BB&N Employee Handbook 23 24
ALL-SCHOOL EMPLOYEE handbook 2023-2024
’23 Welcome to our 2023-2024 All-School Employee Handbook. Many of you know that I commonly describe our faculty and sta昀昀 as the “special sauce” that makes BB&N the incredible place that it is. This school works because of you—the dedicated professionals who nurture the BB&N community and transform the lives of our students. Thank you! To those of you who are returning to BB&N this year, thank you for believing in our school’s mission, values, and vision, and for sharing your talents with our community. To those who are new to BB&N, welcome to our community. This is a special place that provides amazing opportunities to a diverse student body in a manner that allows all students to learn to the depth and breadth of their abilities. None of this would be possible without the 300-plus caring adults who dedicate their professional energies to our students. Please know that we do not take that dedication for granted, and hope that this handbook provides you with a sense of all that we do to support and nurture you, such as your bene昀椀ts, available resources, and the policies that govern your work. It is important that you take time to review this Handbook to ensure that you understand both your rights and responsibilities. I look forward to a great year ahead. Best, JENNIFER PRICE HEAD OF SCHOOL ALL-SCHOOL EMPLOYEE HANDBOOK ’24
INTRODUCTION This Employee Handbook is intended for employees of Buckingham Browne & Nichols School (“BB&N” or the “school”). It is your responsibility as an employee and member of the BB&N community to read and familiarize yourself with the information contained in this Handbook and to address Human Resources with any questions. This Handbook summarizes current policies and standards of conduct for employees as well as general information concerning working at BB&N. Please understand that the Handbook may be amended or changed at any time, with or without prior notice, by the Head of School or designated representative. Depending on the particular circumstances, the actions of BB&N may vary from written policy at the discretion of the School. The policies in this Handbook apply to all faculty, administrators and sta昀昀 and all BB&N campuses. Policies that are speci昀椀c to a campus are attached as Appendices. This Handbook supersedes and replaces any previously issued handbooks or information regarding its subject matter. The contents of the Handbook do not constitute the terms of a contract of employment. Accordingly, nothing contained in this Handbook should be construed as a guarantee of continued employment with BB&N, and the language is not intended to create, nor is to be construed to constitute, a contract. Finally, nothing within this Handbook should be construed to interfere with employees’ rights to communicate regarding terms and conditions of employment, as protected by the National Labor Relations Act.
TABLE OF CONTENTS Mission, Values, and Motto 5 General Policies 19 DEIG Commitments Admissions and Financial Statement of Community Aid for Children of Employees Standards Copyright Law Criminal History Checks General Information 7 Crisis Management Conference/Meeting Rooms Employees Driving Frequent Contacts Electric Bicycles/Scooters Mail Employment at Will Libraries Employment of Relatives Fundraising Projects Parking 8 Phones and Voicemail Performance Management 20 Alcohol at School Events Reasonable Accommodation Record Retention Working for BB&N 9 Reimbursement Bene昀椀ts Required Trainings Employment Classi昀椀cations Separation from Employment Emeriti/ae 10 Acceptable Use Policy 21 Facilities Use No Expectation of Privacy Hours of Work Social Media Policy Stipends Operating Practices, Standards, 22 Payroll 11 and Policies Timesheets for Hourly Sta昀昀 General Conduct Pay for Faculty & Faculty Adult/Student Relationships Schedule Employees Mandatory Reporting Policy (51A) Paid Time O昀昀 & Leaves Whistleblower Policy Holidays 12 Tobacco, Alcohol, and Illegal 23 Vacations Drug Use Sick Time 13 Weapons Policy 24 FMLA Bullying Intervention Equal Employment and PFML 14 Non-Discrimination Supplemental Paid and No Retaliation Unpaid Leaves Harassment Policy 25 School Closures 18 Complaint Procedures Professional Development Theft/Vandalism Care for Children on PD Days Tutoring Transgender Employment Policy 26 Communicable Disease Policy 28
MISSION, VALUES, AND MOTTO BB&N Mission BB&N is an academically excellent, diverse, and inclusive community where students develop into lifelong learners who lead with kindness, curiosity, and integrity. We prepare students to be responsible and open-minded as they engage with the world around them. Core Values Inquiry We promote curiosity and critical thinking to inspire a lifelong love of learning. Integrity We strive to be honest, conscientious, and accountable in our actions even when no one is watching Belonging We foster a culture of respect, well-being, and connection that values all individuals and empowers them to discover and be their authentic selves. Kindness We strengthen our communities by recognizing our common humanity and treating ourselves and others with respect and compassion. BB&N Motto Honor ~ Scholarship ~ Kindness - 5 -
GENERAL INFORMATION Diversity, Equity, Inclusion & Global Education Statement of Community Standards Commitments The BB&N motto, “Honor, Scholarship, Kindness,” presents the BB&N is committed to ensuring that the student body, faculty, and school’s fundamental values and guides its mission statement. sta昀昀 accurately re昀氀ect our diverse communities and to creating In order to maintain an environment that fosters educational a just community of belonging where all members feel safe and excellence and personal growth, we have more fully articulated the supported to bring their authentic selves to school each and every motto’s implicit standards for all members of the BB&N community day. We believe in the pursuit of justice through education, (students, parents, faculty, administrators, sta昀昀, and volunteers). solidarity, and civic engagement. We provide the learning opportunities and tools to foster globally competent citizens who As members of the BB&N community, we a昀케rm and will abide by have in-depth knowledge of the world, its people, its wonders, and the following community standards: its challenges, and are empowered to make a positive impact in our community and beyond. • Each member of the BB&N community recognizes that honesty, with regard to both academic and nonacademic issues, is We are committed to: central to our mission. We will act with integrity in all our dealings with one another, being trustworthy, honest, and fair. Equitable Learning: Anti-racist, anti-bias, culturally responsive • Each member of the BB&N community has a right to be pedagogy and practices that provide equitable learning treated with civility and respect. We will refrain from and opportunities for all members of our community. discourage behavior that threatens the dignity of others. Meaningful Relationships: Building meaningful relationships with • Each member of the BB&N community has a right to expect inquiry, intention, and compassion. that personal information will be handled with appropriate Transparency: Transparency and accountability that support consideration and privacy. We will refrain from casual lasting systemic change. disclosures, which undermine the respect and dignity guaranteed to all. Self Re昀氀ection: Fostering a practice of critical self-re昀氀ection that • Each member of the BB&N community recognizes that invites individual and communal examination of our position, diversity of perspectives and experience enriches our power, and privilege. community and the educational process. We will act to create Belonging: Exploring identity consciousness and cultural an environment where diversity is welcomed and nurtured. competence through global education • Each member of the BB&N community has a responsibility to preserve the safety of its members, both on school grounds and o昀昀. We will refrain from unsafe behaviors that threaten not only individual well being, but also the health of the community. • Each member of the BB&N community has a responsibility to protect personal, school, and neighborhood property. We will exercise proper care and regard for personal property and the property of others. - 6 -
GENERAL INFORMATION Conference/Meeting Rooms The o昀케cial address for the School for all US Postal Service mail is: Faculty and sta昀昀 can reserve the following areas for meetings: Buckingham Browne & Nichols School, 80 Gerry’s Landing Road, • Upper School Conference Rooms: US Administrative Assistant Cambridge, MA 02138. • Middle School Conference Rooms: MS Administrative Assistant New for the 2023-2024 school year: all Federal Express, UPS, • Lower School Pokross & Community Rooms: LS Administrative Amazon and other non-USPS mail should be addressed to the Assistant campus of the person receiving the mail or packages. The correct • Stonestreet Lounge (Nicholas Athletic Center): Athletics O昀케ce campus addresses are: Manager Lower School • Nicholas Athletic Center Classroom: Athletics O昀케ce Manager 10 Buckingham Street • 197 Coolidge Hill Road Conference Rooms: Assistant to the Cambridge, MA 02138 CFO/COO Middle School Mail 80 Sparks Street Mail is generally delivered and picked-up to each campus once Cambridge, MA 02138 per day. If you have a large mailing (>100 pieces), please send it to LIBRARIES the 30 Gerry’s Landing Mailroom and provide detailed instructions Upper School Faculty and sta昀昀 may to Christine Wilson at [email protected]. Please contact Christine 80 Gerry’s Landing Road use all the school’s with any questions regarding the form or the most e昀케cient way to Cambridge, MA 02138 libraries. See each prepare large mailings. campus librarian for North Campus Buildings details. 30 Gerry’s Landing Road Cambridge, MA 02138 FREQUENT CONTACTS Please 昀椀nd the campus and all-school phone lists in Veracross or your Zoom phone directory. - 7 -
