Chamberlain School District 7-1 2018-2019 Employee Procedures Chamberlain School District 7-1 2018-2019

CSD Administration Office Former “White House”

Purchase Order This template is used for ALL purchases from a vendor outside of Chamberlain Fill out completely– always include a correct Fax number and/or an email address. Must be on a district voucher. If you need the template of the voucher, e-mail- donna.dominiack@k12.sd.us and she will send it to you). The problems have been with materials that are: Preview Trial Free They have no name or identification We do not know how to route the materials

Purchase Order Must be submitted to and approved by your Direct Supervisor. Send to the Administration Office. No call in orders--No samples/preview orders without a purchase order( PO# for tracking). Any Purchase Order not completed correctly will be returned for correction.

Progress of Purchase Order One copy will be e-mailed back to your Direct Supervisor and one copy to the Staff Member. When contacting the Administration Office with questions concerning a P. O. you must have the purchase order number to give to them for easy access.

Registrations Contact the Administration Office @ 234-4477 before completing your registration voucher.

Reimbursements Use Voucher Template for: mileage reimbursement (School Board Policy) See Travel Allowances Sheet meals/rooms/lodging Not to use a five page voucher--waste of paper Make note that new rates are in place for 1999-2000 School year

Reimbursements Vendor Box--Fill out completely Who-this is who is to receive the payment What, Where, When, and Why-include in description box Sign the claimant line only if payment is to you! Give to Principal/Director for approval Submitted to Administration Office-should be submitted (typed) on the voucher template. Voucher will be processed and a check will be written. Any voucher not completed correctly will be returned for correction. Sign claimant line only if you are to get a check Vendor box must be filled out--Your name and address if you are to receive the money Emphasize the : Who, What, Where, When, Why

Trust/Agency Voucher Used to request funds from Activity Accounts Fill out completely Submit to Administration Office Turn in no later than 4:00 p.m. Wednesday to receive a check on Thursday. Any voucher not completed correctly will be returned for correction. All Agency vouchers require approval by officers.

Local Purchase Order Used on any approved purchase during the current school year– local only Each Principal has a book. Fill out completely including club name For identification on the invoice Must be approved by Principal/Director. Local vendors are instructed not to charge without a local purchase order. Fill Out Completely---Identification on invoice Local Vendors will no longer charge if no P.O.

Receiving Materials at School Materials received by the district at our address will be checked for a purchase order Materials will be checked in and sent to the appropriate person. Personal items should not be received by the school. Any item ordered (including previews & free items) without a purchase order number will be returned to sender!!!

Use of Fax Machine Faxes are received and sent by the Administration Office--Fax Number 234-4479. Faxes received will be put in the appropriate mail box and routed to the appropriate person. If you are waiting for a fax, please check with the Administration Office. The High School fax machine is for Administrative use ONLY.

Travel Authorization Request Forms As soon as you are aware of the need for a vehicle--fill out form and submit to supervisor. All regularly scheduled athletic transportation will be handled through Mr. Danny Hutcheson. All other transportation will be handled through the principal/supervisor. You will receive an email from the Administration Office on the availability of a vehicle. NOTE: emails MAY come from copier-chamadminbldg – don’t ignore them New form for 99-00 School Year Help to increase communication

Travel Authorization Request Form In emergency situations, you may call the Administration Office, but you should still follow up with the proper form. Checking with the Administration Office would be advisable a few days before the trip. The Vehicle Use Log/calendar can be viewed under Public Folders in Outlook (Vehicle Use). The check can save many problems with the scheduling.

Travel Arrangements Always fill out the form with proper times and dates. -include when you will pick up keys and return vehicle. Contact the Administration Office if a cancellation occurs. Return the vehicle promptly--others may need the vehicle immediately.

