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Introduction & Employee Handbook

This presentation is meant to enhance and reinforce the Employee Handbook, but is not designed to replace it.

All employees are expected to review and sign in agreement to the Employee Handbook yearly, regardless of if they attended this training as a new hire or not.

Please also reference our district policies and procedures (found on the school website)

The employee handbook can be found on the Staff Website at any time

SIA Website > Staff Login (bottom right) > Password: international > Human Resources > Handbooks

Failure to comply with the policies outlined in the handbook and this presentation may result in discipline up to and including termination.

If you can’t find or have trouble accessing the Employee Handbook, or if you have questions regarding any of the policies outlined within, please contact me at hr@spokaneintlacademy.org

This presentation also intends to give you an overview of the various benefits offered at Spokane International Academy, and give you a space to ask questions!

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School Email

All new employees should have received an email inviting them to sign into their school email account (invite was sent to the email address associated with your Nimble account)

We encourage you to check this email often as most communication is sent via email

School emails are not to be used for personal business.

School emails are deactivated upon separation of an employee from SIA, so all personal business or attached logins/accounts will be lost.
This includes insurance and retirement info/accounts. Please sign up for SAW, SEBB, DRS, or any other benefit programs using your personal email so you are not locked out of these systems if resigning!

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Personal Usage of Technology

SIA email addresses, voicemail, phones, computers, cloud storage, and other electronic communication systems are to be used only to conduct SIA-related business.

Employee technology and communications are prohibited from being used for personal purposes. These may include, but are not limited to:

Personal communication (contacting family, friends, etc.), long distance personal calls
Uploading or downloading personal files
Remote work or job applications - Solicitation of business for personal gain
Posting or connecting to sites containing pornographic or violent material
Illegal duplication of software
Any illegal activity
SIA Benefits Accounts (SEBB, DRS, Navia, etc.)

These should be attached to personal emails so that access can be retained regardless of employment status.

Failure to meet these guidelines may result in discipline up to and including termination

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Public Statements & Employee Agency

SIA staff are seen as representatives (or agents) of Spokane International Academy, and all public statements must be in alignment with SIA’s values and goals, and be appropriate in a school context.

Public statements include but are not limited to:

Social media posts, flyers, or other publicly available content

Inappropriate content for these purposes may include, but is not limited to:

Posts reflecting negatively on the school or its stakeholders
Offensive language or discriminatory remarks
Explicit photos
Content otherwise not appropriate in a school setting

To protect personal and professional integrity:

Use privacy settings on personal social media accounts
Avoid discussing school-related issues publicly
Think carefully before posting content that is, or could be misconstrued as, harmful or offensive

How would you feel if your post was on the front page of the paper? How would you feel if your students saw the post?

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School Employee Benefits Board

SEBB is the state-run program that includes medical, dental, vision, Basic Life Insurance, Basic Accidental Death and Dismemberment (AD&D), Basic Long-term disability, Medical Flexible Arrangement (FSA) and Dependent Care Assistance Program (DCAP)

SEBB also offers supplemental life insurance, accidental death and dismemberment (AD&D) and additional long-term disability for an additional charge. *Additional long-term disability is supplemental but you must choose to decline it during enrollment.

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Enrolling in SEBB

To access or set up your account, please visit: https://benefits247.hca.wa.gov/

As mentioned in a previous slide, please use a personal email when signing up for SAW, SEBB, and DRS! If you use a school email, you will be locked out in the event of a resignation or termination.

Please use this video to go thru the setup for SEBB Benefits 24/7 (formerly SEBB My Account)

https://www.youtube.com/watch?v=IV4mldpFX-k

You have 31 days from your start date to enroll or waive, otherwise you will automatically be enrolled as a single subscriber under UMP 1 for medical coverage. Your due date is listed on the SEBB form mentioned above.

Once you have made your choices it is recommended that you print or save a copy of the coverage summary, using the green “Statement of Insurance” button.

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Attestation/Premium Surcharges (SEBB)

There are two premium surcharges that may apply to you:

Tobacco ($25 monthly)
Spouse/domestic partner attestation ($50 monthly)

When you enroll in medical coverage, you must attest as to whether you or any enrolled dependents age 13 or older use tobacco products. If you are enrolling a spouse or domestic partner on your medical coverage, you must also attest as to whether they could have enrolled in their own employer-based group medical insurance plan. You can easily attest on SEBB My Account during the enrollment process. If you do not attest, or if your attestation shows the surcharge applies to you, you will be charged these premium surcharges. $25 for tobacco use and $50 for medical coverage.

