Employees must know their role and duties.  New employees may be required to participate in an orientation program or new employees. It shall be the responsibility of the immediate supervisor or designee to provide the new employee with a review of the employee's responsibilities, duties, and appropriate procedures. 

Approved:  07-1-92               
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 12-15-04, 10-10-05, 11-14-05, 01-17-12, 05-15-12, 12/14/16
Revised:  07-01-92, 05-15-12, 2-16-22

REQUIRED PROFESSIONAL DEVELOPMENT FOR EMPLOYEES

Appropriate training and professional development of all employees is crucial to the success of all students.  The district will provide professional development opportunities appropriate to the duties of school employees.  

For all professional development programs the district requires employees to take, the district will provide to the employee notice indicating the section of the law, or rules adopted by the state board of education or board of educational examiners that the district determines requires the employee to participate in the professional development program. 

Approved :  11-15-23 Reviewed:  Revised: 

The Ruthven-Ayrshire Community School District will provide equal opportunity to employees and applicants for employment in accordance with applicable equal employment opportunity and affirmative action laws, directives and regulations of federal, state and local governing bodies.  Opportunity to all employees and applicants for employment includes hiring, placement, promotion, transfer or demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, and layoff or termination. The school district will take affirmative action in major job categories where women, men, minorities and persons with disabilities are underrepresented.  Employees will support and comply with the school district's established equal employment opportunity and affirmative action policies.  Employees will be given notice of this policy annually.

The board will appoint an affirmative action coordinator.  The affirmative action coordinator will have the responsibility for drafting the affirmative action plan.  The affirmative action plan will be reviewed by the board at least every two years.

Individuals who file an application with the school district will be given consideration for employment if they meet or exceed the qualifications set by the board, administration, and Iowa Department of Education for the position for which they apply. In employing individuals, the board will consider the qualifications, credentials, and records of the applicants without regard to race, color, creed, gender, national origin, religion, age, sexual orientation, gender identity or disability.  The board will consider the veteran status of applicants.

Prior to a final offer of employment for any position, the school district will perform the background checks required by law. The school district may determine on a case-by-case basis that, based on the duties, other positions within the school district will also require background checks. Based upon the results of the background checks, the school district will determine whether an offer will be extended and may withdraw a previously extended offer.

Employees will support and comply with the school district’s established equal employment opportunity and affirmative action policies.  Employees will be given notice of this policy annually.  Additionally, all persons, agencies, vendors, contractors, and other persons and organizations doing business with or performing services for the school district are required to subscribe to all applicable federal, state, and local laws, executive orders, rules, and regulations pertaining to contract compliance and equal employment opportunity.

Advertisements and notices for vacancies within the school district will contain the following statement:  The Ruthven­ Ayrshire Community School District is an EEO/AA employer. The statement will also appear on application forms.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, will be directed to the Affirmative Action Coordinator by writing to the Affirmative Action Coordinator Ruthven­ Ayrshire Community School District, Ruthven, Iowa; or by telephoning 712-837-5211.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, may also be directed in writing to the Iowa Civil Rights Commission, 400 East 14th Street, Des Moines, Iowa, 50319-1004, (515) 281-4121 or 800-457-4416 https:// https://www.state.ia.us/government/crc/index.html or to the Equal Employment Opportunity Commission, Milwaukee Area Office, Reuss Federal Plaza, 310 West Wisconsin Avenue, Suite 800, Milwaukee, Wisconsin 53203, (800) 669-4000, https://www.eeoc.gov/field/milwaukee/index.cfm.  An inquiry or complaint to the state or federal office may be done instead of, or in addition to, an inquiry or complaint at the local level.

Further information and copies of the procedures for filing a complaint are available in the school district's central administrative office and the administrative office in each attendance center.

Approved:  08-13-07             
Reviewed:  12-15-08, 03-12-12, 12/14/16
Revised:  2-16-22

Employees' use of their position with the school district for financial gain is considered a conflict of interest with their position as employees and may subject employees to disciplinary action.

