summer Learning Program Proposals submitted
Winter / Spring Extended Learning Program proposals
All faculty
All faculty
March 15th Extended School Year services All faculty with a caseloadBi-Weekly FormsEach Monday by 9 a.m. following the end of the pay period
Faculty Payroll Information All Faculty Employee Work Record All hourly Merit Staff
Monthly FormsMonthly – by the 3rd of the next month.
Mileage Log & Receipts for Vehicle (Includes Students
All itinerant faculty who have a direct caseload &/or have been
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Served Report) assigned a vehicle. TVI/COMS
13.27 – American Printing House for the Blind (APH) Operating ProceduresIn Iowa we use our Federal quota funds to best meet the needs of all the students who are registered under the Act to Promote the Education of the Blind and are on the APH census. We do not specify a dollar amount per student, but instead use the annual allocation to purchase the highest priority items for Iowa’s registered students. The following directions are to be used by all Iowa educators when ordering items to be purchased with APH Quota funds. Orders may be placed at any time.
A. APH Kits
1. Teachers of Students with Visual Impairments (TVI) can order complete kits with Quota funds to use for student assessments and intervention. Because of the cost of kits, teachers are encouraged to share kits to the greatest extent possible. Teachers should also turn unused kits back into the inventory at Iowa Braille School for other teacher use.
2. When specific items in a kit have been identified which are especially beneficial to a student’s educational program, those specific items should be ordered for the student using Quota funds. Individual items can be found in the APH catalog section titled, “Replacement Parts.”
3. When turning kits back into the inventory please identify and make note of any missing parts or pieces.
B. Consumables
1. Braille paper, Bold Print paper, and Braillable Labels and Sheets are generally not eligible for purchase with Quota funds in Iowa. They should be purchased for students by the school, AEA or the family. TVIs will provide ordering information to the schools.
2. Braille paper, labels and sheets may be ordered as starter kits for newly identified students to ensure access in consumables while awaiting the district order of these supplies.
3. Braille consumable products may be ordered through APH for children age 0 to 3 on Individual Family Service Plans (IFSP).
C. Equipment
1. Student-specific equipment ordered through APH should follow a trial of the device through the Assistive Device Center or the IBS APH Loan Center.
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2. Equipment that is not working should be sent back to Iowa Braille School with the problem clearly identified. This will prevent sending poorly functioning equipment out to another user.
3. Although it may be efficient to have a number of pieces of equipment for access by the student in different environments, the limitation of the inventory may necessitate sharing across environments. This need arises with the use of Perkins Braillers and other high-costing items.
D. Special Requests
When parents make special requests for materials, the TVI and the Ex-Officio Trustee will evaluate the requests based on the individual student’s needs. Generally, the items should be ordered with Quota funds only if the TVI has modeled their use with the child.
E. General Procedures
1. You may order materials at any time. Orders will be acted upon as received.2. Send your unused materials, equipment and kits back to Iowa Braille School. An
inventory is maintained and items will be reused, instead of ordering new whenever possible.
F. Census Procedures
1. Note changes in the census procedures:
a) Primary Language requirementb) Functional level of vision requirementc) Student’s middle initiald) Student’s nickname (optional, but if known, please insert)
G. APH Personnel
Chris Short, ExOfficio TrusteeEmail: [email protected]: 515-689-2390
Sue Shannahan, Library Assistant IIIEmail: [email protected]: 319-472-5221, Ext. 4044
Procedures Updated 6/28/2012
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13.28 – Out of State Professional Development Request ProcedureComplete all questions and submit to your Regional Director. Regional Directors will meet with the staff to review this request as it relates to staff and agency needs.
1. What do you expect to gain from this opportunity that you intend to implement into practice?
2. How does the learning align with the Iowa Teaching Standards?
3. How does this evidence-based instructional strategy align with the Statewide System’s student achievement needs and the long range goals of the System?
4. How will you target instructional improvement beyond theory? This might include: 1) student achievement data and analysis, 2) classroom demonstration and practice, 3) observation and reflection and 4) peer coaching.
5. What will you use to evaluate improvement in instructional practice and the effect on student learning?
6. How will you share this information with your colleagues? (This could include Summer Institute, Fall Vision Conference and leading ICN classes)
Revised 08/2016
13.29 – Remote Work Site ProgramA. Purpose
A Remote Work Site Program (RWS) is available for consideration by the employee and Supervisor. This telecommuting program will help support circumstances or situations where working remotely is a more effective, efficient and mutually beneficial option than returning/reporting to an Agency center. Working remotely, which may include working from home or at a location other than an Agency facility, is intended to enhance employee productivity by supporting different work styles, improving efficiencies, encouraging use of available technologies, reducing drive time and reducing mileage-related expenses for both the Agency and the employee.
B. Eligibility
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The Remote Work Site Program will be available for Contracted and Salaried employees. The option is not available to hourly employees due to the legal requirements for monitoring the work time of hourly staff.
The Remote Work Site Program is a privilege that may be granted under appropriate circumstances to employees whose job responsibilities are suited to such an arrangement, and each request to telecommute will be considered on an individual basis.
Staff members and their supervisors are responsible for determining the best possible work situation for each employee. This may include the flexibility to work from home, an assigned school-based site, and/or an Agency Center as appropriate and effective. In cases where employees wish to request the opportunity to work remotely, eligibility for the program will be determined at the supervisor’s discretion using the following criteria:
1. The employee has worked for the Agency for at least two years. (Criterion may be waived at the discretion of the Superintendent)
2. The employee is in good standing with the Agency (is not on an assistance plan or has not been subject to a disciplinary action within the past two years).