The tobacco attestation defaults to “Tobacco user”, so please be sure to select “Not a user” in this section to avoid the extra $25 cost!

You can find more detailed information here

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Dependent Verification (SEBB)

You may enroll the following dependents: Your legal spouse, state-registered domestic partner, and children (through the last day of the month in which they turn age 26).
Documentation must be provided verifying (proving) dependent eligibility. This helps us make sure we cover only people who qualify for health plan coverage. You provide this proof by submitting official documents on your SEBB My Account, when submitting your verification request. You will not be able to enroll a dependent if we cannot verify their eligibility. See the enrollment guide for details on documentation.
Please send a message to hr@spokaneintlacademy.org after you complete this process

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Transferring from one SEBB organization to another

Benefits will transfer over uninterrupted.
Please make sure that your current plan is offered in Spokane County if you are moving from another county.
If it is not you will need to submit a special enrollment through SEBB My Account within 60 days of your start date. This will allow you to choose a different plan.

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Already enrolled in SEBB insurance as a dependent

If you are a newly eligible employee who is already enrolled in health plan coverage as a dependent under your spouse’s, state-registered domestic partner’s, or parent’s SEBB account, you may choose one of these two options:

Waive SEBB medical and stay enrolled in your current medical plan. You must enroll in SEBB dental and vision coverage, basic life insurance, basic AD&D insurance, and basic LTD insurance under your own account. Your spouse, state-registered domestic partner, or parent must use SEBB My Account or submit the SEBB Employee Change form and remove you from their dental and vision coverage to prevent dual enrollment in SEBB dental and vision coverage.

Enroll in SEBB health plan coverage under your own account.

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FSA/HSA

Are you currently on either of these?

Please let me know if you are on a Navia FSA!

In order to enroll in Navia’s FSA, you will need to submit a new enrollment form through us.

Even if you previously worked for a SEBB org and were enrolled in an FSA, you will need to submit a new form.

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Department of Retirement Services (DRS)

As a public employee in Washington State, you’re eligible for retirement benefits administered by DRS.

There are two different types: SERS (Classified Employees) or TRS (Certificated Employees). You have 90 days to choose a retirement plan. Please use this video to assist you in making your choice-

https://www.drs.wa.gov/retirement-planning/newmember/

An enrollment form was sent to you thru nimble to complete once you have made your choice
Your plan choice is permanent, even if you swap schools!
After 90 days you’ll automatically be placed in Plan 2 if you have not completed the enrollment form.
Your personal information (name and address) will be submitted by SIA by the 15^thof the month after your first check. At that time you can use this link to activate your online account. This will allow you to track your retirement funds and add beneficiary information.
You will get a letter in the mail asking you to sign up
You can find more information here: drs.wa.gov/oaa

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WA Cares Fund (in a Nutshell)

Earned benefit: Contribute for a certain number of years to be able to use the benefits. Funded by employees, not employers.
Designed to provide long term care funds (for you or dependents)

Any combination of services and supports: Transportation, meals, residencies, etc.
Anyone, even spouse, can be trained, paid, and supported using these funds

Premium collection begins July 1st 2023
0.58% of each paycheck - about $24 per month for someone making $50,000 a year
Distributions begin in July 2026
Lifetime benefit = $36,500, adjusted for inflation

See the following slides for specifics on earning the benefit, getting an exemption, and more

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WA Cares Fund - Criteria to Earn Benefits

To earn benefits, must work at least 500 hours a year (about 10 hours per week)

Part time and temp workers can be eligible, too

To access the benefits, the person in need of support must need help with 3 activities of daily living:

Bathing, dressing, eating, medication management

People born before 1968 earn 10% of the benefit amount for each year worked (so if you worked+contributed 1 year, you get 10%, 2 years, get 20%, etc.)

Must contribute for at least 3 of the last 6 years of work at the time you apply for benefits

If you contribute for a total of 10 years without a break of 5+ consecutive years, you have lifetime access to the full benefit regardless of recent work history.

i.e. If you contribute for 10 years straight and then retire, you could access the benefit after being out of work for many years

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Exemptions

All employees will pay into this program unless they provide an exemption:

Please apply for an exemption at wacaresfund.wa.gov/exemptions, and provide us with your letter of exemption upon receipt

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WA Cares Benefits - Additional Resources

For more information about this program, see:

https://wacaresfund.wa.gov/learn-more/#live-webinars

https://wacaresfund.wa.gov/wp-content/uploads/2023/01/2023-WA-Cares-Basics-Webinar.pdf

https://wacaresfund.wa.gov/

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Employee Systems

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Employee Access (aka Skyward)

EA is where you can access payroll information, pay stubs, current address information, and more
You can access the EA handout on the SIA website in the Staff Login button (bottom right and the password is international)
Your username will be your first initial then your last name (ex: Jane Doe, jdoe). The first time you login use the forgot your password option to receive an email to setup your password.
MFA is a new requirement for signing in. Please download an Authenticator app, such as Google Authenticator or Salesforce Authenticator, and follow the instructions on screen during your first login.
Using EA please verify your address and submit changes if needed in the Personal Information /Employee Info area.

