to the

1
WELCOME
to the
Eastern North Carolina School for the Deaf
NC Early Intervention Program Eastern Region
in the
Office of Education Services
2
OES Mission Statement
The Mission of the Office of Education Services
is to provide quality, comprehensive,
developmental, and educational opportunities for
eligible students ages birth to 21 and their
families so that students can develop the skills
necessary to lead productive lives
vocationally, socially, and personally
resulting ultimately in the achievement of their
highest potential for independent and successful
lives.
3
OES ORGANIZATIONAL STRUCTURE
4
OES Organizational Structure
OFFICE OF EDUCATION SERVICES (OES)
NCSD
GMS
Western EI
ENCSD
Eastern EI
GMP
Central EI
5
ENCSD Mission Statement
We believe that all deaf and hard of hearing
children have unlimited potential. Given that
belief, Eastern North Carolina School for the
Deaf provides a challenging learning environment
which prepares each child for a meaningful and
productive life in a changing world.
6
Early Intervention Mission Statement
To provide quality, comprehensive, developmental,
and educational early intervention services to
children ages birth to three who are deaf or hard
of hearing and their families so that students
can develop the skills necessary to lead
productive lives vocationally, socially, and
personally resulting ultimately in the
achievement of the highest potential for
independent and successful lives.
7
HUMAN RESOURCES
Policies Procedures
8

• Sleeping On The Job

9
Sleeping on the Job

• Applies to staff who are responsible for the
  care, health,
• safety, and welfare of students/children
• applies primarily to direct student contact
  staff, but
• also applies to non-direct student contact staff
  whenever they are
• responsible for the care, health, safety, and
  welfare of students/
• children

• Employees are responsible for notifying their
  supervisor
• and requesting the use of leave if they are
• on medication(s) that may cause drowsiness,
  sleep, or prevent them
• from fully performing their duties
• experiencing illness at work that may cause
  drowsiness, sleep, or
• prevent them from fully performing their job

10
Sleeping on the Job

• Employees will be approved to return to work
  when they
• are no longer on medication(s) and/or
  suffering illness
• which may cause drowsiness, sleep, or prevent
  them
• from fully performing their duties

• Dismissal will be pursued for any employee who
• is responsible for the care, health, safety,
  and
• welfare of students/children and is confirmed
  
• sleeping while on duty
• this includes first offenses of sleeping

11
MANDATORY OPERATIONS Adverse Weather Policy
12
Mandatory Operations Adverse Weather

• In effect when children are on campus

• ALL STAFF are designated as
• emergency personnel when under
• Mandatory Operations

• Must contact your supervisor
• immediately if extraordinary adverse
• weather circumstances prevent you
• from reporting to work

13
Mandatory Operations Adverse Weather

• Can not use Adverse Weather Leave
• if you are unable to report to work
• during Mandatory Operations

• Check School voice mail/TTY, local TV,
• radio for Adverse Weather Plan in effect

• Staff remain on duty until replacement
• coverage arrives and supervisor
• releases you

14
Mandatory Operations Adverse Weather

• Employees are expected to have
• alternate plans for childcare and other
• dependent care during adverse
• weather

• During a weather emergency a Staffing
• Headquarters will be established, and
• staff will report to the Headquarters
• upon arrival at work for their work
• assignment

15
Mandatory Operations Adverse Weather

• School reserves the right to transport
• employees to work

• Housing provided at School if possible,
• meals will be available if staying
• overnight and/or for extended periods

• Must report home address and home
• phone number changes

16
NON-Mandatory Operations Adverse Weather
17
Non-Mandatory Adverse Weather

• In effect when children are not on campus

• Only identified maintenance staff are
• designated as emergency personnel under
  Non-Mandatory Operations

• Follow the normal call-in policy if unable to
• report to work

18
Non-Mandatory Adverse Weather

• Can use Adverse Weather Leave during
• Non-Mandatory Operations
• must make-up within 12 months, or it is deducted
• from your vacation/bonus leave or your pay
• Exempt employees can make-up the leave
• anytime after 40 hours is worked with approval
• from their supervisor
• Subject employees must make-up the leave
• during a week that they do not physically work
• over 40 hours (i.e., on a holiday, during a week
• with a holiday, or during a week that sick
  leave,
• and/or vacation/bonus leave is used)

