4000 - Human Resources
4000 - Equal Opportunity/Non-Discrimination (6/30/10) BACK TO TOP
The district shall be an equal-employment-opportunity employer. Ann Arbor Public Schools shall provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, sex, national origin, age, height, weight, marital status, familial status, sexual orientation, gender identity, gender expression, disability or veteran status in accordance with applicable federal and state laws.
4000.R.01 - Equal Opportunity/Non-Discrimination BACK TO TOP
1 Purpose
1.1 To support federal and state regulations and Board policy of being an equal opportunity employer
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools
2.2 Applicants
3 Definitions
3.1 HRS: Human Resource Services
3.2 EEOC: Equal Employment Opportunity Commission
3.3 State: State of Michigan
4 Background Information
4.1 The district shall be an equal-employment-opportunity employer. Ann Arbor Public Schools shall provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, sex, national origin, age, height, weight, marital status, familial status, sexual orientation, gender identity, gender expression, disability or veteran status in accordance with applicable federal and state laws.
5 Procedures
5.1 Reporting Claims
5.1.1 All claims of discrimination should be reported to HR/Legal Services.
5.1.2 A representative from HR/Legal Services will review the complaint and confer with the employee's supervisor regarding how the complaint will be investigated.
5.1.3 HR/Legal Services will conduct an investigation, interviewing all involved parties and any witnesses, and may request written documentation.
5.1.4 At the completion of the investigation, HR/Legal Services will attempt to resolve the matter; decide what, if any, disciplinary actions will be taken; and discuss the findings with the employee and the employee's supervisor.
6 Work Instructions, Templates & Samples
7 Training & Feedback
7.1 All employees should familiarize themselves with district policies and regulations (4000.R.01, 4020.R.01).
8 Implementation, Compliance & Assessment
8.1 EEOC regulations are to be posted in all school buildings.
4020 - Anti-Harassment (6/30/10) BACK TO TOP
The Ann Arbor Public School District is committed to providing all employees with a safe and supportive working environment in which all members of the school community are treated with respect. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including, but not limited to, harassment. Therefore, the District expects that all relationships among persons in the workplace will be business-like, professional and free of bias, prejudice and harassment.
The District prohibits harassment of its employees based on any characteristic protected by federal, state or local law.
Harassment on the basis of any other protected characteristic or classification is strictly prohibited. Under this policy, “harassment ” is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, sex, gender, age, national origin, disability, height, weight, marital status, familial status, sexual orientation, veteran status, or any other characteristic protected by federal, state or local law, including characteristics of the individual's relatives, friends or associates, and that: (i) has the purpose or effect of creating an intimidating, hostile or offensive work environment; (ii) has the purpose or effect of unreasonably interfering with an individual's work performance; or (iii) otherwise adversely affects an individual's employment opportunities.
Harassing conduct includes, but is not limited to, epithets, slurs or negative stereotyping; threatening, intimidating or hostile acts; denigrating jokes and display or circulation in the workplace of written or graphic material that denigrates or shows hostility or aversion toward an individual or group (including electronically transmitted acts, i.e. internet, cell phone, personal digital assistant (pda), or wireless hand-held device).
The District specifically prohibits sexual harassment. Sexual harassment constitutes discrimination and is illegal under federal, state and local laws. For the purposes of this policy, sexual harassment includes, but is not limited to, unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when, for example: (i) submission to such conduct or communication is made either explicitly or implicitly a term or condition of an individual's employment; (ii) submission to or rejection of such conduct or communication by an individual is a factor in decisions affecting such individual's employment; or (iii) such conduct or communication has the purpose or effect of unreasonably interfering with an individual's work performance, has the purpose of effect of creating an intimidating, hostile or offensive working environment or otherwise adversely affects an individual's employment opportunities.
Sexual harassment includes a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include, but are not limited to: unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual's body, sexual prowess or sexual deficiencies; leering, catcalls or touching; insulting or obscene comments or gestures; display or circulation in the workplace of sexually suggestive objects or pictures (including electronically transmitted acts, i.e. internet, cell phone, personal digital assistant (pda), or wireless hand-held device). and other physical, verbal or visual conduct of a sexual nature.
Conduct prohibited by these policies is unacceptable in the workplace and in any work-related setting outside the workplace.
Retaliation Is Prohibited
The District also prohibits retaliation against any individual who reports discrimination or harassment or participates in an investigation of such reports. Retaliation against an individual for reporting discrimination or harassment or for participating in an investigation of a claim of discrimination or harassment is a serious violation of this policy and, like discrimination or harassment itself, will be subject to disciplinary action, including but not limited to immediate termination.
COMPLAINT PROCEDURE
Reporting an Incident of Discrimination, Harassment or Retaliation
The District strongly urges the reporting of all incidents of discrimination, harassment or retaliation, regardless of the offender's identity or position. Individuals who believe they have experienced conduct that they believe is contrary to the District's policy or who have concerns about such matters should file their complaints with the Assistant Superintendent of Human Resource/Legal Services or any other District representative with whom he or she feels comfortable.
Investigation of the complaint will be conducted by the Assistant Superintendent of Human Resource/Legal Services or his/her designee.
Early reporting and intervention have proven to be the most effective method of resolving actual or perceived incidents of harassment. Therefore, the District strongly urges the prompt reporting of complaints or concerns so that rapid and constructive action can be taken.
The availability of this complaint procedure does not preclude individuals who believe they are being subjected to harassing conduct from promptly advising the offender that his or her behavior is unwelcome and requesting that it be discontinued.
Any reported allegations of discrimination, harassment or retaliation will be investigated. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge. Confidentiality will be maintained throughout the investigation to the extent consistent with conducting an adequate investigation and taking appropriate corrective action.
4020.R.01 - Harassment BACK TO TOP
1 Purpose
1.1 To support federal and state regulations and Board policy prohibiting employees from engaging in activities involving sexual harassment or harassment of any kind
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Employee: an employee of the Ann Arbor Public Schools
3.3 State: State of Michigan
3.4 HR/Legal Services: Human Resource/Legal Services
3.5 Board: Board of Education
4 Background Information
4.1 AAPS believes the work environment should be professional and free from intimidation, hostility or other offenses that might interfere with work performance.
4.2 Harassment of any sort-verbal, sexual, and/or physical-will not be tolerated.
5 Procedures
5.1 Reporting Claims
5.1.1 All claims of harassment should be reported to the employee's supervisor or to the HR/Legal Services .
5.1.2 The Office of the Assistant Superintendent for HR/Legal Services will review the complaint and confer with the employee's supervisor regarding how the complaint will be investigated.
5.1.3 The Office of the Assistant Superintendent for HR/Legal Services will conduct an investigation, interviewing all involved parties and any witnesses, and will request written documentation.
5.1.4 At the completion of the investigation, the Office of the Assistant Superintendent for HR/Legal Services will attempt to resolve the matter; decide what, if any, disciplinary actions will be taken; and discuss the findings with the employee and the employee's supervisor.
