Employee Procedures

1. Employee Procedures Chamberlain School District 7-1 2016-2017

2. WHITE HOUSE

3. 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)

4. Purchase Order • Must be submitted to and approved by your Direct Supervisor. • Send to the Business 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

5. 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 Business Office with questions concerning a P. O. you must have the purchase order number to give to them for easy access.

6. Registrations • Contact the Business Office @ 234-4477 before completing your Registration voucher.

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

8. 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 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

9. Trust/Agency Voucher • Used to request funds from Activity Accounts • Fill out completely • Submit to Business Office • 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

10. 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.

11. 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!!!

12. 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 • The High School Fax Machine is for Administrative use ONLY.

13. 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. Palmer • All other transportation will be handled through the principal/supervisor • You will receive an email from the Business Office on the availability of a vehicle. • NOTE: emails MAY come from copier-chamadminbldg – don’t ignore them

14. Travel Authorization Request Form • In emergency situations, you may call the Business Office, but you should still follow up with the proper form. • Checking with the Business 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)

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

16. Travel Arrangements • Return keys and credit cards to the office on return. If closed, put in key drop in door of the Business Office. • Please fill with gas (Burke’s, Sinclair or Dakota Shell) 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

17. Travel Arrangements • Report any maintenance needs or accidents/damage 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.

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

19. 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. Do not keep in a drawer. • The Staff Member is responsible in case of loss.

20. Handling Money • If your club is handling concessions, pick up the money box at the Business 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.

21. 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 2016-17 Negotiated Agreement for more information (http://www.chamberlain.k12.sd.us/Administration/Negotiated Agreement)

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

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

24. 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).

25. 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)

26. 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 Business 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 2016-2017 school year. Limited availability.

27. 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!

28. 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.

29. 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.

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