19
Hours Worked during Overnight and Weekend Travel
20
Hours Worked During Overnight Weekend Travel

• Applies to employees who are responsible for the
• care, health, safety, welfare, and/or
  instruction of
• students/children, and perform work during
• overnight and/or weekend travel
• During overnight and weekend travel, employees
• are considered on the clock when they are
  on
• duty (i.e., time worked counts toward the 40
  hour
• work week)
• Not on the clock if you
• are sleeping for a period of at least five (5)
• hours in an adequate sleeping facility
• on a bona fide meal break of at least 30
• minutes during which you are relieved of duty

21
Hours Worked During Overnight Weekend
TravelTravel Time

• Travel time when employees are not
• responsible for monitoring students/
• children is counted as time worked when
• travel occurs during the course of a normal
• work day
• travel on non-work days occurs during the
• employees normal working hours
• Travel time which occurs on non-work
• days, and outside the employees normal
• working hours, are not counted toward
• the 40 hour work week, but straight time
• compensatory time can be provided with
• the supervisors approval

22
Compensatory Time Policy for Exempt Employees
23
Compensatory Time for Exempt Employees

• Exempt employees are exempt from the Fair
  Labor Standards Act
• (FLSA), and include
• Executive staff
• Ex. School Director
• Administrative staff
• Ex. Budget Manager, Human Resources Manager
• Professional staff
• Ex. Teachers

• Exempt employees are expected to devote whatever
  hours are
• necessary to accomplish their job duties and
  responsibilities

• Compensatory (Comp) Time is a privilege rather
  than a right, and
• can only be earned with the advanced approval
  of the School or
• Early Intervention (EI) Directors approval

24
Compensatory Time for Exempt Employees

• Comp Time will be approved in advance whenever
  possible for
• such assignments as

• Special Projects
• Time sensitive requests
• Emergencies

• Comp Time can only be earned
• after 40 hours of actual time worked (i.e., does
  not include leave time)
• if it results in at least one (1) full hour of
  time worked over 40 hours
• (i.e., comp time begins at 41 hours)
• in 30 minute increments after the 41 hours

• Comp Time must be used
• to first cover any outstanding adverse weather
  balances, and prior to
• exhausting any vacation/bonus leave or sick
  leave
• within the calendar year it was accumulated for
  12-month staff who follow
• the State Holiday Schedule, comp time not used
  is lost
• within the school calendar year it was
  accumulated for 10-/11-/12-month
• staff following a school calendar, comp time
  not used is lost

25
Compensatory Time for Exempt Employees

• Comp Time will not be earned for
• time spent on paperwork at home or in the office
  after a normal workday,
• on weekends, or on holidays
• travel and meeting time for conferences,
  workshops, or other meetings
• where the primary purpose for attending is
  professional development or
• continuing education
• work performed during lunch
• standby at home

• In lieu of earning Comp Time employees may
  utilize
• Leave Offset
• Dill E. Gent, normally works 8am-5pm, M-F. On
  Tuesday, she works until 7pm meeting with a
  parent.
• Ms. Gent catches a cold from the parent and must
  take Friday off, using sick leave. Since she has
• already worked 34 hours by the end of the
  business day on Thursday, she only needs to
  exhaust
• 6 hours of sick leave on Friday.
• Flex Time
• Dill E. Gent, normally works 8am-5pm, M-F.
  On Tuesday, she works until 7 pm meeting with a
  parent.
• Since she has already worked 34 hours by
  the end of the business day on Thursday, her
  supervisor
• approves her to leave 2 hours early on
  Friday of the same work week.

