2023-24 Employee Handbook.pdf

Employee Handbook 2023 Address: 5222 E. Baseline Road, Ste# 108, Gilbert, AZ 85234 Phone: 480-309-4792 | Office Hours: Monday-Thursday 7:30AM-4:00PM Friday 7:30AM-2:00PM Contents INTRODUCTION.............................................................................................................

Employee Handbook 2023 Address: 5222 E. Baseline Road, Ste# 108, Gilbert, AZ 85234 Phone: 480-309-4792 | Office Hours: Monday-Thursday 7:30AM-4:00PM Friday 7:30AM-2:00PM Contents INTRODUCTION........................................................................................................................... 5 Welcome to PS Academy Arizona! ............................................................................................ 5 Handbook Purpose ...................................................................................................................... 5 Mission Statement ........................................................................................................................ 6 Vision.............................................................................................................................................. 6 Vision Alignment ......................................................................................................................... 6 EMPLOYMENT ............................................................................................................................... 6 Equal Employment ....................................................................................................................... 6 Americans With Disabilities Act (“ADA”) And Religious Accommodations .................... 7 At-Will Notice ............................................................................................................................... 7 Employment Classifications ....................................................................................................... 7 Outside Employment ................................................................................................................... 8 Employment of Relatives and/or Personal Relationships in the Workplace ....................... 9 CONDUCT & BEHAVIOR ........................................................................................................... 9 General Conduct Guidelines ...................................................................................................... 9 Sexual and Other Unlawful Harassment ................................................................................ 10 Abusive Conduct ........................................................................................................................ 12 Complaint Procedure ................................................................................................................. 12 Corrective & Disciplinary Action ............................................................................................. 13 ATTENDANCE & COMPENSATION ..................................................................................... 13 Timekeeping ................................................................................................................................ 13 Lunch Breaks ............................................................................................................................... 14 Overtime ...................................................................................................................................... 14 Pay Periods and Dates ............................................................................................................... 14 Payroll Deductions ..................................................................................................................... 15 Garnishments .............................................................................................................................. 15 2 1/1/2023 Employee Handbook Attendance and Punctuality ..................................................................................................... 15 BENEFITS & TIME OFF .............................................................................................................. 16 Benefits ......................................................................................................................................... 16 Blackout Dates ............................................................................................................................ 17 School Breaks .............................................................................................................................. 17 Holidays ....................................................................................................................................... 17 Paid Time Off (PTO) .................................................................................................................. 18 Sick Time ...................................................................................................................................... 19 Bereavement Leave .................................................................................................................... 20 Family and Medical Leave Act (FMLA).................................................................................. 20 Jury Duty ..................................................................................................................................... 23 Military Leave ............................................................................................................................. 23 Crime Victim and Witness Leave ............................................................................................. 23 Voting Leave ............................................................................................................................... 24 WORKPLACE GUIDELINES ..................................................................................................... 24 Hours of Work ............................................................................................................................ 24 Off-the-Clock Work .................................................................................................................... 24 Lactation Accommodation ........................................................................................................ 24 Searches and Inspections ........................................................................................................... 24 Confidentiality ............................................................................................................................ 25 Telephones, Cell Phones and Mobile Devices ........................................................................ 25 Hardware and Software Use..................................................................................................... 26 Use of Equipment and School Property .................................................................................. 27 Intellectual Property................................................................................................................... 27 Media Inquiries ........................................................................................................................... 