GENERAL INFORMATION Parking Alcohol Served at School Events Employees who park on-campus should only do so in designated Alcohol may be served at events on campus only when 1) there areas by placing a BB&N Faculty/Sta昀昀 Parking Sticker in the rear are no students participating in the event, and 2) when there is driver’s side window. Employee parking areas are: no signi昀椀cant student presence on the campus. The decision to serve alcohol must be approved by the Head of School or Chief • Upper School: Faculty and staff may park in designated Operating/Financial O昀케cer well in advance of the event. Non- spaces in the Upper School lot. Faculty and staff may not alcoholic beverages and food must be available at any event where park in a visitor spot. alcohol is served. Licensed bartenders are required for any event where alcohol is purchased for the event and served at the event. • Middle School: Faculty and staff may park within the clearly Alcohol may not be served to any individual under 21 or anyone marked spaces in the parking lot. If faculty or staff have a who is determined to be intoxicated. The administrator on duty is Cambridge Resident Sticker then they should park on the responsible for securing a certi昀椀cate of insurance from the licensed street in a designated Resident Spot. bartender and for upholding this policy for the event in question. • Lower School: Due to demand, parking for Lower School faculty and staff will be assigned. The Assistant to the Campus Director will coordinate parking spaces. If faculty or staff have a Cambridge Resident Sticker then they should park on the street in a designated Resident Spot. • Nicholas Athletic Center, 197 Coolidge Hill, Forbes House: Spaces in the adjoining lots may be utilized by faculty and staff. PHONES & VOICEMAIL • 30 Gerry’s Landing and 197 Coolidge Hill: These spaces, BB&N provides phones and voicemail for business use. accessed through the Coolidge Hill neighborhood, are Instructions for phone and voicemail use are available on primarily reserved for Facilities equipment and sta昀昀 members. the Technology Help site. In the event of an emergency, dial 911. Employees are encouraged to explore ways to assist in reducing the number of cars parked on campus including carpools, biking, BB&N reserves the right to access all phones and voicemail, walking, and public transportation. with or without notice, as it deems necessary, to ensure that these items are being used properly. There should be no expectation of privacy in the content of any messages. BB&N will issue school-owned cell phones only to employees who use these phones exclusively for BB&N school business. If you need a cell phone to conduct business while o昀昀-site or not near your computer or landline, contact your manager. - 8 -
WORKING FOR BB&N Bene昀椀ts Any complaints relating to this Policy should be addressed to the The BB&N bene昀椀t plans are a comprehensive set of employee bene昀椀ts HIPAA Compliance O昀케cer, who has been designated to be the intended to be an important part of all employees’ compensation Human Resources Director. packages. Please review the most recent BB&N Bene昀椀t Guide here for detailed information on the plans. In the event of a con昀氀ict, the plan Employment Classi昀椀cations documents take precedence. Employee bene昀椀t plans are subject to Upon hire, employees will be noti昀椀ed of their employment change at any time in BB&N’s sole discretion. classi昀椀cation. Health and Welfare Bene昀椀ts Faculty: All teachers and teaching support personnel including, all other personnel who have a faculty schedule. Bene昀椀t selections are made during the annual May enrollment period, as a new hire, or immediately following a qualifying life event, and Administrators: Senior Leadership, Academic Administrators (e.g., generally cannot be changed during the year. Dean of Students), Campus Assistant Directors, Directors, and Associate Directors of various programs. BB&N has adopted a policy that protects the privacy and con昀椀dentiality of protected health information (“PHI”). BB&N retains Sta昀昀: Administrative Assistants, Receptionists, Data Entry Clerks, all documentation related to PHI for a minimum of six (6) years. Custodians, Dining Service, Hourly paid employees, Technical Sta昀昀, and Thereafter, records are destroyed in a manner to ensure that data is not all other employees not classi昀椀ed as faculty or administrators. compromised. Temporary, Part-time and Seasonal: Temporary coaches, substitute In accordance with the Health Insurance Portability and Accountability teachers, day camp counselors, Knights, employees whose Act (“HIPAA”), BB&N may use and disclose PHI: to enroll employees and employment is pursuant to their own educational programs or their dependents in the plans or to make changes to enrollments; to teacher training, and other employees who are hired to work full- evaluate renewal proposals, new health plans or reinsurance vendors; to time or part-time on a limited or seasonal basis. conduct cost-management and planning-related analyses to allow Plan Sponsors to administer plans; and to perform any related functions. 11-Month Employees: Non-teaching employees who work either full-time or part-time for 11 months of each calendar year. An 11-month employee working 40 hours/week is a 92% FTE employee for purposes of calculating bene昀椀ts. 10-Month Employees: Non-teaching employees who work either full-time or part-time for 10 months of each calendar year. Generally, 10-month employees work August 15 to June 15 of each academic year and are not paid for time not worked. A 10-month employee working 40 hours/week is an 83% FTE employee for purposes of calculating bene昀椀ts. - 9 -
WORKING FOR BB&N EMERITI/AE The Head of School will normally designate those teachers, administrators, or sta昀昀 who have served BB&N for twenty-昀椀ve (25) years or more as Emeriti/ae. In certain cases, years of service at another institution may be taken into account for individuals who have made a signi昀椀cant contribution to the school. Generally, those appointed to Emeriti/ae will be employees retiring from a teaching profession. Persons so designated will receive an o昀케cial letter from the Head of School. Periodically, Emeriti/ae employees will be invited to visit the school. Facilities Use • Common Areas The Nicholas Athletic Center is located on the Upper School - Common spaces, including the Stonestreet Lounge, Café, and campus. Employees may enter the building via the Main Entrance classroom may be reserved in advance in the Athletics O昀케ce. using their key cards. The NAC is generally open from 6:00 am to Employees may also request permission to use the BB&N Athletic 8:00 pm from Monday through Friday. BB&N faculty and sta昀昀 are Campus for personal or professional use. Such use requires a written welcome to use the athletic facilities when they are not occupied request to the Chief Financial/Operations O昀케cer for approval. by student programs or rental partners who have priority use. Employees requesting facility use for personal use may be asked to Before using the Fitness Center, BB&N employees must arrange reimburse the school for out of pocket costs. In those cases, certi昀椀cates with a member of the athletic sta昀昀 to receive introductory safety of insurance will be required. training. Starting October 1, 2023, all BB&N employees using the Hours of Work Fitness Facilities for personal use will need to complete a waiver. The following accessibility guidelines also apply: Faculty have job- and campus-speci昀椀c hours of work. Full-time administrators and sta昀昀 employees typically work 40 hours per week. • Weight Room/Fitness Center (upstairs in NAC) Full-time administrators and sta昀昀 who are required to work during - Generally open 6:00 am - 8:00 am for BB&N employees school breaks and summer months, may work a reduced schedule when 昀椀tness classes are not in session. A schedule of from mid-June to mid-August. All 昀氀exible hour schedules must be operating hours is updated each trimester and available pre-approved by managers. There may be circumstances, based on on-line at bbns.org. the responsibilities of speci昀椀c positions, when 昀氀exible hours are not - The school requires that at least one other person be possible during school breaks and summer months. Flex time does not present when 昀椀tness equipment is being used for safety reasons. accrue as paid time o昀昀. • Emmet Wellness Center (downstairs NAC) Stipends - Generally open 6:00 am - 8:00 pm, unless teams are practicing (2:30 pm - 6:00 pm). Stipends are available for certain work that is outside of the scope of • Locker Rooms an employee’s regular job responsibilities and performed outside of the work hours of the employee - There are a limited number of lockers in the coaches’ locker rooms for use by coaches. However, faculty and sta昀昀 may use the rooms for changing and showering. - 10 -