26
Compensatory Time Policy for Subject Employees
27
Compensatory Time for Subject Employees

• Subject employees are subject to the Fair
  Labor Standards Act
• (FLSA), and include
• EDAs, Residential Life Trainers and Attendants,
  Housekeepers, Food
• Service Assistants, Cooks, Maintenance
  Mechanics, Clerical Staff, etc

• Comp Time is earned
• after 40 hours of actual time worked (i.e., does
  not include leave time)
• on the basis of one and one-half times the amount
  of time worked
• beyond 40 hours during a work week
• in lieu of monetary compensation (Agreement
  form must be signed)

• Comp Time must be used
• to first cover any outstanding adverse weather
  balances, and prior to
• exhausting any vacation/bonus leave or sick
  leave
• within the calendar year it was accumulated for
  12-month staff who follow
• the State Holiday Schedule, comp time not used
  is paid out monetarily
• within the school calendar year it was
  accumulated for 10-/11-/12-month
• staff following a school calendar, comp time
  not used is paid out monetarily

28
Compensatory Time for Subject Employees

• All hours worked in excess of 40 hours must be
  approved in advance
• by the School Director through your immediate
  supervisor
• Employees who are subject to FLSA that work in
  excess of 40 hours,
• whether authorized or unauthorized, are entitled
  under FLSA to be
• compensated through Comp Time off as provided in
  the OES
• Compensatory Policy for Subject Employees
• Employees who repeatedly ignore supervisory
  instructions not to
• work unauthorized hours in excess of 40 hours may
  be subject to
• disciplinary action, up to and including dismissal

29
SCHOOL CALENDAR Policy
30
SCHOOL CALENDAR POLICY

• Applies only to staff who follow the school
  calendar

• Designed primarily to address new employees who
• do not have sufficient leave to cover annual
  leave days

• Employees must take vacation/bonus leave for all
  annual
• leave days designated on the school calendar

• Staff employed for 2 years or less may request to
• work on campus, or at home, on annual leave days
  if
• it can be established that work assignments are
  completed
• the safety and security of staff working on
  campus can be ensured
• OR, staff can be advanced leave thru the end of
  the school year

• Requests from staff, who have been employed
  longer
• than 2 years, to work on an annual leave day will
  be
• considered on an exception basis only and also
  requires
• the School Directors approval

31
SCHOOL CALENDARSummer Months Off

• 10- and 11-month non-certified staff receive a
  check each month for 10-/11-months
• Due to not receiving a check during the summer
  months off, 10-/11-month non-certified staff are
  double deducted for the following benefits in May
  only (11-month staff), or in April and May
  (10-month staff)
• State Health Plan, Flex Benefits (except the
  Spending Accounts DSA and HSA)
• Retirement, Prudential 401(k), Deferred Comp of
  NC, Savings Bonds are not double deducted

• These same staff must mail their premiums
• directly to the insurance companies during
  their
• summer months off for certain Non-Flex
  Benefits
• Life Insurances, BCBS Dental, Disability
• Insurances, etc

32
SCHOOL CALENDARSummer Months Off/Balance of
Contract

• 10- and 11-month certified educators receive a
  check each month for 12 months, their salary is
  divided by 12 and they receive 12 equal payments
  each month
• Certified educators are paid a Balance of
  Contract (BOC) if they start working after school
  starts
• A Balance of Contract is the difference between
  the monthly amount an educator receives based on
  10/12s or 11/12s of their annual, as compared
  to 10/10s or 11/11s of their annual salary
• 10-month educators receive their BOC in July
• 11-month educators receive their BOC in June
• 10-/11-month educators who start at the beginning
  of the school year are paid 12 equal payments
  from August through July

33
Probationary Period for Non-Certified Staff
34
Probationary Period for Non-Certified Staff

• All OES employees are required to serve an
  eight-month probationary period
• A full performance evaluation will be conducted
  two-weeks prior to the end of the eight-month
  probationary period
• After the evaluation, staff will either be
  recommended for
• Permanent status, or
• Separation, can occur anytime up through the
  eight-month probationary period

35
Probationary Period for Certified Staff
36
Probationary Period for Certified Staff

• Beginning Educators- four (4) years

• Out of State Educators- four (4) years

• Tenured Educators from other NC School Systems-
  one (1) year

• All educators should sign their probationary
  contract on their first day of employment, and it
  is renewable each year in June until the
  probationary period is satisfied

