BRIC PROCEDURES HANDBOOK
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Bemidji Regional Interdistrict Council
Direct Service Staff Policies and Procedures
www.bric-k12.com
Statement of Professional Responsibility
It is the expectation of the Bemidji Regional Interdistrict Council or BRIC, Independent School District 998, that all employees will maintain and practice at all times the highest of standards of professional behavior, responsibility, respect and integrity with students, staff, parents and community.
Internet Usage
All BRIC staff are expected to utilize Internet and E-mail services in a professional and respectful manner consistent with local District policies and limit such usage to those matters directly related to the duties assigned as an employee of the BRIC.
Local District Policies
Staff members will follow the policies and procedures of the local District that they are assigned to unless specified otherwise. Staff are responsible for reviewing the local policies for the Districts they are assigned to, on an annual basis as well as all BRIC policies and procedures.
Work Day
Work hours for Teaching staff members are the same as those for local District staff unless specified otherwise. Staff may need to adjust hours occasionally for events such as IEP Team meetings and/or in-service training. Work hours for BRIC special education paraprofessionals are set based on local District program needs and as approved by the paraprofessional’s supervising teacher and BRIC Coordinator.
Mileage
Mileage is reimbursed for pre-approved travel for business for specific staff for such purposes at the current (prevailing) IRS rate. Mileage determinations are made on an established portal to portal basis. Staff who accrue such mileage, must submit mileage on the blue BRIC Request for Reimbursement to your Coordinator prior to the 10th of the month. Additional expenses may be reimbursed when pre-approved overnight travel occurs and must be accompanied by appropriate receipts.
Supervision
BRIC staff are under the supervision of local District Building Administrators and BRIC Administrators. BRIC paraprofessionals are supervised by the Supervising Teacher they are assigned to and BRIC Administrators. BRIC Administration and Local Administrative Staff collaborate together in the supervision of BRIC assigned staff to local Districts. BRIC staff are expected to keep their assigned BRIC coordinator informed of student/staff issues on a regular basis and work through issues with the appropriate supervisory personnel.
Individual Calendars
BRIC Master Agreement calls for 182 days of service per school year. Certified staff are each provided an individualized calendar on an annual basis that is worked out with their BRIC Coordinator. In all other instances, BRIC staff are to follow their assigned local District School calendars. All adjustments to individual calendars are to be pre-approved by your Coordinator.
Purchase Orders
All purchases approved through BRIC must be pre-approved by your Coordinator using the BRIC Purchase Order (P.O.) form. Purchases are limited to BRIC programming that may cross District lines or specialty items that may from time to time be unavailable or accessible through local District program purchasing.
Emergency Closings
When local Districts have late starts, early outs or are closed due to emergencies such as a snowstorm, BRIC staff are to follow whatever local District staff are directed to do in such situations. Example: District two hours late = BRIC staff report two hours late. Please notify the BRIC office when local District emergency closings occur.
Hepatitis B Vaccine
BRIC staff assigned to programs where bodily fluids/materials contact may occur, are encouraged to btain Hepatitis B vaccine. The BRIC will pay for this vaccine where reimbursement is otherwise not available and where it is justified based on the BRIC employee’s assignment.
Wellness
Consistency is important in the delivery of special education and related services to our students with disabilities. Regular attendance is important to providing this consistency throughout the school year. All BRIC employees are encouraged to maintain a life style that best insures the prevention of problems that may lead to chronic illness and possible high rates of absenteeism from work.
Extra-Curricular
School based extra-curricular activity assignments i.e. coaching, for BRIC staff are discouraged due to the extent of responsibilities special education staff in general have with their respective assignments. All BRIC staff assuming such activities must notify their Coordinator in advance of doing so and are encouraged to discuss the management of such additional duties in addition to the extensive responsibilities as a special education instructor and IEP Manager.
IEP/Due Process Procedures and Forms
All BRIC and local District Special Education IEP/CASE managers must follow and adhere to State and Federal IEP/Due Process rules and regulations in the provision of special education and related services. The BRIC Cooperative uses SPED forms, web-based IEP/Due process for this purpose. A copy of all IEP/Due process forms including current ER, Meeting Notices, current IEP, must be sent to the BRIC office for each IEP student where a duplicate, cumulative IEP folder is maintained for each IEP student including resident and non-resident learners. It is the IEP/Case manager’s responsibility to keep the local District and BRIC cumulative records up to date for the special education students they are assigned. IEP case managers and team members are responsible for maintaining due process timelines, addressing eligibility criteria components, developing technically adequate evaluation reports and IEP’s and insuring that required team members are provided adequate notice to attend team meetings.