WORKING FOR BB&N Payroll of time and a half for hours worked in excess of 40 hours in a given BB&N pays employees on a bi-weekly basis. BB&N does not week. Non-exempt employees are prohibited from working “o昀昀 provide paper paycheck stubs or live checks. All current earnings the clock” (i.e., without reporting the time worked) and should not statements (and 2022 W-2 forms) are available through the payroll/ work any time that is not authorized by their manager. If an hourly HRIS self service system. If an employee requires a copy of previous employee works more than 8 hours in any day, the manager may W-2 forms or historical earnings statements please contact Human reduce the hours that employee works another day that same week, Resources at [email protected]. Employees are responsible for logging avoiding overtime pay. Holiday and/or scheduled vacation days are in to view their pay stub for each paycheck, and to report errors as considered work time based on the employee’s scheduled hours. Sick soon as possible. Any questions about paychecks should be directed time and school cancellation days are not considered work time. to the Payroll Department. Pay for Faculty and Faculty Schedule Employees Payroll Timesheets for Hourly Sta昀昀 While pay for faculty and faculty schedule employees is earned over Hourly Sta昀昀 employees must submit a bi-weekly timesheet to their the 36 weeks of school they work, these employees are paid over Manager on the Monday preceding each payroll, no later than 12 months. Summer pay is simply deferred pay from days worked noon-time. Managers must then approve the sta昀昀 timesheet by the during the school year. Therefore, summer pay is reduced for any close of business on that same Monday (5:00pm). Contact payroll unsupplemented leaves and unpaid time taken during the school with extenuating circumstances or for adjustments. year. It is important that employees who commence working mid-school year, or who take leaves during the school year, If the Monday preceding a pay date falls on a holiday, Sta昀昀 must contact Human Resources to understand the impact, if any, on submit their timesheet no later than the Friday prior to the holiday their summer pay. at noon; Manager approval to follow by 5:00pm that same day. Faculty Members Earning Advanced Degrees Exempt employees: Exempt employees are not eligible for Faculty members who receive an advanced degree are entitled to overtime pay. additional compensation. The amount will be applied to the school year starting after the degree is earned. Non-exempt employees: Non-exempt employees are generally paid on an hourly basis, and are eligible for overtime pay at a rate - 11 -
WORKING FOR BB&N Paid Time O昀昀 & Leaves for 昀椀ull-time administrators and sta昀昀 accrues at 1.67 days for each month Holidays worked (4 weeks/year) beginning on the date of hire. Vacation for part- For the year from September through June, all faculty, administrators, time employees accrues on a prorated basis based on time worked. and sta昀昀 will be given time o昀昀 with pay for the following holidays • For salaried administrators and sta昀昀, vacation increases and (below) if such holidays fall on a weekday. accrues at 2.08 days/month (5 weeks/year) after 3 years. It BB&N days o昀昀 mirror the federal and/or state day(s) o昀昀 for each increases again after 6 years of service, and accrues at 2.5 days/ holiday. Dismissal is at noon on days prior to Christmas and New Year’s month (6 weeks/year). Day, when such days prior are weekdays. • For hourly administrators and sta昀昀, vacation increases and accrues at 2.08 days/month (5 weeks/year) after 10 years. It increases again A holiday occurring during a vacation absence will be paid and that after 20 years of service, at 2.5 days/month (6 weeks/year). day will not be charged to the vacation allowance. Generally, if an employee is scheduled to work on a day on which a holiday falls, they Administrators and sta昀昀 may not use vacation time during the 昀椀rst will be paid for the holiday. If they were not normally scheduled to 90 days of employment without prior approval from their Manager. work on that day, they will not be paid for the holiday. Temporary and Vacation requests will be respected wherever practical. However, the seasonal employees do not receive paid holidays. school reserves the right to deny vacation requests based on the needs of the department. Managers are responsible for tracking vacation for Vacation their employees. Faculty and Faculty Schedule Employees: Vacation for faculty and Annual vacation is granted on a “use it or lose it” basis. However, faculty schedule employees does not accrue but rather occurs during employees may carry over up to 1 week of vacation per year into the school breaks and over summer when school is not in session. Upon following school year. Vacation runs on an annual basis commencing separation from employment at the conclusion of the school year, September 1 of each school year. Vacation does not accrue during faculty are paid and receive full bene昀椀ts through August. For additional leaves, including those under the Family Medical Leave Act (“FMLA”) information please see the BB&N O昀昀-Boarding Manual. and Massachusetts Paid Family and Medical Leave Act (“PFML”). There is no cash out of accrued but unused vacation unless the employee is Administrators and Sta昀昀: Administrators and sta昀昀 are strongly separating from BB&N. Upon separation from employment, employees encouraged to take vacation during school breaks and summer when are paid for any accrued and unused vacation time. school is not in session. Administrators and sta昀昀 may not take vacation during school breaks and summer when school is not in session if they Temporary/Seasonal: Temporary and seasonal employees do not are also taking vacation at other times during the school year. Vacation accrue vacation and certain other bene昀椀ts. 2023-2024 HOLIDAYS JAN FEB MAR APR MAY JUN New Year’s Day Presidents Day Patriots Day Memorial Day Juneteenth Martin Luther King Day JUL AUG SEP OCT NOV DEC Fourth of July Labor Day Indigenous Peoples Thanksgiving Christmas Day (Wed - Fri) Yom Kippur Veterans Day - 12 -
WORKING FOR BB&N Sick Time In accordance with the Massachusetts law, BB&N grants employees 5 paid sick days per year, prorated to the date of hire. Sick time commences on an annual basis beginning September 1. Employees may use sick time to care for or attend medical appointments for their own illness, injury or medical condition, or for theirs child, spouse, parent or spouse’s parent. Employees may take sick time to address the physical, psychological or legal e昀昀ects of domestic violence. Accumulated sick time runs concurrently with FMLA and PFML. An extended illness may qualify for the bene昀椀ts provided under Short Term Disability. BB&N may require medical documentation verifying sick time if an employee has been absent for 3 or more a single 12-month period. To be eligible for military caregiver leave, consecutive days. Employees will not be paid for unused sick time an employee must be a spouse, parent, son, daughter, or next of kin at the end of a school year or upon separation from employment. of the injured or ill service member. FMLA FMLA leave may be taken intermittently or on a reduced schedule. Employees must give notice of FMLA leave as soon as practicable Pursuant to the federal Family and Medical Leave Act, after 12 months (ordinarily within 1 to 2 business days of learning of the need for of employment and having actually worked at least 1,250 hours in any leave). Employees requesting FMLA leave will be required to provide 12-month period, eligible BB&N employees may take up to 12 weeks medical and other documentation. During an FMLA leave, BB&N of unpaid, job-protected leave in a 12-month period rolling forward will maintain the employee’s bene昀椀ts, as though the employee for one or more of the following family and medical reasons: continued to be actively employed, with the employee continuing 1. The birth of the employee’s child and in order to care for to pay their portion of bene昀椀t premiums. Paid time o昀昀 and leaves of the child. absence available under other BB&N policies, or pursuant to other federal or state laws (such as the Massachusetts Parental Leave Act), 2. The placement of a child with the employee for run concurrently with FMLA leave. adoption or foster care. Prior to returning to work from an FMLA leave for an employee’s serious health condition, other than pregnancy and birth, a 昀椀tness 3. To care for a spouse, child, or parent who has a serious for duty certi昀椀cation from their health care provider is required. health condition, as de昀椀ned by the FMLA. Upon returning from FMLA leave, employees will be restored to their original job, or to an equivalent job with equivalent pay, 4. A serious health condition that renders the employee bene昀椀ts and other employment terms and conditions unless the job incapable of performing the functions of their job. ceases to exist or for other considerations permitted under the law. The FMLA imposes special requirements on faculty who request to 5. “Qualifying Exigency”: Any qualifying exigency arising out of the return to work during the 3-week period prior to the end of the term fact that the employee’s spouse, son, daughter or parent is on or begin leave within 5 weeks of the end of the term. active duty or has been noti昀椀ed of an impending call to active Should an employee request and be granted additional unpaid leave duty status in support of a contingency operation. following the completion of FMLA time, they are able to continue In addition, the FMLA includes a special leave entitlement (military medical and dental bene昀椀ts under COBRA for the duration of their caregiver leave) that permits eligible employees to take up to 26 leave and are required to pay the employee portion of the premium weeks of leave to care for a de昀椀ned covered service member during for up to an additional 3 months. After 3 months, the employee will be required to pay 100% of the medical premium. - 13 -