28 Security of Data and Information............................................................................................. 28 Social Media and Social Networking....................................................................................... 28 Personal Appearance – All Staff ............................................................................................... 29 3 1/1/2023 Employee Handbook Business Ethics and Conduct .................................................................................................... 30 Conflict of Interest ...................................................................................................................... 31 Performance Evaluations .......................................................................................................... 32 Gifts .............................................................................................................................................. 32 HEALTH, SAFETY AND SECURITY ....................................................................................... 32 Smoking, Tobacco, and E-Cigarettes ........................................................................................ 32 Drug and Alcohol ....................................................................................................................... 32 Weapons ...................................................................................................................................... 33 Emergency Closings ................................................................................................................... 34 Safety and Injury Reporting ...................................................................................................... 34 Workplace Violence and Security ............................................................................................ 34 Workers’ Compensation ............................................................................................................ 34 SEPARATION OF EMPLOYMENT .......................................................................................... 35 Resignation .................................................................................................................................. 35 Termination ................................................................................................................................. 35 Exit Interviews ............................................................................................................................ 35 Personal Possessions and Return of Company Property ..................................................... 35 EMPLOYEE HANDBOOK ACKNOWLEDGEMENT ........................................................... 37 4 1/1/2023 Employee Handbook INTRODUCTION Welcome to PS Academy Arizona! We’re very happy to welcome you to our School. Thanks for joining us! PS Academy Arizona would like you to feel that your employment with us will be mutually beneficial and enjoyable. You are joining an organization that has established an outstanding reputation for quality products and services. Credit for this goes to every one of our employees and we hope that you will find satisfaction and take pride in your work here. Handbook Purpose This employee handbook is presented as a matter of information and has been prepared to inform employees about the School’s philosophy, employment practices, policies, and the benefits provided to our valued employees, as well as the conduct expected from them. While this handbook is not intended to be a book of rules and regulations or a contract, it does include some important guidelines which employees should know. Except for the at-will employment provisions, the handbook can be amended at any time. This employee handbook will not answer every question employees may have, nor would the School want to restrict the normal question and answer interchange among us. It is in our person-to-person conversations that we can better know each other, express our views, and work together in a harmonious relationship. We hope this guide will help employees feel comfortable with us. The school depends on its employees; their success is our success. Please don’t hesitate to ask questions. Every manager will gladly answer them. We believe employees will enjoy their work and their fellow employees here. We also believe that employees will find the school a good place to work. No one other than authorized management may alter or modify any of the policies in this employee handbook. No statement or promise by a supervisor, manager, or designee is to be interpreted as a change in policy, nor will it constitute an agreement with an employee. Should any provision in this employee handbook be found to be unenforceable and invalid, such a finding does not invalidate the entire employee handbook, but only the subject provision. Nothing in this handbook is intended to infringe upon employee rights under Section 7 of the National Labor Relations Act (NLRA) or be incompatible with the NLRA. We ask that employees read this guide carefully, become familiar with the school and our policies, and refer to it whenever questions arise. 5 1/1/2023 Employee Handbook Mission Statement Our mission is to enrich the lives of students with autism and other exceptionalities, both academically and socially. We accomplish this by combining individualized education, highly skilled and dedicated staff, and collaboration with students, families and the community. We offer a safe and inclusive environment that empowers students to learn, be responsible, communicate effectively and thrive. Vision Our vision is to provide the foundation that inspires and empowers every student to reach his or her full potential, both in and out of the classroom. Vision Alignment By taking a position at PS Academy Arizona, you are committed to uphold the Mission and Vision Statements, and all policies and procedures of the school. Your interactions with your supervisor, coworkers, students and parents will reflect your commitment to the above at all times. As a staff member, you are an integral part of the team. We could not operate a quality program without you. It is your responsibility to conduct yourself as a professional at all times. Professionalism is determined by a variety of factors including, but not limited to:      Attitude Attendance Responsibility Respect Flexibility Remember, you represent PS Academy Arizona; how you conduct yourself and carry out your responsibilities reflects directly on PS Academy Arizona. EMPLOYMENT Equal Employment It is the policy of PS Academy to provide equal employment opportunities to all qualified individuals and to administer all aspects and conditions of employment without regard to the following:     Race Color Age Sex 6 1/1/2023 Employee Handbook              Sexual orientation Gender Gender identity Religion National origin Pregnancy AIDS/HIV Genetic information, including family medical history Physical or mental disability Military or veteran status Child or spousal support withholding Citizenship and/or immigration status Any other protected class, in accordance with applicable federal, state, and local laws PS Academy takes allegations of discrimination, intimidation, harassment