ESI Employee Handbook - Educational Services, Inc.

ESI Employee Handbook
Revised 4/02/2015
21819 N Scottsdale Road, Ste 100, Scottsdale AZ 85255
P 844 614 7784 | F 480 907 1957 |
Table of Contents
Our Partnership with You
An Equal Opportunity Employer
Personal Information
Employment at Will with ESI
ESI and Diversity of Clients, Schools and Offices
The Customer is Boss
How to Handle Confidential Information
Issues of Confidentiality Related to Special Education
Leave of Absence
Military Reserve or National Guard
Job Related Injury/Illness/Substance Abuse
Jury and Witness Duty
Sexual/Other Prohibited Forms of Harassment
Attendance and Punctuality
Use of Private Vehicle
Dress Standards
Support Staff Workload
Time Sheets
Grievance Procedures
Continued Health Insurance for Beneficiaries
Policy for Fingerprinting of Employees
Notice of Sick Leave
Report of Injury
Reporting Suspected Child Abuse or Neglect
Exhibit A
2 Introduction
You may take pride as an employee in Educational Services Incorporated (hereafter referred to
as ESI) in knowing you're an employee of an organization that has a reputation for providing
qualified personnel and the best possible employee benefits and services. You're in good hands.
This Employee Handbook has been prepared for your use as a ready reference of the employment
practices of ESI and the benefits we offer. It is also a convenient place to find a summary of the
general rules you are expected to follow. Please take a few minutes and read this handbook.
When you are finished keep it as a handy reference book.
ESI will help you in any way we can to make your job more enjoyable and satisfying. Of course
your happiness ultimately, is something you have the most control over. Please feel free to
discuss any questions or ideas with your supervisor. You can also call our office and talk to our
human resources officer. You may also have other needs that we may be able to help you with.
So don't hesitate to call ESI. This Employee Handbook is not a contract of employment and the
procedures and policies in it are not promises. The information contained in this book, like so
many other things in life, is subject to change. Moreover, no policies can adequately cover, or
predict, every situation that may arise. For these reasons, except for its policy of employment atwill, this Employee Handbook and the policies in it are intended to suggest guidelines that ESI
may, in its sole discretion, choose whether or not to follow. Except for the at-will policy, ESI
reserves the right, in its sole discretion, to vary from the terms of any of the policies contained
herein, and/or revoke this Employee Handbook and/or any policy in it at any time and for any
reason, with or without advance notice. In the event of change or revocation, employees’
continued employment shall constitute consideration for the change. ESI also reserves the right to
take such action as it, in its sole discretion, deems appropriate in any situation not covered by this
Employee Handbook.
One more thing, business needs and other requirements often fluctuate in our industry. Because
ESI serves many different Clients and schools, there may be situations that require separate
conditions of employment and policies. We are sure you can understand the reasons why we have
to retain this flexibility.
3 Welcome:
You are a member of the growing circle of employees with Educational Services, Incorporated.
From now on you will see our name on the payroll checks and many other forms. So we'd like to
introduce ourselves.
In every working relationship there are give and take situations. At times you might even disagree
with a few of our policies in this employee handbook. You can be assured that they were certainly
not written to offend anyone. To the contrary, they are written to help you. We want you to know
that the employee handbook was written with the intention of making your employment as happy
and as prosperous as possible.
If you have any questions about your benefits or other insurance problems don't hesitate to give us
a call. We are here to help you. Be sure from now on to list ESI as your employer on all health
insurance forms, etc. This is true also for workers' compensation benefits and applications for
loans. If you need letters of recommendation or other supporting documentation of your
employment call our office at (844) 614-7784, or email at [email protected] Our role is similar to a
personnel office, which provides you with payroll, services and benefits.
Phil Tavasci
4 A. Our Partnership With You
About one third of your life is spent at work. Together with your supervisors and ESI we try to
make this time pleasant, productive and profitable. Our aim at ESI is to:
Regard each employee/applicant equally without prejudice or discrimination as to race,
color, religion, national origin, sex, age, or physical handicap as provided by law.
Place you, whenever possible, in a job which suits you.
Attempt to conciliate disputes promptly through the grievance procedures outlined in this
Maintain a high level of awareness and interest in safe working conditions.
B. An Equal Opportunity Employer
It is our policy to provide equal opportunity to all applicants and employees regardless of race,
color, creed, national origin, age, ancestry or sex.
This policy is applicable to all phases of employment including hiring, advancements, transfer
and the treatment of employees.
All supervisors are directed to familiarize themselves with this policy and to act in accordance
with it.
