Policies & Practices

Employment at our school is at will. Either our school or you may terminate employment at any time, with or without reason, or with or without notice.  

The Seattle School does not permit compensatory time to be taken in place of overtime payment. 

Full and part-time employees should have a regular, predictable work schedule that is understood by the employee and their supervisor. Regular attendance and punctuality are considered an essential requirement of your job. 

Whenever possible, changes to your schedule should be approved by your supervisor in advance. When an absence is foreseeable, you should contact your supervisor or The Seattle School front desk prior to the absence. In the case of unexpected illness or personal emergency, you should contact your supervisor or the front desk to report your absence no later than one hour prior to the scheduled start time of your shift. If an employee is absent for three consecutive workdays without notifying their supervisor, the school will assume job abandonment and categorize the separation as a voluntary resignation.

The Seattle School will automatically deduct from your paycheck the standard local, state and federal taxes. You must authorize all other deductions in writing. All employees are paid monthly (unless otherwise required by state law)  on the last working day of the month.

Physical human resource records (including employment and benefit forms) are stored in a locked, fireproof file cabinet in a secure office. All online data is stored on a secure website (Paylocity) or via secure email transmissions.

Any and all changes in regards to payroll must be submitted to the Business Office 10 days before the end of the month to be effective in that month’s payroll.

Administrative Corrections

In the event there is an error in the amount of pay you are due, you should promptly bring the discrepancy to the attention of the Business Office so that it can be investigated. The school will pay all monies that it agrees are due without placing conditions upon that payment while an error is being verified, and then pay any remaining portion it confirms as early thereafter as possible. If you disagree with the findings, you should contact the Human Resources Office for further action. 

The Seattle School takes precautions to ensure that employees are paid correctly. In the event of an error, we will make every attempt to adjust the error no later than your next regular pay period. Employees should notify the Payroll Manager of any suspected error as soon as possible.

It is our policy to comply with the salary basis requirements of the Fair Labor Standards Act (FLSA) and applicable state and local law. Therefore, we prohibit any improper deductions made from the salaries of exempt employees. Exempt employees who believe that any improper deduction has been made to their salary should immediately report this information to Human Resources for review and correction.

The Seattle School Bank / Credit Card Accounts

Employees who carry a Seattle School credit card are required to keep all purchases and receipts, reconcile them in Brex, receipt, indicate the G/L codes for each charge and submit the reconciled report for approval via Brex by the 6th of each month.   

Seattle School credit cards are to be used only for authorized expenses and should not be utilized for personal expenses under any circumstance. Unauthorized expenses will be charged to the employee; repeated violation may result in suspension of The Seattle School credit card privileges. Any late fees created by the failure to request timely payment will be the responsibility of the employee.

Travel Expenses

Employees will be reimbursed for all necessary and reasonable expenses incurred in connection with approved travel on The Seattle School business, subject to the limitations set forth in the Travel Expense Policy. All travel must be authorized and approved by the individual having budgetary responsibility for the department against which travel will be charged. If you have been issued a Seattle School credit card, this should be your primary form of payment for all The Seattle School approved expenses. Approved travel expenses paid by cash, personal check, or personal credit card will be reimbursed following submission of the Employee Reimbursement Form with all receipts attached.

Any further travel expense related questions should be referred to the Travel Expense Policy.

Non-Travel Expenses

The Seattle School will reimburse reasonable and necessary expenses incurred by individuals in the conduct of The Seattle School business activities, subject to the limitations set forth in the Non-Travel Expense Policy. If you have been issued a Seattle School credit card, this should be your primary form of payment for all The Seattle School approved expenses. Approved travel expenses paid by cash, personal check, or personal credit card will be reimbursed following submission of the Employee Reimbursement Form with all receipts attached.

Any further travel expense related questions should be referred to the Non-Travel Expense Policy.

Mileage Reimbursement

If you use your personal vehicle for approved business purposes, you will be reimbursed according to standard IRS levels and subject to the limitations set forth in the Non-Travel Expense Policy or Travel Expense Policy. Miles from an employee’s home to The Seattle School campus is not a reimbursable expense. 