3. The employee is salaried and not paid hourly.4. The employee has an established record of productivity and sound decision making.5. The employee has demonstrated good time management skills.6. The job functions are compatible with working remotely and the work lends itself to
measured or monitored productivity.7. The employee ensures there is adequate workspace, internet and telephone access in
the home (as reported by employee).
C. Guidelines and Requirements
When employees receive approval to work remotely or from home employees understand and agree:
1. The program is voluntary. The employee’s participation is a privilege and may be terminated at any time for any reason at the Agency’s discretion.
2. Remote work site is defined as approval for an employee to work from home or a location other than an Agency facility and that site shall serve as the employee’s primary office space. Dedicated work space in an Agency Center is not provided for employees who participate in the Remote Work Site Program, however participating employees will have access to Agency facilities including temporary work space.
3. For 2013-14 the application to participate in the remote work site program must be completed by the employee and submitted to the supervisor by Sept 1 for
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consideration. Subsequent applications shall be completed by May 1 for the following school year.
4. Employees must document work time and work locations on their weekly Outlook schedules and work schedules are subject to approval by the supervisor. The employee’s work calendar and schedule must be current and accurate at all times. Changes to the schedule are to be reported to the supervisor in advance or, when this is not possible, as soon as reasonably feasible.
5. Wherever work is conducted during normal work hours employees must be accessible via phone, email, or other communication technology as appropriate (when not in meetings with teachers, administrators, children, parents, AEA or fellow IESBVI staff).
6. Working remotely is not to be used as flexible scheduling. Work hours are the same as Agency hours or, if assigned to schools, the hours that staff would normally be expected to serve clients/schools.
7. Employees must be on site as necessary to attend meetings, collaborate with colleagues, and participate in training events or other work-related activities as assigned by their supervisor.
8. Employees are responsible for maintaining a safe and productive environment in which to work. Any work injury should be reported to the supervisor and Human Resources within 24 hours of injury.
9. Employees are responsible for the safety and security of all Agency property and confidential information. It is the employee’s responsibility to ensure their homeowners or renters insurance covers injury arising out of or relating to business use of the home.
10. Employees shall not use their home as a place to provide direct services or to meet with clients.
11. Employees who are unable to work due to illness or who wish to be relieved from work responsibilities for personal reasons must report their absence to their supervisor. Telecommuting is not intended to be used in place of leave that is available and/or applicable. Telecommuting is also not to serve as a substitute for child or adult care. If children or adults in need of primary care are in the alternate work location during employee work hours, some other individual must be present to provide the care or the employee is to report the absence.
12. Employees are not authorized to work remotely when their assigned schools are closed due to inclement weather or for other reasons. When assigned schools are closed due to weather employees must make up the missed work time through a calendar change or appropriate leave as approved by the supervisor. Supervisor approval is required for any exceptions related to Agency needs.
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13. Employees will be assigned to an Agency Center for the purpose of mail delivery and mileage reimbursement. Mileage related to business travel shall be reported and claimed as usual. When using their homes as a remote work site, employees assume responsibility for operating costs, office equipment, home maintenance and other associated costs. IESBVI will not modify or make other changes to an employee’s personal or real property.
14. The Agency may cover loss of Agency property used by employees participating in the remote work site program due to theft, fire, flood, etc. but does not assume liability for the employee’s home, property, belongings, family or guests.
D. Materials, Supplies and Technology Support
1. Employees are provided a computer.2. Cell phone assignment is available at the Agency as established in procedure.3. General office supplies are available through the standard supply procedures with the
partner AEA.4. Employees are not to purchase supplies directly for remote work site use without prior
approval of supervisor.5. Employees must ensure sufficient Internet connectivity for remote work site use at the
employee’s expense.6. Technology support is available by phone or by bringing Agency equipment to the
Vinton Center.7. Technology policies regarding the use of Agency computers, email, etc. apply even when
the Agency technology is connected to a home network.8. Employees may be reimbursed for printer supplies (e.g., ink cartridges, paper) of up to
$100 per year for business printing use.9. The employee will return all equipment and materials to IESBVI when the Remote
Worksite Program agreement ends
E. Tax Information
For tax purposes, employees may not deduct home office expenses when working from home based on the following reasons:
1. Working from home is voluntary and not an Agency requirement.2. Meeting with clients in the home is not permitted.
Employees are advised to consult their tax accountant for specific advice regarding their individual situations.
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F. Administrative Procedures
1. When an employee requests and is approved to work from home or any other alternate location, it is understood the employee accepts and assumes responsibility for adhering to the criteria and expectations outlined in this document.
2. Supervisors are responsible to approve employee participation in the Remote Work Site Program and send the completed application to the Human Resources Office.
3. The HR Office will be responsible for recording and maintaining records of which employees are participating in the Remote Work Site Program.
4. Employees must re-apply for program participation each year. After 2013-14, completed application forms must be submitted to the supervisor by May 1 for the upcoming work year.
5. Agency administration will review this program on an ongoing basis and make changes as needed or desired.
6. Given a reasonable technological, business or safety reason, IESBVI may inspect work areas with the employee present.
Approved 08/2013
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