6 Work Instructions, Templates & Samples
7 Training & Feedback
7.1 In an effort to educate employees, as well as abide by federal law, HR/Legal Services will provide annual training for all employees on fair treatment and harassment, and/or provide web-based training.
8 Implementation, Compliance & Assessment
4050 - Personnel Policies/Handbooks (6/30/10) BACK TO TOP
The Superintendent shall ensure that the district maintains up-to-date administrative employment policy, regulations, and employee handbooks which are fully compliant with federal, state, and local law as well as current collective bargaining agreements and sound business practice.
4050.R.01 - Family and Medical Leave Act (FMLA) BACK TO TOP
1 Purpose
1.1 To support federal and state regulations and Board policy which provides eligible employees with up to 12 weeks of job-protected leave for family and medical reasons
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
3 Definitions
3.1 AAPS: Ann Arbor Public Schools.
3.2 Employee: an employee of the Ann Arbor Public Schools
3.2 HR/Legal Services: Human Resource/Legal Services
3.3 FMLA: Family and Medical Leave Act
3.4 State: State of Michigan
3.5 Military Family Leave eligibility requirements
4 Background Information
4.1 The FMLA legislation was enacted in 1993 to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following family and medical reasons:
(a) to care for the employee's child after birth, or placement for adoption or foster care
(b) to care for the employee's spouse, son or daughter, or parent, who has a serious health condition
(c) for a serious health condition that makes the employee unable to perform his or her job
(d) military family leave for eligible employees with a spouse, son, daughter or parent on active duty status to address certain qualifying exigencies in accordance with FMLA guidelines.
4.2 The method used for calculation is a “rolling” 12-month period measured backward from the date an employee uses any FMLA leave.
5 Procedures
5.1 Leave process
5.1.1 The employee should contact HR/Legal Services.
5.1.2 A copy of the Family and Medical Leave Act, Request for Leave of Absence form and the Certification by Health Care Provider form are to be completed by the employee's physician (if requesting medical leave).
5.1.3 Once this documentation is completed, the employee will receive a FMLA response letter from HR/Legal Services stating if the requested leave qualifies under FMLA.
5.1.4 HR/Legal Services will process all paperwork and indicate the duration of the employee's approved leave.
5.1.4.1 If the approved leave is to be intermittent, the employee's department must notify HR/Legal Services each time the employee is absent under FMLA.
5.1.5 HR/Legal Services will update the employee's supervisor on the employee's status and expected return date.
5.1.6 All medical documentation MUST be forwarded by the employee's department to HR/Legal Services to be filed in the employee's confidential medical file.
6 Work Instructions, Templates & Samples
6.1 FMLA packets, which include a copy of the FMLA regulation, Request for Leave of Absence form and Certification by Health Care Provider form, are available from HR/Legal Services.
7 Training & Feedback
7.1 Employees should familiarize themselves with the district policies and regulations.
7.2 Annual compliance updates for supervisors and administrators shall be distributed by HR/Legal Services.
8 Implementation, Compliance & Assessment
8.1 An employee's FMLA documentation will be kept in a confidential medical file in the HR/Legal Services office.
8.2 FMLA regulations are to be posted in all buildings.
4050.R.02 - Workers Compensation BACK TO TOP
1 Purpose
1.1 To support federal and state regulations as they relate to Workers’ Compensation law(s).
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Employee: an employee of the Ann Arbor Public Schools.
3.3 State: State of Michigan
3.4 HR/Legal Services: Human Resource/Legal Services
3.5 Concentra: Local clinic authorized to medically treat employees for approved Workers’ Compensation injuries
4 Background Information
5 Procedures
5.1 Reporting Injuries
5.1.1 All injuries must be reported to the employee's supervisor within three days after the accident has occurred.
5.1.2 An Injury Report form must be completed and forwarded to HR/Legal Services.
5.2 Treatment
5.2.1 If an injury requires medical attention, an Authorization for Treatment form must be signed by the employee's supervisor and the employee must be sent to Concentra for treatment.
5.3 Work Status
5.3.1 If the employee is evaluated and able to return to work without restrictions, the employee must present his or her supervisor with a doctor's note confirming the employee's ability to return to full duty.
5.3.2 If the employee is placed on restrictions, all efforts will be made to accommodate a light duty assignment.
5.4 Compensation Payment
5.4.1 If the employee is unable to return to work in less than seven days, no compensation is paid, only treatment liability. The employee may receive compensation if the injury requires more than seven days off work; compensation begins on the eighth day. If the absence extends two weeks or longer, on the fifteenth day, Workers' Compensation will be paid to the employee retroactive to the first day off work, in accordance with applicable state laws.
5.5 Future Appointments
5.5.1 Appointments for treatment, physical therapy, testing, etc. should be scheduled outside of regular work schedule. In the event that an appointment is scheduled during normal work hours, employees are required to use available sick time to cover the absence.
6 Work Instructions, Templates & Samples
6.1 Injury Report form
6.2 Authorization for Treatment form (available in HR/Legal Services office)
7 Training and Feedback
7.1 Safety training shall be provided through HR/Legal Services office.
8 Implementation, Compliance & Assessment
8.1 Documentation of Workers’ Compensation injuries shall be placed in a confidential file in the HR/Legal Services office.
8.2 Annual injury reports shall be compiled and posted as required by the Occupational Safety and Health Administration (OSHA).
4050.R.03 - Personnel Files BACK TO TOP
1 Purpose
1.1 To ensure a consistent process throughout the district regarding personnel files, compliant with local, State of Michigan and federal regulations, Board policy and administrative regulations.
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Employee: an employee of the Ann Arbor Public Schools
3.3 HR/Legal Services: Human Resource/Legal Services
3.4 Personnel Files: The official file located in HR/Legal Services which includes, but is not limited to, an employment application, resume, letter(s) of reference, transcripts and certifications, interview records, education and training records, personnel action forms, employment agreements, unprofessional conduct and authorization release(s), employee handbook acknowledgement, policy acknowledgements, discipline notice(s), termination documents, exit interviews and performance appraisals.
3.5 Satellite Offices and Buildings Files: The unofficial records located at satellite offices and buildings, which may include an employment application, resume, personnel action forms, discipline notices and performance appraisals.
4 Background Information
4.1 This regulation is intended to provide current information to ensure consistency in the documentation and information contained in an employee's personnel file.
5 Procedures
5.1 A personnel file shall be established for every AAPS employee at the beginning of employment and shall be maintained and updated through the employee's service with AAPS.
5.1.1 All files are to be maintained with strictest confidentiality.
5.1.2 All personnel paper files shall be held in a locked, secure cabinet.
5.1.3 All personnel electronic files shall be password-protected.
5.1.4 Files are maintained in HR/Legal Services office for ten (10) years after which they are sent to a secure off-site document storage facility.
5.2 Employees may review their personnel file under the guidelines established in a collective bargaining agreement or individual employment contract.
