View many of the Policies and Procedures Pertaining to Working at Poquoson Schools

Poquoson City Public Schools encourages its employees to share any suggestions that might improve methods and working conditions, reduce costs or errors, or otherwise benefit the division and its employees. 

Poquoson City Public Schools maintains an open door policy, and employees are encouraged to seek information, provide input, share their concerns, and resolve problems/issues through their immediate supervisor or any other administrator with whom they feel comfortable. 

Poquoson City School Board supports and encourages the concept of twoway communication between the School Board and its employees. As chief administrative officer, the Division Superintendent is the official representative of the School Board in its relations and communications with its employees. 

The School Board’s intent is to develop the best possible working relationship with the employees of the school division. The School Board welcomes the viewpoints of employees and it shall allow time at its meetings for employees to be heard. 

Purpose 

Poquoson City Public Schools supports the use of technology for research, communication, instruction, and to provide access to unique resources and opportunities for collaborative work. The use of PCPS computer networks, including Internet access, must be consistent with the educational objectives of Poquoson City Public Schools and the Virginia Board of Education. 

This policy applies to all users of PCPS electronic information services, hardware, and networks. By using or by accessing division facilities or services, the user agrees to abide by the guidelines. Failure to abide by these guidelines absolves Poquoson City Public Schools from responsibility for any undue harm or ill effects from the violations of them and may result in personnel action to include termination. 

Staff Technology Use 

In compliance with Code of Virginia §22.1-70.2, Poquoson City Public Schools recognize that the Internet is a valuable educational tool, and staff and student access to the schools’ computer network is consistent with the goal of promoting excellence in education. The Poquoson learning community supports the school system’s vision of providing an environment to enable our students to become technologically literate and life-long learners. The Poquoson City Schools School Board, administrators, teachers, and members of the community have equipped the schools with various technologies to enhance the students’ learning experiences and to assist in the goal of differentiated instruction for all students. As a result, the opportunities for resource sharing, collaboration, communication, intellectual challenges, critical thinking, and creative growth are greatly improved. Along with the privilege of computer access, staff members are expected to demonstrate safety, ethics, and respect while using school computers, and related technology including software, hardware, printers, servers, other peripheral devices and any internal or external networks. 

Internet Safety 

Internet safety education will be integrated into the content areas in kindergarten through12th grade. Age-appropriate lessons that focus on safety, security, and ethics will be imbedded in the curricula. Students will also be taught how to discern the validity of Internet sources, understand copyright laws, and explore legal issues related to Internet use. The school’s Internet content filters restrict most access to social networking sites, gaming, inappropriate material and many other sites that do not support our curricula. However, it is possible that you may come across material of adult or inappropriate content. The school system takes a no- or low-tolerance approach to accessing such material. Proper precautions should be taken by staff when using the Internet. 

Listed below are the appropriate steps to take if any employee encounters objectionable Internet content. 

• Succinctly take down/close out any inappropriate Internet content being displayed  

• Report the incident to the building level administration immediately. 

To gain access to educationally appropriate sites blocked by the filter, staff members & administrators should follow the process listed below. 

• Make the request to their building principal and gain approval  

• Building administrators must review the site(s) and either grant or disapprove access  

• If approved, the building level administration or his/her designees will then submit the URL to the Technology Coordinator to allow access to the site  

• Use School Dude/IT Direct to make the request 

The following actions are not permitted on any district computer, district network, or the Internet: 

• Sharing credentials or passwords, or other network identifiers with others – unless approved 

• Sending, receiving, or displaying offensive messages, images, or materials  

• Using obscene, abusive, or profane language or threatening others  

• Harassing, insulting, or attacking others (cyber-bullying)  

• Damaging or destroying computers, computer systems, files, software, or computer networks  

• Intentionally seeking information on, obtaining copies of, modifying files or any data belonging to others  

• Violating copyright laws  

• Creating, downloading, storing, or distributing pornographic materials  

• Using another’s password, impersonating another or attempting to gain unauthorized entry  

