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EMPLOYEE HANDBOOK
AUGUST 2021
TABLE OF CONTENTS
Purpose ........................................................................................................ 1
Notice ........................................................................................................... 1
Acknowledgement. ...................................................................................... 1
Equal Employment Opportunity .................................................................. 2
The District. ..................................................................................................3
Mission Statement. .......................................................................................4
Labor Organization Affiliations ..................................................................... 5
Hiring ............................................................................................................ 6
Employment. .................................................................................................6
General Information ......................................................................................7
Payroll Information ........................................................................................7
Personnel Procedures ....................................................................................8
Appendix A ................................................................................................... 11
SELECTED POLICIES
3524.1P Hazardous Material in Schools
4112.4P Health Examinations
4112.5P Security Check/Fingerprinting
4117.31P Return to Work Program
4118.11P Nondiscrimination
4118.231P Alcohol, Tobacco, and a Drug-Free Workplace
4118.233P Weapons and Dangerous Instruments
4118.5P Employee Use of the District’s Computer Systems
4134P Tutoring
4117.4P Suspension/Administrative Leave
4252.6P Family Medical Leave Act
5141.27P First Aid/Emergency Medical Care
5141.4P Child Abuse Reporting
5144.1P Restraint and Seclusion
6141.321P Telecommunications/Internet-Acceptable Use
Green Cleaning Program (CT Public Act 09-81)
Asbestos Management Plan Availability
Integrated Pest Management Program
ADD: Social media presence
PURPOSE
This Handbook was created to provide the employees of the Colchester Public
Schools with a compilation of important district policies and procedures. Policy
revisions that are made throughout the year will be provided to you through email
announcements and posted on the website. The entire handbook will be reviewed
on an annual basis. A current copy is also available for your review in the Staff
Only Access section of the Human Resources page on our district website.
NOTICE
This Handbook serves as a general reference during your employment with the
Colchester Public Schools. It is not intended to be a definitive source of
information on all the terms and conditions of your employment.
The information contained in this Handbook is subject to revision based on
changes in the law and/or Board of Education policies and procedures or
regulations. The contents of this handbook are meant to serve as guidance and do
not constitute the terms of a contract of employment or a guarantee of continued
employment. There are no promises in this handbook regarding your work
assignment, work schedule, specific working conditions or length of employment.
The Colchester Board of Education reserves the right to revise its policies and the
handbook as needed and the handbook is subject to change without notice. Of
course, we believe in open communication and fairness, and will work to keep you
apprised of changes about which you need to be aware in order to perform in
your position.
Many school district policies and regulations have been referenced and
paraphrased for the sake of brevity. Employees are responsible for making sure
they are fully aware of the obligations and prohibitions contained in those
policies. A copy of the complete policy manual is available from the central office
and in each school.
In addition, this Handbook is not meant to change or conflict in any way with any
terms and conditions of employment contained in any collective bargaining
agreement.
ACKNOWLEDGEMENT
This Handbook is a combined effort of our Central Office Staff and Administrators
to coordinate the development of this edition of the Employee Handbook. Please
contact the HR Coordinator at 860-537-7264 or HR@colchesterct.org if you have
any questions about the Handbook.
EQUAL EMPLOYMENT OPPORTUNITY
Both federal and state laws prohibit discriminatory practices in hiring and
employment.
The Colchester Board of Education is committed to a policy of equal
opportunity/affirmative action for all qualified persons. The Colchester Board of
Education does not discriminate in any employment practice, education program,
or educational activity on the basis of race, color, religious creed, sex, age,
national origin, ancestry, marital status, sexual orientation, disability (including,
but not limited to, mental retardation, past or present history of mental disability,
physical disability or learning disability), genetic information, or any other basis
prohibited by Connecticut state and/or federal nondiscrimination laws.
Inquiries regarding the Colchester Board of Education's nondiscrimination policies
should be directed to:
Director of Pupil Services and Special Education
380 Norwich Avenue
Colchester, CT 06415
Phone Number: 860-537-3103
Fax Number: 860-537-6391
THE DISTRICT
The Colchester Public School District is operated under the guidance of the
Colchester Board of Education. The District consists of:
Administration and Support Services:
Board of Education and Central Office
(Superintendent, Curriculum, Human Resources)
127 Norwich Avenue, Suite 202
Colchester, CT 06415
Phone: (860) 537-7267
Fax: (860) 537-1252
Finance and Payroll
127 Norwich Avenue, Suite 203
Colchester, CT 06415
Fax: (860) 537-7231
For Payroll inquiries: payroll@colchesterct.gov
For Accounts Payable inquiries: ap@colchesterct.gov
Department of Pupil Services & Special Education
380 Norwich Avenue (WJJMS building)
Colchester, CT 06415
Phone: (860) 537-3103
IT/Facilities Departments
315 Halls Hill Road
Colchester, CT 06415
Facilities phone: (860) 537-2296
IT phone: (860) 537-8324
The IT and Facilities departments are located at Colchester Elementary School.