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Red Rover

Software used for absence and substitute management
You will receive an email inviting you to create an account on Red Rover.
Once you have created this account, click on the blue bar (see below) at the top of your screen to view some basic training videos.
App is user friendly, too!

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Payroll and Schedules

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Leave - Include Blackout Dates

New employees will have their annual time off allotment given as a lump sum on or near their first day of work, based on their FTE. Refer to the Employee handbook for details.

If an employee resigns or is terminated on or before their 30th working day, any paid time off that was already taken will be converted to leave without pay and deducted from their next paycheck.

Before leave is taken it needs to be entered and approved thru Red Rover and discussed with your supervisor, the front office, and your associated teacher (if you are an IA)

Exception: If you are sick and cannot enter the leave in Red Rover because it is the day of, please contact the office staff immediately.

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Usage of Leave

Reasons for Absence:

Sick/Doctor

Normal sickness, care for a family member, COVID absences, doctor/dentist/vision appointments

Emergency

Transportation Issues (canceled flight, car troubles, etc.), living space emergencies (fire, flood, etc.), personal major health issues

Personal

Events, pet injury/care, trips, flights, inclement weather, anything not covered under Sick/Doctor or Emergency

Type of Paid/Unpaid Leave to Use:

Sick Leave
Banked Sick Leave
Personal Leave
Leave Without Pay - Only if approved, last resort

See handbook for full details

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Payroll/Pay Dates

As a charter school employee you will be paid from September thru August. Receiving 12 equal payments based on your total base assignment value.

You will be paid once a month on the last business day of the month.
Your first payroll payment will be processed as a check, and following payments will be processed through direct deposit depending on when direct deposit information was received and completed.
For hourly employees: Deviations from duty roster will be reflected in your paycheck in the month following the deviation.

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Typical Schedules

Schedules/hours are set:

Your supervisor will share your regular schedule with you
Additional time/Overtime outside of your schedule is not allowed unless pre-approved by your supervisor

Typical Schedules:

Teacher: 7:30 am - 3:30 pm
IA: 7:15 am - 3:15 pm
Ops/Office Staff: 7:30 - 4 pm

Please communicate requested schedule changes, including overtime with your supervisor for prior approval.

For example, if you are an IA who normally works 7:15 am to 3:15 pm, you must receive prior approval from your supervisor (not your associated teacher) to work from 7:00 am to 3:00 pm, even though this is the same shift length.
Failure to secure prior approval can lead to disciplinary action up to and including termination.

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Breaks and Lunches

Rest Breaks (Hourly Employees):

A paid rest break of at least 10 minutes will be provided for every 4 hours of work
Breaks must be scheduled/taken as close to the midpoint of the work period as possible (i.e. as close to 2 hours and 6 hours into an 8 hour shift as possible)
Rest breaks will be considered "hours worked"

Lunches (Meal Periods - Hourly Employees):

An unpaid meal period must be given if a shift lasts 5 hours or more
The lunch must be 30 minutes long and taken between the 2nd and 5th hours of the shift

Restroom Access:

SIA staff will be provided reasonable access to restrooms

Please communicate with your supervisor to schedule break times (Hourly Employees):

IAs are required to work with their supervisor to develop a written schedule of breaks and lunches at the beginning of each school year (or beginning of employment)
Any deviations from this schedule must be approved in advance, and is subject to disciplinary action if not approved.

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Hourly Employees - Duty Roster

All hourly employees will be issued a duty roster that shows the employees expected work schedule for the year. This schedule will be used to calculate a monthly base amount for each hourly employee from September to August.

The Duty Roster serves as your schedule, and you are expected to work the days/hours listed on it

Your timesheet should match the duty roster, if it does not then adjustments will be made

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Duty Roster

*Note: This is only a TEMPLATE! You will receive your assignment calendar directly via email with estimated pay information.