WORKING FOR BB&N PFML During a PFML leave, BB&N will maintain the employee’s bene昀椀ts, Pursuant to the Massachusetts Paid Family and Medical Leave Act as applicable, as though the employee continued to be actively (“PFML”), eligible BB&N employees may take up to a total of 26 employed, with the employee continuing to pay their portion of weeks of partially paid, job-protected leave in a 12-month period bene昀椀t premiums. Unpaid time o昀昀 pursuant to other federal or state rolling forward as follows: laws runs concurrently with PFML. • Employee Serious Health Condition (includes employee health Child bonding leave may be taken during the 昀椀rst 12 months after the conditions associated with the pregnancy and birth of a child) – child’s birth, adoption or foster placement. Child bonding leave must be up to 20 weeks taken continuously. All other PFML leave may be taken intermittently. Whenever practicable, employees must give at least 30-days notice • Child Bonding (includes bonding after the birth, adoption or of PFML leave. Employees are required to provide any required foster placement of a child) - up to 12 weeks documentation for a PFML leave, including health information. • Call to Active Duty – up to 12 weeks Prior to returning to work from a PFML leave for an employee’s serious • Military Service Member Family Leave – up to 26 weeks health condition, other than pregnancy and birth, the employee will • Family Member Serious Health Condition (family members be required to submit a 昀椀tness for duty certi昀椀cation from their health include spouse, domestic partner, child, parent, grandchild, care provider. Upon returning from PFML leave, employees will be grandparent, sibling, in-laws and person who stood in loco restored to their original job, or to an equivalent job with equivalent parentis when the employee was a child) – up to 12 weeks pay, bene昀椀ts and other employment terms and conditions unless the job ceases to exist or for other considerations permitted under the law. The 26 weeks of annual job-protected leave is in the aggregate and includes any cumulative combination of the above. A separate Since paid-time-o昀昀 under PFML is not available during the 昀椀rst week application is required for each type of leave. of leave and thereafter capped at $850/week, employees may use any applicable BB&N supplemental paid bene昀椀ts concurrently. PFML is funded by a Massachusetts tax via employer and employee contributions. Employee contributions are re昀氀ected in paychecks. BB&N Supplemental Paid Short Term Disability The 昀椀rst week of PFML leave is unpaid, except for baby bonding BB&N will supplement pay under PFML to 100% of an employee’s leave following pregnancy or birth related PFML leave. Subsequent gross pay, providing up to 12 weeks of 100% paid leave, consecutive weeks are paid based on an employee’s average weekly wage or intermittent, for an eligible employee’s personal health condition according to a calculator up to a maximum of $850/week. as de昀椀ned under FMLA. The eligibility requirements for BB&N Supplemental Paid Short Term Disability di昀昀er from those under PFML. Speci昀椀cally, to be eligible to receive 100% pay for up to 12 weeks, the employee must: (1) have completed at least 12 months of employment and 1,250 hours of work; (2) be actively employed, actually working, and bene昀椀ts eligible; (3) not have received 12 weeks paid leave under any other BB&N supplemented policy within the last 12 months. This supplemental paid bene昀椀t is not available for periods that an employee is not normally working, such as school breaks and vacation for faculty. BB&N Supplemental Paid Child Bonding Leave BB&N will supplement pay under PFML for child bonding to 100% of an employee’s gross pay, providing up to 8 weeks of 100% paid - 14 -
WORKING FOR BB&N leave, continuous only, for child bonding immediately after the birth, adoption or foster placement of a child. The eligibility requirements for BB&N Supplemental Paid Child Bonding Leave di昀昀er from those under PFML. Speci昀椀cally, to be eligible to receive 100% pay for up to 8 weeks, the employee must: (1) have completed at least 12 months of employment and 1,250 hours of work; (2) be actively employed and bene昀椀ts eligible; (3) not have received 8 or more weeks paid leave under any other BB&N supplemental paid leave within the past 12 months. BB&N Supplemental Paid Child Bonding Leave is available one time in a 12-month period. This supplemental paid bene昀椀t is not available for periods that an employee is not normally working. This supplemental paid bene昀椀t is not available intermittently. BB&N Supplemental Paid Family Medical Care Leave BB&N will supplement pay under PFML for family medical care to The conditions for a faculty leave of absence are: 100% of an employee’s gross pay, providing up to 6 weeks of 100% • The leave is limited to one academic year. paid leave, continuous or intermittent, for the care of a family member as de昀椀ned by the FMLA. The eligibility requirements for BB&N Paid • Every e昀昀ort will be made to reinstate the faculty member to the Family Medical Care Leave di昀昀er from those under PFML. Speci昀椀cally, same position, however, there may be extenuating circumstances to be eligible to receive 100% pay for up to 6 weeks, the employee that do not allow for reinstatement to the same position. must: (1) have completed at least 12 months of employment and • Since the school needs to plan for necessary personnel changes, 1,250 hours of work; (2) be actively employed and bene昀椀ts eligible; (3) faculty on leave must con昀椀rm by the end of January their intent to not have received 8 or more weeks paid leave under any other BB&N return for the following academic year. supplemental paid leave within the past 12 months; and (4) be caring • During the leave, subject to terms and conditions of applicable for their spouse, son, daughter or parent who has a serious health plans, BB&N will continue all bene昀椀ts via COBRA, as they existed condition as de昀椀ned under the FMLA. This supplemental paid bene昀椀t is and at the same employee contribution rates during the prior not available for periods that an employee is not normally working. academic year. Since faculty will not receive a BB&N paycheck The maximum amount of paid BB&N supplemental bene昀椀ts is 12 while they are on leave, they must make arrangements in advance weeks per bene昀椀t year. with the Payroll and Bene昀椀ts Administrator to pay for any applicable required employee contributions. Unpaid Personal Leave of Absence for Faculty • All BB&N technology (i.e. laptops) and property should be Whenever possible, the school will grant unpaid personal leaves of returned to the appropriate department prior to the start of the absence, unrelated to any medical reason or leave covered by any leave. other BB&N policy, for faculty who have been at the School for at Unpaid Personal Leave of Absence for Sta昀昀 least 10 years. For the purposes of calculating eligibility for this leave, years worked at 80% time or more will be considered equal to one Unpaid personal leaves for sta昀昀 may be granted, at the School’s year of service. Years in which a faculty member worked less than 80% discretion, taking into consideration the reason for the request, length will be calculated using the actual percentage worked. The school’s of employment, prior work performance, and the e昀昀ects the leave may current needs and ability to 昀椀nd a suitable and quali昀椀ed replacement have on the school. Every e昀昀ort will be made to reinstate to the same will in昀氀uence the decision to grant a leave without pay, at the school’s position, however, there may be extenuating circumstances that do not discretion. Those wishing to have a leave without pay should submit allow for reinstatement to the same position. Formal requests should a formal written request to the Head of School with a copy to the be submitted to the Human Resources Director, and/or the Chief appropriate Campus Director by January 31. Operating/Financial O昀케cer. - 15 -
WORKING FOR BB&N Small Necessities Leave Bereavement Leave Massachusetts law provides for 24 hours of unpaid small BB&N grants bereavement leave for the death of an immediate necessities leave for FMLA-eligible employees to be used for family member. Employees are eligible for up to 5 days paid leave. the following: BB&N de昀椀nes “immediate family” as the employee’s spouse, parent, spouse’s parent, child, sibling, grandparent, grandchild, or member 1. to participate in school activities directly related to the of the employee’s household. educational advancement of their children (e.g., parent- teacher conferences); BB&N requests that the employee notify their manager as soon as possible of an intention to take bereavement leave. Employees may, 2. to accompany their children to routine medical and with their manager’s approval, use any additional and available time dental appointments (e.g., vaccinations or checkups); o昀昀 as necessary (e.g., vacation leave, unpaid leave). and 3. to accompany a relative (at least 60 years old and related by blood or marriage) to routine medical, dental or other professional care appointments (e.g., nursing home interviews). This unpaid leave may be taken intermittently or on a reduced leave schedule. BB&N requires, however, that employees apply any accrued but unused vacation time for such leave. The substitution of paid leave does not extend the 24 hours of leave granted under this policy. Military Leave A military leave of absence will be granted to employees who are absent from work because of service in the United States uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act. - 16 -