• Trespassing in another person’s folder, work, or files, unless authorized  

• Intentionally wasting network, computer or other technology resources  

• Using school resources and accounts to access services requiring payment (unless appropriate procedures have been followed and approved)  

• Using the school division network for any purpose not approved by the School Board  

• Employing the network for commercial purposes, advertising or soliciting  

• Hacking or attempting, successful or not, to compromise the security provisions of any network or computer resource  

• Misusing hardware or software  

• Downloading programs using school computers – unless approved  

• Use of staff accounts to access the Internet by children or students - unless approved or in an exigency situation 

The items above should not be considered comprehensive. Other inappropriate actions not listed may also be considered unacceptable use of technology resources. Disciplinary action may range from a reprimand to termination by the School Board and may be subject to local, state, federal, and international law. Violations may result in other disciplinary or legal action(s). 

Staff Training 

Training on computers, computer software (instructional & productivity) and other related equipment will be provided by PCPS staff. Additional special workshops, as well as online, asynchronous offerings, professional development and new teacher training will be offered and conducted at various times during the year. Faculty and staff will be provided numerous opportunities to attend professional development on the use of the various types of technologies PCPS possesses. 

The Poquoson City School Board does not discriminate on the basis of race, color, religion, age, national origin, marital status, disability or sex in admission to, or treatment or employment in its programs and activities. The Director of Student Services, Ms. Heather Worthen, is designated as the responsible person regarding assurances of non-discrimination in personnel and student matters and may be reached at the following address: 1033 Poquoson Avenue, Poquoson, VA 23662, Phone: 868-3050. 

The policies contained in Section 5 of the Poquoson City School Board Policy and Regulations Manual set forth provisions for initial and continuous employment of all personnel of the Poquoson City Public Schools. In addition to policies established by the School Board, the school division shall comply with all applicable state and federal laws and regulations.

The Poquoson City School Board shall adhere to a policy of equal employment opportunities for all employees. The School Board shall not discriminate against any employee because of race, color, religion, age, gender, disability, national origin, or marital status, or any other basis prohibited by law. Discrimination against any person shall be prohibited in the recruitment, selection, hiring, pay, examination, appointment, training, promotion, retention, discipline, and any other aspect of personnel administration for any of the above-listed reasons, because of political or religious opinion or affiliation, or because of other non-merit factors. Such non-discrimination practices shall be applied to all policies and regulations of the School Board. The Director of Student Services is designated as the responsible person regarding assurances of non-discrimination in personnel matters (the compliance officer). She may be reached at the following address: 1033 Poquoson Avenue, Poquoson, Virginia 23662 and telephone number (757) 868-3050. 

The Poquoson City School Board shall provide facilities, programs and activities that are accessible, usable and available to qualified disabled persons. This policy shall be (1) posted in prominent areas of each school division building, (2) included in the employee handbook, and (3) provided to any employee or candidate for employment upon request. Training to prevent prohibited discrimination should be included in employee in-service training. 

Any employee who believes that he or she has been subjected to harassment or discrimination or who has knowledge regarding the occurrence of harassment or discrimination shall file a complaint immediately as provided in Poquoson City School Board Policy 5-1.7. 

All employees are “employees of the School Board.” 

“Licensed personnel” shall include those employees of the School Board, who, by reason of their positions, are required to have a teaching or other license from the Virginia Department of Education. 

“Classified licensed personnel” shall include those employees of the School Board, who, by reason of their positions, are required to have a license and are classified on the Poquoson City Public School Uniform Pay Plan. 

“Classified non-licensed personnel” are those employees of the School Board who are not required to have a license and are classified on the Poquoson City Public Schools’ Uniform Pay Plan. 

“Temporary employees” are those personnel utilized to complete special assignments, jobs or projects that are of a limited or defined duration, but not full- or part-time permanent positions. All categories of substitutes are temporary employees. Employees who are regular full-time contracted personnel may also be employed in a temporary status, e.g., full-time contracted teachers may be temporarily employed as summer school teachers. Temporary employees shall not have the right to access the grievance procedure in any matter regarding dismissal from the temporary position or other disciplinary action arising out of their services as a temporary employee. A regular full-time contracted person who is terminated from a temporary status position (e.g., a summer school teaching position) shall not have the right to the grievance procedure to contest this action. 