Food Services
215 Halls Hill Road
Colchester, CT 06415
(860) 537-9421
SCHOOLS
Colchester Elementary School (CES)
315 Halls Hill Rd, Colchester, CT 06415
Grades PK-2
Tel: 860-537-0717
Fax: 860-537-6573
Jack Jackter Intermediate School (JJIS)
215 Halls Hill Rd, Colchester, CT 06415
Grades: 3-5
Tel: 860-537-9421
Fax: 860-537-0349
William J. Johnston Middle School (WJJMS)
360 Norwich Avenue, Colchester, CT 06415
Grades: 6-8
Tel: 860-537-2313
Fax: 860-537-6258
Bacon Academy (BA)
611 Norwich Avenue, Colchester, CT 06415
Grades: 9-12
Tel: 860-537-2378
Fax: 860-537-5410
MISSION STATEMENT
“We Create Innovative Thinkers for a Dynamic World”
Eight simple words provide a sharp focus for all we do together as a school district
and a community for every student in our schools. The most powerful word in this
statement is "we," because it embodies the notion that everyone in our
community plays a role in fostering the physical, emotional, and intellectual
well-being for students. This idea helps to frame our efforts, and determine how
we focus our energies and our budget to maintain the integrity of our schools and
the outstanding programs available to our students.
Our top priority is to continue to provide innovative teaching and personalized
instruction to all of Colchester's 2,340 students. Inspired by our district theme of
Innovation Nation, we acknowledge that students must be prepared for a dynamic
work experience: one that requires them to solve problems, work collaboratively,
communicate effectively, and continuously develop the skills required for a variety
of tasks. Fostering an atmosphere of innovative problem-solving provides students
with strategies to transfer their knowledge and skills to new experiences outside
the classroom, in a global context. This is innovative thinking.
A key component to innovative thinking is engaging our community, which is at
the heart of our mission statement. Colchester Public Schools embraces
partnerships with parents, caregivers, and community members to support
learning while fostering pride and excitement for the well-being of all students.
Colchester’s measurements of success are designed to go beyond state
assessments, and are directed to the need for authentic learning and
problem-solving in the real world.
Colchester Public Schools are committed to establishing and maintaining strong
parent-community-school partnerships to provide a safe, engaging, and effective
learning environment to meet the unique needs of individual students. These
partnerships are dedicated to promoting student well-being and the highest level
of academic excellence measured by established performance standards and
real-world applications. We commit to a comprehensive system of support to
ensure the success of each and every student.
GOALS
In order to increase student learning, our goals are as follows:
1. We will raise academic growth expectations for all students.
2. Students will develop innovative thinking and authentic problem-solving
skills by engaging in rigorous tasks.
3. Our instruction and curriculum facilitate integrated, real-world learning that
maximizes the individual potential of each student.
4. We will increase our capacity to respond to student academic, emotional
and social needs through partnerships with caregivers and the community.
5. We align the budget with the district vision and the needs of our students.
LABOR ORGANIZATION AFFILIATIONS
Many employees of the Colchester Public Schools have chosen to be represented
by a labor organization in matters concerning salaries and terms of employment.
The District currently recognizes the following labor organizations as the sole
representative of employees in the classifications indicated:
1. Colchester Association of School Administrators
2. The Colchester Federation of Teachers, Local #1827, AFT, AFT-CT, AFL-CIO
3. The Colchester Federation of Educational Personnel, Local #3279, AFT-CT,
AFL-CIO (Paraprofessionals, Cafeteria Staff, CDAs and COTAs)
4. Local #818, Council #4, AFSCME, AFL-CIO (Facilities Manager, Support
Services Supervisor, Cafeteria Supervisor and Cafeteria Managers)
5. Local 1303-77 of Council #4, American Federation of State, County and
Municipal Employees, AFL-CIO (Custodians)
6. Colchester Board of Education Nurses, United Public Service Employees
Union
7. Local 1303-450, Council #4, AFSCME, AFL-CIO (Office Professionals)
A copy of the labor agreement between each organization and the Colchester
Public Schools is available for review on our website (www.colchesterct.org) and
at Central Office. If an employee has questions about organizational affiliation,
he/she should see either his/her supervisor or the appropriate union steward in
their respective building.