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Hourly Employees - Timesheets

Hourly employees are required to fill out timesheets. These timesheets are SIA’s way of keeping track of actual hours worked so that you will be paid correctly

Your responsibility is to:

Fill out your timesheet, indicating hours worked (and time off)
Review your timesheet
Obtain your supervisor's approval via signature and return it to his or her supervisor no later than the 1st of each month

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Timesheet template

*Note: This is only a TEMPLATE! You will receive your personal timesheet directly via email.

The payroll staff will meet with new hourly employees in September to further review this process.

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Confidentiality & Safety

Confidentiality and Safety lay the groundwork for all SIA policies, and are the most important things to consider when making decisions at work or when engaging with students, staff, parents, or stakeholders (inside or outside of work). Please see the handbook for full policies.

As a rule of thumb: If you see something, say something!

If you notice any safety concerns, hazards, broken school equipment (HVAC, lights, locks, etc.) confidentiality breaches, child abuse, cash mishandling, sexual harassment, misconduct, or any other issues please let a team member listed below (or trusted staff member) know.

Contact with Concerns:

Sam Schweda (CFO/HR) or Rachel Paul (HR) - HR or Financial Concerns

Russ Battiata (Director of Operations) - Safety Concerns

Jackie Pariseau (Director of SpEd) - Title IX and Civil Rights Compliance Coordinator

Brad DeJager - Facilities/Maintenance Concerns

Morgen Flowers (Head of School) - CPS and Other General Concerns

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Confidentiality

Every SIA employee has some degree of access to confidential student, parent, school, or stakeholder data.
This includes not only demographic and contact information, but data, plans, finances, customer lists, and much more.
SIA staff shall not release this information to anyone, and should exercise caution regarding confidentiality.

No employee may release confidential information except as required for the performance of their job duties.

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Confidentiality

Confidentiality of Students, Parents, and Stakeholders:

Since SIA staff has access to stakeholder information, such as demographic, contact information, data, plans, finances, customer lists, and much more, all staff must be vigilant in keeping that data confidential.
SIA staff shall not release this information to anyone, and should exercise caution regarding confidentiality in common conversation.

Ex. You run into a parent or relative of a student at the grocery store. SIA staff are not to confirm or imply attendance of the student! This is a breach of confidentiality and a safety concern for the student.

If you are unsure if a request, formal or informal, for confidential information is legitimate, please ask your supervisor.

If you notice any breaches or suspected breaches of confidentiality, please contact Morgen Flowers (Head of School), Sam Schweda (CFO/HR), Russ Battiata (Director of Operations) or Rachel Paul (HR)

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Confidentiality

Confidentiality of SIA Staff:

Personnel files, which include documents such as transcripts, clock hours, and employment verification will be maintained in a secure location (physically and/or electronically) in the human resources office.
SIA limits access to these documents.
Performance reviews are kept separate from an personnel file.
Please contact SIA HR to request access any employee documents.

If you notice any breaches or suspected breaches of confidentiality, please contact Morgen Flowers (Head of School), Sam Schweda (CFO/HR), Russ Battiata (Director of Operations) or Rachel Paul (HR)

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Safety & Accident Reporting

SIA is committed to a safe and inclusive workplace environment, and has several policies in place to ensure the safety of our staff, students, and families. Please reference the Employee Handbook you were/will be asked to sign for full safety and security policies.

Accident Reporting and Investigation:

In the event that you become injured while at work, please follow the steps outlined below:

Seek appropriate first aid or medical care. Locate, or have a supervisor or co-worker show you, the first aid kit in your work area. Emergency room care is recommended only if it is a true emergency.
Notify your supervisor or other trusted staff member
Email hr@spokaneintlacademy.org
After receipt of the email, Human Resources will provide you with the appropriate employee report of injury forms.
It is your responsibility to complete and have your supervisor complete these forms to the best of your ability in order to aid Spokane International Academy in record keeping and accident prevention.
If you seek care from a healthcare provider, be sure to indicate that the injury/illness is work-related so that proper paperwork can be completed.

Based on the information collected through this process, school staff will work to correct hazards to prevent future injury, if applicable.

If you notice any safety hazards, please contact Brad DeJager (Director of Facilities) promptly.

Again, please reference the Employee Handbook for SIA’s safety and security policies in full

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Student and Staff Safety

The safety of SIA Students and staff members is of top priority at our school, and it is up to all SIA staff to contribute to a safe, inclusive, and productive school environment.
The following slides discuss student safety, physical contact, general misconduct, and sexual misconduct.
If you have questions about any of these slides, or have concerns or suspicions of student or staff safety or misconduct, please contact Rachel Paul (HR), Sam Schweda (CFO/HR), or Morgen Flowers (Head of School) immediately.

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