“Part-time employees” are personnel employed on a daily work schedule of fewer hours than full-time personnel in either licensed or non-licensed categories. 

The School Board and school administration shall protect the confidentiality of personnel files, personnel references, academic credits and other similar documents regarding individual employees, as required by applicable law. 

The Division Superintendent shall establish standard operating procedures for personnel records to protect the confidentiality of personnel records, personnel references, transcripts of college credits and other similar documents. Employee files are considered confidential and shall be maintained in secured area with access only be those employees authorized by the Assistant Superintendent of Operations. 

The following are examples of materials, which may be included in a School Board employee file. The list is not exhaustive, but illustrative. 

1. Employment application 

2. Reference forms 

3. Educational transcripts 

4. Employment contracts 

5. Salary history forms 

6. Certificate(s) and other documentation of initial licensure and of continuing education efforts 

7. Letters regarding teaching certificates to the Virginia Department of Education 

8. Evaluations 

9. Forms from other school divisions showing past teaching experience 

10. Miscellaneous correspondence concerning employee 

11. Garnishments and/or tax claims. 

References, transcripts, placement folders and other materials that are received on the basis of pledged confidentiality, as part of pre-employment routinely shall not be considered as a part of the employee file for purposes of this policy. 

If information relative to employment is requested by banks or other establishments, written permission from the employee to release such information is required, except to comply with a judicial order or a lawfully issued subpoena or other applicable law. The employee shall be notified of any such request for records. 

The Poquoson City Public Schools belong to the public. They serve the primary purpose of providing educational opportunities for all eligible Poquoson City citizens. Poquoson City School Board employees acknowledge that schools operate through a cooperative effort with the community. All employees have the responsibility to maintain standards of exemplary professional conduct and provide services that create a positive school environment. Employee duties, responsibilities and personal judgment shall be consistent with School Board policies and regulations. By accepting employment with the Poquoson City Public Schools, all employees shall strive to fulfill their individual responsibilities with honesty and integrity and shall strive to keep the well-being of the students as their primary goal while maintaining the highest standards of professional ethics. 

The Poquoson City School Board is committed to maintaining a learning/working environment free from sexual abuse and harassment, and harassment based on race, national origin, disability or religion. Therefore, the School Board prohibits sexual harassment and harassment based on race, national origin, disability or religion of any school personnel at school or any school sponsored activity. 

For the purpose of this policy, school personnel means: School Board members, school employees, agents, volunteers, contractors or other persons subject to the supervision and control of the School Division. 

The School Division shall: (1) promptly investigate all complaints, written or verbal, of sexual harassment and harassment based on race, national origin, disability or religion; (2) promptly take appropriate action to stop any harassment; and (3) take appropriate action against any school personnel who violate this policy and take any other action reasonably calculated to end and prevent further harassment of school personnel. 

Any school personnel who believe he or she has been the victim of harassment should report the alleged harassment as soon as possible to the compliance officers designated. The alleged harassment should be reported as soon as possible, and the report generally should be made within fifteen (15) school days of the occurrence. 

The Poquoson City School Board will not hire or continue the employment of any part-time, full-time, temporary, or permanent employee who is deemed unsuited for service by reason of criminal conviction. 

Individuals applying for employment in the Poquoson City Public Schools for any position shall be required to disclose prior convictions of law other than minor traffic violations, or juvenile offenses. The Poquoson City Public Schools human resources coordinator may verify information applicants provide by checking work history and personal references or by making criminal record inquiries to determine the applicant’s acceptability for employment. Where a prior conviction is ascertained, the school officials will consider the nature of the offense, the date of the offense, and the relationship between the offense and the position for which application is being made. 

As a condition of employment, any applicant who is offered or accepts employment shall submit to fingerprinting and provide personal descriptive information. The information and fingerprints shall be forwarded through the Central Criminal Records Exchange to the Federal Bureau of Investigation for the purpose of obtaining criminal history record information on applicants who offer or accept employment. 