6 Work Instructions, Templates & Samples
6.1 Personnel file checklist (HR/Legal Services)
6.2 Personnel file checklist (satellite offices and buildings)
7 Training & Feedback
8 Implementation, Compliance & Assessment
8.1 Following termination of employment, personnel files shall be maintained by HR/Legal Services for seven years.
4050.R.04 - Open Door Policy BACK TO TOP
1 Purpose
1.1 To support open communication between employees and Human Resource/Legal Services
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Employee: an employee of the Ann Arbor Public Schools
3.3 HR/Legal Services: Human Resource/Legal Services
4 Background Information
4.1 A key element in effective communications is an open door policy. The AAPS open door policy is designed to promote a quick resolution to problems in the workplace.
4.2 All employees should have an opportunity to discuss work-related concerns without fear of retaliation or prejudice.
5 Procedures
5.1 Reporting concerns
5.1.1 Any employee with a concern about his or her employment status or working conditions should contact HR/Legal Services.
5.1.2 HR/Legal Services will review the concern and confer with the supervisor of an employee against whom a complaint is made regarding the concern.
5.1.3 HR/Legal Services will conduct an investigation, interviewing affected parties and requesting written documentation, as required.
5.1.4 At the completion of the investigation, HR/Legal Services will attempt to resolve the matter, decide what disciplinary actions will be taken, if any, and discuss the matter with the appropriate supervisor(s) and any involved employee(s).
6 Work Instructions, Templates & Samples
7 Training & Feedback
8 Implementation, Compliance & Assessment
8.1 Documentation of all complaints will be kept by HR/Legal Services.
4050.R.05 - Employee Handbook BACK TO TOP
1 Purpose
1.1 To establish a formal framework for communicating to all employees relevant federal and state laws and ordinances, Board Policies, and Ann Arbor Public School Regulations and Procedures
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
2.2 Applicants for positions with the Ann Arbor Public Schools
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Employee: an employee of the Ann Arbor Public Schools
3.3 HR/Legal Services: Human Resource/Legal Services
4 Background Information
5 Procedures
5.1 HR/Legal Services shall provide an Employee Handbook, and updates as they occur, to all employees to be used as a reference for relevant federal and state laws and ordinances, Board Policies, and Ann Arbor Public School Regulations and Procedures.
5.2 Employees will sign a Handbook Acknowledgement Receipt, which shall be kept in the employee's personnel file.
5.3 Employees are expected to read the Handbook, become familiar with the contents, and abide by the directives contained within the Handbook.
5.4 Addendum updates will be printed and distributed annually.
5.4 The Handbook will be reprinted and redistributed every 4 years.
6 Work Instructions, Templates & Samples
6.1 AAPS Employee Handbook
6.2 Handbook Acknowledgement Receipt
7 Training & Feedback
7.1 HR/Legal Services will provide training as needed to employees relating to the contents of the Employee Handbook; feedback will be solicited as part of the training.
8 Implementation, Compliance & Assessment
4050.R.06 - Employee Background Checks BACK TO TOP
1 Purpose
1.1 To ensure the continued safety of AAPS students by requiring criminal history and unprofessional conduct/reference checks of all district employees.
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
2.2 Applicants for positions with the Ann Arbor Public Schools
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 ICHAT: Internet Criminal History Access Tool that allows the search of public records contained in the Michigan Criminal History Record maintained by the Michigan State Police, Criminal Justice Information Center.
3.4 Employee: an employee of the Ann Arbor Public Schools
3.5 HR/Legal Services: Human Resource/Legal Services
4 Background Information
5 Procedures
5.1 AAPS administration shall perform background checks on all potential employees during the hiring process, in support of Board of Education Policies 4050, 4100 and 4500.
5.2 HR/Legal Services and/or administrators with hiring responsibilities will complete a Background Check Authorization form prior to hiring an applicant.
5.3 Applicants will be sent for background check via Livescan Fingerprinting.
5.3.1 Previous fingerprinting results can be used if scan occurred within 12 months of application.
5.4 Once results are received and are favorable, an applicant may begin employment.
6 Work Instructions, Templates & Samples
6.1 Employee Background Check procedures checklist
6.2 Employee Background Check form
7 Training & Feedback
7.1 HR/Legal Services will provide training in background check procedures, as needed, to administrators with hiring responsibility.
8 Implementation, Compliance & Assessment
8.1 HR/Legal Services office shall maintain the confidential file containing the documentation described herein.
4100 - Recruitment/Hiring (6/30/10) BACK TO TOP
The Superintendent shall establish and maintain procedures for recruiting, screening, and hiring the most qualified individuals at all levels of district operations. The Superintendent shall make every effort to assure that recruitment includes a wide geographic and programmatic range of potential candidates for teaching faculty and administrative positions.
Except as specified in board policy governing administration (cf. 2300, 2310), the board delegates to the Superintendent the authority to hire all staff, subject to the provisions of the current collective bargaining agreements and the board-adopted budget. The Superintendent shall provide a semi-annual report to the board on persons hired under this policy.
4100.R.01 - Hiring Procedures – Professional Staff BACK TO TOP
1 Purpose
1.1 To provide guidelines for a selection process to support district administrators in hiring educational professionals (administrators, directors, and teachers) with qualities that enhance and support the District's mission: achievement for all students
2 Organizational Units Affected
2.1 Board Of Education
2.2 Human Resource/Legal Services
2.3 Parent/community organizations
2.4 Staff involved in the hiring process
3 Definitions
3.1 District Employee: employees are hired for the district and not for a specific school or department; candidates who are hired by the district may be assigned to work at any Ann Arbor Public Schools site(s)
3.2 District Selection Committee (DSC): A DSC will convene when the district is hiring for teaching positions and will interview and recommend candidates for professional positions. A similar committee will be convened for administrative hiring. The DSC will consist of a diverse and representative group of teachers, principal's central staff and parent representatives, led by a district administrator and contain at least one member trained in interview protocol.
3.3 FTE sheet: Full Time Equivalent position opening sheet. This document authorizes a posting, When signed by senior administrators, it verifies that the position and its funding have been reviewed.
3.4 HR/Legal Services: Human Resource/Legal Services
3.5 Professional Staff: educational professionals, such as administrators, principals, directors, and teachers
3.6 School Based Selection Committee (SBSC): A School Based Selection Committee is convened at the direction of HR/Legal Services. It is normally convened when a unique position is posted or when time will not permit convening a DSC. The SBSC will interview and recommend candidates for professional positions. This committee may also be involved in assisting the principal or supervisor in providing input on candidates who are placed by the District Selection Committee. The committee should be representative of the district's diversity, including principal, teacher, and parent representatives, and contain at least one member trained in interview protocol.
3.7 Site-based hiring may be used in secondary schools given the course offerings and the requirements of No Child Left Behind/Highly Qualified and certification.
4 Background Information
5 Procedures
5.1 There is a multi-stage hiring process for professional staff:
5.1.1 Identifying and establishing professional staff needs (openings)
5.1.2 Posting of the position is the official notice of an open position. HR/Legal Services may also advertise positions in appropriate media. Employees are invited to help identify the best candidates, including potential applicants from underrepresented populations and those with specialized certifications.