C. Personal Information
Changes may occur with your address, telephone number, marital status, number of
dependents, names of persons to be notified in case of an emergency, etc. These changes
may have bearing on your benefit programs, Social Security, state and federal taxes, and your
employment records. Therefore, it is important to keep this information accurate and current.
Report any changes in your personal records that have a bearing on the above to your
supervisor or to ESI.
D. Employment at Will with ESI
All employees hired by ESI for indefinite periods (without a written contract to the contrary) are
terminable at will, without restrictions. Dismissal may be for good cause or even for no cause
at all.
5 E. ESI and Diversity of Clients, Schools and Offices
ESI serves many different school Clients, schools and offices. Some of these organizations
may have unique work schedules, policies, business practices and work assignments. You are
expected to know and comply with these policies and administrative rules and regulations. An
addendum may be attached to the back of this handbook to assist ESI in dealing with specific
issues or rules that apply to each client separately.
ESI has benefit plan descriptions and other orientation materials to help you better understand
the role that we play in your employment. Your supervisor will acquaint you with these and
other policies, procedures, and benefits.
F. The Customer is Boss
Actually the customer (client) who pays the bills is the person who pays our salaries. If he or
she goes, our jobs go too.
A business depends on happy satisfied customers (clients). As the number of new clients or
satisfied customers grows, and the volume of our business increases, we all benefit. And you
are a part of our team in making the customer happy. Customers come back to us when they
have found they can depend on us...they like the quality of our services...the extras that we
give...the careful attention that we all give to our clients, schools and offices. That is why in our
organization the customer is boss.
G. How to Handle Confidential Information
There are certain rights and restrictions regarding how confidential information is to be treated
in every business. For instance, in a school office these include the release of any information
about a student’s name, address, age, sex, academic performance, etc. Employees who have
access to this information must first secure written permission from student’s parents or
guardian before it can be released
For this reason, you are prohibited from releasing any such information to members of the
public or press, other professionals, families, friends, etc., without specific authorization.
Employees must refer all such inquiries to their supervisor. This is very important. There may
be other rights, in addition to privacy, with which employees must be familiar. These rights and
procedures are part of the client, school, or office policies where the employee is assigned.
6 H. Issues of Confidentiality Related to Special Education
Every student educated within the public education system is protected by some measure of
confidentiality. This protection came about mostly through the Family Education Rights and
Privacy Act (FERPA). The Individuals with Disabilities Education Act (FERPA) adds other
protections for students who are evaluated for or require special education program/services.
All records related to a student’s evaluation, including health and developmental surveys and
individual achievement records, are confidential. Records must be kept in a safe place where
only persons who have legal rights may access them. Usually, they are kept in a locked
cabinet or desk, or at least a lockable room. Only persons who work with the student, the local
administration, and certain other school Client employees have ready access to the files. All
other persons may only access a confidential file under the supervision of a responsible party,
such as the child’s teacher or principal. Anyone who does not have ready access to the file,
but is allowed to have access (such as a representative of the Arizona Department of
Education), must sign an access log to maintain a log of who has reviewed the records.
Otherwise, records are not available to other persons without the written consent of the parent.
The parent always has access to the confidential file, but is asked to contact the school or
Client office to arrange for someone to review the file with them, explain items that may be
questioned or not understood, etc.
Unless during a discussion with other professionals regarding the education of the student,
specifics regarding the student’s achievement scores or other educational data (including
psychiatric/social evaluations) may not be shared.
This includes a teacher or other
professional who does not work with the student: this information is confidential and will be
shared only with the written consent of the parent.
Reasons for disabling conditions are confidential, as well, except for what is contained in public
Information about the family is confidential. Marital problems, psychiatric history, drug/alcohol
use, etc. are not items available for discussion outside of professional, educationally oriented
discussions. No written commentary regarding these types of considerations may be made
outside of professional evaluations and then only as they relate to the child’s education,
condition or prognosis.
Generally, if you are asked for information regarding a child who receives special education
services and you are not sure if it is confidential information or not, tactfully indicate that this
7 may be confidential information and the party inquiring should either talk to the supervising
teacher or to the parent.
Paid Leave of Absence
1. Medical Leave of Absence
ESI recognizes that there are times when you will be unable to work because of illness or
medical; all leave must be reported in writing either by email or by fax using the form
2. Non-Medical Leave of Absence
Personal leaves of absence in case of an emergency or serious matters are available.
Leaves of absence will be considered on a case-by-case basis. Up to a maximum of two
(2) days per year may be granted for paid personal leaves of absence or as specified in
employee contract. Beyond that, no wages or salaries are maintained during this type of
The employee may be given an opportunity to maintain their health insurance at their
expense when on a leave of absence through a COBRA plan.
