STAFF POLICY AND PROCEDURES

REVISED | JUNE 2015

TABLE OF CONTENTS
PREFACE
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Early Learning Bilingual Academy

The ELBAs Mission
The School System
Board of Education and Staff

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THE BASICS FOR NEW EMPLOYEES

Orientation
Expectations and Guidelines
Performance Appraisals
Disciplinary Action
Notification of Absences
Use of Telephones and E-mail
Change of Address and Telephone
Number Accidents and Safety
Personal Property
Dress Standards for Employees
Employee Organizations
Political Activity

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IMPORTANT POLICIES
III

Equal Employment Opportunity Statement

Nondiscrimination Statement
Ethics Policy
Office of the Inspector General - Hot Line
Whistleblower Protection Policy
Health and Safety Policy
Attendance Policy
Drug, Alcohol and Tobacco-Free
Workplace Violence Prevention Policy
Sexual Harassment Policy
Confidentiality and Non-Retaliation
Child Abuse Reporting Policy
Fingerprint Policy
Acceptable Use Policy for the Internet

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Information Protection Policy

IV

THE MERIT SYSTEM

The Employment Process
Limited Term Employee
Promotion, Change of Location, Transfer of
Class
Training Opportunities

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BENEFITS AND LEAVES

Vacation
Holidays
Attendance Incentive Plan
Illness Leave
Family Care and Medical Leave/Absence
Personal Necessity Leave
Bereavement Leave
Industrial Accident or Industrial Illness Leave
(Workers Comp)
Jury Duty Leave
Leave to Respond to Court Subpoenas
Attendance at Hearings
Unpaid Leave of Absence

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COMPENSATION PRACTICES
Payroll Identification
Classified Salary Ranges and Step Increases
Pay Day
Salary Deductions
Overtime Compensation

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OTHER RIGHTS AND OPPORTUNITIES

Seniority, Layoff, and Re-employment
Rights Adjudication of Grievances
Employment and Promotional Interviews
Reviews and Appeals of Examinations
Appeals of Disciplinary Actions
Access to Personnel Files and Records
Accommodations for the Disabled

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RETIREMENT BENEFITS

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Eligibility
Membership
Deductions
Allowance
Transfer of Membership

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USEFUL TELEPHONE NUMBERS AND ELECTRONIC ADDRESSES

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DISCLAIMER ................................................................................................................................................. 29

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PREFACE
This handbook is designed to provide you with answers to many of the questions that
new employees typically ask. It is also designed to explain rules, regulations, rights,
privileges, and benefits that apply to you.
California State laws, federal laws, and the rules of the Board of Education also govern
many conditions relating to your work.

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EARLY LEARNING BILINGUAL ACADEMY

THE ELBAS MISSION
It is our goal to produce bilingual and bicultural individuals that will become
active member of society. We strive to instill in children appreciation and respect
for diversity while preparing them academically and socio-emotionally to reach
their full potential.
We welcome you as a new employee of the Early Learning Bilingual Academy.
As reflected in our mission statement, we take our commitment to serving the
future of our societyour childrenvery seriously. We wish you success and
happiness in your new position and throughout your entire career with ELBA.
THE SCHOOL SYSTEM
The Early Learning Bilingual Academy is an Early Education Centers located
within the Los Angeles Unified School District boundary. (MORE TO BE ADDED ON
OUR CAMPUS AND THE NUMBER OF CHILDREN WE SERVE)

THE BOARD OF EDUCATION AND STAFF

The Board of Education is composed of (ARE WE A PROFIT OR NOT-PROFIT
SCHOOL????) officials. They establish the broad operating policies under which
the school functions, drawing on the counsel and advice of the Director and
parent's feedback.
Administration of the schools operations is delegated by the Board of
Education????????? . The Superintendent is assisted in this task by a staff of
District educational, business, and financial administrators; managers;
supervisors; professionals; and others in a variety of areas.

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II

THE BASICS FOR NEW EMPLOYEES

ORIENTATION
When you first report to your work assignment, ask your supervisor to explain the
following conditions:

The hours you are expected to work including lunch and break
periods. Procedures for signing in and out. How, when, and to whom
to report absences.

Your personal school email account.

Your specific job duties and responsibilities: What is expected of you in

your work? Who will answer questions about the work?

Regulations about parking. Access to buildings and rooms. Procedures

for use of equipment and obtaining supplies.

Availability of on-site facilities such as restrooms/lounges, food service

and dining facilities, and any other special rules and procedures.

EXPECTATIONS AND GUIDELINES

Always be prompt both in reporting for work and in completing

assigned tasks. If an emergency makes it necessary for you to be late
to work or leave early from work, notify or ask your supervisor for
permission as soon as possible.

Establish a good attendance record. Only be absent from work when

it is absolutely necessary or when you are on a pre- planned vacation.

Be courteous and cooperative with the public, fellow workers,

prospective employees, teachers, students, and parents who are all a
part of the school you serve.

Maintain open lines of communication. If any instructions given by

your supervisor are not clear, ask for further explanation to make
certain that you understand exactly what is expected of you.

Try to be as clear and concise as possible when explaining matters to

the public and to your fellow employees. Use language that can be
understood by everyone and avoid using slang or jargon.