WORKING FOR BB&N Leave for Victims of Domestic Abuse Any BB&N employee or family member who is a victim of domestic abuse is allowed up to 15 days of unpaid leave in a 12-month period under the following circumstances: JURY DUTY & VOTING 1. The employee, or a family member of the employee is a victim of abusive behavior; In the event a BB&N employee is called for jury duty, the 2. The employee is using the leave from work to: seek or obtain employee should promptly notify their manager. While medical attention, counseling, victim services or legal assistance, recognizing that jury duty is a civic responsibility, BB&N secure housing, obtain a protective order from a court, appear may ask the court to relieve the employee from jury duty in court or before a grand jury, meet with a district attorney if the absence would result in a signi昀椀cant hardship for the or other law enforcement o昀케cial, or attend child custody school. Employees serving on a jury are expected to report proceedings or address other issues directly related to the to work when the court schedule permits. abusive behavior against the employee or family member of the BB&N will provide pay in full for the 昀椀rst 3 days of employee, and; documented jury duty that falls on an employee’s normally scheduled workday. For jury duty that extends beyond 3 3. The employee is not the perpetrator of the abusive behavior. days, the employee will be paid the di昀昀erence between their rate of pay and jury duty pay. The employee must For purposes of this leave, a family member is: provide proof of service and any pay received. • A person to whom you are married; In the event of a federal state or local election, during • A person with whom you are in a substantive dating relationship the 昀椀rst 2 hours that polls are open, employees may use and with whom you reside; accumulated vacation or unpaid time to vote. For example, • A person with whom you have a child together, regardless of if polls in the employee’s district open at 7:00 am, the whether you have ever married or resided together; employee may be absent for the 昀椀rst half-hour of the work day (from 8:30 am - 9:00 am). • A parent, step-parent, child, step-child, sibling, grandparent, or grandchild; or • A person with whom you are in a guardian relationship. An employee seeking leave under this policy must 昀椀rst exhaust all paid time o昀昀, including vacation, sick and personal time. - 17 -
WORKING FOR BB&N School Closures upon request, share what they have learned with other BB&N In the event of inclement weather, communicable disease outbreak community members. or unsafe conditions, the Head of School takes into consideration Care for Children on Professional Development Days travel conditions, and safety measures and determines whether to When sta昀케ng is available, care is o昀昀ered for Faculty and Sta昀昀 children close or delay school. For weather related closures, the decision is participating in professional development on certain days. Care is communicated via a rapid communication service that delivers voice o昀昀ered during the three days of opening school year meetings for all messages to each employee’s personal phone number. Employees may children of faculty and sta昀昀 who are ages 4 (September 1 of the school also tune into radio station WBZ (1030AM &TV 4). School closures for year) to grade 6. Care is o昀昀ered for BB&N enrolled children in grades other reasons will be communicated directly from the Head of School Beginner through 6 during the school year. For weather related closures, faculty, administrators and sta昀昀 (except required emergency personnel) are not required to come to work and Care is sta昀昀ed by the After School team and Educational Fellows as will receive pay if scheduled to work. Employees who have portable follows: projects are encouraged to plan to work from home. Sta昀昀 with ongoing projects or responsibilities for the following day, should only • Three days of August opening meetings (open to BB&N and come to work if safe to travel. For other closures, instructions will be non-BB&N children of faculty and sta昀昀) communicated by the school. • October All School Professional Day Professional Development • Lower School/Middle School November Conference Day BB&N o昀昀ers professional development programs and resources to • Lower School January Admissions Day help faculty & sta昀昀 develop and grow as educators and professionals. • February All School Professional Day All current Professional Development (“PD”) information can be found on the professional development site. All PD opportunities require an • March Lower School Conference Day application via the PD application form. It is expected that faculty and • June All School Professional Days sta昀昀 who attend professional workshops and conferences will, Care programs require pre-registration, and are o昀昀ered on a 昀椀rst-come, 昀椀rst-served basis dependent on sta昀케ng levels. BB&N enrolled children may only participate in opening school year care if all of their requisite health and related forms have been completed and cleared by the lower school nurse. Children of BB&N employees not enrolled at BB&N are required to complete health forms and other registration materials in advance of participation. Tutoring Full-time faculty members are not allowed to tutor BB&N students for pay during the academic year. Any faculty member who would like to tutor a BB&N student during the summer must obtain permission from the Campus Director. - 18 -
GENERAL POLICIES the media, inquiries from the media regarding the school, employees or students must be immediately referred to BB&N’s Director of Communications with notice to the appropriate Campus Director. Employees Driving Employees who drive on school business must complete a form, provide a valid driver’s license, and agree that the school is entitled to conduct a driving record check which may be repeated periodically at BB&N’s discretion. Please consult the Campus Director or the Chief Operating/ Financial O昀케cer before driving a personal car for school business. Employees who drive their own cars on school business are 昀椀rst covered by their personal auto insurance. Employees may not drive students Admissions and Financial Aid for Children of who are not their children in their personal vehicles for school programs BB&N Employees or activities. When employees are asked to drive a school vehicle, the BB&N values having the children of our faculty and sta昀昀 attend our school’s insurance provides coverage. Regular drivers of school vehicles school. Employee children are only priority applicants in entry years will be subject to additional screening & testing. (Beginners, Grades 6, 7, & 9). Faculty and sta昀昀 may submit applications for these entry grades. Applications for non-entry grades are Electric Bicycles/Scooters discouraged due to space and 昀椀nancial aid constraints. All applicants Electric bicycles, scooters, and other similar devices may not be must go through the standard admissions process. There is no tuition stored or charged in the school buildings due to the risk of 昀椀re. These or fee remission for children of faculty and sta昀昀. The primary bene昀椀t motorized vehicles may be stored outside on existing bicycle racks. is that employee children are priorities in the applicant pool. If an employee’s child is admitted to BB&N, they are also given priority Employment At Will in the 昀椀nancial aid process that meets full demonstrated 昀椀nancial All BB&N employees are at will. Either BB&N or the employee can need for every admit. Both enrollment and 昀椀nancial aid packages are terminate the employment relationship at any time, with or without contingent upon continued employment at BB&N. cause, with or without notice. This at-will employment relationship exists regardless of any other written statements or policies contained Copyright Law in this Handbook or any other BB&N documents or any verbal It is the responsibility of BB&N employees to follow copyright laws. statement to the contrary. See a Campus Director for further information. Employment of Relatives Criminal History Checks BB&N does not hire current students of BB&N for any positions other BB&N is committed to fostering a safe and healthy learning, teaching than for summer camp. BB&N does not hire the spouse/partner and working environment for faculty, sta昀昀 and students. To further or immediate family member of a current employee when there is this goal, BB&N requires comprehensive criminal history background potential for both employees to directly report to the same manager checks. All individuals who may have direct and unmonitored contact or one another. In extenuating circumstances, the Head of School may with BB&N students on BB&N property or at a BB&N sponsored make an exception to this policy. activity or event must complete a criminal history background in advance of any such contact. BB&N’s Criminal History Checks Policy, Please refer to the BB&N Hiring Website and/or Human Resources for including CORI, SORI and 昀椀ngerprinting is available here. additional information regarding hiring practices. Crisis Management/Media Relations Fundraising Projects BB&N has written plans and procedures for handling various crises. In Any employee-initiated fundraising projects must be submitted to the order for BB&N to deliver a consistent, accurate and uni昀椀ed message to Campus Director and then to the Chief Advancement O昀케cer for prior approval. - 19 -