3. Maternity Leave of Absence
An employee will be provided with maternity leave during the period when they are unable
to work due to pregnancy or early childcare. Any sick, personal or vacation leave will be
exhausted during this leave and the remaining will be unpaid.
No leave of absence shall extend beyond three (3) months. Upon return from maternity
leave, an employee may or may not be returned to her former position depending on the
Because ESI serves many different Clients and schools, there may be situations where
separate conditions of medical leave of absence and/or non-medical leave of absence
4. Vacation
Earned vacation granted to an employee must be used within the year earned. Employee
will not be reimbursed for any unused vacation days unless authorized by Client.
*Please see the Family and Medical Leave Act Appendix form (Exhibit A) at the end of the
Handbook, which explains our policy if you qualify for FMLA.
8 J. Military Reserve or National Guard
An employee who is a member of the Military Reserve or National Guard shall be entitled to
leave of absence in accordance with the Client’s policy.
K. Job Related Injury or Illness/Substance Abuse Policy
As required by State Workers' Compensation Laws, ESI carries workers' compensation
insurance for a job-related illness or injury. If you are injured in the course of carrying out
your duties, you should notify ESI at (844) 614-7784 immediately as all such injuries or
illness must be properly reported in order to obtain the benefits.
1. Purpose Of Policy
ESI believes that it is important to promote a drug free community, to maintain safe,
healthy, and efficient operations, and to protect the safety and security of the
employees, facilities, and property of ESI. Drugs or alcohol may pose serious risks to
the user and all those who work with the user. In addition, the use, possession, sale,
transfer, manufacture, distribution, and dispensation of alcohol or illegal drugs in the
workplace pose unacceptable risks to the maintenance of a safe and healthy
workplace and to the security of ESI employees, facilities and client property.
Substance abuse, while at work or otherwise, seriously endangers the safety of
employees, as well as the general public, and creates a variety of workplace problems,
including increased injuries on the job, increased absenteeism, increased health care
and benefit costs, increased theft, decreased morale, decreased productivity, and a
decline in the quality of products and services provided by ESI. For all of those
reasons, ESI has established this Substance Abuse Policy
This Policy [and acknowledgment] is not intended to and does not constitute a contract
of employment with ESI. No supervisor or manager has any authority to make any
statements or representations to you that change or conflict with the at-will status of
your employment with ESI, or that change or conflict with any of the provisions of this
Policy. The at-will status of your employment with ESI can be modified only by an
express written agreement signed by the president of ESI.
This Policy supersedes and revokes all previous practices, procedures, policies, and
other statements of ESI, whether written or oral, that modify, supplement, or conflict
with the Policy. This Policy may be amended at any time.
9 2. Scope Of Policy
This Policy applies to all ESI employees, including management, administration, and
temporary employees, and to all applicants who have received conditional offers of
employment with ESI. This Policy also applies to all employees of ESI contractors who
are performing services on ESI property, or who are operating ESI equipment,
machinery, or vehicles. Such employees of contractors are considered “employees”
within the meaning of this Policy.
Depending upon their specific job duties, certain employees may be subject to
additional requirements under client requirements or state or federal regulations,
including additional restrictions on drug or alcohol use, and additional provisions for
drug and/or alcohol testing.
3. Dissemination Of Policy
All ESI employees will receive a copy of this Policy, and will be required to sign an
appropriate acknowledgment and receipt. All applicants who have received conditional
offers of employment with ESI will be required to read this Policy before undergoing
testing, and will be required to sign an appropriate acknowledgment and receipt.
4. Definitions
ILLEGAL DRUGS - “Illegal drugs” means any controlled substance listed in schedules
I through V of the federal Controlled Substances Act (21 U.S.C. § 812), medication, or
other chemical substance that (1) is not legally obtainable; or (2) is legally obtainable,
but is not legally obtained, is not being used legally, or is not being used for the
purpose(s) for which it was prescribed or intended by the manufacturer. Thus, “illegal
drugs” may include even over-the-counter medications, if they are not being used for
the purpose(s) for which they were intended by the manufacturer
LEGAL DRUGS - “Legal Drugs” means prescribed or over-the-counter drugs that are
legally obtained by the employee, including medical marijuana, and used for the
purpose(s) for which they were intended by the manufacturer
ESI PROPERTY - “ESI property” and “ESI equipment, machinery, and vehicles”
means all property, equipment, machinery, and vehicles owned, leased, rented, or
used by ESI.
10 ON DUTY - “On duty” means all working hours, as well as meal periods and break
periods regardless of whether on ESI property, and all hours when an employee
represents ESI in any capacity.