Always try to work carefully. Mistakes can be costly and at times,

dangerous. If you make a mistake, be sure to find out exactly what
happened and how to avoid making the same mistake again. Notify
your supervisor of the mistake.

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Remember to keep all school business confidential. While many

things that happen are a matter of public record, releasing
information about them is the responsibility of specific offices and
individuals. Refer any unusual requests for information to the
appropriate authority.

Dress appropriately for your type of work. Maintain a well-groomed,

clean, neat, and business-like appearance at all times. Remember,
you are representing the school to students and the public.

PERFORMANCE APPRAISALS
At regular intervals, your immediate supervisor should provide you with a written
evaluation of your work performance. This evaluation typically includes ratings in
the following areas: quantity and quality of work, work habits and attitudes,
interpersonal skills, dependability, and attendance. Two performance evaluations
should be completed during your probationary period. Thereafter, performance
evaluations should be completed annually. The evaluations will be discussed with
you by your supervisor and a copy of the completed form will be given to you.
DISCIPLINARY ACTION: CAUSES FOR SUSPENSION, DEMOTION, AND DISMISSAL
Several causes can lead to disciplinary action. They include incompetence;
inefficiency, insubordination; inattention to or dereliction of duty; abuse of illness
leave or other leave privileges; discourteous, abusive or threatening treatment of
the public, fellow employees, or students, including sexual harassment; failure to
report incidents of child abuse; or any other willful and persistent violation of
provisions of the Education Code or the Board of Education. Only permanent
employees who have completed the probationary period in their current
classification may appeal disciplinary actions.
NOTIFICATION OF ABSENCES
It is extremely important that you notify your supervisor as soon as possible of any
anticipated absences so that, if necessary, alternate arrangements can be made.
An absent employee must report his/her absence to a supervisor (or other
designated person) before the start of the employees workday or as soon as
practical given the nature of the absence. It is not sufficient for an employee to
notify a co-worker, secretary, or receptionist, unless such person has been
designated by the supervisor as the appropriate contact for this purpose. You
should also call your supervisor by noon of the day before you expect to return to
work so that your substitute, if any, can be released. If both you and your substitute
report for work on the same day, the substitute will have to be retained and you
may not work or be paid for that day. Ask your supervisor what the procedure is
for reporting absences at your location.
USE OF TELEPHONES AND E-MAIL
Please be prompt and courteous when answering the telephone. Telephones in
schools and office are to be used only for official business with the exception of a
personal emergency in which conversations must be kept as brief as possible.
Outgoing personal calls should be made on your personal cell phone or a public
telephone during lunch and break periods so that they will not interfere with work.
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Personal business including the handling of personal mail, e-mail, and telephone
calls should be completed outside of your working hours.
CHANGE OF ADDRESS AND TELEPHONE NUMBER
Promptly report any change of home address or telephone number by
completing a name and address card with the current information and submitting
it to your time reporter.
ACCIDENTS AND SAFETY
All injuries to students, employees, or guests that occur on school property must be
reported to the proper authority no matter how trivial they seem. All incidences of
child abuse must be reported promptly. Be alert to safety hazards, the presence of
strangers, and other unusual or suspicious situations and immediately report to the
proper authority any incidents in which you witness an accident or are yourself
injured.
PERSONAL PROPERTY
It is your responsibility to ensure that your handbag, wallet, and other personal
property are kept in a safe place. There is no school insurance available to cover
personal property or loaned equipment. Damage or theft of tools and other
equipment brought to work by employees for use in schools and offices may be
reimbursed if prior written approval and valuation is obtained from the school or
office administrator.
ACCIDENTS AND SAFETY
All injuries to students, employees, or guests that occur on school's property must
be reported to the proper authority no matter how trivial they seem. All incidences
of child abuse must be reported promptly. Be alert to safety hazards, the presence
of strangers, and other unusual or suspicious situations and immediately report to
the proper authority any incidents in which you witness an accident or are yourself
injured.
DRESS STANDARDS FOR EMPLOYEES
An employee is deemed appropriately dressed when the clothing worn is neat
and clean and is in reasonable conformity with the mode of dress generally
acceptable as representative of the occupation or profession within the
community or required by the nature of the duties assigned where the employee
renders services.
POLITICAL ACTIVITY
No employee of the school may engage in political activities during working
hours or use school property for political activities.

