COVID-19 School Closures
COVID-19 School Closures
Employee Information
Employee Information
We hope that you are taking care of yourself as I know during these times we worry about others and forget to worry about ourselves.
If at any time, you start to feel ill (flu-like symptoms, fever, aches, shortness of breath) please contact your health provider.
Please see information below for commonly asked questions. Additionally, principals and department head information is located at the bottom of this document.
Communication sent out by the District indicated that employees must check in and out with their administrator. How does this work? Is it the responsibility of the administrator to get in touch with the employee or are they expected to get in touch with the administrator?
Initially, the administrator should establish the parameters for the check in / check out process for their area, communicate the expectations to their team, and ensure the teams are following up as requested. Employees should be aware that this process is not directly related to their timesheet submission (payroll).
What are the expectations of an employee who does not have any duties they can complete from home? For example: Custodian, Bus Drive/Aides, SPTA/IA, Campus Monitors, whose duties can only be performed at their job site.
Administrators will guide this expectation as well. With employees whose primary duties can only be performed at the job site, administrators should be considering options such as training opportunities.
Last Monday, March 16th, 9-10-month employees were told to stay home. At that time, it was only these employees because CCSD did not know if they would have to make up the time at the end of the year. Has CCSD requested a waiver for the 180 days or is the employee checking in daily going to satisfy this requirement and makeup days will not be needed? If not, do we know when those make up days would occur?
CCSD’s distance education plan has been approved and it has been confirmed that make-up days will not be necessary.
On Tuesday, March 17th, the union was given a list of “essential” employees. What if the department is not on the list but an administrator is telling the employee they are essential? Who is truly essential during this time?
Per NDE, all public school district employees need to report to work as school districts play a critical role in providing services to children and families during this challenging time. The sense in which CCSD utilized the word “essential” was prior to the NDE’s guidance. At that time, the classification of being “essential” was based on two primary factors. The first factor was work that had to continue in order to keep CCSD functioning (e.g. Payroll, Compensation, Accounts Payable, Custodian Services, Food Service, etc.). The second factor was that these employees needed to physically report to work at times. Note that in terms of CCSD’s definition of “essential”, this list may change. For example, bus drivers may not be considered essential now, but within several days of opening, they will become essential. Our goal remains to have as few people as possible physically reporting to work. In addition, for those needing to physically report, we will do our best to ensure recommended protocols such as social distancing are adhered to. If an administrator is telling an employee that they are essential and the employee or ESEA does not feel that they are, please feel free to escalate the concern to CCSD leadership.
ESEA was told that employees cannot be disciplined during this time. Can an employee be disciplined?
We will remain flexible as it relates to disciplinary issues related to not following typical processes as it relates to using leave appropriately, etc. Employees may still be disciplined for misconduct, not meeting job expectations, etc. This will be assessed on a case by case basis as each situation is unique.
Last week many employees contacted ESEA during work time to notify us they did not feel safe because their administrator stated the information emails did not pertain to them, if they were sick, they were made to stay. Under normal circumstances, we do not take calls from members during their workday, but this is not a normal circumstance, we did. Can an employee be disciplined for informing ESEA about what is occurring across the district?
It is generally inappropriate for an employee to conduct personal or union business during work hours. However, during this period of constantly changing circumstances and rules, CCSD will not pursue discipline for occasional violations of this general rule, as long as the violation is not constant or extreme.
On Monday, March 16th, we were informed that if an employee is feeling sick, they should stay home. On Wednesday, March 18th, administrators were telling employees that if they cannot come to work, they needed to use their accrued sick time. They were also told that if they are gone more than 3 days, they must bring in a doctor’s note. Is a doctor's note required?
Generally, we agree to waive the requirement to bring a doctor’s note as we are aware that many medical providers are not seeing patients needing “routine” care. For the safety of all involved, we are still requiring doctor’s notes for those involved in food service. The reason is to ensure they have been cleared to work and handle food.
Employees are reading on social media and newspaper articles like the Washington Post that the peak of COVID-19 will not hit Nevada until after May 1st. Is there a possibility that CCSD will close like California schools through the end of the school year? If so, will they get paid?