5. Work Rules - Substance Abuse by Employees – Alcohol
Employees may not use, possess, sell, or transfer alcohol while working, while on ESI,
Client’s or District’s property, or while operating ESI, Client’s, or District’s equipment,
machinery, or vehicles.
ESI does not tolerate the possession, use of or impairment from marijuana at the
Employees may not work or report to work under the influence of alcohol, or with
detectable levels of alcohol in their systems.
Employees may not work or report to work under the influence of alcohol, with an
alcohol level that would constitute a violation of A.R.S.§ 28-1381(a), or with an alcohol
level that would create a presumption that the employee was under the influence of
intoxicating liquor pursuant to A.R.S. § 28-1381(g).
Employees who violate either of these rules will be subject to discipline, up to and
including immediate discharge. ESI may make exceptions to these rules for certain
business or social functions sponsored or approved by the ESI.
6. Illegal Drugs
Employees may not possess illegal drugs, or marijuana, or engage in the illegal use of
drugs while on duty, while working, while on ESI or client property, or while operating
ESI or client equipment, machinery, or vehicles
Employees may not work or report to work under the influence of illegal drugs, or
marijuana, or with detectable levels of illegal drugs or the metabolites of illegal drugs in
their systems
Employees may not manufacture, distribute, dispense, transfer, or sell illegal drugs.
Employees who violate any of these rules will be subject to discipline, up to and
including immediate discharge. ESI does not tolerate the possession, use of or
impairment from marijuana at the workplace
11 7. Legal Drugs/Medication
Any employee who has reason to believe that the legal use of drugs, such as a
prescribed medication (including medical marijuana) may pose a safety risk to any
person or interfere with the employee’s performance of his or her job must report such
legal drug use to his or her supervisor. ESI shall then determine whether any work
restriction or limitation is indicated. Failure to report the legal use of a drug that may
pose a safety risk could result in disciplinary action.
All persons on ESI, Client’s or District’s property or who are performing services on a
ESI, Client’s or District’s project, and all property, equipment, and vehicles on ESI,
Client’s or District’s property or being used in connection with the performance of
work on a ESI, Client’s or District’s project (including without limitation all vehicles,
containers, desks, and file cabinets), are subject to unannounced inspection by ESI,
Client or District. You should not expect that any property or items that you bring to
work with you or that you use at work are private. If you do not want any property or
items inspected, do not bring them to work. ESI does not tolerate the possession, use
of or impairment from marijuana at the workplace. This applies to all employees and
there are NO exceptions.
Employees who refuse to permit inspections under this Policy or who fail to cooperate
with inspections under this Policy will be subject to discipline, up to and including
immediate discharge.
8. Drug And Alcohol Testing
ESI may require that employees and applicants provide urine, blood, breath, and/or
other samples for drug and alcohol testing under any of the following circumstances:
• Pre-Employment Testing
All applicants who have received conditional offers of employment with ESI
may be required to undergo drug testing.
• Reasonable Suspicion Testing
ESI may require any employee to undergo drug and alcohol testing if
management has a reasonable suspicion that the employee:
o Has violated ESI’s written work rules prohibiting the use, possession,
sale, or transfer of alcohol, marijuana and/or illegal drugs while on duty,
while working, while on ESI, Client or District property, or while
operating ESI, Client’s or District’s equipment, machinery, or vehicles;
o Is under the influence of alcohol, marijuana and/or illegal drugs while on
duty, while working, while on ESI, Client’s or District’s property, or
12 •
while operating ESI, Client’s or District’s equipment, machinery, or
o Is impaired by alcohol, marijuana and/or illegal drugs; or
o May be affected by the use of alcohol, marijuana and/or illegal drugs
and that the use may adversely affect job performance or the work
Post-Accident Testing
ESI may require any employee to undergo drug and alcohol testing as soon as
practicable after a work-related accident, if ESI, Client or District reasonably
believes that the employee may have contributed to the accident.
Post-Injury Testing [Required by SCF of AZ.]
ESI may require any employee who has sustained a work-related injury to
undergo drug and alcohol testing.
Additional Testing
ESI also may require employees to undergo drug and alcohol testing when, in
the judgment of management, such testing is appropriate for the maintenance
of safety for employees, customers, clients, or the public at large, or for the
maintenance of productivity, quality, or security of property or information.
9. Specimen Collection And Testing Procedures
Test Subject Privacy - Appropriate professional personnel will supervise the
collection of urine and blood specimens for testing. In the absence of a
reasonable suspicion that the test subject will alter or substitute a urine
specimen, the collection personnel will not directly observe the collection of the
urine specimen.