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III

IMPORTANT NOTICES
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
Equal Employment Opportunity has been, and will continue to be, a
fundamental principle at the Early Learning Bilingual Academy, where
employment is based upon personal capabilities and qualifications without
discrimination because of race, color, religion, sex, age, national origin,
disability, or any other protected characteristic as established by law.
This policy of Equal Employment Opportunity applies to all policies and
procedures relating to recruitment and hiring, compensation, benefits,
termination and all other terms and conditions of employment. Appropriate
disciplinary action may be taken against any employee willfully violating this
policy.
NON-DISCRIMINATION STATEMENT
The Early Learning Bilingual Academy is committed to providing a working and
learning environment that is free from discrimination and harassment.
ELBA prohibits discrimination and harassment based on an individuals ethnicity
(such as race, color, national origin, and ancestry); gender (including sex, sexual
orientation, sexual perception, pregnancy, childbirth, or related medical
condition); religion (including religious accommodation);disability (mental,
physical, cancer, genetic characteristics, or reasonable accommodation);
leaves of absence protected by the Family & Medical Leave Act and the
California Family Rights Act; age (40 and above); marital status; political belief;
Vietnam-era veteran status (or special disabled veteran- status); or any other
basis protected by federal, state, or local law.
All employees are expected to behave at all times relating to the job in a
manner which maintains a working environment free of harassment.
Harassment can be unwelcome or abusive behavior toward a student or
employee that creates a hostile or offensive environment. Sexual harassment, or
any other form of illegal harassment committed by supervisors or any employee
at any level will not be tolerated by the school and will be subject to disciplinary
action, including reprimand, job transfer, suspension, and/or termination.
Prohibited harassment can also be from a student, parent, or person having any
business with the school.
Harassing conduct can take many forms, including verbal remarks or namecalling, graphic and written statements, adverse decisions linked to a condition
or consequence of employment (or linked to status as a student), or conduct
that is physically threatening or humiliating.
Additional information pertaining to responsibilities, coverage, investigations,
and prohibitions against other forms of unlawful discrimination, harassment,
inappropriate behavior, and/or hate crimes may be found in other ELBA policies
that are available at all schools and offices. It is the intent of the

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ELBA that all such policies be discussed and read annually or more frequently if
needed, in order to provide the highest level of protection to prevent unlawful
discrimination in the provision of educational services and opportunities.
ETHICS POLICY
It is critical that all of the Districts employees strive for excellence in the public
service that they provide. You are expected to conduct yourself fairly,
honestly, and with the highest integrity. This means treating students,
coworkers, parents, and all of your other customers with respect and in a
manner that is exactly the way that you want to be treated. Additionally, this
means being respectful of the Districts resources and property. Recognizing
that each of us plays a critical role in student success, striving for excellence is
not only a responsibility that all ELBA employees share, but a personal
commitment.
OFFICE OF THE INSPECTOR GENERAL - HOTLINE
The hotline tis o provide employees with a means to express concerns or
complaints about fraud, waste, and abuse. You may access the website at
www.laoig.org to provide information regarding suspected fraud. All calls are
kept confidential and you may remain anonymous.
WHISTLEBLOWER PROTECTION POLICY
The policy protects employees who make allegations of improper
governmental activity from retaliation or reprisal from the school.
HEALTH AND SAFETY POLICY
It is the schools position that all accidents are preventable. Site administrators
have primary responsibility for providing a safe working and learning
environment and are accountable for ensuring strict compliance with
applicable health and safety requirements. All supervisory employees, from
executives to first line supervisors, share responsibility for ensuring the safety of
students and staff. All their employees are expected to work safely, adhere to
safety requirements, and immediately report accidents and hazards to their
supervisors.
ATTENDANCE POLICY
Unnecessary absenteeism results in reduced productivity, loss of service, and in
significant cost to ELBA. It is LAUSDs responsibility to ensure that employees
clearly understand the expectation for performing their job duties and how
their attendance impacts their performance, and that they are given
a fair opportunity to succeed. Specifically:

Employees are expected to work the number of hours they are

assigned.

Employees are expected to be at their work stations on time.

Employees are expected to comply with legal rules regarding

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reporting of absence and providing appropriate documentation.

Supervisors are expected to provide feedback, monitor attendance,

and maintain attendance records.

Illness leave benefits are provided to ease the financial burden on employees
who are required to be absent from duty due to legitimate illness, injury, or
personal necessity. Employees who use illness and personal necessity leave for
unauthorized reasons are in violation of policy. Failure to comply with this policy
can result in appropriate disciplinary action, up to and including termination. This
policy ensures that our fellow employees do not unfairly bear the burden of the
workload of those who inappropriately use illness or personal necessity leave.
DRUG, ALCOHOL, AND TOBACCO-FREE WORKPLACE POLICY
The federal government adopted various anti-drug regulations that require
employers, including school districts, to take certain measures to ensure that the
workplace is free from illicit drugs and alcohol. These regulations are included in
the Drug-free Workplace Act which took effect in 1989, and the Drug-free
Schools and Communities Act Amendments which became effective in 1990.
As required by these acts, the Early Learning Bilingual Academy hereby notifies
its employees that:
1. The unlawful manufacture, sale, distribution, dispensing, possession, or
use of illicit drugs and alcohol is prohibited in the workplace.
2. Violation of paragraph 1 by any employee will result in appropriate
administrative or disciplinary action, including, but not limited to,
written reprimand, suspension, termination, and/or the requirement for
satisfactory participation in and completion of drug and alcohol
abuse assistance or a rehabilitation program.
3. Employees are required to notify the Employee Relations Section,
Human Resources Division at (213) 241-6591, of any criminal drug and
alcohol statute conviction for a violation occurring in the workplace
no later than five (5) days after such conviction.
4. Within thirty (30) days of receiving the notice required by
paragraph 3, the school shall take appropriate administrative or
disciplinary action, as specified in paragraph 2.
In accordance with California Assembly Bill 816 (1994), and the No Child Left
Behind (NCLB) Act, the School implemented the Tobacco-Free Workplace
policy on January 1, 1995. Smoking and the use of all tobacco products shall
be prohibited on all school property at all times, by all persons, including
employees, students, and visitors at any school or attending any schoolsponsored events.
WORKPLACE VIOLENCE PREVENTION POLICY
The Early Learning Bilingual Academy committed to providing employees with a
work environment that is safe, secure, and free of intimidation, threats, and
violence. The School intends to maintain this commitment by responding with
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zero tolerance to acts of violence, by training employees to recognize and