The decision to extend school closure or to re-open the schools will be made based on the Governor’s announcements with input / approval of Nevada’s Chief Medical Officer. At this time, employees will continue to be paid for work performed.
The district put out guidelines to prevent the spread of COVID-19, how does an employee report if an administrator is not following district guidelines?
We are communicating to our administrators the continued need to be vigilant about adhering to guidelines intended to prevent the spread of COVID-19. All of our employees play a role in adhering to the guidelines. We would ask that employees communicate to their supervisor if they feel that an assigned task could be done differently to better adhere to guidelines. If that is not possible, we would ask that they escalate the concerns as appropriate to ensure they are addressed in a timely manner.
Can a CCSD employee not currently working in food service and not showing symptoms of COVID-19 volunteer with food distribution
Only CCSD employees working in food service who hold a valid health card or meet the other food service requirements should be handling and distributing food. Only healthy employees (no symptoms of COVID-19) should be handling / distributing food.
If a vacation was put into HCM prior to the closure and the employee is unable to go on vacation because they are considered essential, need to check in daily with the administrator, can't travel due to the lockdown, can it be canceled?
Yes. Vacations cancellation requests are permissible.
Does the district plan to file for federal aid now or as it becomes available?
CCSD plans to apply for any federal assistance available as we learn more about the requirements / eligibility.
In what instance would an employee need to use their accrued leave? Please provide examples for 9, 10, 11 & 12 months.
Since all employees are now working (whether from home or at a school site), normal reasons for using accrued leave apply. Example, if unable to work due to illness, the employee must use sick leave. If going on vacation, PTO should be utilized. Essentially if an employee is not available to work or not available to be on call to work, they must utilize accrued leave.
How can CCSD educators help provide instruction to students?
We realize that administrators and teachers have a passion for educating students and finding ways to support our students during this time. With that said, we have to ensure principals are still working within the district regulations. If you are thinking outside the box, please reach out to your supervisor before taking action (donating technology to outside entities, providing access to students throughout the day, allowing others to use your campus for community outreach, etc.).
What if an educator wants to provide required assignments to students while working from home?
The instructional resources available at ccsd.net will be utilized. These instructional resources are also available in paper-pencil format at the Clark County School District (CCSD) food deployment sites throughout the valley. As every school community is unique, schools may choose to have additional options for delivering instruction, which may include, but are not limited to, Google Classroom; Canvas; and other school-site platforms currently used at individual schools, as existing log-in access exists for most students. At this time, instructional resources provide an opportunity for students to engage in learning opportunities to practice concepts and skills; therefore, these practice opportunities should not be graded.
What are teachers expected to be doing while at home working?
During the school building closures related to COVID-19, it is expected by Nevada Department of Education (NDE) that each student is contacted by a licensed teacher or licensed substitute vacancy teacher at least once per week.
Principals should coordinate and complete the following:
● Tracking contact with students to promote students’ engagement with instructional activities, which will be documented through Infinite Campus utilizing the Teacher Contact Log. Contact with students may be done through CCSD Google e-mail, telephone calls, or progress demonstrated through a learning management system. *Employees must adhere to CCSD Regulation 4100, Relationships, Interactions, and Communications between District Employees or Representatives/Volunteers and Students.
● At the middle and high school levels, in which teachers may have high student numbers, NDE recommended that schools consider dividing student outreach among all licensed teachers, rather than strict adherence to each teacher’s own student roster (i.e., 3rd period teacher).
How are students receiving learning opportunities from the District?
Please encourage families to visit ccsd.net for Student Learning Extension Opportunities or one of CCSD’s food sites around the District to pick-up the District packets. The sites are open Monday - Friday from 8 a.m. - 11 a.m. and a full list may be found at ccsd.nutrislice.com.
Should educators continue to take attendance during this current school closure?