Confidentiality
All BRIC staff will maintain and practice strict adherence to Data Privacy rules regarding individual students and their families. Confidentiality is a matter of respect and dignity for the rights of those we serve in special education.
Request for Consultation Services
BRIC and local District staff IEP Teams must contact a BRIC Coordinator prior to making referrals for related services consultation specialists i.e. Autism Spectrum Disorders Specialists, Occupational/Physical Therapy, Vision Orientation/Mobility Specialist, Deaf/Hard of Hearing Specialist, Behavior Specialist, Educational Consultants, Medical Consultants or other specialists/consultants. Complete the BRIC Request for Consultation Form and forward it to your BRIC Coordinator. (forms are available on the BRIC Web-Site).
Classroom and Instructional Management
* Assigned students must be supervised at all times during the school day.
* BRIC Classroom instructors are expected to identify and implement classroom management procedures based on the individual needs of the students they are assigned and demonstrated best practice or research.
* Parental/Guardian written permission must be obtained for all out of area field trips. Prior approval also must be obtained from your BRIC Coordinator.
* Parental/Guardian approval must be obtained for any and all significant changes in an individual student’s
IEP. Consult your Coordinator for what is or is not a “significant” change in service in an IEP.
* Parents/Guardians need to be informed of instruction in health (sex) education for learners with special needs when such instruction is in addition to or significantly different than such health instruction within the regular education curriculum.
* Parents/Guardians need to be informed and in some cases, written permission obtained when Professionals other than those normally assigned to a student, i.e. Mental Health Workers, work directly on a regular basis with a special needs learner.
* All BRIC Staff are expected to complete CPI crisis intervention training where appropriate and approved by BRIC Coordinator. In addition, some BRIC staff may be required to complete CPR and First Aid training as needed.
* BRIC certified staff are expected to remain current regarding best practices concerning successful classroom management, curriculum and instruction practices for learners with special needs as well as all special education due process procedures.
* BRIC expects the use of data driven decision making for all learners based on systematic data collection procedures, data measurement of progress and setting of goals and objectives based on such data.
*All BRIC staff are expected to know local District policies and procedures for curriculum and instruction as well as crisis management and building evacuation procedures.
BRIC PROCEDURES FOR LEAVE AND ABSENCE
All Leave Requests
Staff must complete and submit to their BRIC Coordinator a pink BRIC Request for Leave form each time an absence from work occurs. All leave must be approved by the BRIC Executive Director. Staff must inform local District Administration of all leave in advance.
Sick Leave
* When a staff member is ill, staff must contact their locally assigned district building by whatever time the district requests (in order for the local District to obtain an appropriate substitute) and must contact the BRIC office no later than 9:00 a.m. the day of the absence.
* When a staff person is in need of a consecutive sick day, the staff member will inform the local district again so a substitute may be retained and notify the BRIC office again before 3:00 p.m. or again by 9:00 a.m. on the next consecutive day of sick leave.
* A BRIC Request for Leave form ( pink ) must be completed and sent to the BRIC Coordinator within five (5) school days after returning to work.
* The BRIC reserves the right to request a Physician’s note for absence due to illness when such leave exceeds three or more consecutive days or becomes excessive.
Personal Leave
* Personal leave requests are to be submitted to the BRIC Coordinator on a pink BRIC Request for Leave form at least three days prior to the date(s) of the personal leave. In an emergency, please contact your Coordinator.
* Staff must inform local Supervisory and Administrative personnel of all approved leaves in advance.
Professional Leave
* Requests for professional leave must be submitted in advance on a pink BRIC Request for Leave form and submitted to your BRIC Coordinator for approval.
* Professional leave request should detail expenses to the extent they are known and a copy of the workshop flyer or brochure should be attached to the request form, when available.
* Reimbursement for food, lodging, mileage and registration expenses for pre-approved professional leave, must be documented on a blue BRIC Request for Reimbursement form and accompanied by receipts for such expenses. Reimbursement forms are to be submitted to your Coordinator.
* Staff attending common conferences/in-service training events are encouraged to car pool or secure local District transportation vehicles.
* Staff must inform local District Supervisory and Administrative personnel of all approved leaves in advance.