• School Administrators, Principals, Assistant
  Principals- are not eligible for tenure/career
  status, initial contract established for two (2)
  years, subsequent contracts for four (4) years

• Recommendations for career status are made by
  June 1 in the applicable year

Educators Audiologist, Guidance Counselor,
Lead Teacher, Teacher, Vocational Teacher,
Librarian, SLP
37
Essential Functions Policy
38
Essential Functions Policy

• Employees are expected to perform the essential
  functions of their job, with or without
  reasonable accommodation
• No temporary light duty accommodations will be
  made, except for workers compensation injuries /
  illnesses
• If you are unable to perform the essential
  functions of your job due to a serious health
  condition
• a written physicians statement must be submitted
  to your supervisor
• employee will be placed on FMLA, must use sick
  leave until able to perform the essential
  functions of your job
• If it is a workers compensation injury /
  illness, temporary work assignments will be made
  whenever possible

39
Employee Grievance Policy
40
Employee Grievance Policy
for Permanent SPA Employees

• Permanent employees have the right to appeal
  certain matters related
• to their employment
• Probationary employees have limited grievance
  rights
• (i.e., discrimination, and/or inaccurate or
  misleading information
• in a personnel file)

• In exercising that right, employees shall be
  free from coercion or
• reprisal by management or supervisory personnel
• Complaints of retaliation should be directed to
  the DHHS Human
• Resources Director (Kathy Gruer) for
  investigation and resolution

• If you would like more information regarding the
  grievance process, you may contact the ENCSD
  Human Resources Office

41
Examples of Grievable Issues for Permanent SPA
Employees

• Disciplinary Actions (dismissal, disciplinary
  suspension
• without pay, demotion)

• Denial of promotion, training or transfer due to
  alleged
• unlawful State employment practices, or failure
  to post a
• job, or failure to give State promotional priority

• Objections to alleged inaccurate or misleading
  material
• in personnel files

• Involuntary separations due to unavailability,
  or RIF

• Violations of FLSA, FMLA, ADA, Age Discrimination

42
Performance Rating Dispute Process
43
Performance Rating Dispute Process
for Permanent SPA Employees

• Probationary employees must have a work plan
  within 30-90
• days of hire, permanent employees must have a
  work plan
• within 45 days of the start of the new
  performance
• management (PM) work cycle

• PM ratings are given in the May June timeframe

• An employee may file a written complaint if s/he
  disputes
• the fairness of his/her OVERALL PM rating
• individual ratings can not be appealed

• Appeal Rights for PM Ratings are provided on the
• last page of the PM Work Plan

44
Disciplinary Action Grievance Guidelines for
DHHS Educators
45
Disciplinary Action Grievance Guidelinesfor
DHHS Educators

• Educators may receive written warnings,
  disciplinary
• suspension without pay, demotion, or dismissal
  for
• inadequate performance
• immorality
• insubordination
• neglect of duty
• physical or mental incapacity
• habitual or excessive use of alcohol or
  controlled substance
• conviction for felony or crime involving moral
  turpitude (baseness, lewdness)
• advocating the overthrow of the US government or
  NC by force or violence
• failure to fulfill duties/responsibilities
  imposed upon educators by NC
• failure to comply with reasonable requirements
  prescribed by the Secretary,
• Superintendent, or School
• any cause which constitutes grounds for
  revocation of educators license
• justifiable decrease in positions due to
  reorganization, enrollment, funding
• failure to maintain his/her teaching license in
  current status
• failure to repay money owed to the State
• providing false information or knowingly
  omitting a material fact on an

46
Disciplinary Action Grievance Guidelines for
DHHS Educators

• Written warnings are not grievable however, the
  educator
• can attach a written response to the action
  which is placed
• in the personnel file

• Investigatory suspension with pay is not
  considered a
• disciplinary action, and is therefore not
  grievable

• Appeals/grievances of disciplinary suspensions,
• demotions, and dismissals occur before the
  actions are
• taken

• Secretary Carmen Hooker Odom is the Board of
• Education for the Department of Health and
  Human
• Services

47
Conflict of Interest Policy
48
Conflict of Interest
All employees of the Department of Health and
Human Services (DHHS) have a duty to the people
of North Carolina to uphold the public trust,
prevent conflicts of interest, and work at all
times to use their position for the public
good. All DHHS employees should work to advance
public interests and not for any personal
benefit. All DHHS employees must decide all
matters on merit, free from conflicts of interest.
49
Conflict of Interest
Right or Wrong?