Continuous performance feedback is the foundation of the school’s performance assessment framework. The process is outlined on the Human Resources web page pages, and begins with a 90-day review following hire. We strive to conduct quarterly employee-initiated check-ins and an annual review of an employee’s job description and their manager. The Human Resources team sends reminders to prompt these processes.

Positive performance evaluations, and/or promotion, do not constitute a contract or promise of ongoing employment; nor do they change the “at-will” nature of the employment relationship.

As a general rule, continuing employees will be considered first as positions are vacated or created. Performance evaluations and supervisor recommendations determine whether an employee will be considered for advancement. Employees should serve a minimum of six months in an existing position for at least six months before being eligible for a promotion or transfer. 

Employees who resign from their positions at The Seattle School are asked to give two weeks’ notice in writing of intent to resign. Employee benefits cease to accrue at the time of separation. If you have medical and dental benefits, The Seattle School will make no further contribution to the medical or dental plans. COBRA benefits are available; more information is available in the section EMPLOYEE BENEFITS: COBRA. 

We believe it is important for employees to have regular breaks from work and encourage them to be taken away from workstations. Washington State employees working more than five hours in a day are allowed a meal period of at least 30 minutes which begins no less than two hours nor more than five hours from the beginning of the shift. The meal period is unpaid unless you are required to stay on duty. For example; if you are scheduled to work 8:00 AM – 2:00 PM, the shift would be 6 hours. If the 30-minute break was taken, you would record only 5 ½ hours of time worked. If you remain on duty during the meal period, the time will be paid. Employees are given one 10-minute paid break taken as close to the midpoint of each four hours worked as possible. Break times are not to be applied to either the beginning or ending of the workday or to extend meal periods. Employees working outside of Washington State must comply with meal period and break requirements for their respective state. Contact Human Resources for more information.  

All non-exempt (hourly) employees are required to accurately record their time worked each day in the online payroll system and submit to their supervisor at the end of each pay period. Exempt employees are exempt from record-keeping requirements, with the exception of reporting vacation and sick days used (which must be submitted in full (8 hours) or half (4 hours) day increments, not hours). 

Department managers must review and approve the employee’s time worked. Contracted faculty are not required to submit a timesheet. 

Personnel files are confidential and are available for review by the employee. Requests to review personnel files must be made in writing and submitted to the Human Resources Office. Reviews of files will be made in the presence of a representative of the Human Resources Office. Employees are permitted to take handwritten notes, but copies are only provided where required by state law.   

The Seattle School desires to foster the spiritual and human formation of our community. The Chapel and Art Galleries are essential spaces to support this formation. For more details, including space use procedures, please see the Galleries Policy and Chapel Policy on Google Drive. 

The Seattle School adheres to the highest standards of confidentiality. Employees must guard and respect the confidential nature of conversations, papers, and other forms of communication in which sensitive material may be shared among students, staff and faculty.

Notice of Immunity pursuant to the Defend Trade Secrets Act of 2016. 

An individual shall not be held criminally or civilly liable under any federal or state trade secret law for the disclosure of a trade secret that is made: 1) in confidence to a federal, state, or local government official, either directly or indirectly, solely for the purpose of reporting or investigating a suspected violation of law; 2) in confidence to an attorney, solely for the purpose of reporting or investigating a suspected violation of law; or 3) in a complaint or other document filed in a lawsuit or other proceeding, if such filing is made under seal. Furthermore, an individual who files a lawsuit for retaliation by an employer for reporting a suspected violation of law may disclose the trade secret to the attorney of the individual and use the trade secret information in the court proceeding, if the individual: 1) files any document containing the trade secret under seal; and 2) does not disclose the trade secret except pursuant to court order. 

The Seattle School is committed to complying with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973 as well as applicable state law. In compliance with the ADA, Section 504, and applicable state law, reasonable accommodations will be provided when requested so long as no undue hardship is created for The Seattle School, in accordance with the law, both during the application process and during employment. Requests for reasonable accommodations should be brought to the attention of the Human Resources Department or the employee’s supervisor. 