PARAPROFESSIONALS
Paraprofessionals are assigned either as a general program para or as assigned specifically to an individual pupil as may be indicated in the student’s IEP. BRIC Administration reserves the right of assignment of paraprofessionals by position and based on student needs. BRIC paraprofessionals are expected to meet the federal mandated employment requirements of No Child Left Behind. These requirements include a passing score on the Parapro Test, or a 2-year degree or equivalent ( 60 credits of post secondary education or completion of competency requirements outlined in the BRIC paraprofessional portfolio ). Evidence of completion of one of these requirement options must be on file in the BRIC personnel office. In addition to the above requirement, BRIC paraprofessionals are expected to maintain a portfolio documenting training related to special education. Paraprofessional certification and training requirements are posted on the BRIC web site.
Supervision
BRIC paraprofessionals are to be supervised by their Supervising Teacher and BRIC Administrators. Supervisory changes must be approved by the BRIC Coordinator.
Performance Appraisals
BRIC Supervising Teachers are expected to complete performance appraisals (PA) for all BRIC paraprofessionals assigned to them and/or their respective programs. These are to be completed and submitted to the BRIC Coordinator by the 21st of November and April 1 in the first year of employment. Thereafter, a minimum of one PA is to be completed by the BRIC Supervising Teacher prior to December 1 of each year.
Time Sheets
BRIC Paraprofessionals are responsible for accurately completing their weekly time sheets which are to be turned into the BRIC office on or prior to the 15th and 30th of each month. BRIC Supervising Teachers are to review and approve the paraprofessional time sheets for those paraprofessionals assigned to them. A “pink” BRIC leave sheet should be attached to the time sheet when/where appropriate.
Adjustments in Para Hours
Any and all adjustments in BRIC paraprofessional hours must be prior approved with the BRIC Coordinator in writing and reflected on the subsequent paraprofessional time sheet when submitted to the BRIC office.
VERIFICATION OF REVIEW OF BRIC POLICIES AND PROCEDURES
BRIC Staff may be required to submit written verification that they have reviewed the above, written policies and procedures for all BRIC employees.
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THINGS TO TURN IN AND WHEN
Calendars
and Schedules
• Request for Change in Personal Calendar Form
Absence/Personal
Leave
• Employee
Request for Leave
Substitutes
•
Substitute Employee Report Form
•Informed Consent
•Employment Eligibility Verification
Form
Injuries on the Job
Reimbursement of Staff
Expenses
•
Monthly Expense Report Form
• PD Activity/Project Worksheet Form
• SAMPLE: PD Activity/Project Worksheet
Form
Claim
and Reimbursement (Reimbursement to Staff)
•
Claim & Verification Form
• SAMPLE: Claim & Verification
Purchasing
•
Requisition Form
Orders/Petty Cash and
General Supply Fund
•Rewards/General
Supplies Form
Special Purchase Orders
Equipment
•
Request for Approval to Dispose Equipment Form
• Equipment Checkout Agreement
• Equipment Log
Resources
Personnel Development
Activities
Special Education Personnel
Development Source Options
• Personnel
Development Form
Personnel Development
Guide
• Personnel
Development Evaluation Form
• Personnel Development Form
• SAMPLE: Personnel Development Form
Lane Change Credit
• Request for Lane
Change
• Workshop Description for Prior Approval
for Lane Change
Continuing Education
• Approval
Form & Standard Categories for Clock Hours
• Certificate of Attendance
• Renewal Clock Hours Record
• Pre-Approval of Hours Request
Transporting Students
Field Trips
• Parent
Permission for Off-Campus Activities
• Field Trip Form
Medication Policy and
Procedures
• Authorization
for Giving Medication in school
• Record of Medication Administration
Cooperative Student Data
System
• Student
Data Update Form
• Program Settings Form
Allowance for Work Hours
Beyond Regular Workday
Paraprofessionals
• Timesheet
• Employee Illness/Personal Leave/Vacation Report
• Paraprofessional Evaluation - Short Form
• Paraprofessional Evaluation - Long Form
• Sign Language Interpreter Evaluation
Monthly Reports
• ECSE
Assesment Attendance Register
• ECSE Community/Home Based Attendance Register
• ECSE Center Based Attendance Register
Licensed Staff Professional
Growth
• Performance
Appraisal Form
• Professional Growth Goals
• Student Evaluation of Teacher Performance
• Certified Staff Performance Standards for
Evaluation & Self Evaluation
• Checklist for Quality Staffings
• Student Record Review
"Whistle Blower"
Notice
Liability Insurance Coverage
Student Record Review
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