5.1.3 Applications for posted positions must be submitted on through the official online application process and within the posted deadline, without exception. All applications will remain on file for a year April 1 - March 31.
5.1.4 Applications will be screened by HR/Legal Services to ensure minimum qualifications are met
5.1.5 A second screening by instructional personnel will be completed to identify worthy candidates in preparation for the interview process.
5.1.6 Interviews will be conducted by either a District Selection Committee or School Based Selection Committee depending on when the interview occurs. The committee will arrange for the scheduling of appointments and conduct the interviews.
5.1.7 HR/Legal Services or an administrator will conduct and document appropriate reference checks for qualified candidates.
5.1.8 HR/Legal Services will determine the appropriate salary placement and present a job offer to the selected candidate.
5.2 All candidates who are offered a position will be subject to a fingerprint check, as required by State of Michigan law.
6 Work Instructions, Templates & Samples
6.1 FTE Sheet
6.2 Professional Staff Hiring Manual
6.3 Sample posting
6.4 Sample rating matrix/rubric
7 Training and Feedback
7.1 Training for hiring administrators will be provided as needed by the Office of HR/Legal Services
7.2 Training for recruiters and selection committees will be provided by the Office of HR/Legal Services
8 Implementation, Compliance & Assessment
8.1 Staffing reports will be provided to the Board of Education on a semi-annual basis.
4100.R.02 - Hiring Procedures – Support Staff BACK TO TOP
1 Purpose
1.1 To provide guidelines for a selection process to support district administrators in hiring support staff with qualities that enhance and support the District's mission: achievement for all students
2 Organizational Units Affected
2.1 Board Of Education
2.2 Human Resource/Legal Services
2.3 Parent/community organizations
2.4 Staff involved in the hiring process
3 Definitions
3.1 District Employee: employees are hired for the district and not for a specific school or department; candidates who are hired by the district may be assigned to work at any Ann Arbor Public Schools site(s)
3.2 FTE sheet: Full Time Equivalent position opening sheet. This document authorizes a posting, When signed by senior administrators, it verifies that the position and its funding have been reviewed.
3.3 HR/Legal Services: Human Resource/Legal Services
3.4 Selection Committee: The Selection Committee will convene when posted openings are to be filled. This committee will interview and recommend candidates for such positions. A Selection Committee will consist of a diverse and representative committee of the workforce and will be led by a district administrator.
3.5 Support Staff: bus drivers and monitors, custodial and maintenance personnel, office professionals, para-educators, supervisors, technical assistants, and specialists
4 Background Information
5 Procedures
5.1 There is a multi stage hiring process for hiring support staff:
5.1.1 Identifying and establishing support staff needs (openings)
5.1.2 Posting of the position is the official notice of an open position. HR/Legal Services may also advertise positions in appropriate media. Employees are invited to help identify the best candidates, including potential applicants from underrepresented populations and those with specialized certifications.
5.1.3 Applications for posted positions must be submitted through the online application process, or on official application forms (as the position requires) and within the posted deadline, without exception. All applications will remain on file for a year April 1 - March 30.
5.1.4 Applications will be screened by HR/Legal Services to ensure that candidates meet the minimum qualifications. A second screening by department administrators may occur to determine who meets interview qualifications.
5.1.5 A Selection Committee will conduct all interviews.
5.1.6 HR/Legal Services or an administrator will conduct and document appropriate background and reference checks for qualified candidates.
5.1.7 HR/Legal Services will determine the appropriate salary placement and present a job offer to the selected candidate.
6 Work Instructions, Templates & Samples
6.1 FTE Sheet
6.2 Sample Posting
6.3 Sample rating matrix/rubric
6.4 Support Staff Hiring Manual
7 Training and Feedback
7.1 Training for hiring support staff will be provided by the Office of HR/Legal Services.
7.2 Training for recruiters and selection committees will be provided by the HR/Legal Services.
8 Implementation, Compliance & Assessment
8.1 Staffing reports will be provided to the Board of Education on a semi-annual basis.
4120 - Conflict of Interest (6/30/10) BACK TO TOP
As a matter of policy there shall be no conflict of interest between employment by the district and other interests of district employees. District employees are prohibited from engaging in activities which may detract from the effective performance of their duties. District employees are prohibited from providing educational, ancillary or related services to any student to whom such staff member is then currently responsible for providing services in the course of their regular school duties. District employees are prohibited from soliciting students for the purposes of providing educational, ancillary or related services on a private basis.
The district shall not employ a member of the immediate family of the Superintendent. No district employee shall be placed in a position in which he/she would be in a direct supervisory relationship with a member of his/her immediate family.
Members of the immediate family shall be defined as father, mother, brother, sister, wife, husband, son, daughter, son-in-law, daughter-in-law, sister-in-law, brother-in-law, father-in-law, mother-in-law, domestic partner, legal custodian or guardian.
4120.R.01 - Conflict of Interest BACK TO TOP
1 Purpose
1.1 To provide guidelines relating to the Board policy which prohibits district employees from engaging in activities which may be construed as a conflict of interest or which detract from the effective performance of their duties
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Employee: an employee of the Ann Arbor Public Schools
3.3 Movable property: includes, but is not limited to, supplies, equipment, and motor vehicles
3.4 Immediate family: a spouse, the in-laws of a spouse, parent, the in-laws of a parent, a child, the in-laws of a child, a sibling, the in-laws of a sibling, a grandparent, the in-laws of a grandparent, an aunt, the in-laws of an aunt, an uncle, the in-laws of an uncle, a first cousin, the in-laws of a first cousin, the domestic partner, or any of the foregoing familial relations listed herein of the domestic partner of an Ann Arbor Public School employee
4 Background Information
5 Procedures
5.1 Tutoring
5.1.1 No tutoring by employees for which remuneration is received, which is in addition to his or her AAPS salary, shall take place on the public school property of AAPS.
5.1.2 No regularly employed staff member in a school shall tutor for remuneration, either during the school year or in the summer, any student who is enrolled in the same school as the staff member. Exceptions may be made during the summer in programs for students with special needs or disabilities when there may be a limited number of specialized staff members.
5.1.3 Requests for summer tutoring for students with special needs or disabilities or for students not enrolled in the staff member's school must be submitted in writing to the Assistant Superintendent of HR/Legal Services and approved by the Superintendent.
5.2 Private Business
5.2.1 No AAPS employee shall transact his or her private business affairs on school district property or on school district time without the prior specific written approval of the Superintendent.
5.2.2 No employee or Board member, or a firm owned in full or in part by an employee or Board member, will be allowed to sell to the school district or to students or to parents/guardians of students of the school district goods or services of any kind without the prior express written consent of the Board of Education.