HIRING
The Colchester Public Schools is an Equal Opportunity Employer and does not
discriminate on the basis of a person's protected class status under applicable law.
Job openings are posted in accordance with the terms of the appropriate
collective bargaining agreement. Job postings not controlled by a collective
bargaining agreement shall be posted (at a minimum) in each building and on the
District website for five days.
All applicants are required to apply using the following link,
www.applitrack.com/colchester/onlineapp. Falsifying information on the
application will be grounds for removing the applicant from consideration.
Prospective employees in certain positions will be required to complete a
post-offer, pre-employment Human Performance Evaluation (HPE) to ensure the
employee can adequately meet the physical requirements of the position for
which he/she is being considered. We partner with ConCentra to administer the
HPE. ConCentra is located at 10 Connecticut Avenue in Norwich.
All newly hired employees will be required to submit to fingerprinting and
background checks. A criminal conviction which surfaces during the background
check that has not been fully disclosed on the application is grounds for
immediate dismissal.
In compliance with the Immigration Reform and Control Act of 1986, each new
employee, as a condition of employment, must complete the Employment
Verification Form W9 and present documentation establishing identity and
employment eligibility.
EMPLOYMENT
Notification of Assignment
Staff required to be notified of their assignments for each school year will be
notified in accordance with the appropriate collective bargaining agreement.
Salary Agreements
Salary agreements for all certified staff will be sent out within the first week of
school. It is the employee's responsibility to review the agreement for accuracy.
The agreement must be signed, dated and returned as instructed by the stated
date. It's advised that you make a copy for your own records.
Employee IDs
Every employee will be required to have their picture taken each fall by the school
photographers for the purpose of an ID badge. It is our expectation that ID badges
should be worn at all times.
Certified/Licensed Personnel
It is the employees' responsibility to make sure he/she completes all the necessary
requirements to maintain/renew his/her professional certificate/license in a
timely fashion (but not sooner than six months before the expiration for CT
certification). When you have received your updated certificate/license, it is your
responsibility to send a copy to the HR Coordinator so your personnel file and the
district database can be updated. The Colchester Public Schools does not employ
individuals who are not certified.
GENERAL INFORMATION
Calendar
The calendar for the school year is available on the district's website:
www.colchesterct.org. The hours for each school are listed on the calendar.
Central Office Hours
The Central Office's hours of operation during the school year are 8:00 am to 4:30
pm, Monday through Friday (except on holidays). During school vacations and
summer break the hours are 7:00 am to 3:00 pm.
Office/School Closings
Closings are posted with the local radio and television stations. In addition, the
district utilizes School Messenger which notifies employees via phone/text
message. It is important that employees notify the Office Professional at Central
Office (860-537-7267) of any changes in information (home phone number, cell
phone number) to ensure that each employee is contacted.
Website
The Colchester Public Schools website, www.colchesterct.org, contains a large
volume of information such as policies, regulations, by-laws and links to each
school. There is also a "Staff Access" link that, once you are logged in, opens a
shared Google drive for a wide range of information and forms:
● Payroll calendars
● Financial and Payroll forms
○ W-2 - State & Federal
○ Direct Deposit
○ Insurance (Health & Life)
○ 403(b) Participation
● Leave request forms
● Conference Presenter Approval
● Teaching & Learning Calendar
● Grant application information
● Field Trip forms
● Technology documentation and forms
● Professional Leave / Reimbursement
● Course Reimbursement
● Request for Payment
Payroll Information
Time Sheets/Cards: All hourly employees are required to submit the correct time
sheets/cards properly completed according to the pay date schedule. Time sheets
are to only show hours actually worked. All time sheets/cards require the
employee's signature as well as the supervisors/administrators.
Overtime MUST be approved by the immediate supervisor and building
administrator. The reason for the overtime must be listed as well.
Absences: It is understood that absences are occasionally necessary. All absences
must be reported on SubFinder (call 866-880-5393 or enter on line at
Colchester.subfinderonline.com). If assistance is required please contact the
SubFinder administrator at your school. For all absences other than illness or
workers' compensation, a written request must be submitted on the appropriate
form.
Personnel Procedures
Performance Appraisals: Colchester Public Schools endorses and implements a
continuous process of evaluation of all employees of the district. Depending on
your job classification (certified or classified), your supervisor will conduct at least
one annual performance evaluation and provide constructive feedback. For new
classified employees a performance evaluation will be conducted prior to the end
of your probationary period and annually thereafter unless otherwise indicated.