and retaliation very seriously and will promptly conduct an investigation when warranted. Equal employment opportunity includes, but is not limited to, employment, training, promotion, demotion, transfer, leaves of absence and termination. Americans With Disabilities Act (“ADA”) And Religious Accommodations PS Academy Arizona will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship to the School or cause a direct threat to health or safety. The Company will make reasonable accommodation for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the company. Employees needing such accommodations are instructed to contact their supervisor or Administration immediately. At-Will Notice The employment relationship between PS Academy and employees is at-will. This means that employees are not hired for any specified period of time and their employment may be terminated at any time, with or without cause, and with or without notice, by either the Company or the employee. Company policy requires that all employees are at-will; any implied, oral, or written agreements or promises to the contrary are void and unenforceable, unless approved by an officer with the power to create an employment contract. There is no implied employment contract created by this Handbook or any other Company document or written or verbal statement or policy. Employment Classifications PS Academy has established the following employee classifications for compensation and benefit purposes only. These classifications do not alter the employment at-will status. 7 1/1/2023 Employee Handbook Exempt Employees whose positions meet specific tests established by the Fair Labor Standards Act (FLSA) and applicable state law and who are exempt from overtime pay requirements. The basic premise of exempt status is that the exempt employee is to work the hours required to meet their work responsibilities. Non-Exempt Employees whose positions do not meet FLSA and state exemption tests and who are paid a multiple of their regular rate of pay for overtime hours worked. Full-Time Salaried An employee who is scheduled to work 30 or more hours in a workweek on a fixed work schedule. The employee may be exempt or non-exempt and is generally eligible for all employment benefits offered by the Company. Full-Time Hourly An employee who is scheduled to work 30 or more hours in a workweek on a fixed work schedule. The employee may be exempt or non-exempt and is generally eligible for all employment benefits offered by the Company. Part-Time Hourly An employee who is scheduled to work less than 30 hours in a workweek and may be eligible for some benefits. Full-Time Teachers Teachers are on a fixed work schedule. Teachers are exempt from overtime and are generally eligible for all employment benefits offered by the Company. Teacher salaries will be divided and paid evenly across the entire year (August – July). If a teacher leaves before the end of the school year, their final pay will be prorated to reflect the percentage of teacher workdays that were actually worked. Normal deductions for taxes and benefits will reduce this gross amount. Temporary Employee An employee who is scheduled to work on a specific need of the Company. The employee will not receive any benefits unless specifically authorized in writing. Outside Employment Employees may hold outside jobs as long as they meet the performance standards of their job with PS Academy Arizona. All employees will be judged by the same performance standards and will be subject to PS Academy Arizona scheduling demands, regardless of any existing outside work 8 1/1/2023 Employee Handbook requirements. If PS Academy Arizona determines that an employee's outside work interferes with performance or the ability to meet the requirements of PS Academy Arizona as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain with PS Academy Arizona. Outside employment that constitutes a conflict of interest is prohibited. Employees may not receive any income or material gain from individuals outside PS Academy Arizona for materials produced or services rendered while performing their jobs. Employment of Relatives and/or Personal Relationships in the Workplace PS Academy does not have a general prohibition against hiring relatives. However, an employee will generally not be hired, transferred, or promoted into a position where they will be managed, directly or indirectly, by a family member or romantic partner. Other factors may also be considered when hiring a relative or romantic partner of a current employee, placing them in a particular position, or creating reporting relationships. The Company may transfer an employee or otherwise change their employment status at any time for any reason, including to avoid the appearance of favoritism or other conflict of interest. CONDUCT & BEHAVIOR General Conduct Guidelines Employees are expected to exercise common sense and courtesy at all times, for the benefit of clients, co-workers, and the Company as a whole. Professionalism is expected, as is respect for the safety and security of people and property. Failure to meet these expectations may be grounds for discipline, up to and including termination. The following are examples of unacceptable conduct, but this is not an exhaustive list.         Failure to follow the policies outlined in this handbook. Negligent, careless, or inconsiderate treatment of clients or their information. Theft, misappropriation, or unauthorized possession or use of any property that does not belong to the employee. Unauthorized removal of Company property from the premises. Sharing trade secrets or other confidential business information with anyone who does not have an official need to know. Accessing, without authorization, confidential information pertaining to clients or employees. Falsifying or changing any type of Company, client, or employee document or record without authorization. Willfully, negligently, or carelessly damaging, defacing, or mishandling property of the 9 1/1/2023 Employee Handbook                  Company, a client, or an employee. Taking or giving bribes of any nature. Entering Company premises without authorization. Violating security, safety, or fire prevention regulations, or tampering with safety equipment. Unauthorized use of a personal vehicle for Company business. Conduct that is illegal under federal, state, or local law. Creating a disturbance on Company premises. Use of abusive language. Any rude, discourteous, or unbusinesslike behavior, on or off Company premises, which is not protected by Section 7 of the National Labor Relations Act and that adversely affects the Company services, operations, property, reputation, or goodwill in the community, or interferes with work. Insubordination or refusing to follow instructions from a supervisor or manager; refusal or unwillingness to accept a job assignment or to perform job requirements. Leaving during scheduled work hours without permission; unauthorized absence from assigned work area during regularly scheduled work hours. Sleeping during regular working hours. Recording time for another employee or having time recorded by another employee. Use or possession of illegal drugs on Company premises at any time. Use of alcohol or illegal drugs during working hours, or working under the influence of intoxicants. Unauthorized