The Seattle School complies with the Family Education Rights and Privacy Act of 1974 (FERPA) concerning privacy and disclosure of a student’s permanent educational record. As a Seattle School employee, you will be expected to read and understand our school’s FERPA policy regarding the provision of appropriate access to personal records, while protecting student confidentiality. This federal law affords students certain rights with respect to their educational records as follows: 

1. To inspect and review the student’s educational records within 45 days from the date the school receives a request for access. 

2. To request the amendment of a student’s educational records that the student believes are inaccurate or misleading. 

3. The school can disclose personal identifiable information contained in the student’s educational records, except to the extent that FERPA prohibits disclosure without consent. The Seattle School policy is to confirm only dates of enrollment, areas of study, and degrees/certificates earned unless the student signs a release form authorizing disclosure of additional information. 

4. To file a complaint with the U.S. Department of Education concerning alleged failures by The Seattle School to comply with the requirements of FERPA. 

The Seattle School designates the following items as directory information: student name, spouse name, address(es), telephone number(s), email address, photograph, enrollment status, date of birth, program, participation in officially recognized activities, dates of attendance, degrees and rewards received, most recent and previous educational institutions attended by the student. It is institutional practice to include only the following in the Student Directory: student name, city and state, telephone, email address, and picture.

Annual notice is provided to students regarding the personally identifiable information that the institution utilizes for the Student Directory. If a student wishes to prohibit this information from being disclosed in the Student Directory, a non-disclosure form must be submitted to the Registrar’s Office within 14 days after the start of the trimester.

The Seattle School may close the school building due to inclement weather or emergency on days other than regularly scheduled holidays. Employees are not expected to work on-campus during an emergency closing. Employees may contact their supervisor, call The Seattle School main phone line (206-876-6100) or check the website for information regarding school closure. 

In the event of an emergency closing, the absence will be considered an excused absence for all employees and will not be charged to earned leave time. Should an emergency closing occur while employees are already on earned leave time, e.g., sick or vacation, they are not entitled to additional wages or additional time off. All employees scheduled to work receive the benefit of being paid during the closure. The hours for which employees are paid, but do not work, because of school closure will not be counted as hours worked for overtime purposes. 

Employees, who do not report to work because of the weather, in the absence of an official closing that day, may use vacation pay if available or unpaid leave. All Seattle School employees are urged to use their own discretion in deciding whether they can safely commute to work. If personal health or safety is at issue in that decision, responsible judgment should be used. In the event that employees are unable to report to work at the appointed time, they should contact their supervisor or front desk personnel within the first hour of the workday.

The Seattle School gives careful thought to creating informative job descriptions for announcements and advertising. Posting will occur in one or more of the following locations:  Churches, newspapers, other schools, email and web postings. Though we will make every effort to post positions, due to confidentiality, some positions may not be posted.

Each applicant is required to provide information relating to experience and training for the position. The applicant’s qualifications will be evaluated and the most qualified applicants will be contacted for interviews. Throughout the evaluation process every effort will be made to keep applicants up to date on the progress. 

All offers of employment for instructional and administrative positions will be made through the Human Resources Office and must be signed by the President or CFO.

The Seattle School does not discriminate on the basis of race, color, national origin, ancestry, sex, age, religion (except in the case of employment), marital status, family relationship (denying employment because a family member already works for the employer), honorably discharged veteran or military status, genetic information, the presence of any physical, medical, or sensory disability, medical condition, citizenship or immigration status, creed, sexual orientation, gender identity, gender expression, the use of a trained service animal by a person with a disability, and status as a victim of domestic violence, sexual assault, or stalking, or political ideology, reproductive health decision making, caste, status as a victim of domestic violence, harassment, sexual assault, or stalking, expunged juvenile record, and off-duty tobacco use in its admissions, educational programs or activities, or employment, to the extent required by applicable federal, state, and local law.

This policy is intended to comply with the notices of nondiscrimination required by the regulations of the U.S. Department of Education, Office for Civil Rights, related to Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972), Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975. The Seattle School also has a broader nondiscrimination policy regarding its students and student applicants, which can be found on Google Drive.