Chain of Custody Procedures - ESI will take steps to preserve the chain of
custody of specimens, in order to ensure testing accuracy.
Specimen Testing Procedures - Specimens will be tested only by laboratories
that are properly approved to conduct drug and alcohol testing by the U.S.
Department of Health and Human Services (SAMHSA, formerly NIDA), the
College of American Pathologists, or the Arizona Department of Health
Services. Specimens will be tested only for the presence of alcohol, illegal
drugs, and their metabolites.
Positive initial screening test results for employees will also be confirmed by
gas chromatography/mass spectrometry or other appropriate methods of
confirmatory analysis (“confirmatory test”).
13 •
Cost of Testing - ESI will pay for any drug and alcohol test that it requests or
requires of any employee. Applicants may be required to pay for any drug tests
that ESI requests or requires
Suspensions Pending Test Results - Pending receipt of test results and
written explanations of positive confirmatory test results, employees may be
temporarily suspended. If an employee is suspended and the final confirmatory
test result is negative, the employee will be reinstated immediately with full
back pay.
Test Result Reports - ESI will promptly communicate test results to test
subjects. Any test subject may request a copy of his or her test result report.
Confidentiality Of Test Results - ESI will not disclose test results except as
authorized by the test subject or as authorized, permitted, or required by
applicable law.
Consequences Of Refusal - Employees and applicants may refuse to undergo
drug and alcohol testing. However, employees who refuse to undergo testing
or who fail to cooperate with the testing procedures will be subject to discipline,
up to and including immediate discharge. Employees who refuse to undergo
testing or who fail to cooperate with the testing procedures also may be
disqualified from receiving unemployment compensation benefits and/or
workers’ compensation benefits. Applicants who refuse to undergo testing or
who fail to cooperate with the testing procedures will not be hired and will not
be reconsidered for employment.
Right To Explain Test Results - Any test subject who tests positive on a
confirmatory test on any drug and alcohol test required by ESI may submit
additional information to ESI in a confidential setting, to try to explain the
confirmed positive test result.
Consequences Of Confirmed Positive Test Results
Applicants - Any applicant who tests positive on a confirmatory test on
any drug test required by ESI and who does not timely and successfully
explain the test results may not be hired and may not be reconsidered for
Employees - Any employee who tests positive on a confirmatory test on
any drug and alcohol test required by ESI and does not timely and
successfully explain the test results will be subject to appropriate
disciplinary action, at the sole discretion of ESI, up to and including
immediate discharge.
Any employee who tests positive on a confirmatory test on any drug and
alcohol test required by ESI, does not timely and successfully explain the
14 test results, and is discharged on the basis of the positive test result,
may be disqualified from receiving unemployment compensation
Employee Substance Abuse Treatment
No employee will be subject to discipline for voluntarily seeking assistance or
substance abuse treatment. An employee may not, however, avoid discipline
for violating the Substance Abuse Policy by seeking this assistance after the
employee is referred for testing pursuant to this Policy. In addition, an
employee’s participation in a substance abuse treatment program will not
excuse the employee from being required to meet all of the same standards
and qualifications for the job that apply to other employees, including
performance, attendance, and other measures.
Employees are encouraged to approach ESI at any time with any questions
they have about ESI’s Substance Abuse Policy.
L. Jury and Witness Duty
If you are summoned for jury or witness duty you may be paid the difference between your
regular straight-time hourly rate for your normal work schedule –or- your daily contracted rate
of pay and the amount that is received as the daily jury duty allowance if allowed by the District.
M. Sexual and Other Prohibited Forms of Harassment
It is anticipated that ESI employees will treat each other with courtesy and civility at all times,
and harassment or intimidation of any form will not be tolerated. It is specifically unlawful, and
therefore strictly forbidden, for any person to harass an employee based on sex, race, color,
ancestry, national origin, religion, age, disability, or any other legally protected characteristic.
Sexual harassment consists of unwelcome sexual advances, requests for sexual favors, and
other verbal or physical conduct of a sexual nature. Sexual harassment may include explicit
sexual propositions, sexual innuendo, suggestive comments, sexually oriented “kidding” or
“teasing,” “practical jokes,” jokes about gender-specific traits, foul or obscene language or
gestures, display of foul or obscene printed or visual material, and physical contact such as
patting, pinching, or brushing against another person. Sexual harassment may occur between
members of the same or opposite gender.