5.3 Endorsements
5.3.1 By virtue of an employee's position or through knowledge or skill gained from the employee's position with the AAPS, an employee shall neither endorse nor recommend for remuneration in any form from any source other than AAPS:
(a) a business firm or an individual for services that might be rendered
(b) a specific product
5.3.2 An employee shall neither recommend or endorse any business firm, individual for services that might be rendered or a specific product in which the employee has any form of involvement, affiliation or other financial or advisory relationship.
5.3.3 As a part of specifically assigned duties, an employee may provide references for employees or services and items furnished to the AAPS.
5.3.4 Acceptable endorsements include a reference for a prospective employee even if such reference is not part of an employee's specifically assigned duties.
5.4 Use of AAPS Movable Property
5.4.1 All AAPS movable property shall be used by employees for AAPS purposes only.
5.5 Supplies, Equipment, Or Materials Produced By An Employee
5.5.1 Supplies, equipment, or materials produced alone by an employee of AAPS, or produced in association with other such employees, for which time, facilities, or materials of AAPS have in any way been used, shall become the property of the AAPS.
5.6 Other Employment
5.6.1 Except as prohibited by an employee's collective bargaining agreement or individual contract, employees may, during the hours not required of them to fulfill appropriate assigned duties, engage in other employment, provided such employment does not violate any pertinent section of this or any other AAPS regulation. It is recognized that certain time requirements in addition to the normal work day will from time to time be made upon all personnel. These requirements, related to the individual's regular assignment with AAPS, shall take priority at all times.
5.6.2 An employee who is on leave from AAPS, in a paid or unpaid status, may not be employed by AAPS in any capacity during the period of leave except with the prior written approval of the Deputy Superintendent for Administrative Services.
5.7 Supervision
5.7.1 An AAPS employee in a supervisory or leadership position may not directly supervise a member of his or her immediate family or another employee with whom he or she has a romantic relationship.
5.7.2 AAPS employees who find themselves in a conflict of interest by being responsible for directing or supervising a member of their immediate family or another employee with whom they have a romantic relationship, must inform their direct supervisor, who in turn must notify the Assistant Superintendent of HR/Legal Services. Action will then be taken to
(a) ensure that supervisory responsibilities for the employee are reassigned to another supervisor or
(b) reassign one of the employees involved
5.7.3 No employee in any supervisory or leadership position with AAPS shall interfere with the evaluation, discipline, or employment conditions of a member of his or her immediate family or another employee with whom he or she has a romantic relationship.
5.8 Violation
5.8.1 An alleged violation of this regulation is cause for an immediate investigation by the Office of HR/Legal Services. If it is determined that an employee has violated this regulation, the employee may be suspended, terminated, or otherwise disciplined in accordance with the employee's collective bargaining agreement or individual contract.
6 Work Instructions, Templates & Samples
7 Training and Feedback
8 Implementation, Compliance & Assessment
4200 - Professional Development/Training 6/30/10 BACK TO TOP
The Superintendent, in consultation with building administrators and members of the staff, shall develop programs of in-service education and training. The programs shall be designed to promote continuous improvement in on-the-job performance of district staff, and to support the mission, values, and strategic goals of the district.
4200.R.01 - Professional Development/Training BACK TO TOP
1 Purpose
1.1 To provide guidelines for the establishment of ongoing employee professional growth programs
2 Organizational Units Affected
2.1 All staff
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Training, educational opportunities: includes all in-service training and education, professional growth training, and similar educational opportunities
4 Background Information
4.1 The goal of all training and educational opportunities is to promote continuous improvement in on-the-job performance of district staff, and to support the mission, values, and strategic goals of the district.
4.2 The more effectively AAPS provides professional growth opportunities for employees, the more resources, focus and energy will be available for accomplishing the district's educational mission.
5 Procedures
5.1 Under the supervision of the Superintendent, the Office of HR/Legal Services shall be responsible for:
5.1.1 providing ongoing training and educational opportunities for all employees, as required or desirable
5.1.2 developing new educational opportunities for all employees
5.1.3 researching new educational opportunities for all employees
5.1.4 preparing regular reports to the Superintendent concerning past, current, and future educational opportunities and training sessions
5.1.5 maintaining a current list of professional requirements that must be met by employees and the AAPS-delivered or -sponsored training and educational opportunities designated to ensure employees meet current requirements for professional growth
5.2 The Superintendent shall consult with the Office of HR/Legal Services, the Office of Instructional Services, and department heads to determine the need for and/or viability of establishing additional training and /or educational opportunities.
6 Work Instructions, Templates, & Samples
6.1 Current training sessions and educational opportunities
7 Training & Feedback
8 Implementation, Compliance & Assessment
4300 - Evaluation (6/30/10) BACK TO TOP
The Superintendent shall establish and maintain system(s) of performance evaluation for all employees which shall ensure prompt, appropriate action in response to weakness as well as appropriate recognition of exemplary performance. Such system(s) shall solicit and include input from district patrons and colleagues who have had sufficient direct contact with an employee to be able to contribute informally to such an evaluation. Such system(s) shall also include objective data when possible and appropriate.
4300.R.01 - Evaluation BACK TO TOP
1 Purpose
1.1 To provide guidelines for the performance evaluation of all district personnel employed through a collective bargaining agreement or individual contract and as required by law.
2 Organizational Units Affected
2.1 All staff represented by a bargaining unit or association
2.2 All staff who supervise employees represented by a bargaining unit or association
2.3 Board Of Education
3 Definitions
4 Background Information
4.1 Collective Bargaining Unit: employees that fall under a collective bargaining agreement will be evaluated as outlined in their collective bargaining agreement.
4.2 Non-Affiliated Groups: The district's goal is to conduct an annual performance review of employees. If conducted, the review shall be in writing. To aid the district in the annual review, the employee shall furnish to the district such oral and written reports as may be requested by the district. If the district does not conduct an annual performance review as above provided, such failure to act by the district shall not be interpreted as a breach of the Contract, but instead shall be regarded as an affirmative decision by the district not to conduct an annual performance review.
5 Procedures
5.1 The Superintendent will establish performance evaluation procedures which will stimulate improvement in an employee's services.
5.1.1 These procedures shall not be in conflict with an employee's collective bargaining agreement.
5.1.2 The Superintendent shall establish procedures which call for regular evaluation of all employees.
5.1.3 Employee evaluations shall be conducted to:
(a) assist and encourage employees in improving their skills and performance; and/or
(b) assess performance of those receiving promotions or new placements; and/or
(c) assess the performance of probationary employees to determine whether or not to continue employment; and/or
(d) assess performance where there is a concern about performance that may lead to a Performance Improvement Plan or a recommendation for termination for unsatisfactory performance
5.2 Unless in conflict with the employee's collective bargaining agreement, all written evaluations shall be submitted to Human Resource/Legal Services to be placed in the employee's personnel file.
6 Work Instructions, Templates & Samples
6.1 Performance Improvement Plan
7 Training & Feedback
8 Implementation, Compliance & Assessment
4400 - Labor Relations (6/30/10) BACK TO TOP
The Superintendent shall establish and maintain open channels of communication and collaboration with the leadership of collective bargaining units/associations which represent district employees. These shall include meetings for collaborative resolution of issues which may arise from time to time. Further, the Superintendent shall proactively bring forth to the bargaining units/associations issues of concern to the district which affect or are affected by the collective bargaining agreements.