possession of a weapon on Company premises. Illegal gambling on Company premises. Soliciting, collecting money, vending, and posting or distributing bills or pamphlets during working hours in work areas. Such activity by employees during non-working time, including meal and rest periods, is not restricted so long as such activity does not interfere with the regular operation of business, is orderly, lawful, in good taste, conducted in an orderly manner, and does not create a safety hazard or a mess. Non-employees are prohibited from all forms of solicitation on Company property at all times. Sexual and Other Unlawful Harassment PS Academy is committed to providing a work environment free of harassment in any form, including inappropriate and disrespectful behavior, intimidation, and other unwelcome conduct directed at an individual because of their inclusion in a protected class. Applicable federal and state law defines harassment as unwelcome behavior based on someone's inclusion in a protected class. Sometimes language or actions that were not expected to be offensive or unwelcome actually are, so employees should err on the side of being more sensitive to the feelings of their co-workers rather than less. The following are examples of harassment; behaviors not in this list may also be considered harassment:  Unwanted sexual advances; 10 1/1/2023 Employee Handbook          Offering employment benefits in exchange for sexual favors; Retaliation or threats of retaliation for refusing advances or requests for favors; Leering, making sexual gestures or jokes, or commenting on an employee's body; Displaying sexually suggestive content; Displaying or sharing derogatory posters, photographs, or drawings; Making derogatory epithets, or slurs; Ongoing teasing about an employee's religious or cultural practices; Ongoing teasing about an employee's sex, sexual orientation, or gender identity; Physical conduct such as touching, assault, or impeding or blocking movements Sexual harassment on the job is unlawful whether it involves coworker harassment, harassment by a manager, or harassment by persons doing business with or for the Company, such as clients, customers or vendors. Retaliation Any form of retaliation against someone who has expressed concern about any form of harassment, refused to partake in harassing behavior, made a harassment complaint, or cooperated in a harassment investigation, is strictly prohibited. A complaint made in good faith will under no circumstances be grounds for disciplinary action. Individuals who make complaints that they know to be false may be subject to disciplinary action, up to and including termination. Enforcement All managers and supervisors are responsible for: • Implementing the Company's harassment policy; • Ensuring that all employees they supervise have knowledge of and understand the Company policy; • Reporting any complaints of misconduct to the designated company representative, the HR Representative, so they may be investigated and resolved internally; • Taking and/or assisting in prompt and appropriate corrective action when necessary to ensure compliance with the policy; and • Conducting themselves in a manner consistent with the policy. Addressing Issues Informally Employees who witness offensive behavior in the workplace - whether directed at them or another employee - are encouraged, though not required, to immediately address it with the employee whose behavior they found offensive. An employee who is informed that their behavior is or was offensive should stop immediately and refrain from that behavior in the future, regardless of whether they agree that the behavior could have been offensive. Harassment Complaint Procedure Employees are encouraged to use the Complaint Procedure to report behavior that they feel is 11 1/1/2023 Employee Handbook harassing, whether or not that behavior is directed at them. The Complaint Procedure provides for immediate, thorough, and objective investigation of claims of harassment. Appropriate disciplinary action will be taken against those who are determined to have engaged in harassing behavior. Abusive Conduct Abusive conduct means malicious conduct in the workplace that a reasonable person would find hostile or offensive and unrelated to an employer’s legitimate business interests. Abusive conduct may include repeated infliction of verbal abuse, such as the use of derogatory remarks, insults, and epithets, verbal or physical conduct that a reasonable person would find threatening, intimidating, or humiliating, or the sabotage or undermining of a person’s work performance. A single act will generally not constitute abusive conduct, unless especially severe. The Company considers abusive conduct in the workplace unacceptable and will not tolerate it under any circumstances. Employees should report abusive conduct to a manager or Human Resources. Managers are responsible for ensuring that employees are not subjected to abusive conduct. All reports will be treated seriously and investigated when appropriate. Employees who are found to have engaged in abusive conduct will be subject to discipline, up to and potentially including termination. Retaliation against an employee who reports abusive conduct or verifies that it took place is strictly prohibited. Complaint Procedure PS Academy has established a procedure for a fair review of complaints related to any workplace controversy, conflict, or harassment. Employees may take their complaint directly to the person or department listed in Step 2 if the complaint is related to their supervisor or manager or if the employee feels the supervisor or manager would not provide an impartial resolution to the problem. Step 1 The complaint should be submitted orally or in writing to a supervisor, manager, or HR Representative within three working days of the incident or as soon as possible. Sooner is better, as it will assist in a more accurate investigation, but complaints will be taken seriously regardless of when they are reported. Attempts will be made to resolve the issue during meetings, but regardless of whether there is an immediate resolution, the supervisor or manager will give the employee a written summary of the meeting within three business days. Resolution may take longer if further investigation of the complaint is required. If the employee is not satisfied with the resolution, they may proceed to Step 2. Step 2 The employee may submit an oral or written request for review of the complaint and Step 1 resolution to the HR Representative or a designated investigator. The HR Representative or the designated investigator will review the complaint and resolution and may call an additional meeting to explore the problem. If warranted, additional fact-finding will be undertaken. 