Computer Usage and Electronic Mail: The school district's computer network,
electronic information, and communication systems are owned and maintained by
the Colchester Public Schools for educational or work-related business purposes.
Use of those systems is subject to the school district's Employee Use of the
District’s Computer Systems Policy (4118.5 a & b, 4218.5 a & b, 6141.321 a & b).
Work-related Injuries: An employee who is injured while performing job-related
duties may be entitled to Workers' Compensation benefits. Certain steps must be
taken to validate the potential claim:
1. The supervisor must immediately notify the School Nurse and forward to
the Central Office, the completed Employee Injury Report on THE SAME DAY
THE INJURY OCCURS.
2. The employee must immediately notify his/her supervisor of the injury, the
circumstances surrounding the injury, and the nature of the injury. Failure
to do so may result in the delay or potential denial of
Workers'Compensation benefit by the Board of Education's Workers'
Compensation carrier.
3. The Nurses office must call in the claim to the Workers' Compensation
insurer the same day the injury occurs. If the injury occurs after hours or
during school breaks, the supervisor must call in the claim.
4. The employee may receive a form 30C, Notice of Claim for Compensation
from the State of Connecticut. If the employee elects to complete the 30C,
it must be turned in to the Central Office, attention Human Resources.
For a non-serious or non-life threatening injury, the employee shall be directed to
Concentra Medical Center, 10 Connecticut Ave., Norwich which has been
appointed by the district as a designated Initial Care Provider. Should the district
adopt a Preferred Provider Network (PPN), continuing non-emergency care will be
provided through Preferred Provider physicians subsequent to visiting the
established Initial Care Provider.
If the injury is serious or life threatening, the employee shall be transported by
qualified medical personnel in a medically approved vehicle (e.g., ambulance,
med-evacuation helicopter) to the nearest hospital or facility capable of treating
the injury. The Workers' Compensation insurer must be notified if medical
transportation was required.
Family Medical Leave Act (FMLA): Requires covered employers to provide up to
12 weeks of unpaid*, job-protected leave to eligible employees in a 12-month
period for the following reasons (Policy 4252.6 Family Medical Leave Act (FMLA)):
• For the birth of a son or daughter, and to care for a newborn child;
• For the placement with the employee of a child for adoption or foster care,
and to care for the newly placed child;
• To care for an immediate family member (spouse, child or parent - but not a
parent "in-law") with a serious health condition; and
• When the employee is unable to perform the duties of his or her position
due to a serious health condition, including incapacity due to pregnancy,
prenatal medical care or child birth.
• A qualifying exigency arising out of a family member's military service,
including one more of the following reasons (more detailed information
available upon request):
a) A short notice deployment;
b) Military events and related activities;
c) Childcare and school activities;
d) Financial and legal arrangements;
e) Counseling;
f) Rest and recuperation;
g) Post-deployment activities; or
h) Additional duties that arise out of the active duty or call to active
duty of a covered military member, provided that the District and the
employee agree that such leave qualifies as an exigency, and agree to
both the timing and the duration of such leave.
*Employers may require use of accrued paid leave while taking FMLA leave. In
order to use paid leave for FMLA leave, employees must comply with the
employer's normal paid leave policies.
Arrest/Conviction and Notification: Employees of the Colchester Board of
Education act as role models in our community and are representative of the
district. Employees should be aware that criminal arrests or convictions that come
to the attention of the Administration may be investigated by the Administration.
Depending on the nature of the charges or conviction and any findings concerning
the underlying conduct, employees may be subject to disciplinary action. The
Administration encourages an employee arrested or charged with criminal
infractions to report same to his/her immediate supervisor, particularly if the
arrest may result in a disruption of the school environment. The supervisor will
discuss the issue with the Superintendent, who will determine the district's course
of action, if any. Per Board of Education Policy 4118.231P Alcohol, Tobacco, and
Drug-Free Workplace, an employee must report in writing any conviction under a
criminal drug statute for violations occurring on or off school property to the
Superintendent or his/her designee within five (5) days after the conviction.
Employee Records: To view the contents of your personnel file you need to
contact the Human Resources Director to set up a time to do so. It is each
employee's responsibility to notify the Human Resources Director whenever there
are any changes in home address, telephone numbers, emergency contact or
name change. For changes having to do with medical insurance, beneficiary for life
insurance, or payroll changes contact payroll@colchesterct.gov.
APPENDIX A
The District has chosen to include in this manual a restatement of select Board of
Education policies that are applicable to all employees. The policies included in
this Appendix were in effect as of August 2021. The Board may, at any time, revise
or amend its policies or adopt additional policies. Employees are responsible for
adherence to the current Board policies at all times.