In establishing committees to offer input on district operations, the Superintendent shall include representative(s) from units/associations whose members may be affected by those operations.
4400.R.01 - Labor Relations BACK TO TOP
1 Purpose
1.1 To provide guidelines for the development and maintenance of positive labor relations
2 Organizational Units Affected
2.1 All employees covered by collective bargaining agreements
2.2 Superintendent
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Board: Board of Education
4 Background Information
4.1 The more effectively all AAPS employees foster positive labor relations, the more resources, focus and energy will be available to support the district’s educational mission.
5 Procedures
5.1 The Superintendent shall ensure that open channels of communication are maintained between the administration and the leaders of bargaining units and/or associations with bargaining agreements with the district.
5.2 The Superintendent may designate a department, an individual or individuals, or establish a committee or committees to assist in creating open and positive discussions relating to labor issues and district operations.
5.2.1 Any such committee shall include representative(s) from units/associations whose members may be affected by those operations.
5.3 The Superintendent shall also schedule meetings with the leaders of bargaining units and/or associations with bargaining agreements with the district to discuss labor issues that may arise from time to time.
5.3.1 At his or her sole option, the Superintendent may establish a regular schedule of meetings with the leaders of bargaining units and/or associations with bargaining agreements with the district to discuss labor issues.
5.4 The Superintendent shall proactively bring forth to the bargaining units/associations issues of concern to the district which affect or are affected by the collective bargaining agreements.
6 Work Instructions, Templates, & Samples
6.1 Labor agreements
7 Training & Feedback
8 Implementation, Compliance & Assessment
4450 - Negotiations (6/30/10) BACK TO TOP
The Superintendent shall prepare and present to the board a plan for conducting negotiations with all district bargaining units/associations. Such a plan shall include input from appropriate professional staff including HR/Legal services, and is subject to the review and approval of the board.
Setting of negotiating parameters and broad strategies for collective bargaining is reserved to the board. The Superintendent shall negotiate on behalf of the board within the established parameters and strategies.
4450.R.01 - Negotiations BACK TO TOP
1 Purpose
1.1 To provide guidelines for the negotiation of collective bargaining agreements with all district bargaining units/ associations
2 Organizational Units Affected
2.1 Board Of Education
2.2 All staff who supervise employees represented by a bargaining unit or association
2.3 All staff represented by a bargaining unit or association
3 Definitions
3.1 Board: Board of Education
4 Background Information
5 Procedures
5.1 The Board of Education shall establish parameters and bargaining strategies for the negotiation of collective bargaining agreements.
5.2 The Superintendent shall negotiate employment contracts on behalf of the Board.
5.2.1 The Superintendent shall appoint a negotiating team.
5.2.2 The Superintendent and his or her negotiating team shall prepare and present to the Board a plan for conducting negotiations.
5.2.3 The Superintendent shall keep the Board informed throughout the negotiation process.
5.2.4 The specific procedures for conducting negotiations shall be those outlined in effective agreements with the individual bargaining units/associations.
5.3 Agreements reached between the Superintendent's bargaining team and the individual bargaining units will not be binding until both the bargaining unit and the Board have ratified them.
6 Work Instructions, Templates & Samples
7 Training and Feedback
8 Implementation, Compliance & Assessment
4500 - Safety and Security (6/30/10) BACK TO TOP
The Superintendent shall ensure that appropriate security, safety, and health measures are in place to protect staff, students, guests, and district property from damage or injury. In addition, the Superintendent shall make every effort to provide a safe and productive environment for all employees: free of violence, personal threats, harassment, intimidation, physical and verbal abuse, and coercion.
4500.R.01 - Safety, Injuries & Emergencies BACK TO TOP
1 Purpose
1.1 To establish guidelines for the continued safety of students and staff, and the proper handling of emergency situations
2 Organizational Units Affected
2.1 All staff
3 Definitions
3.1 Building Crisis Team: comprised of principal and staff trained to respond in times of crisis
3.2 Crisis Plan: planned, specific intervention by district in response to a traumatic event or crisis
3.3 Incident Reports: mandatory documentation of accidents that occur on school property
3.4 Instructional Council: comprised of all district administrators
4 Background Information
4.1 Standard routines and practices shall be in place for inspecting and maintaining our buildings and grounds to ensure the physical safety and security of staff, students, and guests.
4.1.1 Inspections/audits shall be coordinated with appropriate outside agencies, as needed.
4.2 There shall be an ongoing relationship with city and county police, safety, security and emergency agencies to develop and maintain appropriate safety and crisis plans for all buildings.
4.3 All employees and students are expected to learn and work in an environment that is free of violence and harassment in compliance with district policy, and state and federal law.
4.4 Cross-reference: OSHA Guidelines; Transportation Rules; Rights and Responsibilities Handbook; Crisis Response Handbook. Conflict Management materials; Employee Contracts; Fair Treatment Policy; Departmental Safety guidelines; Before/After School Supervision Plans; Fire, Severe Weather, and Evacuation Drill Procedures
5 Procedures
5.1 All staff will be responsible for knowing the expectations of a safe and productive work environment as defined by legislation, district policy, and contractual language.
5.2 All building supervisors will communicate to students, staff, and parents/guardians the expectations for building/grounds safety and how to report safety and security concerns.
5.2.1 All staff will be responsible for sharing safety and behavior expectations with their students throughout the year, with an emphasis on preventing problems and injuries.
5.3 All staff will be responsible for following up on student, parent, or visitor safety concerns reported to them by sharing these verbally or in written form with the building supervisor.
5.3.1 An Incident Report must be completed following any accident and submitted to the Office of the Deputy Superintendent for Operations.
5.4 The building supervisor will follow district procedures for generating work orders and/or other requisitions to address safety and security concerns in a timely manner.
5.5 District supervisors will work with the building custodial staff and the building supervisor to address concerns reported to them and/or discovered through regularly scheduled inspections.
5.6 The building supervisor will be responsible for maintaining the crisis plan and working with the district and building crisis teams to implement it.
5.7 The building supervisor and school nurse will share with all staff procedures for handling medical and other emergencies.
5.7.1 Pertinent student medical emergency information will be shared with appropriate staff for the handling of health-related issues.
5.7.1.1 Appropriate staff will be trained to administer first aid to children with serious allergies.
5.7.1.2 Any life-threatening allergic reaction and any serious injury will be treated as a medical emergency and 911 shall be called immediately.