effectively respond to behavior which may lead to violence, and by
communicating to employees the expectations of responsible behavior in the
workplace. With the participation and willingness of all staff to stay alert, be
informed, and take appropriate action, a safe and positive working environment
can be sustained.
SEXUAL HARASSMENT POLICY
The Early Learning Bilingual Academy is committed to maintaining a working and
learning environment that is free from sexual harassment. Sexual harassment of
or by employees or students is a form of gender discrimination in that it
constitutes differential treatment on the basis of sex, sexual orientation, or
gender, and for that reason is a violation of State and federal laws and this
policy.
The School considers sexual harassment to be a major offense which can result in
disciplinary action to the offending employee or the suspension or expulsion of
the offending student in grades four through twelve.
Any student or employee of the School who believes that she or he has been a
victim of sexual harassment shall bring the problem to the attention of the proper
authority (whether in an office or a school) so that appropriate action may be
taken to resolve the problem. The School prohibits retaliatory behavior against
anyone who files a sexual harassment complaint or any participant in the
complaint investigation process. Any such complainant is further advised that
civil law remedies may also be available to them. Complaints will be promptly
investigated in a way that respects the privacy of the parties concerned.
California Education Code Section 212.5 defines sexual harassment as any
unwelcome sexual advances, requests for sexual favors, or other verbal, visual, or
physical conduct of a sexual nature made by someone from or in the work or
educational setting, under the following conditions:

Submission to the conduct is explicitly or implicitly made a term

or a condition of an individuals employment, academic status,
or progress.

Submission to, or rejection of, the conduct by the individual is

used as the basis of employment or academic decisions
affecting the individual.

The conduct has the purpose or effect of having a negative

impact upon the individuals work or academic performance,
or of creating an intimidating, hostile, or offensive work or
educational environment.

Submission to, or rejection of, the conduct by the individual is

used as the basis for any decision affecting the individual
regarding benefits and services, honors, programs, or activities
available at or through the educational institution.

Sexual harassment may include, but is not limited to:

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Unwelcome verbal conduct such as suggestive or derogatory

comments, sexual innuendos, slurs; unwanted sexual advances,
invitations, or comments; pestering for dates; making threats; or
spreading rumors about or rating others as to sexual activity or
performance.

Unwelcome visual conduct such as displays of sexually

suggestive objects, pictures, posters, written material, cartoons,
or drawings; graffiti of a sexual nature; or use of obscene
gestures.

Unwelcome physical conduct such as unwanted touching,

pinching, kissing, patting, hugging, blocking of normal
movement, or assault; or interference with work or study
directed at an individual because of the individuals sex, sexual
orientation, or gender.

Threats, demands, or pressure to submit to sexual requests in

order to keep a job or academic standing or to avoid other loss,
and offers of benefits in return for sexual favors.

CONFIDENTIALITY AND NON-RETALIATION

Complaints of discrimination and sexual harassment shall be handled in a
confidential manner to respect the privacy of all parties to the fullest extent
possible. Every effort shall be made to limit the distribution of information to
those persons who need to know within the confines of the Districts
reporting procedures and investigative process.
The School will not tolerate retaliation against anyone for filing a complaint
or participating in the complaint investigation process. These confidentiality and
non-retaliation requirements extend to all parties involved.
CHILD ABUSE REPORTING POLICY
In accordance with Sections 11164 11174.3 of the California Penal Code, all
certificated employees, employees of child care centers, instructional aides,
teachers aides, teachers assistants, and classified employees who have been
trained in the duties imposed by this law are considered to be mandated
reporters.Any one of these specified employees who knows or reasonably
suspects that a child has been a victim of a child abuse incident must do the
following:
1. Report the incident to a child protective agency (i.e., Department of
Children and Family Services), the Police (not School Police), or
Sheriffs Department, County Probation Department, or a County
Welfare Department immediately by telephone.
2. Send a written report of the incident to the same agency within 36
hours. Although the Penal Code obligation to report applies to the
aforementioned employees only, it is the policy of the Early Learning
Bilingual Academy that all employees shall comply with the laws
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reporting procedure whenever they have knowledge of or observe a

child in the course of their employment whom they know or
reasonably suspect to have been the victim of child abuse.
FINGERPRINT POLICY
All employees of the ELBA are fingerprinted and the prints are transmitted to the
California Department of Justice and the Federal Bureau of Investigation for a
criminal conviction records check. No employee can perform any of the duties
of his/her position until this processing has been completed and it is determined
that there is no criminal conviction that would prohibit the employee from
working with students and staff.
ACCEPTABLE USE POLICY FOR THE INTERNET
The School has adopted an Acceptable Use Policy (AUP) and established
guidelines for School employees and students.
INFORMATION PROTECTION POLICY
It is the policy of ELBA to protect sensitive information. Every employee of the
school must ensure the proper protection of information, either in paper or
electronic form. An employees is not to take sensitive records home nor leave
them lying unprotected in the open, such as on a desk, where they can be
accessed. An employee is not to convert sensitive information into an
electronic format and send it unprotected through email or over the internet.
Whenever requests for access to information are made, employees should
check with the data owner (specified individuals who collect or use the
information). It is best to err on the side of protecting information.