GENERAL POLICIES Performance Management BB&N maintains a personnel 昀椀le for each employee. The personnel BB&N supports and encourages ongoing feedback and dialogue 昀椀le generally includes the employee’s job application, resume, records between employees and managers on a regular basis as well as formal of training, documentation of performance evaluation and other performance management processes. The goal of all performance employment records. management tools is to provide fair, timely and comprehensive Employees who wish to review and/or obtain a copy of their own feedback on a regular basis. personnel 昀椀le must submit a written request to Human Resources. Reasonable Accommodation for Quali昀椀ed Within 5 business days following the receipt of a written request, an Employees with Disabilities employee may review their personnel 昀椀le at BB&N’s o昀케ces and/or To comply with applicable laws ensuring equal employment obtain a paper or digital copy of their personnel 昀椀le. An employee may opportunities to quali昀椀ed individuals with disabilities, BB&N will make request access to personnel records no more than twice per calendar reasonable accommodation(s) that are medically necessary for the known year. If an employee does not agree with information included within physical or mental impairments of an otherwise quali昀椀ed employee their personnel 昀椀le, they may submit a written statement to the 昀椀le with a disability, unless BB&N determines, in its sole discretion, that such explaining their position. accommodation(s) would result in undue hardship to the school. BB&N will also make accommodations to those who are nursing in accordance Reimbursement with the state Pregnant Workers Fairness Act. The school prefers to pay vendors directly for services rendered. Any employee who seeks an accommodation must comply with the However, there are times when it is necessary for employees to incur following process: expenses on behalf of the school. • Notify manager and Human Resources with the request for an The school will reimburse employees for all usual and reasonable accommodation to perform the essential functions of the job. expenses related to travel, meetings and entertainment conducted • Provide Human Resources written documentation from a medical on behalf of the school in accordance with the school’s Travel and provider supporting the need for an accommodation. The written Entertainment Expense Reimbursement Policy. Reimbursement will be documentation must include the name of the medical provider, made in a timely and e昀케cient manner upon the receipt of a completed the anticipated duration of the need for an accommodation Travel & Entertainment Expense Reimbursement Form along with the (e.g. temporary for a speci昀椀ed number of months or permanent appropriate supporting documentation and approval. accommodation), the medical basis for the accommodation and Required Trainings the speci昀椀c functional limitation the employee is experiencing. After receiving the required medical information, Human Employees will be noti昀椀ed of all required trainings. In the event an Resources will meet with the employee to engage in an interactive employee is absent from a particular training, they are required to make dialogue regarding the functional limitations caused by the up the session in a timely fashion. disability and potential reasonable accommodations, if any, that are available and do not create an undue hardship. Separation from Employment BB&N will then either: approve the requested accommodation; o昀昀er a Upon separation from employment at the school, all BB&N property reasonable alternative; or deny the requested accommodation. Human must be immediately returned to the Business O昀케ce or the appropriate Resources will notify the employee of the school’s decision. department. Examples of BB&N property includes, but is not limited to, access cards, keys, laptops, school parking tags, and cell phones. Typically, Record Retention and Employee Files non-faculty email and voicemail accounts will be closed upon separation. All 昀椀les and records including student 昀椀les, admission applications, personnel records, medical information, and recruitment materials, including resumes are the property of BB&N, and are subject to BB&N policies and procedures for record retention. - 20 -
GENERAL POLICIES Acceptable Use Policy con昀椀dential business or proprietary information, personal abuse BB&N provides technology devices, software and systems access of the system, or to simply monitor work 昀氀ow or productivity. (collectively the “Systems”) for business purposes so that employees This includes, without limitation, individual hard drives and any may perform the essential functions of their positions. Use of the information on any computer owned, leased, rented, or maintained Systems must be consistent with BB&N’s policies and mission. Use by BB&N, which may include emails to or from any BB&N issued of the Systems that is discriminatory, harassing, negatively impacting email account, any personal account information that may be school business or infringing on copyright laws will not be tolerated accessed from a BB&N computer, documents drafted on BB&N and may be grounds for separation from employment. Use of the technology resources, internet sites accessed, and/or phone calls and Systems for solicitation of non-BB&N business is prohibited. any messages made or received from any phone systems owned, leased, rented, or maintained by BB&N. Employees must take proper care in safeguarding BB&N’s Systems from damage or inappropriate access. Employees may not modify or All passwords and security used in connection with BB&N technology install any software or hardware on the Systems without 昀椀rst obtaining resources are BB&N’s property and must be available to BB&N, upon permission from the Director of Digital Learning. Employees must also request, for any reason. The use of passwords by employees does not keep any passwords con昀椀dential and not allow third parties to access preclude authorized persons to access BB&N’s technology resources. the Systems. Social Media Policy The Systems are all BB&N property in which there is no expectation of For purposes of this Policy, “social media” includes all means of content privacy. Any information transmitted, received or stored via the communicating or posting content of any kind on the internet or any Systems is retrievable and BB&N has the right to access and monitor other system. Employees should not access social media during work the same at any time. Content on the Systems may also be subject to hours for personal use unless such access is work-related. production in response to a public records request. Employees may not “friend” or “follow” students. Employees should No Expectation of Privacy keep all personal social media accounts private so that students do Users should have no expectation of privacy in connection with the not have access to them. Employees should consider these same rules entry, creation, transmission, receipt, or storage of information via for recent graduates of BB&N. BB&N’s technology resources (laptops, iPads, phones issued by BB&N). The posting of discriminatory, harassing or other illegal material is Users waive any right to privacy in such information, and consent to prohibited. The posting of defamatory or con昀椀dential information access and disclosure of such information by authorized personnel. As concerning the BB&N community is prohibited. Employees may also with all other property, BB&N technology resources and information is not post information on personal accounts that creates the impression subject to inspection, search and disclosure without advance notice by they are expressing views on behalf of BB&N. As members of a school persons designated or acting at the direction of the BB&N, as required community, employees must exercise appropriate judgment and by law or as necessary to ensure the e昀케cient and proper administration discretion in their social media postings. Social media postings on and operation of BB&N’s technology resources. non-BB&N business is personal accounts, even if made on personal devices, o昀昀-site, during prohibited. non-work hours, may have a disruptive e昀昀ect on BB&N’s operations. Authorized persons may inspect and search BB&N’s technology BB&N will, in its sole discretion, determine whether any particular resources and disclose information to investigate theft, disclosure of posting, communication, or action violates this Policy. - 21 -
OPERATING PRACTICES, STANDARDS, AND POLICIES General Conduct err on the side of caution and to report any concerns regarding abuse BB&N requires that all of its business be conducted with the highest or neglect. No adverse action or retaliation will be taken against any legal and ethical standards. All employees are considered agents individual who in good faith reports suspected abuse or neglect. Any of the school, and should refrain from actions (both personal and employee who is aware of abuse or neglect of a child and does not professional) that damage the integrity and reputation of the school. It comply with their legal responsibility to report under Massachusetts is imperative that all actions and behaviors promote a favorable image law will be subject to disciplinary action, up to and including of the School. termination. Non-compliance with this requirement has serious repercussions and may result in the employee’s loss of coverage under Adult/Student Relationships the school’s liability insurance policy. BB&N encourages the formation of healthy relationships between Whistleblower Policy adults and students. To foster these healthy relationships, it is important to cultivate an environment of mutual respect between adults and BB&N is committed to the highest possible standards of ethical, moral, students. Adults should be aware of the imbalance of power that exists and legal business conduct. In line with this commitment and the between adults, students and recent graduates of BB&N, and should school’s commitment to open communication, the Whistleblower establish boundaries in order to create respectful relationships with Policy applies to