12 1/1/2023 Employee Handbook Corrective & Disciplinary Action A high level of job performance and professionalism is expected from each employee. In the event that an employee’s job performance does not meet the standards established for the position, they violate company policies or procedures, or their behavior is otherwise unacceptable, corrective action may ensue. Corrective action may include, but is not limited to: coaching, oral or written warnings, performance improvement plans, paid or unpaid suspension, demotion, and termination. The type and order of actions taken will be at management's sole discretion and the Company is not required to take any disciplinary action before making an adverse employment decision, including termination. ATTENDANCE & COMPENSATION Timekeeping Accurately recording time worked is the responsibility of every nonexempt employee. Employees are prohibited from “checking on” in any more than 5 minutes before their scheduled shift or no more than 5 minutes after the start of their scheduled shift unless approved in writing by their supervisor. Furthermore, working “off the clock” is strictly prohibited. PS Academy Arizona strives to maintain strict compliance with the Fair Labor Standards Act (FLSA). The rules below are designed to help PS Academy Arizona ensure that all employees are paid on time. These rules apply to nonexempt employees only. If you are unsure of your status as exempt vs. nonexempt, please email [email protected] for more information.       Nonexempt employees are responsible for maintaining their own time records. This includes signing in and out accurately on the app. Allowing another employee to sign in/out or signing in/out for another employee is strictly prohibited. Tampering with timekeeping equipment is prohibited. Nonexempt employees are prohibited from performing any work during recorded breaks. Nonexempt employees who leave the property during the school day must sign out before leaving and sign in upon returning. Nonexempt employees must obtain supervisory approval before working over and above your normally scheduled work hours. If you do perform any work outside of your normally scheduled work hours, you must record the time accurately on your time records. Nonexempt employees must not carry over hours of work from one day to the next, or from one week to the next. Your time records should reflect the exact hours worked for each day indicated. Nonexempt employees are required to correctly use the timekeeping system on a 13 1/1/2023 Employee Handbook  regular basis. Employees who neglect to regularly use the timekeeping system will be subject to disciplinary action, up to and including termination. If an employee forgets to sign in or out on the app, the employee must email the supervisor immediately and indicate the time the employee left. Lunch Breaks Lunch break times are currently provided to relax and refresh you for the day’s work. Since each department’s and staff’s needs are different, ask your supervisor for your lunch schedule. Lunch periods are 30 minutes in length. They are automatically deducted from the time clock and are counted as unpaid time. Nonexempt employees are prohibited from performing any work while taking an unpaid meal break. If an employee works through a break, it is their responsibility to inform their supervisor if an adjustment is needed in the time clock. Overtime The Company complies with all applicable federal and state laws with regard to payment of overtime work. Non-exempt employees are paid overtime at the rate of one and one-half times the regular rate of pay for all hours worked over 40 in a workweek. Employees are required to work overtime when assigned. Any overtime worked must be authorized by a supervisor or manager, in advance. Working unauthorized overtime or the refusal or unavailability to work overtime is not acceptable work performance, and is subject to discipline, including but not limited to termination. Pay Periods and Dates The standard seven-day payroll workweek for the Company will begin at 12:00 a.m. Sunday. All employees are paid every other Friday (bi-weekly). On each pay date, employees receive a statement showing gross pay, deductions, and net pay via the company employee portal. Automatic deductions such as additional tax withholding, contributions to voluntary benefit plans, and individual savings plans can either be adjusted in the payroll section or by requesting the change via email. In the event that a regularly scheduled payday falls on a day off such as a holiday, employees will receive pay on the last day of work before the regularly scheduled payday. For the employees’ convenience, we offer the option of having their paycheck automatically deposited to their bank account. It is the employees’ responsibility to update their direct deposit account information via the payroll system. Employees who prefer a paper check should email [email protected] and make this request. Employees can view an itemized statement of their wages on the school payroll portal. 14 1/1/2023 Employee Handbook Payroll Deductions PS Academy complies with the salary basis requirements of the Fair Labor Standards Act (FLSA) and does not make improper deductions from the salaries of exempt employees. There are, however, certain circumstances where deductions from the salaries of exempt employees are permissible. Such circumstances include:        When an exempt employee is absent from work for one or more full days for personal reasons other than sickness or disability When an exempt employee is absent for one or more full days due to sickness or disability if the deduction is made in accordance with a bona fide sick leave plan that provides compensation for salary lost due to illness To offset amounts received as witness or jury fees, or for military pay For disciplinary suspensions of one or more full days imposed in good faith for serious workplace policy violations For penalties imposed in good faith for serious safety infractions When an employee is on unpaid leave under the Family Medical Leave Act During an employee's first and last week of employment, if they work less than a full week If an employee believes that an improper deduction has been made, they should immediately report this to their manager or email [email protected] for payroll processing. Reports will be promptly investigated and if it is determined that an improper deduction has occurred, the employee will be promptly reimbursed. Garnishments By law or court action, a creditor can require PS Academy Arizona to withhold a certain percentage of your pay. If garnishments or other withholding orders are instituted against an employee, the Company will deduct the required amount from the employee’s paycheck. Garnishment actions are conducted in compliance with appropriate federal and state laws. Attendance and Punctuality PS Academy Arizona expects employees to be reliable and to be punctual in reporting for scheduled work. Attendance and punctuality is vitally important to the academic and behavioral success of the PS Academy Arizona students and are an integral part of each employee’s performance. Poor or irregular attendance is disruptive to the school’s operations, lowers overall quality and continuity of work, and often is burdensome to other employees and students. Poor or irregular attendance may lead to disciplinary action, up to and including termination. All planned absences are to be pre-arranged with a minimum of one (1) week written notice. This includes unpaid or paid time off and time off for any other reason. Due to time off in lieu of our ample break and holiday schedule, including early release on Fridays, time off requests may not be 15 1/1/2023 Employee Handbook granted. Failure to call in when absent for two consecutive days may result in termination. If the employee or a representative for the employee is unable to contact the School within two days due to extreme circumstances, the employee or his or her representative must contact the company as soon as practicable to explain the situation. PS ACADEMY ARIZONA REQUIRES ALL EMPLOYEES USE THE ATTENDANCE PROCEDURE BELOW IN THE EVENT YOU WILL BE TARDY TO WORK, ABSENT FROM WORK OR WHEN YOU LEAVE WORK DURING NORMALLY SCHEDULED HOURS: 1. When you are not going to be at work during your normal schedule whether it is preplanned or not the school requires you send an email at least one (1) hour prior to your scheduled start time to: [email protected] and include an expected return to work time/date AND add the missed time to the payroll system. If the absence is unplanned you will need to add the absence to the payroll system within 24 hours. 