Travel Arrangements Return keys and credit cards to the Administration Office on return. If closed, put in key drop box by the front door of the Administration Office. Please fill with gas (Burke’s, Sinclair or Dakota Shell) and clean out garbage. Report a dirty vehicle to the Administration Office. Only authorized school personnel should drive vehicles and notify police and administration of any accident situation. Authorized personnel--any adult driving school transportation in the act of working for the school district is covered under insurance. Clean out vehicles Gas--Burke’s Conoco up on hill if late at night or early in morning

Travel Arrangements Report any maintenance needs or accidents/damage to the Administration Office. The school vehicles are in constant use and put on many miles--Please take care of them. You will find school vehicles in the Parking Lot located south of the Administration Building at 1000 Sorensen Drive. Parking Lot next to White House--Posted for School Vehicles only. Exception--long-term parking and take the space of the vehicle you are using.

Use of Facilities Any type of facility must be scheduled through Donna in the Administration Office. The master school calendar is located online. Please contact Donna if any changes are needed. Calendars can be located and viewed under Public Folders in Outlook (Master Calendar). Emphasis on the exception Student Council--Kelli P. for explanation

Handling Money All money collected for school purposes should be processed through the Administration Office. A cash reconciliation form must be completed. Activity supervisors should collect all money from students and then turn into the Administration Office. Do not keep in a drawer. The Staff Member is responsible in case of loss.

Handling Money If your club is handling concessions, pick up the money box at the Administration Office the day of the event or make other arrangements. The money box must be returned by the administrator on duty. In approved cases, the supervisor can return it the next morning. Concessions for 1999-2000 New System Refer to Kelli P

Request for Leave Obtain a Leave Form (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) Fill out completely and return to the Building Principal Building Principal will process and send to the Superintendent Superintendent will process and return copies to the Building Principal and Staff Please see the 2018-19 Negotiated Agreement for more information (http://www.chamberlain.k12.sd.us/Administration/Negotiated Agreement) All staff are required to use this process--Lunchroom!!! Leave will be limited as fund are diverted to help fund internal curriculum and NCA Activities.

Request for Leave Please make request ASAP--All leaves are subject to negotiated policies and availability of substitutes.

Professional Growth Plan ** SLOs Student Learning Objectives ** …and a record of meetings, workshop, and trainings you participate in during the school year.

Course Permit Form Any credit hours taken to be applied as a educational advancement or used for state certification must have approval from the superintendent. A Course Permit Form can be found at (http://www.chamberlain.k12.sd.us/Administration/Employee Forms). This for has confused many of you It was new in the Fall of 1998 Should be completed and submitted for any courses taken for certification or salary advancement. School Board Policy requires these hours to be approved by the superintendent

Tuition Reimbursement Obtain the required form at (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) Complete Part A Submit with Course Permit Form for approval Complete Coursework Complete Part B Submit with voucher, receipt, official transcript and Professional Development Report Form (optional) The program has been good for both the teachers and the Board. I would guess that new language to continue the program will be in place by the Summer of 2000 that will allow this program in some form to continue.

National Convention Attendance Obtain the required form from your Building Principal Complete Part A Submit for approval with Professional Leave Form to your Building Principal. Receive approval from the Administration Office. The School Board must approve ALL Out of State Travel. Attend Convention Complete Part B Submit voucher with proof of payment for: registration, airfare, lodging and any miscellaneous expenses (tips are excluded and not reimbursed). No receipt is needed for mileage and meals. Submit Professional Development Report Form (optional). National Convention for the 2018-2019 school year. Limited availability.

Staff Development Form Any staff member attending any professional development activity should obtain (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) and complete the form. Thank You for your commitment to life-long learning and school improvement!

To Receive Educational Advancement Proof of a salary change based on additional hours earned rests with the teacher. Copies of all transcripts must be on file in the Office of the Superintendent. To be eligible for a contract amendment the request for Educational Advancement Form (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) must be presented to the superintendent prior to July 1 of the school year. I will return official transcripts to you when you leave the district I will be reviewing the folders and updating during this year--Some of you may need to request some transcripts to have on file.

Fundraising Policy School Board Policy KI/KJ Only with formal authorization Application filed with the Building Principal (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) If raising more than $1000-Superintendent must approve. All Non-School Sponsored Groups encouraged to use application process.

Employee Forms All forms can be found online at http://www.chamberlain.k12.sd.us.org/Administration