Harassment does not require intent to offend. Thus, inappropriate conduct or language meant as a joke, a prank, or even a compliment can lead to or contribute to harassment. Sexual or other harassing conduct, even if not unlawful, will not be tolerated. For example, a stray comment that degrades an employee's gender may not be unlawful harassment, but it is an example of prohibited conduct under this policy.

Consistent with federal law, The Seattle School will provide reasonable accommodations to persons with disabilities. As a religious educational organization, The Seattle School reserves the right to prefer employees and prospective employees on the basis of religion.

The phrase “educational programs or activities” includes instruction, grading, financial aid, training programs, internships, externships, social and recreational activities, and other aspects of the educational programs or activities at The Seattle School. “Discrimination in employment” prohibited by this policy includes discrimination in hiring, compensation, promotion, transfer, retirement, evaluation, discipline, benefits, termination, and other employment practices.  “Harassment” is a form of discrimination and is also prohibited by this policy.

Prohibition Against Sexual Harassment and Sexual Misconduct

Although covered above by the prohibition against sex discrimination, The Seattle School emphasizes that it prohibits sexual harassment, which is a form of sex discrimination. Sexual harassment also includes sexual misconduct, which is also prohibited by this policy. Both of these terms are defined below, and those sections include examples of sexual harassment and sexual misconduct.

No Retaliation

The Seattle School not only prohibits discrimination and harassment (including sexual harassment), but it also prohibits retaliation against any person for making a complaint about discrimination or harassment; assisting, testifying, or otherwise participating in any discrimination or harassment investigation; or otherwise opposing discrimination or harassment prohibited by this policy. This includes any retaliation against any witness or bystander who reports or provides any information about alleged discrimination or harassment, or who intervenes to stop or attempt to stop any discrimination, harassment, or sexual misconduct. “Retaliation” means any adverse action that might dissuade or deter a reasonable person from making or supporting a complaint of discrimination or harassment. Examples of retaliation include intimidation, threats, coercion, termination of employment, unjustified negative grades or evaluation, reduction in pay, denial of a promotion, physical assault, and any other conduct that constitutes prohibited discrimination or harassment under this policy. Retaliation is prohibited even in the case where an underlying complaint has no merit. Retaliation against any person thought to have engaged in any activity protected by this section, whether or not the person actually engaged in any protected activity, is also prohibited by this policy.  

Where to File a Complaint

If you believe you may have been discriminated against in violation of this policy, please immediately contact one of the individuals listed below. You can receive a copy of The Seattle School’s Discrimination Grievance Procedures by contacting one of the individuals listed above. The Discrimination Grievance Procedures are also available on the Safety and Nondiscrimination page of the school’s website.

Title IX Coordinator 

(206) 876-6137

2501 Elliott Avenue

Seattle, WA 98121

Vice President of Human Resources

(206) 876-6131

2501 Elliott Avenue

Seattle, WA 98121

Any supervisor or manager who witnesses an act or indicator of harassment or who receives a complaint of harassment and fails to take appropriate action, which includes reporting the act or complaint to Human Resources, may be subject to corrective action.

Discrimination Grievance Procedures 

Violations of this policy will be addressed through the Discrimination Grievance Procedures. These procedures are available on the Safety and Nondiscrimination page of the school’s website. Hard copies of the Discrimination Grievance Procedures are also available from the Title IX Coordinator and the Vice President of Human Resources.

Consequences of Violating this Policy 

Consequences for violating this policy will depend on the facts and circumstances of each particular situation. 

1. Sanctions and corrective action could include the following: a requirement not to repeat or continue the discriminatory, harassing, or retaliatory conduct; a reprimand; a no-contact order; denial of a merit pay increase; reassignment; removal from class; suspension; termination or expulsion, or other appropriate sanction, remedy, or response. 

2. The severity of the sanction or corrective action may depend on the frequency and severity of the offense and any history of past discriminatory, harassing, or retaliatory conduct. 

3. A finding of discrimination, harassment that creates a hostile environment or resulted in any tangible action (either in the employment or educational setting), or sexual misconduct may be cause for corrective action, up to and including discharge in the case of an employee and expulsion in the case of a student. The Seattle School may also report any criminal conduct to a law enforcement agency.