2. If the absence is a planned absence, you must first contact your supervisor to discuss your request, then submit an online request for time off through our online payroll system at least one (1) week in advance. 3. PS Academy Arizona reserves the right to request a physician’s note prior to your return after three or more consecutive days of an absence. Violations of this procedure may result in disciplinary action. PLEASE NOTE: If there is a non-life-threatening outbreak, such as lice, pink eye, etc. among student(s), all staff are still expected to be present. Unless the employee’s health is in jeopardy, there is no reason to miss work for common children/school outbreaks. If such a case happens, immediate action will take place to resolve the issue, or remove the student who is contagious. BENEFITS & TIME OFF Benefits PS Academy Arizona currently offers a competitive health, vision, dental plan and 401K plan for full time employees. Employees receive detailed information about these benefit plans during new employee orientation or when the employee is eligible for the benefits. Please email [email protected] for specific details on any of the school benefits. 16 1/1/2023 Employee Handbook Blackout Dates Due to the nature of our business and the impact absences have on our students, employees are not eligible to take time off from work during certain times of the academic calendar unless for a qualified reason under the Arizona Fair Wages and Healthy Families Act. THE BLACKOUT DATES ARE:  Back to School Orientation/Training dates  First 30 days of school  First day before & after break or holiday  Last 15 days of school Failure to attend work during designated blackout days will result in a loss of pay for the day(s) missed and may include disciplinary action. Blackout dates do not apply to employees taking paid time off under the Arizona Fair Wages and Healthy Families Act (sick time). School Breaks There are three school breaks in the academic year. The actual dates of each break period changes from year to year and are based on the school calendar. They are always Monday – Friday. Full-Time Salaried Hourly Fall Break week 1 Winter Break week 1 Spring Break week 1 week 2 week 2 week 2      unpaid*   unpaid*   unpaid* Teachers Teachers are paid a flat salary Part-Time Temporary not eligible *PTO can be used to compensate for unpaid weeks Full-time salaried employees are expected to work the 1st week of each break. Holidays PS Academy Arizona will grant paid holiday time off to full-time employees based upon their employee classification. To be eligible for holiday pay, employees must work the last scheduled day immediately preceding and the first scheduled day immediately following the holiday and/or school break, unless the employee receives prior approval to take time off. 17 1/1/2023 Employee Handbook A recognized holiday that falls on a Saturday will be observed on the preceding Friday. A recognized holiday that falls on a Sunday will be observed on the following Monday. Paid time off for holidays will not be counted as hours worked for the purposes of calculating overtime. Paid Holiday Schedule: Full-Time Salaried Hourly* Holidays New Year's Day   Martin Luther King   President's Day   Good Friday   Memorial Day  4th of July  Labor Day   Veteran's Day   Thanksgiving Day   Day after Thanksgiving   Christmas Day   *If you are scheduled to work on the holiday Teachers Part-Time Teachers are paid a flat salary Temporary not eligible Paid Time Off (PTO) At PS Academy Arizona serving the needs of students is our number one priority. The school year is filled with an abundance of breaks and holidays as well as early release on Fridays. However, PS Academy believes employees may need paid time off for personal reasons and to promote a healthy work-life balance. PTO must be used in minimum increments of one (1) hour. PTO will be front loaded in August of each year and must be used between August and May. Unused PTO will be paid out on the last pay period of the academic year (May). PTO will be pro-rated for new hires based on hire date Full-Time Salaried Hourly 3 PTO days   Teachers  Part-Time Temporary not eligible We ask all of our staff to plan vacations, doctor’s appointments and other planned time off during our normally scheduled off time whenever possible. 18 1/1/2023 Employee Handbook PTO under this policy may run concurrently with leave taken under other applicable policies, including leave taken under the Family and Medical Leave Act (“FMLA”). Sick Time All employees will accrue one hour of paid sick leave for every 30 hours worked, up to a cap of 40 hours per year. Exempt employees will be presumed to work 40 hours per week, unless they are regularly scheduled to work fewer than 40 hours, in which case accrual will be based on their usual schedule. Employees begin accruing time immediately upon hire and are eligible to use accrued leave as it is available. Yearly usage is capped at 40 hours. Unused sick leave will roll over into a new year. The yearly 40hour use cap applies regardless of how many total hours the employee has accrued. When sick leave is used, it will be paid at the employee’s regular rate of pay. Sick leave must be used in 1-hour increments. Unused sick leave may not be cashed out and will not be paid out at the end of employment. Employees rehired within nine months will be credited with their previously accrued but unused sick leave. Employees may use sick leave for the following:  An employee’s mental or physical illness, injury or health condition, need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventive health care;  For the care of a family member with a mental or physical illness, injury or health condition, need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or need for preventive health care;  To seek legal, medical, psychological, or relocation services if an employee or their family member is a victim of domestic violence, sexual assault, or stalking; or  When the employee’s place of business is closed by a public health official; when the employee needs to care for a child whose school or place of care is closed by a public health official; or when the employee or their family member needs to stay home because health authorities have determined they should do so in the interest of public safety. If the need for sick leave is foreseeable, employees must provide reasonable advance notice and should attempt to schedule their leave so that it has the least impact on business operations. If the need for sick leave is unforeseeable, the School should be notified as soon as possible and in accordance with the attendance policy. Employees who are absent for three or more consecutive workdays may be required to provide proof of the need for leave, such as signed documentation from a healthcare professional. 