• John is a maintenance supervisor and needs
• a company to perform electrical work. Doe
• Electrical is a competitor for the contract
  and
• offers John two free tickets to the Super
  Bowl.

R. What should John do?
50
Conflict of Interest
Right or Wrong?

• Great States Insurance Company has won the
• contract to provide life insurance to
  DHHS
• employees. You know that employee Bill
• Smith is a silent partner in the firm.

R. What should you do?
R. What should Bill do?
51
Conflict of Interest
Management as well as other employees of DHHS are
urged to consult with the Departments General
Counsel (Satana DeBerry) when an ethical question
arises under this policy. Failure to comply with
the Conflict of Interest Policy will be grounds
for immediate disciplinary action, up to and
including dismissal from employment with DHHS.
52
Customer Service
53
Customer Service

• The community of DHHS employees take pride in
  improving the lives of North Carolina citizens by
  providing effective, resourceful and caring
  services while inspiring the highest level of
  customer trust.

54
Customer Service

• Work Plans for all DHHS employees will include an
  expectation of good customer service
• Tips for answering the phone
• Use a friendly, professional manner
• Identify the School, and give the caller your
  name
• Answer the phone within three rings
• Remember that all information contained in an
  email message is considered public information
  with the State

55
E
MPLOYEE
A
SSISTANCE
P
ROGRAM
56
Employee Assistance Program

• Offered to all employees and their immediate
  families
• FREE consultation / assessment
• Referrals to service providers are the
  responsibility of the employee (i.e., employee
  pays for services provided)
• CONFIDENTIALITY
• EAP consultants will not share any information
  regarding your involvement with EAP without your
  prior knowledge and consent
• Exception if it is believed that your life or
  the lives of others are endangered

57
State Employee Incentive Bonus Program
S E I B P
58
SEIBP

• The State is looking for innovative ideas
• to save taxpayers money
• Suggestion forms are available in HR
• Types of awards
• Monetary- up to a maximum of 20,000
• Non-monetary- range from certificates
• to paid leave

59
Dual Employment
60
Dual Employment

• Can an employee work for two State agencies at
  the same time?
• YES, under the Dual Employment process
• LEAs are not considered State agencies, work
  done for them would be considered Secondary
  Employment
• To enter into a Dual Employment arrangement, it
  must be approved by the employees
• Immediate supervisor
• School Director
• Superintendent
• DHR Personnel Director
• Employee is paid through his/her agency in a
  normal pay cycle, the borrowing agency reimburses
  the parent agency for the employees services
• Allow at least 4-6 weeks from the date the work
  is done for processing of payment

61
Information Access
62
Personnel File Access

• All employees can view their personnel file at
  anytime during their employment
• Please call the HR Office and schedule a time to
  view and get copies of items in your file
• Supervisors can view the personnel file of the
  employees they supervise in their chain of command

63
Social Security Number (SS) Access

• Your SS is collected for legitimate and lawful
  purposes only
• Applicants for employment
• Criminal record checks, drug screens
• I-9s (employment eligibility verification)
• Tax forms (State and Federal)
• Benefits enrollment forms, dependent enrollment
• Credential verification
• Other as applicable (garnishments, debt
  collection, etc)

64
Work/Life Booklet
65
Last updated 8/9/06
Policies..Forms
to be signed

• Sleeping on the Job

• Mandatory Operation Adverse Weather

• Hours Worked During Overnight and Weekend Travel

• Compensatory Time for Exempt Employees

• Compensatory Time for Subject Employees

• Overtime Compensation Agreement

• School Calendar Policy

• Essential Job Functions

• Conflict of Interest Policy Acknowledgement Form