all BB&N employees, including part-time, temporary students and recent graduates. BB&N explicitly prohibits romantic, and contract employees, and aims to provide an avenue for employees dating or sexual relationships between its employees and students. to raise concerns and reassurance that they will be protected from BB&N employees should not engage in any physical or other conduct reprisals or victimization for whistleblowing in good faith. The with students and recent graduates that could be perceived as Whistleblower Policy is intended to cover serious concerns that could inappropriate. Employees must also follow the school’s Social Media have an impact on the School, such as actions that: Policy regarding online activity and students. • May lead to incorrect 昀椀nancial reporting; Employees who engage in inappropriate behavior with students are • Are unlawful; subject to immediate termination. In addition, BB&N may be obligated • Are not in line with School policy, including the community to report such conduct to the appropriate authorities, including standards; the Massachusetts Department of Children and Families and law • Otherwise amount to serious improper conduct. enforcement. BB&N will not tolerate harassment or victimization of the complainant Mandatory Reporting Policy (51A) and will make every e昀昀ort to protect the complainant’s identity. BB&N employees are required, as mandated reporters under state law, However, it is important to note that malicious allegations may result M.G.L. c. 51A, to immediately report to the Department of Children in disciplinary action. BB&N also encourages employees to put their and Families (“DCF”) when, in their professional capacity, they have names to allegations to allow the school to properly follow-up and reasonable cause to believe that a child under the age of eighteen complete an investigation into the complaint. Concerns expressed years’ is su昀昀ering from abuse or neglect. All employees at BB&N are anonymously will be investigated, taking into account the seriousness required to report any physical or emotional injury resulting from of the issue raised, the credibility of the concern, and the likelihood of abuse, including sexual abuse; or any indication of a neglect, including con昀椀rming the allegation from attributable sources. malnutrition. BB&N encourages employees to report ethical concerns or allegations Any person at BB&N who believes that a BB&N student is su昀昀ering internally. The school has also implemented a program through from abuse or neglect must contact the appropriate Director and the EthicsPoint to provide an anonymous and con昀椀dential method of Director of Student Support Services who will in turn notify the Head reporting misconduct. To submit a report, contact EthicsPoint by calling of school and DCF, as the law requires. BB&N employees are urged to 844-516-3777 or going online at Ethics Point reporting. - 22 -
OPERATING PRACTICES, STANDARDS, AND POLICIES Tobacco, Alcohol and Illegal Drug Use to drink alcohol at approved school events are expected to exercise By Employees good judgment and to refrain from becoming intoxicated or impaired. Employees may not use tobacco products, alcohol or illegal drugs in any school building on any school grounds, at any school athletic Illegal Drugs or school-sponsored event or in any vehicle used for school BB&N prohibits the possession or use of all illegal drugs which are purposes. In addition, impairment by tobacco products, alcohol or made unlawful under federal, state, or local law, including prescription illegal or legal drugs during work hours is not tolerated at BB&N. medications not used as and for whom prescribed. BB&N also strictly Employees who violate this Policy may face discipline, up to and prohibits the use, sale, attempted sale, conveyance, distribution, including termination. manufacture, purchase, possession, cultivation, and/or transfer of Regulated employees (e.g., bus drivers) are subject to additional illegal drugs. Employees who violate this policy may face discipline, up rules, policies and practices as well as drug and alcohol testing as to and including termination.. required by federal law. To obtain a copy of the o昀케cial drug testing policy for regulated employees, please contact Human Resources. Prescription Drugs The school permits the use of drugs that are legally prescribed under Smoking & Vaping/Tobacco Policy applicable law so long as the use neither impairs an employee’s ability A tobacco product is de昀椀ned by the School as any product to perform job functions nor compromises safety. Employees who are containing, made or derived from tobacco, nicotine or cannabis on physician-prescribed medications or over-the-counter medicine that is intended for human consumption, whether smoked, for an illness which contains a warning label that suggests usage might chewed, absorbed, dissolved, inhaled, vaped, snorted, sni昀昀ed, or impair an employee’s ability to perform job functions or compromise ingested by any means. Tobacco products include, but are not safety must promptly notify their manager or Human Resources so limited to, cigarettes, cigars, chewing tobacco, pipe tobacco, snu昀昀, that appropriate options may be considered. as well as, electronic cigarettes, electronic pipes, vape pens and Federally regulated employees, like bus drivers, are subject to JUULs, regardless of nicotine content. Tobacco products do not additional rules, policies, and practices regarding prescription include any FDA-approved products for smoking cessation or for medication as required by federal law. other medical purposes. BB&N is a smoke-free and vape-free campus. Smoking and vaping Treatment for Chemical Dependencies are not allowed. Because we believe that engaging in this behavior BB&N encourages employees to make the decision to seek treatment is a health hazard, we do not allow it in school buildings, in school for chemical dependencies before a problem arises at work. The Head vehicles, on school grounds or at school-sponsored events. Please of School, Campus Directors, the employee’s manager, and/or Human review and refer to BB&N’s full Smoking & Vaping/Tobacco Policy. Resources are prepared to respond to requests for assistance or to initiate the process. These matters will be treated con昀椀dentially on a Alcohol Policy need-to-know basis and with respect for individual privacy. BB&N prohibits the use or possession of alcohol while working with BB&N also recognizes that chemical dependency by another person students and while operating school vehicles. The use of alcohol in the employee’s life can create stress, which may be detrimental o昀昀 the job that impairs performance on the job is prohibited and to job performance. An employee confronted with such a problem may result in disciplinary action. This includes employees who are is urged to speak with their manager or Human Resources who will responsible for students on international, athletic or other o昀昀-site assist the employee in 昀椀nding appropriate resources. activities, programs and trips. Employees who are o昀케cially o昀昀-duty on trips must avoid impairment at all times as they may be called upon in the event of emergency situations. Employees who choose - 23 -
OPERATING PRACTICES, STANDARDS, AND POLICIES color, religion, creed, age, sex, gender, national origin or ancestry, Weapons Policy Other than law enforcement o昀케cers, no individual may carry a military experience, sexual orientation, physical or mental ability 昀椀rearm, loaded or unloaded, or other dangerous weapon in any or disability, gender identity, genetic information or any other school building or on school grounds, pursuant to Massachusetts protected status. The school welcomes employees who enhance law M.G.L. c.269, §10(j). The school prohibits the possession, diversity. Employees with complaints concerning this policy should display, or use of any 昀椀rearm or other dangerous weapon on school follow the steps in the Harassment Policy below. property or at any school-sponsored activity. A “weapon” includes, but is not limited to: No Retaliation • A 昀椀rearm, shotgun, ri昀氀e, BB gun, paintball gun, air ri昀氀e, knife, BB&N is committed to no retaliation in its equal employment, cutting tool, or any other instrument capable of in昀氀icting harassment and non-discrimination policies. Federal and state serious bodily harm law prohibit retaliation against any employee for reporting, 昀椀ling, testifying, assisting or participating in any manner in any • A 昀椀rearm which is not loaded or lacks a clip or other investigation, proceeding or hearing conducted by BB&N or a component to render it immediately operable federal or state enforcement agency concerning allegations of • Components that can be readily assembled into a weapon equal employment violations, harassment or discrimination on the • Any “look-alikes” of the above. basis of sex, race, color, religion, creed, age, sex, gender, natural origin or ancestry, military experience, sexual orientation, physical Individuals violating this policy will face serious disciplinary or mental ability or disability, gender identity, genetic information, consequences and possible criminal charges. or any other protected class. Retaliation will not be tolerated by BB&N. Please report any retaliation to your manager or the Head of Bullying Prevention & Intervention Plan School. Any report of retaliatory conduct will be immediately and BB&N expects that all members of our school community will objectively investigated. Violations of this policy will be treated as a treat each other with civility and respect. It is the policy of the serious violation of BB&N’s professional standards. school to provide and maintain a learning environment that is free Any employee who believes that they have been discriminated or of bullying and any other verbal or physical misconduct, which retaliated against in violation of this Policy may also 昀椀le a complaint disrupts the learning environment or makes it unsafe. BB&N follows with the Equal Employment Opportunity Commission, Boston Area Massachusetts law and its Bullying Prevention and Intervention O昀케ce, One Congress Street, Boston, MA 02114 (617-565-3200) Plan. The full policy applicable to employees and students is or the Massachusetts Commission Against Discrimination, One located at Bullying Policy. Ashburton Place, Boston, MA 02108 (617-727-3990). Equal Employment and Non-Discrimination BB&N is committed to hire and employ individuals quali昀椀ed for positions by virtue of education, training, experience, and personal quali昀椀cations. BB&N does not discriminate on the basis of race, - 24 -