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IV

THE MERIT SYSTEM

THE EMPLOYMENT PROCESS
Employment Opportunities will be announced using the job bulletin
announcing job opportunities. Applications are only accepted for positions that
are open for recruitment.
The many rights, privileges, and benefits that a regular employee attains include:

Competing in promotional examinations.

Automatic pay raises through the steps of a salary range.

Paid holidays and vacations.

Paid leaves of absence, including illness, personal necessity,

Bereavement, jury duty, etc.

Health, vision, and dental care plans, and a life insurance program for
which premiums are covered 50% by the school.
LIMITED TERM EMPLOYEE
A kind of limited-term assignment is to a relief position. An employee is hired into
a relief assignment when there is a special project or an unusually heavy work
load which requires additional temporary help.
Another kind of limited-term assignment is as a substitute. In this instance, an
employee is assigned to replace a regular employee who is temporarily off duty.
An employee who is in a limited-term position and hired for day-to-day
assignments, is expected to be ready to report to the assigned location
immediately after being notified of the job.
PROMOTION, CHANGE OF LOCATION, AND TRANSFER OF CLASS
Promotion: Movement to a position in a classification with a higher
maximum salary rate.
Change of Assignment: Reassignment of an employee from one
classification to another classification with related requirements and
duties.
TRAINING OPPORTUNITIES
Early Learning Bilingual Academy provides staff development services for
employees. Programs acquaint employees with the latest strategies, tools, and
information to assist them to achieve their maximum performance potential.

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COMPENSATION PRACTICES
PAYROLL IDENTIFICATION
As an employee of the School, your identification for payroll purposes consists of
your first and middle initials and your last name, followed by your employee
number. It is necessary that your employee number always be included on all
documents regarding payroll, assignments, or other personnel matters. The
Employment Transaction Services Branch (Classified Personnel Assignments) of
the Personnel Commission will issue you an identification card with your
employee number when you are assigned to work.
SALARY RANGES AND STEP INCREASES
If you are a regular employee, you will usually be paid the amount on the
beginning step
of an established salary range, and will advance in salary steps
until you reach the maximum rate for your range. Some classes, such as those in
the building trades, are allocated to a flat rate. Limited-term employees are
usually paid at the beginning step of the salary range of the classification to
which they are assigned.
Typically, regular employees receive their first salary increase, from the beginning
step to the second step (about 5-1/2 percent), effective at the beginning of the
pay period after receiving pay for 130 working days. In most instances the
increase appears in the eighth pay period salary payment. (A pay period
consists of four weeks or 20 working days or 160 hours.)
Subsequent salary increases to the next steps of the range occur annually,
provided the employee has been on the current step for the full year and has
received pay for 130 working days on that particular step for regularly assigned
hours. (Regular employees temporarily serving in equal or higher-level classes
also receive credit toward step advancement)
PAY DAY
The pay period is a month long, and there are 12 pay periods in a year.
Ordinarily you will be paid at the end of every month. If the end of month falls on
a weekend or a holiday, you will be paid on the preceding business day. Some
employees in cafeteria, custodial, gardening, bus driving, and maintenance
classes are paid every two weeks. If you are a new employee, your first salary
payment may be delayed. If you are not paid on the first regular pay day, you
will probably receive your salary payment a week later. Immediately notify your
supervisor or time reporter if your salary payment is delayed.

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You are strongly encouraged to have your salary payment automatically

deposited to your bank or credit union account through the Automatic Payroll
Deposit (APD) system. The deposit will be made even if you are on illness leave or
vacation. Your payment stub or, if you do not choose APD, your salary payment,
will be sent to your work location via school mail. Ask your supervisor for details
regarding APD.
SALARY DEDUCTIONS

W ith h o ld in g ta x is re q u ire d fo r sa la ry p a ym e n ts. Th e

amount withheld is determined by your taxable gross and
the withholding information provided by you on your W-4
and DE-4 tax forms. Federal Medicare tax is also deducted.

You may authorize withholding of additional deductions for such purposes as tax
sheltered annuities, optional life insurance, purchase of United States Savings
Bonds, charitable donations, credit union payments, voluntary benefits, etc. The
deductions will be itemized on your salary payment stub.
OVERTIME COMPENSATION
Federal and State laws and union contracts require that most employees be
paid at the rate of one and one-half times their regular rate as compensation for
work performed beyond the regular full-time workday or week. Overtime work
must be approved in advance by a supervisor. Administrative and executive
employees do not receive overtime compensation.
Part-time employees, who work an average of four or more hours a day, are
compensated for overtime for the sixth consecutive day of work. Part-time
employees who work an average of less than four hours a day are
compensated for overtime for the seventh consecutive day of work.