5.7.1.3 All head injuries should be reported to the parent/guardian.
5.7.2 All staff shall have crisis flip chart information in their work areas.
6 Work Instructions, Templates, & Samples
6.1 Crisis plan including process for building/district crisis team coordination
6.2 Curriculum/instructional materials that focus on safety, problem solving, etc.
6.3 Display materials defining safe environment and building/district expectations
6.3.1 Display of medical and emergency procedures and crisis flip chart
6.3.2 Display of food and other allergens in classrooms and lunchrooms
6.4 Employee Contract information pertaining to safety, security, code of conduct, etc.
6.5 Serious Incident Report
6.6 Posted signs and procedures for fire, severe weather, & emergency evacuation
6.7 Rights and Responsibilities Handbook
6.8 Sample communication with parents to follow up emergency situations
6.9 Work Order template
7 Training & Feedback
7.1 Instructional Council, staff meeting, departmental discussions, and professional development opportunities for all staff should be used to prepare staff for overall safety procedures, injuries and emergencies.
7.1.1 First aid and crisis response training opportunities for all staff will be coordinated through Student Intervention and Support Services.
7.1.2 Employees attending training shall be required to record their attendance.
8 Implementation, Compliance & Assessment
8.1 Ongoing review of building and site safety, work order completion rates, and compliance with required drills shall be coordinated by Physical Properties Department.
8.2 Review of student incident and behavior reports shall be coordinated by Operations.
8.3 Informal and formal surveys of students, staff, and parents shall be coordinated by Human Resource/Legal Services.
8.4 Review of crisis plans and the debriefing process following emergency situations shall be coordinated by the Office of Communications.
8.5 Ongoing communication throughout district and community with focus on maintaining a safe and productive environment for all employees and students shall be coordinated by the Office of Communications and Human Resource/Legal Services.
4500.R.02 - Drug and Alcohol-Free Workplace BACK TO TOP
1 Purpose
1.1 To support AAPS Board policy as it relates to the safety and security of students and staff
2 Organizational Units Affected
2.1 All Ann Arbor Public Schools employees
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 HR/Legal Services: Human Resource/Legal Services
3.3 Board: Board of Education
4 Background Information
4.1 AAPS is committed to providing a safe, healthy and efficient working environment for all employees and students. AAPS also has a responsibility to provide the public with quality service through a productive and safety-conscious work force. In order to achieve these goals, AAPS will not tolerate employee use of or abuse of illicit drugs or alcohol on school property at any time. At the same time, AAPS recognizes that some of these issues may be the result of complex personal and family problems. In conjunction with AAPS drug/alcohol workplace policy, an Employee Assistance Program is offered to assist with these concerns.
5 Procedures
5.1 AAPS may require limited drug and alcohol testing in specific situations permitted by law. Limited circumstances under which testing will be required can be summarized as follows:
5.1.1 pre-employment testing
5.1.2 school-related vehicular collision
5.1.3 vehicular accident on school property
5.1.4 non-vehicular accident during company time which may lead to loss of work time
5.1.5 reasonable suspicion of alcohol/drug use
5.1.6 as required by Department of Transportation guidelines
5.2 If an employee is sent for drug/alcohol testing, the employee must be accompanied by a supervisor.
5.3 If an employee tests positive, the employee will be escorted home. A representative of HR/Legal Services and the employee's supervisor will determine the necessary disciplinary action to be followed, based on the provision in the collective bargaining agreement, employee handbook or individual contract.
6 Work Instructions, Templates & Samples
7 Training and Feedback
7.1 Employee Assistance Program information is available through HR/Legal Services.
8 Implementation, Compliance & Assessment
4500.R.03 - Smoke Free Environment BACK TO TOP
1 Purpose
1.1 To fulfill requirements of the Michigan Clean Indoor Air Act (Public Act 198 of 1986, as amended, and Tobacco Free Schools (Public Act 140 of 1993, effective September 1, 1993)
2 Organizational Units Affected
2.1 All staff
2.2 Physical Properties Department
2.3 Human Resource/Legal Services
2.4 Students, contractors, visitors
3 Definitions
3.1 Instructional Council: comprised of all district administrators
3.2 PTO: Parent-Teacher Organization
3.3 Tobacco Free Schools: The use of tobacco products on public school property is prohibited at all times.
3.3.1 Tobacco product: any preparation of tobacco which can be inhaled, chewed, or placed in the mouth
3.3.2 School property: any building, facility, structure, and/or other real estate owned, leased or otherwise controlled by the district.
4 Background Information
4.1 The school district is dedicated to providing a healthy, comfortable and productive environment for staff, students, and other members of the school community.
4.1.1 Smoking and other use of tobacco products has been proven dangerous to both users and persons exposed to “second hand smoke” Environmental Tobacco Smoke (ETS).
4.2 Effective January 1, 1992, smoking is prohibited in all school buildings, indoor facilities, and vehicles of the Ann Arbor Public Schools, pursuant to the Michigan Clean Indoor Air Act.
4.2.1 Smoking, chewing, or other use of tobacco products of any kind is prohibited at all times.
4.2.2 All employees, students, parents/guardians, contractors, and visitors share responsibility for adhering to and enforcing the policy.
4.2.3 The success of this policy will depend upon the thoughtfulness, consideration, and cooperation of smokers and nonsmokers.
5 Procedures
5.1 Copies of this policy will be distributed to all employees, students, parents/guardians, and contractors by appropriate district personnel.
5.2 Prominent signs displaying the following statement will be posted by the Physical Properties Department at all entrances, throughout buildings and indoor facilities, and in vehicles:
5.2.1 SMOKING IS PROHIBITED IN THIS BUILDING/INDOOR FACILITY/ VEHICLE PURSUANT TO THE MICHIGAN CLEAN INDOOR AIR ACT
5.3 Persons observing a violation of this policy are encouraged to discuss the violation one-on-one with the violator or, if necessary, to report it to their supervisor, the building supervisor, or Human Resource/Legal Services.
5.4 Supervisors, building supervisors, or the Assistant Superintendent for Human Resource/Legal Services, upon receipt of a complaint, will investigate and take action to resolve the issue within seven working days.
5.4.1 Persons found to have violated this policy will be subject to disciplinary action(s) in the same manner and magnitude as violations of other school policies. Any discipline shall be progressive. All violators shall have the right to due process as outlined in their Master Agreement or employment contract.
6 Work Instructions, Templates, & Samples
6.1 Copy of the policy
6.2 Signs for display in all buildings, facilities, and vehicles
7 Training & Feedback
7.1 Instructional Council, staff meeting, departmental and PTO discussions
7.2 School assemblies, P.A. announcements, and classroom
8 Implementation, Compliance & Assessment
8.1 Annual distribution of policy to all groups by Human Resource/Legal Services
8.2 Annual check of posted signs by Physical Properties Department
8.3 Ongoing monitoring of reported incidents and follow-up unit supervisors
4600 - Board Of Education Ownership of Intellectual Property (6/30/10) BACK TO TOP
Unless otherwise agreed to by board action, the Ann Arbor Public Schools Board of Education shall have proprietary right of ownership to any and all publications, devices, instructional materials, and computer programs produced by district employees during their regular and normal work days while in the employment of the district, or produced through the use of district resources.