Employees have access to information and a captive audience that could award the employee personal or financial gain.  No employee may solicit other employees or students for personal or financial gain to the employee without the approval of the superintendent.  If the approval of the superintendent is given, the employee must conduct the solicitations within the conditions set by the superintendent.  Further, the superintendent may, upon five days notice, require the employee to cease such solicitations as a condition of continued employment.

Employees will not act as an agent or dealer for the sale of textbooks or other school supplies.  Employees will not participate for personal financial remuneration in outside activities wherein their position on the staff is used to sell goods or services to students or to parents.  Employees will not engage in outside work or activities where the source of information concerning the customer, client or employer originates from information obtained because of the employee's position in the school district.

It will also be a conflict of interest for an employee to engage in any outside employment or activity which is in conflict with the employee's official duties and responsibilities.  In determining whether outside employment or activity of an employee creates a conflict of interest, situations in which an unacceptable conflict of interest is deemed to exist will include, but not be limited to, any of the following:

(1)     The outside employment or activity involves the use of the school district's time, facilities, equipment and supplies or the use of the school district's badge, uniform, business card or other evidences of office to give the employee or the employee's immediate family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public.  For purposes of this section, a person is not "similarly situated" merely by being related to an employee who is employed by the school district.

(2)     The outside employment or activity involves the receipt of, promise of, or acceptance of more or other consideration by the employee or a member of the employee's immediate family from anyone other than the school district for the performance of any act that the employee would be required or expected to perform as part of the employee's regular duties or during the hours during which the employee performs service or work for the school district.

(3)     The outside employment or activity is subject to the official control, inspection, review, audit or enforcement authority of the employee during the performance of the employee's duties.

If the outside employment or activity is employment or activity in (1) or (2) above, the employee must cease the employment of or activity.  If the activity or employment falls under (3), then the employee must:

• Cease the outside employment or activity; or,
• Publicly disclose the existence of the conflict and refrain from taking any official action or performing any official duty that would detrimentally affect or create a benefit for the outside employment or activity.  Official action or official duty includes, but is not limited to, participating in any vote, taking affirmative action to influence any vote, or providing any other official service or thing that is not available generally to members of the public in order to further the interests of the outside employment or activity.

It is the responsibility of each employee to be aware of and take the necessary action to eliminate a potential conflict of interest should it arise.

Approved:  ______       
Reviewed:  3/12/12, 12/14/16    
Revised :  10/12/09, 10/10/16, 2-16-22               

More than one family member may be an employee of the school district.  The decision to employ more than one individual in a family is on the basis of each individual’s qualifications, credentials, and records.

No school district employee will be involved in hiring a family member.  It shall be within the discretion of the superintendent to allow one family member employed by the school district to serve in a supervisory capacity over one of their family members employed by the school district subject to prior approval of the board of directors.  No school district employee shall attempt to influence the evaluation or condition of employment of the employee’s family member with anyone who serves in a supervisory capacity over that family member.

Family members for purpose of this policy include spouses, mothers, fathers, mothers-in-law, fathers-in -law, sisters, brothers, sisters-in-law, brothers-in-law, daughters, sons, daughters-in-law, and sons-in -law.

Approved:  7-1-92                 
Reviewed:  11-14-94, 11-11-97, 10-11-99, 03-12-12, 10-14-02, 10-10-05, 12-15-08, 12/14/16
Revised:  2-16-22

Complaints of employees against fellow employees should be discussed directly between employees.  If necessary, complaints will be brought directly to the immediate supervisor, principal or superintendent and will be made in a constructive and professional manner.  Complaints will never be made in the presence of other teachers, employees, students or outside persons.

A formal grievance procedure is contained in the master contract between the employee's licensed bargaining unit and the board and the staff handbook.  This policy will not apply to a complaint that has been or could be filed at the employee's discretion under those formal grievance procedures.