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VI

BENEFITS AND LEAVES

VACATION
Beginning full-time regular employees on 12-month assignments earn 80 hours
vacation (ten days) annually. After four years, they earn vacation at the rate of
120 hours (15 vacation days) a year. After 15 years, they earn an extra 8 hours of
vacation each year until at 20 years or more they earn 160 hours (20 vacation
days) annually. If you work fewer than 40 hours a week or fewer than 12 months
a year your earned vacation hours will be proportionally less. Employees may not
accrue more vacation than they can earn during 18 pay periods.
If you are a new (probationary) employee, you start earning vacation when you
are assigned, but vacation time cannot be taken until you have worked 130
days.
As a general practice, you will find that your supervisor will make an effort to
approve a vacation request that is mutually convenient for you and the school
or office. Sometimes, however, the answer will have to be no
if yo u r a b se
will cause a disruption of service or place an undue burden on fellow
employees. All vacation requests must be made in advance of the time to be
taken. Employees assigned to school locations are ordinarily required to use their
earned vacations during school holidays.
HOLIDAYS
Most regular classified employees receive paid time off for observance of
certain holidays. Among these are:

New Years Day

Dr. Martin Luther King, Jr. Day
Presidents Day
Memorial Day
Independence Day
Labor Day
Veterans Day
Admissions Day
Thanksgiving
Christmas

Generally, when one of the above holidays falls on a Sunday, the following
Monday is observed. When it falls on a Saturday, the preceding Friday is usually
observed as the holiday. Other holidays may be declared by the Board of

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Education, the Governor of California, or the President of the United States. A

holiday that falls during an employees vacation time or illness time is paid as a
holiday and is not deducted from vacation or illness-leave balances.
To qualify for holiday pay, you must be a regular employee in paid status on the
working day immediately preceding or following the holiday. Employees who are
not assigned to work during the winter school recess receive pay for the two
holidays (December 25 and January 1) occurring during that period if they are in
paid status on the working day immediately before or after the recess.
ATTENDANCE INCENTIVE PLAN
The Attendance Incentive Plan is intended to reward regular attendance.
Employees with good attendance records help to improve the instructional
program, increase the operational efficiency of the School, and reduce the
costs of absenteeism. Furthermore, unused illness days may be used to gain
additional service credit for retirement. Ask your supervisor or consult your
Collective Bargaining Agreement for details regarding the Attendance Incentive
Plan.
ILLNESS LEAVE
All regular employees are credited with 13 paid illness days each year that
are added to the number of full-pay days they accumulated from previous
years. This may be used for absences for illness or injury. If you work less time,
you will earn proportionally.
FAMILY AND MEDICAL LEAVE ACT/CALIFORNIA FAMILY RIGHTS ACT AND
PREGNANCY DISABILITY LEAVE POLICY, PROCEDURES, AND GUIDELINES
The federal Family and Medical Leave Act (FMLA) and State of California
Family Rights Act (CFRA) provide eligible employees with a maximum of
twelve weeks of protected leave per year when the employee or a covered
family member experiences a serious health condition, or when an employee
requires time to bond with a child after the childs birth or placement through
adoption or foster care.
The employee requesting leave must have been employed with the School for
at least 12 months (the months need not be consecutive) and have served at
least 130 workdays (or 1250 hours, whichever is less) immediately preceding the
effective date of each separate leave.
Even if an employee is not eligible for CFRA leave, if disabled by pregnancy,
childbirth, or related medical condition, this employee is entitled to take a
pregnancy disability leave for the time that the employee is disabled. If the
employee is CFRA-eligible, the employee has certain rights to take both a
pregnancy disability leave and a CFRA leave for reason of bonding with a new
child.

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Where the need for the leave is foreseeable, an employee must provide the
School at least 30 days advance notice before FMLA/CFRA leave is to begin. If
30 days notice is not possible, notice must be given as soon as practicable.
Notice must be provided to the employees immediate supervisor or
Department head.

The definition of serious health condition

is d e fin e d in th e im
regulations; it is the definition used by ELBA. If leave is requested because of a
serious health condition
of the employee or the employees spouse, child or
parent, the School will require a written medical certificate issued by the
employees (or by the family members) health care provider, setting forth
certain medical information.
If the School has reason to believe that an employees absence is for a
protected leave under the FMLA and/or CFRA, it may request that the
employee apply for such a leave by completing a leave application and
supplying appropriate medical certification. If the employee declines to apply
for leave, the School will nevertheless designate the leave as protected so long
as the employee has provided sufficient information to indicate that the reason
for the leave is, in fact, FMLA and/or CFRA qualifying.
After receiving a request for leave under the FMLA or CFRA, the school will
provide notice to the employee as to whether the leave has been granted,
along with other terms and conditions of leave, in accordance with the laws.
Upon the expiration of FMLA or CFRA leave, the school must restore an
employee to the employees former or equivalent position,
a s th a t te rm is
narrowly defined, with equivalent benefits, pay and other terms and conditions
of employment. However, employees have no greater right to their positions
than if they had been continuously employed. Retaliation for taking protected
leave under the FMLA and/or CFRA is strictly prohibited. F
PERSONAL NECESSITY LEAVE
There may be times when it is necessary to be absent from work for reasons
other than those covered by other leave provisions. If you are a regular
employee, you may use a specified number of days a year (charged against
your illness leave account). If it is necessary for you to request this kind of
absence, you must notify your supervisor at the earliest possible opportunity. The
personal necessity leave, however, will not be granted during a vacation or
other leave of absence, nor will it be granted during a strike, demonstration, or
work stoppage. You will be required to sign and file a statement explaining the
nature of the necessity before it can be approved.