Attendance procedures are as follows:
During the school building closures related to COVID-19, it is expected by NDE that each student is contacted by a licensed teacher or licensed substitute vacancy teacher at least once per week. Principals should coordinate and complete the following:
● Tracking contact with students to promote students’ engagement with instructional activities, which will be documented through Infinite Campus utilizing the Teacher Contact Log. Contact with students may be done through CCSD Google e-mail, telephone calls, or progress demonstrated through a learning management system. *Employees must adhere to CCSD Regulation 4100, Relationships, Interactions, and Communications between District Employees or Representatives/Volunteers and Students.
● At the middle and high school levels, in which teachers may have high student numbers, NDE recommended that schools consider dividing student outreach among all licensed teachers, rather than strict adherence to each teacher’s own student roster (i.e., 3rd period teacher).
Do licensed personnel need to fill out timesheets during the current school closure?
Starting Friday, March 20, at the request of NDE, licensed personnel and vacancy substitute teachers that are continuing to be paid should be working virtually every weekday and recording their start and end times on the sheets (i.e., google forms). There are two different google forms that your school principal will provide to their staff by email that need to be filled out during work days, one for AM and one for PM.
Please understand, these records must be kept and schools may need to submit them in the future.
I am a licensed personnel and I worked during the current school closure during the week of March 16 - 20, 2020. Should I log that time worked as well?
If licensed personnel worked other days doing anything school-related, they can go back and record their time for those days.
Should I allow my SOT OR PTA group on campus?
Non-essential meetings should be put on hold for now.
Should I allow CCSD Facilities or cleaning crews onto my campus?
Yes, facilities crews and cleaning crews need access to your campus to provide their designated services.
Do I need permission to go back to my assigned school to grab items from my classroom/worksite?
We understand emergencies may arise where faculty/staff may need to enter school campus. If faculty/staff return to their school, alarms must be disarmed/rearmed when entering and exiting the school campus. Faculty/staff must also log their time on campus on the after hours log document. Please adhere to the social distancing recommendations as well.
What will happen to any classroom pets?
Please work with your school administration to pick them up and take them home.
Will I need to throw away my supplies once I return to my classroom?
Supplies in your classroom do not need to be thrown away, as the virus would not live on any item for the entire time we are away from the school setting.
How are Free-Reduced Lunch students being fed during the closures?
CCSD Food Services has set up food distribution pods at more than two dozen locations throughout the District to provide breakfast and lunch to students. CCSD is also working with other community organizations, including Three Square Food Bank, The Just One Project and Station Casinos to provide additional food distribution for families throughout Clark County. You can find more information about the food distribution sites by clicking here.
Can employees deliver meals to students?
At this time, this is not being recommended as we have many different food sites.
When will third quarter report cards be available?
Grades will be available to students through the Parental Portal. Upon return when schools reopen, parents can request a printed copy of their student’s report card.
What is being done to provide mental health services for students in crisis during the school closure?
SafeVoice is still monitored even during school closures. The District continues to work with the NDE regarding SafeVoice tips as we realize students still may require support during the school closure period. Principals and other employees on the response teams are asked to continue to respond to SafeVoice Tips as required.
Will fail-safe letters still be distributed to students not on track to graduate?
Letters are scheduled to be sent to students and families by April 3, 2020. The District intends to still update seniors not on track for graduation by using information for student progress as of March 13, 2020, as done in the past.
Principals and high school counselors will be provided more guidance and information on adjustments to the wording due to the closure. As for mailing them, school mail is not running due to the closures so schools will need to make arrangements to mail them through regular postal service. If this is an issue please contact region leadership.
How is the hiring and transfer process being managed during the closure?
At this time, prospective employees are still able to apply for open positions. Due to the scaled-back operations of the District, the processing of those applications may be slower than normal.
In-person interviews are not allowed at this time, so principals and other administrators must conduct phone or Skype interviews with job candidates.
How is the closure impacting the pay of substitute teachers?
Substitute teachers who are currently filling a continuous vacancy will be paid from Monday, March 16 through Friday, April 3. Certified teaching tutors will be paid for their normal assigned hours.
Site administrators and office managers are asked to submit time accordingly.
Are prep-buyout payments still being processed for the closure period?
Permanent prep-buyouts (preps sold for the year) should continue to be paid.