Approved:  07-01-92             
Reviewed:  11-14-94, 11-11-97, 11-11-99, 10-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised: 8-14-17, 2-16-22

The school district shall maintain personnel records on employees.  The records are important for the daily administration of the educational program, for implementing board policy, for budget and financial planning, and for meeting state and federal requirements.

The records shall include, but not be limited to, records necessary for the daily administration of the school district, person information regarding the employee, salary records, evaluations, application for employment, references, and other items needed to carry out board policy.  Employee personnel files are school district records and are considered confidential records and therefore are not generally open to public inspection or accessibility.  Only in certain limited instances, when the employee has given a signed consent, will employee personnel records be accessible to individuals other than the employee or authorized school officials.

Employees may have access to their personnel files, with the exception of letters of reference, and copy items from their personnel files at a time mutually agreed upon between the superintendent and the employee.  The school district may charge a reasonable fee for each copy made as allowed under law.          Board members will generally only have access to an employee's file when it is necessary because of an employee related matter before the board.

It shall be the responsibility of the superintendent to keep employees' personnel files current. The board secretary shall be the custodian of employee records.

Approved:  11-18-93             
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised:  2-16-22

Employees are encouraged to attend school board meetings.   Employees shall be available to provide information and assist in providing recommendations to the board upon request.  Employees shall keep the board informed through the administration about educational trends and issues that may assist the board. It shall be the responsibility of the employees to keep the administration informed about the day-to-day occurrences in their work areas.

It shall be the responsibility of the superintendent to develop avenues for communication between the board and the employees.   These avenues of communication will not be construed as denying the right of any employee to appeal an action or decision of the superintendent to the board.

Reviewed:  07-01-92             
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised: 11-14-94, 2-16-22

Input from employees regarding the students, the education program and other school district operations will be considered by the administration and the board. Employees may be requested to make a presentation to the board. The administration, in its discretion, may consult with employees about proposed changes in the education program and operations of the school district.

Employees having suggestions for changes or improvements in administrative procedure or policy should take such suggestions directly to the principal or the superintendent. The principal or superintendent will discuss the suggestion with the employee. After a final decision is made on any policy or procedure, employees will be expected to accept and support the decision in their subsequent actions, discussions and relations.

Approved: 7-1-92      
Reviewed:   11-14-94, 11-11-97, 10-11-99, 11-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised:  11-14-94, 2-16-22

Generally, transportation of students shall be in a motor vehicle owned by the school district and driven by an employee.  In some cases, it may be more economical or efficient for the school district to allow another employee of the school district to transport the students in the employee's motor vehicle or in a school district motor vehicle, other than a school bus.

Employees who transport students for school district purposes other than on the regular bus route must have completed a transportation request and have received the permission of the superintendent and must provide to the superintendent, for copying, a current driver’s license and proof of insurance.  In cases of emergency, an employee will notify the superintendent of the employee’s transportation of a student as soon as possible.

This policy statement applies to transportation of students for school purposes in addition to the regular bus route transporting students to and from their designated attendance center.

Travel compensation for use of personal motor vehicles will be followed according to the rate specified in board policy.

Approved:  7-1-92                 
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-10-05, 12-13-08, 03-12-12, 12/14/16
Revised:  2-16-22

Employees traveling on behalf of the school district and performing approved school business will be reimbursed for their actual and necessary expenses. Actual and necessary travel expenses will include, but not be limited to, transportation and/or mileage costs, lodging expenses, meal expenses, and registration costs.  Mileage claims will be documented on forms provided for that purpose.  Authorization for travel must be approved by the principal, supervisor or superintendent.

Travel Outside the School District

Travel outside of the school district must be pre-approved.  Pre-approval will include an evaluation of the necessity of the travel, the reason for the travel and an estimate of the cost of the travel to qualify as approved school district business.  Travel outside the school district by employees, other than the superintendent, is approved by the superintendent.