Other harassment consists of unwelcome comments or conduct having specific or reasonably
implied references to race, color, national origin, religion, age, disability, or any other legally
15 protected characteristic. Such harassment may include, without limitation, insulting comments,
“kidding,” “teasing,” and “practical jokes,” slurs, taunting, verbal abuse or epithets, degrading
comments or jokes, jokes about certain traits, and insulting pictures, drawings, objects,
cartoons, posters, pictures, or printed or other visual material.
Such harassment is unlawful when:
• Submission to such conduct is made either explicitly or implicitly a term or condition
of an individual’s employment; or
• Submission to or rejection of such conduct by an individual is used as the basis for
employment decisions affecting the individual; or
• Such conduct has the purpose or effect of unreasonably interfering with an
individual’s work performance or creating an intimidating, hostile or offensive
working environment.
If you feel you are being harassed on the basis of sex, race, color, national origin, religion, age,
or disability, or are aware of or suspect the occurrence of harassment, or have any concern
about harassment, you must immediately contact Phil Tavasci at ESI and report it. You may
report the matter in any manner (oral or written) with which you feel comfortable.
All complaints and concerns will be investigated promptly and thoroughly. ESI cannot ignore
any complaint, and cannot honor a request that nothing be done about a complaint. Such
investigation shall, as much as possible, be conducted in confidence and in a manner designed
to protect the privacy and rights of all concerned parties.
If the complaint or concern is determined to be justified, the employee whose conduct is
considered harassing or intimidating may be subject to appropriate disciplinary action, up to
and including termination.
No employee shall experience any reprisal or retaliation for reporting harassment under this
N. Attendance and Punctuality
Regular attendance is required. Your attendance and punctuality are very important for the
smooth operation of your classroom or other place of work. You are responsible for calling the
school, client or office if you are going to be late to work. Punctuality is a condition of
In the same manner, if you are going to be absent from work for any reason, you must notify
the school, client or office prior to your scheduled starting time. If able, you should call the
16 school every day you are absent (unless you have been given permission to do otherwise) and
report your expected return. You are also required to report any absence to ESI in writing.
O. Use of Private Vehicle
Only when authorized by ESI, can a private vehicle be used for business. An employee
authorized to use a private vehicle for business purposes will be required to present proof of
insurance to ESI. At no time can a student be transported in a private vehicle. No student
will be sent on school errands with the student’s own vehicle, an employee’s vehicle, or a Client
P. Dress Standards
Employees should dress in accordance with appropriate professional standards. Neatness and
good taste reflect not only upon you as an individual, but upon ESI as well.
Your work attire must also conform to necessary safety requirements under some working
conditions that reflect an efficient, orderly and professionally operated business. Appropriate
footwear should be worn for the position you are working in order to prevent injury. If there are
any specific requirements for dress, your supervisor will inform you of the nature of the
Q. Support Staff Workload
As used in this provision:
COMPENSATION RATES for overtime is hours worked in a workweek in excess of forty
multiplied by 1.5. (ESI workweek runs from Sunday through Saturday.)
EXTRA TIME occurs when the employee works hours in excess of the employee’s weekly work
schedule but the total hours are less than 40 in that workweek.
HOURS WORKED are hours actually worked during the week. Hours worked does not include
hours paid but not worked. Examples of hours paid but not worked are: holidays, vacation or
sick leave.
OVERTIME occurs when the employee works hours in excess of 40 hours in the workweek.
(ESI workweek runs from Sunday through Saturday.)
The normal workweek for non-exempt employees will be no more than forty (40) hours per
The normal workweek for certain categories of non-exempt employees may be less than forty
(40) hours per week as determined by the administration.
Non-exempt employees shall not work more than the assigned number of
per week unless approval has been granted by the immediate supervisor
authorization from the Client Administration to work extra time/overtime.
overtime must be pre-approved by the Client Administration unless it is for
the cases of emergency.
hours or 40 hours
who has obtained
All other cases of
safety issues or in
The workweek for all exempt employees shall be as required.
The normal workweek for non-exempt employees is a consecutive seven-day period. The ESI
workweek runs Sunday through Saturday
Time sheets are due Friday after your workday is complete; the week prior to pay date.
Holidays may change the day time sheets are due. ESI will notify all employees of any
If the work assignment results in the employee needing to work hours in excess of those
scheduled, the employee shall immediately advise the supervisor. This is a continuing
responsibility for the employee. The employee shall not work hours in excess of those
scheduled unless authorized by the Client, District or office.
Any hours worked by a non-exempt employee in excess of 40 hours per workweek (Sunday
through Saturday) requires overtime compensation at the rate of 1.5 times the employee’s
regular pay rate for those hours in excess of 40 that the employee was given approval to work
by the Client, District or office. Employees are NOT allowed to accrue comp time and ALL
hours worked over 40 hours will be paid at overtime rate.