How does the closure impact the status of employees on Family-Medical Leave or other types of leave?
Starting March 20, 2020, for licensed professionals and March 23, 2020 for all other employees, the closure does not impact the status of employees on FML or other leaves. Since all employees are required to be working beginning these dates, normal leave procedures apply. Specific questions should be directed to the Compliance department (FML team) in Human Resources.
How is CCSD communicating changes in regard to the COVID-19 closures with employees and parents?
Parents are receiving regular ParentLink messages from Superintendent Jara. Additionally, employees are receiving updated information through their work email.
The Communications Office has compiled parent messages and other critical information on a special website that is accessible through the ccsd.net homepage.
What options are available for essential employees who cannot work due to illness or concerns for family members’ health?
Employees who cannot work due to illness or concerns for family members’ health should utilize their normal leave procedures (requesting available leave e.g. sick leave, vacation leave, personal leave, etc.). Non-paid leave and FML may also be available options.
What is the status of teachers’ applications for supply money?
We are hoping to have the deadline extended but are waiting for an answer from the state.
What is the status of employee discipline investigations?
If you have any questions regarding Employee-Management Relations during the closure, please contact Mollie Hall or Chris Greathouse via email.
Schools and administrative offices have been officially closed. We want all people to complete tasks at home to the fullest extent possible. With that said, there are essential tasks that have to be completed and may require staff to come to schools/worksites.
Please ensure you always ask them if they feel comfortable coming to the school and if they do not you cannot direct them to come. In these situations, if you have another person that can complete the essential task, call upon them and if not, please reach out to your supervisor for guidance.
Principals are asked to check on their schools daily. We do not expect principals to go inside the building, but if you see anything suspicious, please contact CCSD Police at (702) 799-5411 and your direct supervisor.
Please ensure someone is completing the essential task of listening to and responding to messages on the main number at your site.
If for some reason someone set up the phone so messages cannot be left, please have that changed because we do need to respond to concerns and calls coming into schools.
Please advise office managers to suspend deliveries to your campus, if possible.
Ensure that pre-scheduled ParentLinks and emails that invite parents to any events on your campus during the closure are canceled.
Operations is working to get all extra food removed from campuses.
It is important to ensure essential bills are paid, which may require that your bankers spend time on campus as needed to complete these tasks. Some schools are in the process of issuing refunds from trips. Even though not essential, if you and your staff want to complete the task it is your choice.
If the banker does not feel comfortable coming to the school please let him/her know they need to do what they can from home through telecommuting and then you determine if you have a back-up willing to assist to help meet the essential tasks.
If you do not have a staff member willing to go to the school and need assistance please email Diane Bartholomew.
Please always remind anyone that volunteers to come to the school to work that they must maintain the six-feet social distance and follow all CDC guidelines.
Brinks can be scheduled for pick-up should you have cash that you cannot secure in a safe. This will require that the appropriate personnel be on campus on the day of the scheduled pick-up. Please contact Ann Walters to schedule the pick-up.
It is vital that we all stay professional with one another and ensure if we hire a teacher or staff member from another school that we send an email to the principal.
Ineffective evaluations ONLY are due Friday, March 20, 2020, but teachers are not coming into the building to sign. As stated yesterday, if you have not discussed the appraisal with the staff member you need to email them a copy and discuss the evaluation on the phone. If you have not already obtained an employee's signature on his/her evaluation, please mail the completed evaluation (postmarked by Friday) to the employee via both certified mail and regular mail. In each mailing, include:
1. two (2) copies of the evaluation
2. a self-addressed, stamped envelope; and
3. the attached (completed) cover letter
It is critically important to meet with each employee as soon as possible when they return to work to review the evaluation. In the meantime, the date of mailing will be considered the issuance date of the evaluation, regardless of whether the employee signs for receipt of it. Submit ineffective evaluations by Friday, March 20, 2020, even if they don't have the employee's signature.
At this time, we do not have final answers on the SLG's. As for minutes of evaluations, all cycles were to be completed by February 21. Reach out to your supervisor if this is an issue.