Reimbursement for actual and necessary expenses will be allowed for travel outside the school district if the employee received pre-approval for the travel.  Prior to reimbursement of actual and necessary expenses, the employee must provide the school district with a detailed receipt, other than a credit card receipt, indicating the date, the amount, the items purchased, and the nature of the expense for each claim item.  In exceptional circumstances, the superintendent or board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances is maintained as part of the school district's record of the claim.

Failure to have a detailed receipt will make the expense a personal expense.

Reimbursement for actual and necessary expenses for travel outside the school district will be limited to the pre-approved expenses.  Pre-approved expenses for registration are limited to the actual cost of the registration.  Alcoholic beverages are not allowable expenses for reimbursement.

Pre-approved expenses for transportation within three-hundred miles of the school district administrative office will be by school district vehicle.  If a school district vehicle is not available, the employee, upon submission of appropriate documentation, will be reimbursed at a rate set by the board.

Travel Within the School District

Employees required to travel in their personal vehicle between school district buildings to carry out the duties of their position may be reimbursed at a rate set by the board.  Mileage for travel within the school district shall be computed from the employee’s first duty station on any day to subsequent work stations.  It is the responsibility of the superintendent to approve travel within the school district by employees.  It is the responsibility of the board to review the travel within the school district by the superintendent through the board's audit and approval process.

Approved:  07-01-92             
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-01-05, 12-15-08, 03-12-12, 12/14/16
Revised:  2-16-22

The board recognizes and appreciates the service of its employees.  Employees who retire or resign may be honored by the administration and staff in a manner fitting to the retiring or resigning employee.

If the form of honor thought appropriate by the administration and employees involves unusual expense to the school district, the superintendent shall seek prior approval from the board.

Approved:  7- l - 92              
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised:  2-16-22

Employees shall not engage in political activity upon property under the jurisdiction of the board.  Activities including, but not limited to, posting of political circulars or petitions, the distribution of political circulars or petitions, the collection of or solicitation for campaign funds, solicitation for campaign workers, and the use of students for writing or addressing political materials, or the distribution of such materials to or by students, are specifically prohibited.

Violation of this policy may be grounds for disciplinary action up to and including termination.

Approved:  07-01-92             
Reviewed:  11-14-94, 11-11-97,10-11-99, 10-14-02, 10-10-05,12-15-08, 03-12-12, 12/14/16
Revised:  2-16-22

The school district may maintain a school district credit card for actual and necessary expenses incurred by employees and officers in the performance of their duties.  School district credit cards may be issued and/or made available to employees and officers only for the time period and purpose for which they are needed.  The school district’s administration, in consultation with the board, will determine which employees and officers will be issued and/or provided use of school district credit cards and the time period that they are needed.  Prior to issuing and/or providing use of a school district credit card to an employee or officer, the employee or officer will be instructed regarding the use of school district credit cards and they will provide a written acknowledgement that they understand their responsibilities in regard to the use of school district credit cards.  Employees and officers will turn school district issued and/or provided credit cards back to the school district at the end of the time period for which they have been issued and/or provided or upon separation of employment.  Use of school district issued credit cards is a privilege and the superintendent may withdraw the privilege of using school district issued credit cards at any time.

Employees and officers may use school district credit cards for the actual and necessary expenses incurred in the performance of work-related duties.  Actual and necessary expenses incurred in the performance of work-related duties include, but are not limited to, fuel for school district transportation vehicles for transporting students to and from school and for school-sponsored events, payment of claims related to professional development of the board and employees, and other expenses required by employees and the board in the performance of their duties.

Employees and officers using a school district credit card must submit a detailed receipt in addition to a credit card receipt indicating the date, the amount, the items purchased, and the nature of the expense for each claim item.  Failure to provide a proper receipt shall make the expense a personal expense.   In exceptional circumstances, the superintendent or board may allow a claim without proper receipt.  Written documentation explaining the exceptional circumstances shall be maintained as part of the school district's record of the claim.