19 1/1/2023 Employee Handbook Bereavement Leave Employees who wish to take time off due to the death of an immediate family member should notify their Manager immediately. Full-time employees may be granted up to five (5) days of paid leave for bereavement of immediate family members and two days of paid leave for bereavement of relatives. Part-time and temporary employees may be granted up to five (5) days of unpaid leave for bereavement of immediate family members and two (2) days of unpaid leave for bereavement of relatives. An extension may be provided for unusual circumstances and must be authorized by the CEO. PS Academy Arizona defines "immediate family" as the employee's:  Spouse  Significant Other  Children  Mother and Father, including Step-mother and Step-father  Mother-in-law and Father-in-law  Brother and Sister PS Academy Arizona defines “relative” as the employee’s:  Step-brother and Step-sister  Grandparents  Grandchildren  Step-children  Son-in-law and Daughter-in-law  Brother-in-law and Sister-in-law Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may, with the approval of the CEO, use any available PTO hours for additional time off as necessary. Part-time and temporary employees may, with the approval of the CEO, use any available PTO hours for time off as necessary. The employee may be required to bring in a notice from the funeral home, religious institution, obituary, or other official site providing information and scan to [email protected]. Family and Medical Leave Act (FMLA) Under the Family and Medical Leave Act (FMLA), an eligible employee can take up to 12 weeks of unpaid, job-protected leave in a 12-month period. To be eligible, an employee must meet the following three criteria: 20 1/1/2023 Employee Handbook    Have worked for the Company for at least 12 months; Have at least 1,250 hours of service in the 12 months before taking leave; and Work at a location where the Company has at least 50 employees within 75 miles of the employee’s worksite. Eligible employees can take leave for the following reasons:  The birth of a child or placement of a child for adoption or foster care;  To bond with a child (leave must be taken within one year of the child’s birth or placement);  To care for the employee’s spouse, child, or parent who has a qualifying serious health condition;  For the employee’s own qualifying serious health condition that makes the employee unable to perform their job;  For qualifying exigencies related to the foreign deployment of a military member who is the employee’s spouse, child, or parent. An eligible employee who is a covered servicemember’s spouse, child, parent, or next of kin may also take up to 26 weeks of FMLA leave in a single 12-month period to care for the servicemember with a serious injury or illness. Upon return from FMLA leave, most employees must be restored to the same job or one nearly identical to it with equivalent pay, benefits, and other employment terms and conditions. Using Leave An employee does not need to use leave in one block. When it is medically necessary or the Company otherwise approves, employees may take leave intermittently or on a reduced schedule. Employees on FMLA leave may be required to report periodically to the Company regarding their status and intent to return to work. An employee who fails to return to work at the expiration of the leave without an approved extension will be considered to have resigned. Employees must inform the Company if the need for leave is for a reason for which FMLA leave was previously taken or certified. Employees may choose, or the Company may require, use of accrued paid leave while taking FMLA leave. If an employee substitutes accrued paid leave for FMLA leave, they must comply with the Company’s normal paid leave policies. Employees must give 30 days’ advance notice of the need for FMLA leave. If it is not possible to give 30 days’ notice, an employee must notify their manager as soon as possible. Documentation The Company may require a certification from a health care provider, and periodic recertification, 21 1/1/2023 Employee Handbook supporting the need for leave. If certification is requested, employees will have 15 days to provide it. If we determine that the certification is incomplete, we will provide a written notice indicating what additional information is required. Employees do not have to share a medical diagnosis but must provide enough information so that the Company can determine if the leave qualifies for FMLA protection. Sufficient information could include a doctor’s note informing the Company that the employee is or will be unable to perform their job functions, that a family member cannot perform daily activities, or that hospitalization or continuing medical treatment is necessary. If we become aware that an employee’s need for leave is for a reason that may qualify under the FMLA, we will notify the employee if they are eligible for FMLA leave and, if eligible, provide a notice of rights and responsibilities under the FMLA. If the employee is not eligible, we will provide a reason for ineligibility. The Company will notify employees if leave will be designated as FMLA leave, and if so, how much leave will be designated as FMLA leave. Benefits While employees are on FMLA leave, health insurance coverage will continue as if the employees were not on leave. Employees are responsible for their portion of the medical insurance premium cost, if any. Failure to pay the employee portion of the health insurance premiums in advance (or on the schedule established by the payroll department) may result in the termination of coverage. If eligible, the employee will receive notification of continuation of benefits. The Company reserves the right to seek reimbursement from the employee for the medical insurance premiums paid by the Company while the employee was on FMLA leave if the employee fails to return from FMLA. The Company will not seek reimbursement if the failure to return is due to continuation, recurrence, or onset of a serious health condition of the employee or the employee’s family member that would otherwise qualify for FMLA leave, or other circumstances beyond the employee’s control. The Company will not interfere with an employee’s FMLA rights or retaliate against them for using or trying to use FMLA leave, opposing any practice made unlawful by the FMLA, or being involved in any proceeding under or related to the FMLA. Employees who believe they have not received the benefits to which they are entitled under FMLA are strongly encouraged to speak to another member of management or Human Resources for clarification or resolution. Failing that, an employee is able to file a complaint with the U.S. Department of Labor, Wage and Hour Division, or may bring a private action. FMLA does not affect any federal or state law prohibiting discrimination or supersede any state or local law or collective bargaining agreement that provides greater family or medical leave rights. 