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BEREAVEMENT LEAVE
Classified employees are allowed up to three days of absence at full pay in case
of the death of a member of their immediate family. Employees are allowed
five days if out-of-State travel or more than 200 miles of one-way travel is
necessary because of bereavement. Permanent classified employees may be
permitted to interrupt or terminate vacation to take a bereavement leave.
Bereavement leave must commence within ten calendar days after the death.
If more than one such death occurs simultaneously, the leaves may be taken
consecutively.
For this purpose, "member of the immediate family" is defined as the employee's:
spouse or cohabitant who is the equivalent of a spouse; parent (includes parent
in-law, step parent, foster parent, or parent of a cohabitant who is the
equivalent of a spouse); grandparent (includes, grandparent in-law, step
grandparent, and grandparent of a cohabitant who is the equivalent of a
spouse); child (includes son/daughter-in-law, step child, foster child and child of
a cohabitant who is the equivalent of a spouse);grandchild (includes grandchild
of spouse, spouse's step grandchild and grandchild of a cohabitant who is the
equivalent of a spouse); brother; sister; or relative living in the employee's
immediate household.
INDUSTRIAL ACCIDENT OR INDUSTRIAL ILLNESS LEAVE (WORKERS COMPENSATION)
If you are a regular employee and are injured on the job, you will typically
receive your regular salary payment while you are absent from work due to
injury. You must, however, complete the Employee Report of Injury (DWC Form 1)
which you should obtain from your supervisor. Deductions will be made from
your illness leave balance until your industrial accident or illness is approved by
the Districts Workers Compensation Claims Administrator. In most cases, pay
will be limited to 60 working days for one accident. Limited-term and employees
who meet certain requirements may also be eligible for industrial accident
leave. Employees not cleared by their physicians to return to their full duties
maybe assigned to modified or alternative work on a temporary basis.
JURY DUTY LEAVE
Classified employees are obligated to perform jury service at the request of local
courts. If you receive a questionnaire or summons for jury duty, discuss it with
your supervisor to determine what arrangements can be made to avoid
excessive work disruptions. Full-pay is allowed while on jury service if you are a
regular employee. You must repay the school an amount equal to the
compensation you received as a juror, exclusive of mileage; for any dates that
you received pay as an employee. For more information, refer to Personnel
Commission Rule 782.

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LEAVE TO RESPOND TO COURT SUBPOENAS

All regular employees are allowed paid time-off to respond to court subpoenas
in cases in which they are not litigants.
ATTENDANCE AT HEARINGS
All school employees may, without loss of pay, attend hearings which are held
as the result of an employees appeal of a school decision, when their
attendance is necessary to protect their rights.
UNPAID LEAVE OF ABSENCE
Leaves of absence without pay may be granted to employees for a variety of
purposes, among which are family/child care, matrimony, pregnancy, rest,
study, travel, military duty, and other employment with the school.

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VII

OTHER RIGHTS AND OPPORTUNITIES

SENIORITY, LAYOFF, AND REEMPLOYMENT RIGHTS
Unrestricted regular employees accumulate seniority in the classes to which they
are assigned. Restricted employees who become unrestricted will be credited
with seniority for the time their status was restricted. If a position is being
eliminated, the employee would be assigned to a comparable vacant position
(with the same basis and same number of hours). If a vacant position is not
available, the employee may bump,
or
displace
an employee with less
seniority in this class, instead of being laid off. When layoffs must be made,
employees (except restricted employees )
are laid-off according to seniority in
the class in which the layoff occurs, plus any seniority they may have
accumulated in higher level classes. Laid-off employees are rehired in the
reverse order from which they were laid off (most senior rehired first), before new
employees are hired. For more information, refer to Personnel Commission Rule
740.
ADJUDICATION OF GRIEVANCES
Employees may believe that their employment rights have been denied or
violated and wish to formally complain or grieve
the issue. The means of
adjudicating grievances for represented employees are covered in the
Collective Bargaining Agreements. For employees not covered by a collective
bargaining agreement, Personnel Commission Rule 893 applies. Employees
whose classifications are covered by a bargaining unit should contact the
appropriate employee organization for information.
EMPLOYMENT AND PROMOTIONAL INTERVIEWS
When you are invited to an examination interview or an interview for
appointment from an eligibility list to a specific position, you will be asked
questions that indicate your ability to perform the duties of the class or position
for which you are being considered. You should not be asked questions relating
to your race, color, national origin, ancestry, age, marital status, sex, sexual
orientation, religious creed, political affiliation, medical condition, physical or
mental disability, nor may the appointment decision be influenced by any of
these factors. It is your responsibility to be on time for your appointment and to
notify your supervisor of the appointment time.