It shall be the responsibility of the superintendent to determine whether the school district credit card use is for appropriate school business.  It shall be the responsibility of the board to determine through the audit and approval process of the board whether the school district credit card use by the superintendent and the board is for appropriate school business.

Failure to adhere to the credit card policy and regulations may subject an employee to disciplinary action up to and including termination of employment.

Approved:  07-01-92             
Reviewed:  11-14-94, 11-11-97, 10-11-99, 10-14-02, 10-10-05, 12-15-08, 03-12-12, 12/14/16
Revised:  2-16-22

The school district may issue cell phones to employees when there is a valid school district related business purpose for the employee to have access to a cell phone.  Prior to issuing an employee a school district cell phone, the school district will evaluate the employee’s job assignment and responsibilities and determine whether the employee should be issued a school district cell phone.  If the school district determines an employee will be issued a school district cell phone, the school district will determine the appropriate cell phone and cell phone plan for the employee.

An employee’s use of a school district cell phone will be limited to school district business.  Personal use of school district cell phones will only be allowed on a limited and infrequent basis. 

Employees who are issued school district cell phones may not use them at any time while they are operating motor vehicles or equipment.  Employees who are involved in an accident and/or charged with violations of the law resulting from the use of a school district cell phone while operating motor vehicles or equipment will be solely responsible for all liability that results from such actions, including, but not limited to all damages, costs, fees, and fines.

Any school district cell phone issued to an employee is school district property and all communications over and activity conducted on any school district cell phone is subject to being monitored and reviewed by the school district.  An employee who has been issued a school district cell phone is expected to protect it from loss, damage or theft and will be responsible for any damages or charges that result from the employee’s failure to exercise due care.  If an employee is issued a school district cell phone and it is lost or stolen, the employee must notify the school district so that service can be discontinued.  An employee shall notify the school district if a school district cell phone the employee has been issued malfunctions. 

Upon separation from employment or at any time upon request, the employee may be asked to produce a school district cell phone issued to the employee for return or inspection. Employees unable to present a school district issued cell phone in good working condition within twenty-four (24) hours of being asked to produce it may be required to bear the cost of replacing the cell phone.

Employees shall restrict use of personal cell phones to break periods or lunch periods.  Personal cell phone use shall be restricted during the employee’s work hours and should not interfere with the employee’s ability to perform their duties and responsibilities.

An employee’s failure to comply with this policy may subject the employee to disciplinary action up to and including termination of employment.

The school district expects its employees to model responsible and appropriate conduct, both at school and away from school. Employee use of social media, including social networking websites such as Facebook, Twitter, and Instagram; personal web pages or blogs; and electronic messaging, including texting, is subject to the requirements of applicable law, school district policies, and sound professional and ethical behavior for school district employees within the school district community.  Employees who fail to comply with this policy or who otherwise engage in inappropriate use of social media may be subject to disciplinary action, up to and including termination. If an employee has any questions about the application of this policy, the employee should consult the employee’s supervisor.

Professional Use of Social Media

An employee using social media in the employee’s professional capacity as an employee of the school district and/or pursuant to the employee’s official duties should be truthful regarding their identity and thoughtful and respectful when engaging in the use of social media. Employees using social media in their professional capacity should adhere to the following guidelines:

• Employees may use professional web pages that are created through the school district and used solely for school-related purposes. Employees must notify parents of their intention to use social media to communicate with students and the intended purpose of such communications. All professional, legal, and ethical expectations for appropriate communications and relationships must be followed.
• If an employee is participating on a social networking website, web page, and/or blog for school district-related business, an employee may do so only with the prior approval of the employee’s supervisor.
• Employees must accurately identify themselves and their position with the school district in all social media communications. Employees shall not use an alias or engage in anonymous social media communications.
• Any school district identifying information associated with an employee, the employee’s name, and/or the employee’s email creates the impression the employee is acting in their capacity as a school district employee and/or acting on behalf of the school district and, as such, the employee is expected to conduct themselves in a legal, ethical, and professional manner.
• Any information shared by an employee via social media regarding the business of the school district, whether using personal or school district technology may be considered a public record.
• All information communicated through or maintained on the school district’s technology is subject to the school district’s acceptable use policy and is subject to being monitored or inspected at any time.
• Employees shall not submit or post confidential information about the school district, its students, alumni or employees, including student photos without prior permission. Employees should assume that most information about a student is required to be kept confidential by both federal law and/or state law.
• Employees should be aware that even if they intend for a communication on social media to be private, communications on social media are not truly private.  To minimize unintended disclosure of information, employees should set and maintain their social networking privacy settings at the most restrictive level.
• Internet search engines can find information years after it was originally posted.  Comments can be forwarded or copied and archival systems can save information even if an employee deletes a post or uses private messaging. Employees should assume that a message or image which is posted or communicated can never be completely deleted.
• Employees should spell check and grammar check a message’s content before they submit or post messages, and correct any mistakes as soon as they can.  Employees must remember they are writing for publication, even if it is just for a social networking website. Employees shall refrain from making unsubstantiated statements and shall avoid making careless comments, such as “research shows” unless the employee also provides full citations of the research.
• Employees shall only provide their official school district e-mail address and/or telephone number as a way to communicate with students or parents regarding school district business.
• Employees shall limit communications with individual students on social media to school related issues such as class lessons, grades, and missed assignments and copy parents and/or other appropriate staff members on all communications with students.
• Employees shall not communicate with students using one to one text messages, private chats, direct messages, and/or other one to one communications.

Personal Use of Social Media

The school district recognizes the use of social media for personal purposes and acknowledges that its employees have the right under the law to express themselves on matters of public concern. However, the school district also has the right to regulate the speech of employees in certain circumstances, such as when the personal use of social media interferes with the employee’s ability to perform the employee’s duties or affects the school district’s ability to efficiently provide educational services. Accordingly, it is essential that employees conduct themselves in such a way that their personal use of social media does not adversely affect their position with the school district or the school district. Employees using social media for such purposes should adhere to the following guidelines:

• If an employee is participating on a social networking website, web page, and/or blog for personal use, the employee may identify themselves as an employee of the school district. However, if an employee does so, the employee must state that they are expressing your own opinion, not that of the school district, and the employee will be fully responsible for your actions.
• If an employee identifies themselves as a school district employee, their actions will reflect not only on the employee but on the school district as well.
• Employees shall not submit or post information concerning the school district using an identity other than their own.
• Employees shall not use the school district’s school logos or mascots, photographs, any other such graphic representations or images or link any personal page on a social networking website or other personal web page to any school district website or material.
• If an employee submits or posts information or comments that are not related to the school district, the employee’s activities may still result in professional consequences. Such actions include, but are not limited to, posting of photographs or information which violates federal or state law and regulations and/or school district policies and rules.
• Employees shall be aware that they do not have control of what others may submit or post on social networking websites; therefore, employees shall be aware that their conduct in their private life may affect their professional life. Employees shall be vigilant about what others post about them or on their social networking sites and, if necessary, take steps to remove comments that are inappropriate and/or reflect poorly on the employee and/or the school district.
• Employees should carefully consider whether to interact with and/or whether to provide personal contact information to students currently enrolled in the school district on social media.
• Employees should refrain from providing their personal contact information to students currently enrolled in the school district.
• During the work day, employees should refrain from participating on any personal social media, regardless of whether such participation is through school district or personal technology.
• Employees are encouraged to post positive information about the school district.  Employees should exercise appropriate discretion concerning posting, agreeing or liking negative comments about the school district, its employees, staff, and/or students.