4600.R.01 - Board of Education Ownership of Intellectual Property BACK TO TOP
1 Purpose
1.1 To provide guidelines for the establishment of AAPS intellectual property rights
2 Organizational Units Affected
2.1 All staff
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Board: Board of Education
3.3 Intellectual property: publications, devices, instructional materials, and computer programs, produced in any media, as produced by an AAPS employee during regular and normal workdays while in the employment of the AAPS district, by assignment as part of normal job responsibilities whenever produced, or produced through the use of district resources, district financing and/or district equipment
4 Background Information
4.1 The proprietary, ownership, patent, and copyright rights to any and all intellectual property in any and all media shall reside in perpetuity with the Board.
5 Procedures
5.1 The Superintendent shall regularly communicate the Board's policy concerning intellectual property rights to all new and current AAPS staff.
5.2 In the event of a question concerning ownership of intellectual property rights:
5.2.1 Any questions relating to legal rights to intellectual property shall be brought immediately to the attention of the Superintendent.
5.2.2 In the event the Superintendent cannot resolve the question, the pertinent information shall be presented in a timely manner to the Board.
5.2.3 In the event the Board cannot resolve the question, the Board may retain legal counsel for representation.
5.3 The use of “regular and normal workdays” in the definition of “intellectual property” in 3.3 shall not be construed to be limited to a Monday-Friday work week.
5.3.1 Work performed on behalf of AAPS during hours over and above the employee's usual work week which results in material(s) as defined under “intellectual property” shall be considered as being performed during “regular and normal workdays” and intellectual property rights shall be retained by the Board.
5.3.2 The rights to work performed as described in 5.3.1 shall be retained by the Board even if the employee performing the work is not part of a bargaining unit and does not receive overtime pay.
5.4 At its sole discretion, the Board may relinquish or modify all or a portion of its rights to any intellectual property produced by an AAPS employee.
5.4.1 Any modification of the Board's rights, as agreed to by the Board, shall not be valid until it is documented in writing and approved by the Board's legal counsel.
5.4.2 No individual has the right or authority to relinquish or modify the Board's rights to any intellectual property produced by an AAPS employee.
6 Work Instructions, Templates, & Samples
7 Training & Feedback
8 Implementation, Compliance & Assessment
4700 - Enrollment of Non-Resident Children of Employees (6/30/10) BACK TO TOP
The Superintendent may allow enrollment of non-resident children of employees as outlined in MCL 388.1606. Enrollment of these students is discretionary and is not a condition of employment with the Ann Arbor Public Schools. On an annual basis, the Superintendent or his/her designee will determine the number of spaces available for non-resident children of employees after in-district space available transfers have been completed. (Reference Reg. 5100.R.01)
4700.R.01 - Enrollment of Non-Resident Children of Employees BACK TO TOP
1 Purpose
1.1 To provide processes and procedures to allow enrollment of non-resident children of employees
2 Organizational Units Affected
2.1 All staff
3 Definitions
3.1 AAPS: Ann Arbor Public Schools
3.2 Qualified Employee: Any individual who is currently under contractual employment with AAPS, either full- or part-time and receives a payroll check from the AAPS. Individuals who are employed by another agency, school district, intermediate school district, governmental agency or business, but who are assigned to perform their work within or on behalf of the Ann Arbor Public Schools are not “qualified employees” of the Ann Arbor Public Schools and thus, their children do not qualify for admission to the District under this law.
4 Background Information
5 Procedures
5.1 The Superintendent may allow enrollment of non-resident children of qualified employees on a limited space-available basis.
5.2 Determination of space available for enrollment of these students will be made after in-district space available transfers have been completed.
5.3 The sending district is not required to grant permission for the student to leave to attend AAPS (MCL 388.1606).
5.4 No tuition will be charged for non-resident children of employees granted admission to the AAPS, however, the district reserves the right to charge tuition in the future.
5.5 All schools with available space are open for enrollment in accordance with this policy.
5.5.1 The district will compute each building's capacity by the end of February each year, taking into consideration the number of classrooms, targeted class sizes, and program needs.
5.5.1.1 For elementary schools, the district will consider the number of kindergarten classrooms and both half-day and full-day attendance for kindergarten students in making this determination.
5.5.2 Before being considered as having space available, the following conditions must be met in a school:
5.5.2.1 For elementary schools, space must be kept available for additional students within the school's boundaries, taking into account enrollment trends, new construction, and population shifts.
5.5.2.2 For secondary schools, sufficient spaces must be kept available in core classes for possible additional students within the school's boundaries, taking into account enrollment trends, new construction, and population shifts.
5.6 Application for enrollment: The qualified employee shall complete and submit a “Non-Resident Child of Employee Admission Request” form by the specified date (to be determined annually by District administration).
5.6.1 During January-February each year, the district will identify buildings with available space and make the information available to Employees. The district will consider anticipated future growth and enrollment projections in determining buildings with available space.
5.6.2 Parents/guardians must apply in writing to the Ann Arbor Public Schools Office of Research Services using the Non-Resident Child of Employee Admission Request form.
5.6.3 The district will accept applications for the following school year through April of each year. The actual window for applications will be announced each year. The district will consider all applications at the same time for possible selection.
5.6.4 If a requested school has available space to accommodate all requests, a student/family who has completed a transfer application will be granted the transfer. By the end of the first week in June, the district will notify students/families of the approval of their transfer requests.
5.6.5 If a requested school has more applications than available spaces, students will be selected by lottery. By the end of the first week in June, the district will notify students/families of the status of their transfer requests.
5.6.6 No more than one non-resident transfer per student will be granted in a school year.
5.6.7 Students who are granted a non-resident transfer are officially assigned to the requested school of attendance instead of their original school and may attend the requested school area for the remainder of their elementary school years until the family elects to leave the district, or the parent/guardian is no longer an employee of the AAPS.
5.6.8 The district will retain the right to identify secondary schools based on space availability regardless of which elementary or middle school the non-resident student has previously attended.
5.6.8.1 If families elect to return to their school of residence, they must reapply for admission should they wish to return to AAPS.
5.6.8.2 Siblings of currently enrolled students will be given the first opportunity for admission during the non-resident enrollment period. Thereafter, requests will be granted or denied based on space available criteria.
5.6.8.2.1 When more than one child from the same family is requesting a transfer, the non-resident criteria is applied separately for each child. Therefore, it is possible that there could be space for one child but not for another child from the same family. In that case, parents will be given the option to enroll their children in two different districts.
5.6.9 Transportation: The district does not provide transportation for non-resident transfers. Families are responsible for providing their own transportation to the requested school.
6 Work Instructions, Templates, & Samples
6.1 Current building capacity information
6.2 District and building communication to families: letters, announcements, website, etc.
6.3 Non-Resident Child of Employee Admission Request Form
7 Training & Feedback
7.1 The Superintendent's designee will work with building principals to determine available space and projected enrollment in their schools, and new construction and population shifts within their school's existing boundary.
8 Implementation, Compliance & Assessment
8.1 An annual administrative review will be conducted to evaluate need, identify areas of concern, and make adjustments as needed to facilitate implementation.