22 1/1/2023 Employee Handbook Jury Duty PS Academy Arizona is committed to supporting the communities in which it operates. We support our employees in fulfilling their responsibilities to respond to jury service summons or subpoenas, attend court for prospective jury service or serve as a juror. Under no circumstances will employees be terminated, threatened, coerced, or penalized because they request or take leave in accordance with this policy. Employees are expected to return to work if they are excused from jury duty during regular working hours. Two days of jury duty will be paid by PS Academy Arizona. Beginning the third day and thereafter, employees as jurors may use any available PTO hours to receive compensation. Exempt employees will not incur any reduction in pay for a partial week's absence due to jury duty. When an employee receives notification regarding upcoming jury duty, it is their responsibility to notify their supervisor as soon as possible. PS Academy Arizona may require that employees submit a copy of the summons to serve on the jury and/or proof of service upon completion of jury duty. Military Leave If employees are on an extended military leave of absence, they are entitled to be restored to their previously held position or similar position, if available, without loss of any rights, privileges or benefits provided the employee meets the requirements specified in the Uniformed Services Employment and Reemployment Rights Act (USERRA). An employee who is a member of the reserve corps of the armed forces of the United States or of the National Guard, the Naval Militia, or FEMA reservist will be granted temporary leave of absence without pay while engaged in military duty as required by state employment law. In certain circumstances, a letter from the employee’s commanding officer may be requested to establish the dates of duty. Crime Victim and Witness Leave Employees will be allowed to take leave from work in order to be present at criminal proceedings related to a criminal offense, to attempt to obtain an order of protection, to obtain an injunction against harassment, or other injunctive relief to ensure the health, safety, or welfare of the victim or the victim’s child. The Company may request proof of the need for leave. Employees who need to attend court as a witness, to appear with a minor, or because they are the victim in a criminal case, will be granted leave in order to appear in court. The Company may require proof of the need for leave. This leave is unpaid, though employees will be allowed to use accrued paid time off, if any is available. Exempt employees will be paid in accordance with the Fair Labor Standards Act. 23 1/1/2023 Employee Handbook Voting Leave Voting is an important responsibility we all assume as citizens. We encourage employees to exercise their voting rights in all municipal, state, and federal elections. Unless the polls are open for three consecutive hours before or after the employee’s shift, the employee will be given up to three hours to vote in any state or federal election. This voting leave will be compensated at the employee’s regular rate of pay. Employees must request voting leave at least one day before the election. The Company may specify which hours the employee may take, and the Company may count non-working hours toward the three-hour total. WORKPLACE GUIDELINES Hours of Work Employees are expected to be at their work area and ready to work at their scheduled time. Employees will be given their work hours upon hire and at the time of any change in position. If the normal work hours are changed or if the Company changes its operating hours, employees will be given notice. Off-the-Clock Work Non-exempt employees must accurately record all time worked, regardless of when and where the work is performed. Off-the-clock work (doing work that is not reported in the timekeeping system) is prohibited. No member of management may request, require, or authorize non-exempt employees to perform work without compensation. Any possible violations should be reported promptly to a member of management. Lactation Accommodation PS Academy provides a supportive environment to enable breastfeeding employees to express breast milk during work hours for up to one year following the birth of a child. Accommodations under this policy include a place, other than a bathroom, that is shielded from view and free from intrusion from co-workers and the public which may be used by an employee to express breast milk. Discrimination and harassment of breastfeeding mothers in any form is unacceptable and will not be tolerated. Searches and Inspections Any items brought to or taken off of Company premises, whether property of the employee, the Company, or a third party, are subject to inspection or search unless prohibited by state law. Desks, lockers, workstations, work areas, computers, USB drives, files, e-mails, voice mails, etc. are also subject to inspection or search, as are all other assets owned or controlled by the Company. Any inspection or search conducted by the Company may occur at any time, with or without 24 1/1/2023 Employee Handbook notice. Failure to submit to a search will be grounds for discipline. Confidentiality Employees may not disclose any confidential information or trade secrets to anyone outside the Company without the appropriate authorization. Confidential information may include internal reports, financials, client lists, procedures, or other internal business-related communications. Trade secrets may include information regarding the development of systems, processes, products, design, instrument, formulas and technology. Confidential information may only be disclosed or discussed with those who need the information. Conversation of a confidential nature should not be held within earshot of the public or clients. When any inquiry is made regarding an employee, former employee, client, or customer, the inquiry should be forwarded to a manager or Human Resources without comment from the employee. This policy is intended to alert employees to the need for discretion at all times and is not intended to inhibit normal business communications. In addition, nothing in this policy is intended to infringe upon employee rights under Section 7 of the National Labor Relations Act. Telephones, Cell Phones and Mobile Devices PS Academy Arizona has created an environment for the primary purpose of effectively educating students. In order to accomplish this mission, it is imperative that classroom instructional time be protected. Therefore, any activity that distracts the teacher or instructional assistant from his or her ability to focus for instructional purposes is prohibited. *Specifically prohibited is the use of cell phones by teacher or other instructional personnel during class time. * **NO staff should share their personal phone or email address with students or parents. There is to be NO texting between staff and parents/students!** Cell phones shall be used in a manner that does not disrupt instruction. It should not be used during school-sponsored programs, meetings, in-services, or other events where there exists a reasonable expectation of quiet attentiveness unless necessary for reasons of personal health or safety. Even when conducted at a permitted time and place, personal telephone calls should be limited to only those which are absolutely necessary and brief. Confidential information should not be