A non-exempt employee shall not volunteer to perform a duty(s) that is within the employee’s
job description.
No non-exempt employee will be hired into more than one position of employment when the
additional position(s) would require the payment of overtime compensation, unless it is
established that there is no other qualified applicant for the position that would not qualify for
overtime or as higher rate of overtime and the employment has been approved by Client,
District or office. When two positions have two different rates of pay, a blended overtime rate
may be used for approved hours of overtime.
An employee who does not accurately record hours worked, does not timely inform the
immediate supervisor if extra hours/overtime is worked, or volunteers to perform a job that is
within the employee’s job description/duties shall be subject to disciplinary action, including
suspension with or without pay and dismissal.
A supervisor who fails to monitor his subordinate’s work hours in order to assure that hours are
accurately recorded by employees, permits employees to work extra time/overtime without
proper authorization, does not utilize a flex time to adjust the employee’s work schedule
whenever possible or knowingly permits an employee to volunteer to perform a duty that is
within the employee’s job description/duties will be subject to disciplinary action including
suspension with or without pay and dismissal.
R. Time Sheets
All non-exempt hourly or salary employees are required to keep accurate time sheets on a daily
basis, and sign the time sheets at the end of each pay period. No time sheet will be
processed for payment unless signed by employee’s Supervisor before submitting. No
employee is allowed to sign in for another employee under any circumstances. If an
employee’s timesheet is not received by the due date, the payment will be processed on the
employee’s next pay date unless prior arrangements have been made with Tracy in the ESI
Payroll Dept.
S. Payday
Your pay period is based on a bi-weekly payroll cycle. Please call Payroll at (844) 614-7784
immediately if you have any questions or find any errors in your paycheck. Any necessary
adjustments to your paycheck for the current period will be made in the next paycheck, unless
this is a hardship
19 T. Deductions
There are several payroll deductions that may be taken from your wages. Law requires some
of these while others may be requested or authorized by you. Payroll withholding taxes are
taken according to tables or percentages mandated by the taxing agencies, including local,
state and federal governments.
A summary of all deductions is included with your paycheck showing you the amount each time
and the year to date. Voluntary deductions are a convenience to you as a payroll-withholding
amount. These include such things as Insurance Premiums [both individual and family], credit
union, and certain other employee requests.
U. Grievance Procedures
The Employee Grievance Procedure is established to assist employees when they feel they
have a grievance or a dispute with ESI about their employment. This procedure is available to
all employees. This grievance procedure provides an opportunity to seek an equitable solution
without fear of recrimination or prejudice.
An employee who has a grievance or complaint should first discuss this matter with their ESI
representative. This discussion should be held as soon as possible after the act or omission or
when the dispute occurred and in all cases shall take place within 5 (five) working days
thereafter. The ESI representative will exert every effort to secure a satisfactory solution to the
grievance at this time. If this does not settle the dispute or provide a solution to the problem the
next step is for the employee to apply in writing for a formal review by all the Officers of ESI.
The employee will set forth the issue, all pertinent facts and desired results in writing to ESI.
The letter will be completed within 3 (three) working days after a decision is reached at the
informal discussion stage and will be delivered to ESI.
The Officers may or may not solicit further commentary from the employee, hear the
statements of witnesses and consider additional pertinent information.
The Officers shall render its written decision to the employee within 5 (five) working days
following their meeting during which the case was considered. The decision of the ESI Officers
will be final. A written explanation will be provided to the employee.
20 V. Continued Health Insurance For Beneficiaries
As the result of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA),
qualifying individuals (beneficiaries) are entitled to continued health insurance coverage under
the ESI health plan. Qualifying individuals are entitled to health insurance coverage identical
with the coverage provided immediately prior to their resignation, and each qualified individual
is entitled to elect the continued coverage independently. When an employee qualifies as a
beneficiary of continued coverage, he or she must obtain the necessary enrollment form from
the Payroll Office to indicate continuation or declination of conversion coverage.
ESI is proud to offer you a broad range of benefit options. Employees can choose from a
number of plans including dental, vision, life insurance and voluntary supplement programs. In
addition, we provide health care and dependent care reimbursement accounts to assist
employees in managing their out-of-pocket expenses with before-tax dollars.
New employees have a one (1) year waiting period before becoming eligible for the FSA
program. Once eligible, employees have 31 days to complete enrollment in the group
insurance program. If elections are not made within the 31-day initial period of eligibility, you
will be required to wait until Annual Open Enrollment or until a Qualifying Life event takes
place. Failure to re-enroll will result in loss of coverage.