The School Board shall require, as a condition of employment, that any applicant who is offered or accepts employment requiring direct contact with students, whether full-time or part-time, permanent or temporary, provide written consent and the necessary personal information for the School Board to obtain a search of the registry of founded complaints of child abuse and neglect. The School Board shall ensure that all such searches are requested in conformance with the regulations of the Board of Social Services. The applicant may be required to pay the cost of the search at the discretion of the School Board. 

The Division Superintendent shall inform the School Board of any notification of arrest of a School Board employee received pursuant to Virginia Code 19.2-83.1.  

At the beginning of each school year, the School Board shall notify parents and employees of the School Board’s policy on the dissemination and use of sex offender registry information. Once notified that a registered sex offender resides in the same or contiguous zip codes as a school within the division, the Division Superintendent shall notify principals of those schools and determine which central office and other school employees should be provided the registry information. When registry information is disseminated, it shall include a notice that such information should not be shared with others and may only be used for the purposes discussed herein. Employees who inappropriately share registry information with others may be disciplined. 

All Poquoson City School Board employees are subject to the State and Local Government Conflict of Interests Act, Virginia Code 2.2-3100, et seq. In addition to all other applicable provisions of the Act, the School Board may not employ, and the Division Superintendent may not recommend for employment, any family member of the Division Superintendent or of a School Board member. However, this prohibition shall not apply to the employment of the father, mother, brother, sister, spouse, son, daughter, sonin-law, daughter-in-law, sister-in-law, or brother-in-law of any member of the Division Superintendent provided (i) that the Superintendent certifies that he/she had no involvement with the hiring decision; and (ii) the Assistant Superintendent certifies to the members of the School Board in writing that the employment is based upon merit and fitness and the competitive rating of the qualifications. In addition the same relatives of School Board member(s) as listed for the Division Superintendent may be hired provided (i) the member certifies that he had no involvement with the hiring decision and (ii) the Superintendent certifies to the remaining members of the governing body in writing that the employment is based upon merit, fitness and competitive rating of the qualifications of the individual and that no member of the Board had any involvement with the hiring decision. 

The School Board may employ no family member of any employee if the family member is to be employed in a direct supervisory and/or administrative relationship either supervisory or subordinate to the employee. The employment and assignment of family members in the same organizational unit shall be discouraged. 

POLICY 5-3.1 DRUG-FREE WORKPLACE The Poquoson City School Board is committed to maintaining a drug-free work place. To that end, all School Board work places, including offices, annexes, playgrounds, parking lots, vehicles, and off-campus locations, shall be maintained as drug-free workplaces. Failure of employees to adhere to this standard will result in appropriate disciplinary action, up to and including dismissal. Violations While on school property or at school activities and events, School Board employees shall not possess, use, distribute, sell, manufacture, dispense, or be under the influence of any narcotic, hallucinogenic, amphetamine, barbiturate, marijuana, alcoholic beverage, stimulant or intoxicant of any kind or other controlled drug as defined by state or federal law. The use of a drug authorized by a medical prescription shall not be considered a violation of this policy when used as prescribed by the person for whom it was prescribed. Violation of this policy may result in appropriate disciplinary action up to and including dismissal. Any employee convicted of any drug-related crime occurring under the circumstances described in this paragraph shall notify the Division Superintendent or his designee within five (5) days after such conviction. Compliance with this provision is a condition of employment. Conduct prohibited by the Omnibus Transportation Employee Testing Act of 1991 and U.S. Department of Transportation Regulations shall constitute a violation of this policy and may result in appropriate disciplinary action up to and including dismissal. Off-Campus Use The use of alcohol, narcotics, hallucinogens, depressants, stimulants, or marijuana off School Board property which affects an employee's ability to perform his or her duties, or which generates publicity or circumstances which adversely affects the school division or its employees, may result in discipline, including possible suspension or termination. Disciplinary Action The Division Superintendent and School Board will take appropriate personnel action up to and including dismissal of any employee found to be in violation of this policy. Such actions of the Division Superintendent and School Board shall begin immediately on notification of a violation. 

