Employee Procedures

1. Employee Procedures Chamberlain School District 7-1 2013-14

2. WHITE HOUSE

3. Purchase Order • Used for any purchase from a vendor outside of Chamberlain • Fill out completely--Fax number if available • Must be on computer voucher template • Need template e-mail- donna.dominiack@k12.sd.us and she will send it to you)

4. Purchase Order • Must be approved by Building Principal • Send to Business Office • No call in orders--No preview orders without a purchase order( PO# for tracking) • Any Purchase Order not completed correctly will be returned for correction

5. Progress of Purchase Order • One copy will be e-mailed back to Building Principal and one copy to the Teacher • When contacting the Business Office with questions concerning a P. O. you must have the purchase order number

6. Reimbursements • Use Voucher Template for: • registrations (include form and route to Donna) • mileage reimbursement (School Board Policy) • See Travel Allowances Sheet • 1/2 rate if own car used with school vehicle available • meals/rooms/lodging • for services provided outside of approved job description (will go through normal payroll) • substitute teaching

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

8. Trust/Agency Voucher • Used to request funds from Activity Accounts • Fill out completely • Submit to Business Office • Processed and a check will be written • Turn in no later than 4:00 PM Wednesday to receive a check on Thursday. • Any Voucher not completed correctly will be returned for correction

9. Local Purchase Order • Used on any approved purchase during the current school year– local only • Each Secretary has a book • Fill out completely including club name • identification on invoice • Must be approved by Principal/Director • Local vendors have been told to not charge if no P. O.

10. 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!!!

11. Use of Fax Machine • Faxes are received and sent by the Business 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 Business Office • A Fax Machine has been placed in the High School Principal’s Office. You are not allowed to fax out a P. O. from that fax line.

12. Travel Authorization Request Forms • As soon as you are aware of the need for a vehicle--Fill out form and submit to principal • All regularly scheduled athletic transportation will be handled through Mr. Hargens • All other transportation will be handled through the principal • You will receive word back from Business Office on availability of vehicle

13. Travel Authorization Request Form • In emergency situations, you may call but you should still follow up with the proper form. • A check of your request with the Business Office would be advisable a few days before the trip. Vehicle Use Log can be viewed under Public Folders in Outlook (Vehicle Use)

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

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

16. Travel Arrangements • Report any maintenance needs to the Business 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 west of the Administration Building (White House) on Kellam Avenue.

17. Use of Facilities • Any type of facility must be scheduled through Donna in the White House. • The master school calendar is located at the White House. Please contact Donna if any changes are needed. • Calendars can be located and viewed under Public Folders in Outlook (Master Calendar) • If you want an item included contact her before the 20th of the previous month.

18. Handling Money • All money collected for school purposes should be processed through the Business Office. A cash reconciliation form must be completed. • Activity supervisors should collect all money from students and then turn into the Business Office.

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

20. 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 Teacher • Please see the 2013-14 Negotiated Agreement for more information (http://www.chamberlain.k12.sd.us/Administration/Negotiated Agreement)

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

22. Professional Growth Plan • A Word Document template will be distributed to each staff member-the file allows for the collection of documentation as the plan is implemented. • The plan will need to include personal goals and a action plan that will be completed during the 2013-2014 school year • The plan will need to be developed and implemented in consultation with your Building Principal • This instrument will be utilized to evaluate all the professional development completed by each staff member throughout each school year.

23. 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).

24. 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)

25. 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 • 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 2013-14 school year. Limited availability.

26. 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 • Each month a drawing will be held for a gift certificate for $50.00 redeemable @ School Specialty or Barnes & Noble. • Thank You for your commitment to life-long learning and school improvement!

27. 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 September 1 of the school year.

28. 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.

29. Employee Forms All forms you may need to can be found online athttp://www.chamberlain.k12.sd.us.org/Administration