Employee Procedures

Employee Procedures Chamberlain School District 7-1 2018-2019

CSD Administration Office Former “White House”

Purchase Order • This template is used for ALL purchases from a vendor outside of Chamberlain • Fill out completely– always include a correct Fax number and/or an email address. • Must be on a district voucher. • If you need the template of the voucher, e-mail- donna.dominiack@k12.sd.us and she will send it to you).

Purchase Order • Must be submitted to and approved by your Direct Supervisor. • Send to the Administration Office. • No call in orders--No samples/preview orders without a purchase order( PO# for tracking). • Any Purchase Order not completed correctly will be returned for correction.

Progress of Purchase Order • One copy will be e-mailed back to your Direct Supervisor and one copy to the Staff Member. • When contacting the Administration Office with questions concerning a P. O. you must have the purchase order number to give to them for easy access.

Registrations • Contact the Administration Office @ 234-4477 before completing your registration voucher.

Reimbursements • Use Voucher Template for: • mileage reimbursement (School Board Policy) • See Travel Allowances Sheet • meals/rooms/lodging

Reimbursements • Vendor Box--Fill out completely • Who-this is who is to receive the payment • What, Where, When, and Why-include in description box • Sign the claimant line only if payment is to you! • Give to Principal/Director for approval • Submitted to Administration Office-should be submitted (typed) on the voucher template. • Voucher will be processed and a check will be written. • Any voucher not completed correctly will be returned for correction.

Trust/Agency Voucher • Used to request funds from Activity Accounts • Fill out completely • Submit to Administration Office • Turn in no later than 4:00 p.m. Wednesday to receive a check on Thursday. • Any voucher not completed correctly will be returned for correction. • All Agency vouchers require approval by officers.

Local Purchase Order • Used on any approved purchase during the current school year– local only • Each Principal has a book. • Fill out completely including club name • For identification on the invoice • Must be approved by Principal/Director. • Local vendors are instructed not to charge without a local purchase order.

Receiving Materials at School • Materials received by the district at our address will be checked for a purchase order • Materials will be checked in and sent to the appropriate person. • Personal items should not be received by the school. • Any item ordered (including previews & free items) without a purchase order number will be returned to sender!!!

Use of Fax Machine • Faxes are received and sent by the Administration Office--Fax Number 234-4479. • Faxes received will be put in the appropriate mail box and routed to the appropriate person. • If you are waiting for a fax, please check with the Administration Office. • The High School fax machine is for Administrative use ONLY.

Travel Authorization Request Forms • As soon as you are aware of the need for a vehicle--fill out form and submit to supervisor. • All regularly scheduled athletic transportation will be handled through Mr. Danny Hutcheson. • All other transportation will be handled through the principal/supervisor. • You will receive an email from the Administration Office on the availability of a vehicle. • NOTE: emails MAY come from copier-chamadminbldg – don’t ignore them

Travel Authorization Request Form • In emergency situations, you may call the Administration Office, but you should still follow up with the proper form. • Checking with the Administration Office would be advisable a few days before the trip. The Vehicle Use Log/calendar can be viewed under Public Folders in Outlook (Vehicle Use).

Travel Arrangements • Always fill out the form with proper times and dates. • -include when you will pick up keys and return vehicle. • Contact the Administration Office if a cancellation occurs. • Return the vehicle promptly--others may need the vehicle immediately.

Travel Arrangements • Return keys and credit cards to the Administration Office on return. If closed, put in key drop box by the front door of the Administration Office. • Please fill with gas (Burke’s, Sinclair or Dakota Shell) and clean out garbage. Report a dirty vehicle to the Administration Office. • Only authorized school personnel should drive vehicles and notify police and administration of any accident situation.

Travel Arrangements • Report any maintenance needs or accidents/damage to the Administration Office. • The school vehicles are in constant use and put on many miles--Please take care of them. • You will find school vehicles in the Parking Lot located south of the Administration Building at 1000 Sorensen Drive.

Use of Facilities • Any type of facility must be scheduled through Donna in the Administration Office. • The master school calendar is located online. Please contact Donna if any changes are needed. • Calendars can be located and viewed under Public Folders in Outlook (Master Calendar).

Handling Money • All money collected for school purposes should be processed through the Administration Office. A cash reconciliation form must be completed. • Activity supervisors should collect all money from students and then turn into the Administration Office. Do not keep in a drawer. • The Staff Member is responsible in case of loss.

Handling Money • If your club is handling concessions, pick up the money box at the Administration Office the day of the event or make other arrangements. • The money box must be returned by the administrator on duty. In approved cases, the supervisor can return it the next morning.

Request for Leave • Obtain a Leave Form (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) • Fill out completely and return to the Building Principal • Building Principal will process and send to the Superintendent • Superintendent will process and return copies to the Building Principal and Staff • Please see the 2018-19 Negotiated Agreement for more information (http://www.chamberlain.k12.sd.us/Administration/Negotiated Agreement)

Request for Leave • Please make request ASAP--All leaves are subject to negotiated policies and availability of substitutes.

Professional Growth Plan ** SLOs Student Learning Objectives ** …and a record of meetings, workshop, and trainings you participate in during the school year.

Course Permit Form • Any credit hours taken to be applied as a educational advancement or used for state certification must have approval from the superintendent. • A Course Permit Form can be found at (http://www.chamberlain.k12.sd.us/Administration/Employee Forms).

Tuition Reimbursement • Obtain the required form at (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) • Complete Part A • Submit with Course Permit Form for approval • Complete Coursework • Complete Part B • Submit with voucher, receipt, official transcript and Professional Development Report Form (optional)

National Convention Attendance • Obtain the required form from your Building Principal • Complete Part A • Submit for approval with Professional Leave Form to your Building Principal. • Receive approval from the Administration Office. • The School Board must approve ALL Out of State Travel. • Attend Convention • Complete Part B • Submit voucher with proof of payment for: registration, airfare, lodging and any miscellaneous expenses (tips are excluded and not reimbursed). No receipt is needed for mileage and meals. Submit Professional Development Report Form (optional). • National Convention for the 2018-2019 school year. Limited availability.

Staff Development Form • Any staff member attending any professional development activity should obtain (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) and complete the form. • Thank You for your commitment to life-long learning and school improvement!

To Receive Educational Advancement • Proof of a salary change based on additional hours earned rests with the teacher. • Copies of all transcripts must be on file in the Office of the Superintendent. • To be eligible for a contract amendment the request for Educational Advancement Form (http://www.chamberlain.k12.sd.us/Administration/Employee Forms)must be presented to the superintendent prior to July 1 of the school year.

Fundraising Policy • School Board Policy KI/KJ • Only with formal authorization • Application filed with the Building Principal (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) • If raising more than $1000-Superintendent must approve. • All Non-School Sponsored Groups encouraged to use application process.

Employee Forms All forms can be found online athttp://www.chamberlain.k12.sd.us.org/Administration

Employee Procedures