4. The Seattle School may take immediate steps to protect the complainant from further discrimination, harassment, or retaliation before completion of its investigation or the process outlined in the Discrimination Grievance Procedures. For example, in the case of a sexual harassment or sexual misconduct complaint, The Seattle School may take steps to separate the accused harasser from the complainant. 

5. The Seattle School may also take appropriate action even if it does not find discrimination or harassment that creates a hostile environment or results in a tangible action, but The Seattle School finds that the respondent engaged in disruptive behavior or determines that action is necessary or appropriate to prevent the creation of a hostile environment or a situation that may result in a tangible action or other form of discrimination or harassment.

Off-Campus Conduct

This policy prohibits unacceptable harassment or conduct on campus and at school sponsored business and social events. Conduct that occurs off campus can be the subject of a complaint or report and will be evaluated to determine whether it violates this policy. For example, if off-campus discrimination or harassment has continuing effects that create a hostile environment on campus, then the discrimination or harassment violates this policy. Allegations of off-campus sexual misconduct are of particular concern and should be brought to the attention of The Seattle School. Additionally, harassment via social media, email, and text messages are within the scope of prohibited conduct; for example, a harassing post on an employee’s private Facebook page violates this policy if it is by or towards a coworker, student, or related third party.

Mandatory Reporting by Employees of any sex-based discrimination, sexual harassment, or sexual misconduct involving students

The Seattle School wants to stop and respond effectively to instances of sex-based discrimination, sexual harassment, and sexual misconduct involving its students. Therefore, any employee receiving any information about any alleged or possible sex-based discrimination, sexual harassment, or sexual misconduct involving students, must report that information to the Title IX Coordinator or the Vice President of Human Resources (each a “Complaint Officer”). Employees who are statutorily prohibited from reporting that information are exempt from this reporting requirement, including any licensed counselor who receives the information in their capacity as a licensed counselor. After receiving a report of alleged or possible sex-based discrimination, sexual harassment, or sexual misconduct, the Complaint Officer will evaluate the information received and determine what further actions should be taken. The Complaint Officer will follow the procedures described in the Discrimination Grievance Procedures. The Complaint Officer will take steps, either directly with the complainant or through a reporting employee, to provide information about the Discrimination Grievance Procedures, as well as available health and advocacy resources and options for criminal reporting (if applicable).

Voluntary Reporting by Students 

The Seattle School strongly encourages its students to report instances of sex-based discrimination, sexual harassment, and sexual misconduct involving students.

The Seattle School strives to create a safe and enjoyable workplace for all employees. We will not tolerate bullying.

Bullying is usually seen as acts or verbal comments that could hurt or isolate a person in the workplace. Sometimes bullying can involve negative physical contact as well. Bullying usually involves repeated incidents or a pattern of behavior that is intended to intimidate, offend, degrade or humiliate a particular person or group of people. While bullying is a form of aggression, the actions can be both obvious and subtle, such as: 

• spreading malicious rumors, gossip, or innuendo about another employee

• excluding or isolating someone socially

• physical abuse or threatening abuse

• stalking or taunting

• aggressive use of profanity, swearing, or threatening language 

Bullying is not:

• A solitary or occasional incident involving an angry outburst or inappropriate statement 

• A difference in personalities, style, or personal taste 

• Reasonable management action, including decisions about:

  • Job duties, workloads, and deadlines

  • Work instruction, supervision, or feedback

  • Performance management or discipline

It is important to report bullying behavior to your supervisor or Human Resources immediately. Retaliation toward another individual for having reported an act of bullying is not tolerated. We expect that you will report the incident to Human Resources and allow us to manage the process. 

Any employee engaging in the act of bullying or retaliation for reporting bullying is considered in violation of school policy, and these actions may result in disciplinary action up to and including separation of employment.

 Employees of The Seattle School who report an activity that they consider to be illegal, dishonest, unethical or fraudulent will be protected under our Whistle-Blower Policy. Persons reporting such activities are not responsible for investigating the activity or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities. For information regarding the reporting procedures, please refer to the policy on Google Drive.