The use and distribution of any tobacco product or nicotine vapor product shall be prohibited on Poquoson City Public School property. “School property” shall mean all property owned, leased, rented or otherwise used by the School Board, including but not limited to all interior portions of any building used for instruction, administration, support services, maintenance or storage and all vehicles used by the division for transporting students, staff, visitors or other persons. “Tobacco” shall include cigarettes, cigars, pipe tobacco, snuff, chewing tobacco, nicotine vapor products and all other kinds and forms of tobacco prepared in such manner as to be suitable for chewing, smoking or both. “Tobacco” also includes cloves and any other product packaged for smoking. 

The School Board encourages employees to exercise all their rights as citizens, including involvement in political activities. Employees may solicit support for political candidates or political issues outside regular work hours, but should make clear that their views and actions are made as individuals and that they do not represent the views of the Poquoson City Public Schools. No employee shall use his position in the school division to promote a political cause. No employee shall attempt to indoctrinate students by virtue of his position while students are under the supervision of the School Board. Political posters, announcements and flyers shall not be displayed on school bulletin boards or distributed through mail or messenger facilities. These restrictions shall not apply to classroom bulletin boards and displays being used to supplement instructional units. 

The School Board recognizes that employees participate in professional organizations. 

Licensed personnel are employed on a contractual basis to perform specific duties. The individual employee has the responsibility to spend such time as is necessary to fulfill his or her obligations both during and after school hours. Subject to School Board approval, the Division Superintendent or his/her designee shall determine specific working hours. 

a. Teachers shall work a minimum of seven (7) hours and fifteen (15) minutes per day 

b. All teachers are expected to remain in their schools for periodic in-service training sessions, faculty meetings, etc., which normally will be in addition to the regular teaching day 

c. Teachers also are expected to assume additional responsibilities, such as assisting with the program of extracurricular activities, bus duty, etc., some of which are in excess of the normal workday 

The Division Superintendent or his/her designee, subject to approval of the School Board, shall determine specific working hours for classified licensed and non-licensed personnel and, through appropriate administrative regulations, shall advise these employees of their working hours. 

10-month employees work August – June (less than 225 days) 

11-month employees work August – June (at least 225 days) 

12-month employees work July – June (248 days) 

When it becomes necessary for employees who are classified as “exempt” under the Fair Labor Standards Act (FLSA) to work overtime, the employee’s immediate supervisor and the Division Superintendent or his/her designee may grant compensatory leave time equivalent to the overtime worked consistent with the provisions of the FLSA. 

Employees who are classified as “non-exempt” under the Fair Labor Standards Act shall not work overtime without approval of their immediate supervisors and the Division Superintendent or his/her designee. “Nonexempt” personnel may be granted compensatory time at the rate consistent with the provisions of the Fair Labor Standards Act. In no circumstances shall vacation or compensatory leave exceed the amount specified in applicable sections of the School Board Policy and Regulations Manual. 

The Division Superintendent is authorized to delegate to principals and directors the authority to establish flexible working hour schedules for nonlicensed employees to the extent permitted by applicable law. 

School Maintenance Personnel – shall work 8 hours per day which will include a one hour lunch period. 

Custodians – shall work 8 hours per day which will include a one hour lunch period. 

Administrative Secretarial Personnel – shall work 8 hours per day which will include a one hour lunch period. 

Paraprofessionals – shall work 7 hours and 15 minutes per day which will include a 30 minute lunch period. 

Bus Drivers – their standard work day shall be specified in their respective appointment notice by the number of runs they are required to make each day in accordance with the bus routes assigned for each school year. 

Nothing in the above schedules shall deny a principal or immediate supervisor the right to grant an individual exception for a valid or a just cause. 