Please contact ESI directly at (844) 614-7784 for FSA enrollment information.
21 Policy for Fingerprinting of Employees
Effective November 1, 2014, it is the policy of Educational Services, Inc. that all employees who
work in public or charter school districts are required to obtain an “Identity Verified Print”
Fingerprint Clearance Card. In accordance with ARS 15-512, revised in the 2014 legislative
session, Public and/or Charter School Contractor, Subcontractor or Vender & their employees and
Public and/or Charter School Contractor non-certified personnel are now required to have an EVP
Fingerprint Clearance Card.
This applies to all ESI employees in all public and charter school district positions, both certified
and classified. Certain positions may not have required an IVP Fingerprint Clearance Card (or any
fingerprint clearance card) as employees of the school district. However, ESI employees working
in school district positions are contract employees and as such and IVP Fingerprint Clearance
Card is mandated by law. ESI employees applying for a fingerprint clearance card for the first
time will be required to apply for the IVP Fingerprint Clearance Card. Current and new ESI
employees holding a valid Level 1 Fingerprint Clearance Card do not need to apply for an EVP
Fingerprint Clearance Card at this point. However, when the current card expires each employee
must apply for and obtain an IVP Fingerprint Clearance Card.
ESI will maintain a supply of IVP Fingerprint Clearance Card application packets and will send
them out upon request. Employees can have their fingerprints taken at a local law enforcement
agency or professional fingerprinting company (some school districts also provide the IVP
application service). The fingerprint technician is responsible for sending the fingerprint card and
application to the Arizona Department of Public Safety along with the applicant’s fee. All
instructions and details are included in the application packet itself.
Upon receipt of their IVP Fingerprint Clearance Card, employees will need to send a copy of the
card to the ESI human resources department:
a) Mail:
Educational Services, Inc.
Attn: Human Resources
21819 N. Scottsdale Road, Suite 100
Scottsdale, AZ 85255
b) Fax: (480) 907-1957
c) Scan and email to [email protected]
22 Educational Services, Inc.
21819 N. Scottsdale Road, Suite 100
Scottsdale, AZ 85255
Phone: (844) 614-7784
Fax: (480) 907-1957
E-mail: [email protected]
Employee Name _______________________________________________________
School/District Name ___________________________________________________
Date of Leave _________________________________________________________
Type of Leave being taken:
Sick Day/s

Personal Day/s

Vacation Day/s

Employee Signature ___________________________________________________
Supervisor Signature __________________________________________________
Please either fax this form to (480) 907-1957 or email to [email protected]
23 ACCIDENT / INJURY REPORT COPPER POINT M UTUAL INS. CO. (formally SCF) WORKER'S COMP. POLICY # 5000002161 Employee Full Name: Employee SS#: Employee Birthdate: Employee Phone Number: Employee Address: Job Title: Start & End Time of W ork Day: District: School Site: Address of Accident/Injury: Date of A ccident/Injury: Time of Accident/Injury: Part of Body Injured: Nature of Accident/Injury: Where did the accident/injury take place? Describe how the accident/injury occurred: (Please indicate what job was being performed and what went wrong. Include any machine, tool, or object that was being used in connection with the accident.) Name(s) of Witness(es): 24 Reporting Suspected Child Abuse or Neglect
Employees must immediately and independently ensure that the information regarding suspected
abuse is reported to a peace officer or child protective services. Section 13-3620 (A), A.R.S.,
(Reporting Statute) requires all school personnel who reasonably believe that a minor is or has
been a victim of child abuse or neglect to “immediately report or cause reports to be made of [the]
information to a peace officer or to Child Protective Services.” Although informing a principal or
other supervisor is advisable, this does not necessarily satisfy the teacher’s duty to ensure that the
information regarding the suspected abuse is conveyed to a peace officer or Child Protective
School personnel can ensure that the information is conveyed to the proper state investigating
authority by either directly reporting the suspected abuse, or confirming that a report made to a
supervisor, or principal or other person is immediately conveyed to a peace officer or Child
Protective Services. Moreover, a school employee who receives a report of child abuse is also
statutorily responsible for reporting the information to a peace officer or Child Protective Services.
Any person who reasonably believes that a minor is or has been the victim of physical injury,
abuse, child abuse, a reportable offense or neglect that appears to have been inflicted on the
minor by other than accidental means or that is not explained by the available medical history as
being accidental in nature or who reasonably believes there has been a denial or deprivation of
necessary medical treatment or surgical care or nourishment with the intent to do harm must report
to a peace officer or to Child Protective Services.