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APPEALS OF DISCIPLINARY ACTIONS

The Education Code requires that employees who have passed probation and
who file timely appeals of discipline (suspension, demotion, or dismissal) be
provided with an appeal hearing. Appeals can only be made on the basis of
failure to follow the disciplinary procedure, discrimination, abuse of discretion, or
an allegation that the action was not taken in accord with the facts. The
hearing is meant to provide a fair and objective resolution of appeals by
employing experienced, impartial Hearing Officers to preside over administrative
hearings and to make recommendations to the Personnel Commission for
adjudication.
ACCESS TO PERSONNEL FILES AND RECORDS
Employees have the right to inspect their personnel files Files may be inspected
on an appointment-only basis.
ACCOMMODATIONS FOR THE DISABLED
Title II of the Americans with Disabilities Act of 1990 (ADA) extends the
nondiscrimination requirements of Section 504 to all actions of state and local
government entities, regardless of receipt of federal funding.
An individual with a disability is considered, under the law, to be one who has:

A physical or mental impairment that substantially limits one or

more major life activities, such as caring for oneself, performing
manual tasks, walking, seeing, hearing, speaking, breathing,
learning, and working
A record of such impairment; or
One who is regarded as having such impairment.

The ADA requires reasonable accommodation for applicants and employees

with disabilities when such accommodations would not impose "undue
hardship. Reasonable accommodations enable an employee with a
disability to enjoy benefits and privileges of employment equal to those
enjoyed by similarly situated non-disabled employees. Disabled employees
are encouraged to discuss with their supervisor any accommodations that
would enable them to better perform the duties of their job.
Accommodations for disabled employees may include facilities, equipment,
assignments, job restructuring, and personal assistants. Special requests that
cannot be informally accommodated at the work location should be
submitted to the:
early learning bilingual academy
11901 Dyer St.
Sylmar, CA. 91342

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VIII

RETIREMENT BENEFITS
ELIGIBILITY

California Public Employees Retirement System (CalPERS)

The minimum regular retirement age for CalPERS members is 50
years with at least five years of service credit. This is a program that
covers regular employees. For more information, visit
www.calpers.ca.gov.

Public Agency Retirement System (PARS)

There is no minimum retirement age or minimum years of service
credit required for PARS members. By the Federal Omnibus Budget
Reconciliation Act of 1990 (OBRA 90), this is an alternative program
for part-time, seasonal, and temporary employees who are not
covered by CalPERS. For more information, visit
http://ELBA.parsinfo.org.

MEMBERSHIP
Pursuant to the California Government Code 20305, the following employees are
mandated and automatically enrolled into CalPERS membership upon
employment:

Permanent full-time employees (40 hours per week)

Part-time employees averaging at least 20 hours per week, for one year or
longer*
Temporary, full-time employees assigned for 6 months or more
Former employees with funds on deposit at PERS

*Substitutes and part-time employees whose assignments will extend for more than one
work year become members once they accumulate a minimum of 1,000 hours in any
one school year.

DEDUCTIONS
The PERS contributions (deducted from your paycheck) and/or those that are
paid for you by the school will be recorded in your account and accumulate
interest. If you terminate employment, you may withdraw only your contributions
and the interest.

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ALLOWANCE
Your exact retirement allowance will depend on several factors, including years
of service, age at time of retirement, the highest salary earned, and the plan
options you select.
TRANSFER OF MEMBERSHIP
Your retirement membership may be transferred if you go to work for another
school district in the State (except San Francisco), or for another agency under
PERS, (for example, the State of California). Your contributions will remain on
deposit and you will accumulate additional service credit. Many other public
retirement programs allow for reciprocity. In this situation, employees leave their
service credit in PERS and the highest yearly salary attained under either
program is used to calculate retirement benefits for both retirement systems.

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IX

USEFUL TELEPHONE NUMBERS AND ELECTRONIC ADDRESSES

Early Learning Bilingual Academy
Mailing Address
11901 Dyer St.
Sylmar, CA. 91342
Website
http://www.elbilingual.org

Board Members Office

(818) 241-6389

Executive Officer of the Board

(818) 241-5200

Health Insurance Section

(818) 241-1000

(Medical-Dental-Vision-Life)
Office of the Chief Human Resources Officer

(866) 312-3077

(Certificated Employment)
Office of ....

(213) 241-6591
(213) 241-7633
(213) 241-7002
(213) 241-4262
(866) 297-JOBS
(213) 241-3139
(213) 241-7888

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DISCLAIMER
This handbook is designed to provide newly hired employees of the Early
Learning Bilingual Academy with general information regarding policies,
procedures, and benefits of the District. This handbook does not constitute an
offer of employment, nor is it a contract of employment or a guarantee of
continued employment or benefits. It does not create or define any legal rights
of ELBA employees, nor impose any legal duty upon the school. Early Learning
Bilingual Academy reserves the right to add, amend, change, or eliminate the
practices and policies referred to in this handbook at their discretion.
Although every effort was made to ensure the accuracy of this information at
the time of publication, changes may occur. Therefore, it is recommended that
you check and read publications by the Board pertaining changes to this
handbook.
Revised June 2015

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