An orderly and consistent plan shall be followed in the event the School Board must reduce the number of licensed, classified licensed and classified non-licensed personnel from the school division due to a decrease in student enrollment, insufficient funding, expiration of special grants, a change in curriculum or a modification of the educational program and/or other conditions which may require a reduction in staff. In such event, the School Board authorizes the Division Superintendent recommend the program adjustments to be made and the reduction in staff required in accordance with the accompanying regulation. All reductions shall be based on the best interests of the school division, the maintenance of a sound and balanced educational program consistent with the functions and responsibilities of the School Board and in accordance with applicable law. 

The attire of Poquoson City School Board licensed employees during the hours when school is in session should conform to the following principles: 

1. Dress should reflect the professional position of the employee 

2. Attire should be that which is commonly accepted in the community 

3. Dress should be exemplary of the students with whom the professional employee works 

4. Clothing should be appropriate to the assignment of the employee 

If an individual teacher believes that informal clothing such as sportswear would be appropriate to his teaching assignment or would enable him to carry out assigned duties more effectively, he may request an exception from the Principal or Division Superintendent. An attempt should be made on all levels to ensure that the above principles are applied equitably and consistently throughout the school division. 

The School Board shall delegate to the Division Superintendent the authority and responsibility to develop and implement a performance assessment system for evaluating instructional personnel that is consistent with the performance objectives set forth in the Board of Education’s Guidelines for Uniform Performance Standards and Evaluation Criteria for Teachers, Administrators, and Superintendents. The procedure shall address: (i) student academic progress and (ii) the skills and knowledge of such personnel, including instructional methodology, classroom management and subject matter knowledge. The teacher evaluations shall include regular observation and evidence that instruction is aligned with the school’s curriculum. The evaluations shall also include identification of areas of individual strengths and weaknesses and recommendations for appropriate professional activities. Principals shall receive training in the evaluation and documentation of employee performance as required by the Standards of Quality. 

Teachers employed by the School Board who have achieved continuing contract status shall be evaluated at least once every three years and more often as deemed necessary by the principal, and they shall be evaluated informally during each year in which they are not formally evaluated. Any teacher who has achieved continuing contract status and who receives an unsatisfactory formal evaluation who continues to be employed by the School Board shall be formally evaluated in the following year after receiving the unsatisfactory evaluation. The evaluations referenced herein shall be maintained in the employee’s personnel file. The Division Superintendent shall annually certify to the Virginia Department of Education division-wide compliance with these provisions. 

A licensed employee desiring a release from a valid contract with the Poquoson City School Board must submit to the Division Superintendent a written request for release at least two (2) weeks before the intended date of resignation and must state the reason for the request. 

The Division Superintendent is authorized to accept resignations. A teacher may resign after June 15 of any school year consistent with the provisions of Policy 5-4.3 and only with the approval of the Division Superintendent. The employee may withdraw the resignation, provided the withdrawal is in writing and is received by the superintendent within one (1) week of the submission of the resignation. After the expiration of the one-week period, the Superintendent shall notify the School Board of the decision to accept or reject the resignation. The School Board may, within two weeks thereafter, reverse the Division Superintendent’s decision. If the resignation is not accepted by the Superintendent or the School Board, the contract remains binding and, if the employee breaches the contract, action may be taken against the employee, including, but not limited to, petitioning the Virginia Board of Education to revoke the employee’s license. 

Employees who terminate their employment without the approval of the School Board shall be paid only for the days of actual employment. 

The Poquoson City School Board desires to adopt annually a Teacher Pay Plan that will attract outstanding teachers and will retain those teachers who have met the standards of excellence required by the School Board. The compensation schedule should be based on a reasonable base salary and should take into consideration years of experience, degree of educational training, level of certification, job performance, and such other criteria as the School Board may deem appropriate. 

In accordance with applicable law, Poquoson City Public Schools will be operated with students in attendance at least 180 teaching days or 990 hours (540 hours for kindergarten) per school year. Days on which schools are closed due to severe weather or other emergencies will be made up if necessary to meet these requirements in the manner prescribed by law. 

If severe weather conditions or other emergency situations result in the closing of any school in the school division and such school has been unable to meet the 180 day teaching requirement, the school division may make up the missed teaching days by providing its students with instructional hours equivalent to such missed teaching days to meet the minimum 990 teaching hour requirement.