OPERATING PRACTICES, STANDARDS, AND POLICIES Harassment Policy Although not an exhaustive list, the following are examples of the type BB&N is committed to maintaining an environment for learning of conduct prohibited by the policy against sexual harassment: and teaching that is free of all forms of unlawful harassment. • Unwelcome sexual advances from a co-worker or manager, such Unlawful harassment includes harassment based on race, religion, as unwanted hugs, touches or kisses; color, creed, age, national origin or ancestry, sex, physical or mental • Unwelcome attention of a sexual nature, such as degrading, disability, sexual orientation, gender, military experience, gender suggestive or lewd remarks or noises; identity, genetic information, or any other basis made unlawful by • Dirty jokes, derogatory or pornographic posters, cartoons or any applicable law, ordinance, or regulation. Unlawful harassment drawing; and may be found in a single episode, as well as in persistent behavior. • The threat or suggestion that continued employment It is the policy of our school to maintain a working environment advancement, assignment or earnings depend on whether or not free from harassment, insults or intimidation. Harassment of an the employee will submit to or tolerate harassment. employee by a manager or co-worker creates a harmful working environment and is illegal under state and federal law. Verbal or Complaint Procedures physical conduct by a manager or co-worker, which has the e昀昀ect Infractions of all discrimination and harassment and other BB&N of creating an intimidating, hostile or o昀昀ensive work environment, policies should be reported immediately to Human Resources unreasonably interfering with the employee’s work performance, and/or the Chief Operating/Financial O昀케cer. BB&N takes complaints or adversely a昀昀ecting the employee’s employment opportunities, is seriously and will respond promptly. prohibited. In the event of a complaint against a BB&N employee requiring an Please note that while this policy sets forth our goals of promoting investigation, the employee will be noti昀椀ed of the steps involved an environment that is free of sexual and other unlawful in the investigatory process which may include paid administrative harassment, this policy is not designed to limit the school’s leave during the pendency of the investigation, and whether third authority to discipline for conduct which is deemed unacceptable, parties will be involved in the investigation. Employees on paid whether or not it rises to the level of unlawful harassment. administrative leave generally do not report to work or perform Sexual Harassment any work-related tasks. Con昀椀dentiality will be maintained to the extent that it is practical under the circumstances. When BB&N has Sexual harassment is a form of unlawful harassment and is illegal. completed its investigation, to the extent appropriate, the person Sexual harassment includes any unwelcome sexual advances, 昀椀ling the complaint and the employee subject to the complaint will requests for sexual favors, and other verbal or physical conduct of a be informed of the results of the investigation. sexual nature when: Theft/Vandalism • Submission to such conduct is made either explicitly or Any incidents of theft or vandalism should be reported immediately implicitly a term or condition of an individual’s employment; to a Campus Director or the Director of Safety & Transportation. The • Submission to or rejection of such conduct by an individual school will not assume responsibility for the personal property of is used as a basis for employment decisions a昀昀ecting such employees. Theft and vandalism by an employee is categorized as individual; or gross misconduct and is cause for termination. • Such conduct has the purpose or e昀昀ect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or o昀昀ensive work environment. - 25 -
OPERATING PRACTICES, STANDARDS, AND POLICIES Transgender Employment Policy - A person whose sex assigned at birth was male but who identi昀椀es as female is a transgender woman (also known as BB&N does not discriminate in any way on the basis of sex, sexual male-to-female transgender person, or MTF) orientation, gender identity, or gender expression. This policy is - Some people described by this de昀椀nition do not consider designed to create a safe and productive workplace environment for themselves transgender – they may use other words, or may all employees. identify simply as a man or woman. A person does not need to This policy sets forth guidelines to address the needs of transgender identify as transgender in order for nondiscrimination policies to apply to them. and gender non-conforming employees and clari昀椀es how the law should be implemented in situations where questions may arise • Gender non-conforming: This term describes people who have, about how to protect the legal rights or safety of such employees. or are perceived to have, gender characteristics and/or behaviors This policy does not anticipate every situation that might occur with that do not conform to traditional or societal expectations. These respect to transgender or gender non-conforming employees, and expectations can vary across cultures and change over time. the needs of each transgender or gender non-conforming employee • Transition: The process of changing one’s gender from the sex must be assessed on a case-by-case basis. In all cases, the goal is to assigned at birth to one’s gender identity. There are many di昀昀erent ensure the safety, comfort, and healthy development of transgender ways to transition. For some people, it is a complex process that or gender non-conforming employees while maximizing the takes place over a long period of time, while for others it is a employee’s workplace integration and minimizing stigmatization of one- or two-step process that happens more quickly. Transition the employee. may include “coming out” (telling family, friends, and coworkers); changing the name and/or sex on legal documents; and, for De昀椀nitions many transgender people, accessing medical treatment such as hormones or surgery. The de昀椀nitions provided here are not intended to label employees but rather to assist in understanding this policy and the legal • Sexual orientation: A person’s physical or emotional attraction to obligations of BB&N. Employees may or may not use these terms to people of the same and/or other gender. Straight, gay, and bisexual describe themselves. are some ways to describe sexual orientation. Sexual orientation is distinct from gender identity and expression. Transgender people • Gender identity: A person’s internal, deeply-felt sense of being can be gay, lesbian, bisexual, or straight, just like non-transgender male, female, or something other or in-between, regardless of people. the sex they were assigned at birth. • Gender expression: An individual’s characteristics and O昀케cial Records behaviors (such as appearance, dress, mannerisms, speech patterns, and social interactions) that may be perceived as BB&N will change an employee’s o昀케cial record to re昀氀ect a change in masculine or feminine. name or gender upon request from the employee. Certain types of records, like those relating to payroll and retirement accounts, may • Transgender: An umbrella term that can be used to describe require a legal name change before the person’s name can be changed. people whose gender identity and/or expression is di昀昀erent Most records, however, can be changed to re昀氀ect a person’s preferred from their sex assigned at birth. name without a proof of a legal name change. A transgender employee - A person whose sex assigned at birth was female but who has the right to be addressed by the name and pronouns corresponding identi昀椀es as male is a transgender man (also known as female- to the employee’s gender identity. As quickly as possible, BB&N to-male transgender person, or FTM) will make every e昀昀ort to update any photographs so the transition employee’s gender identity and expression are represented accurately. If a new or transitioning employee has questions about school records or identifying documents, please contact Human Resources. - 26 -
OPERATING PRACTICES, STANDARDS, AND POLICIES Names/Pronouns Restroom Accessibility An employee has the right to be addressed by the name and Employees shall have access to the restroom corresponding to pronouns that correspond to the employee’s gender identity, upon their gender identity. Any employee who has a need or desire request. A court-ordered name or gender change is not required. for increased privacy, regardless of the underlying reason, will be The intentional or persistent refusal to respect an employee’s gender provided access to a single stall, when available. No employee, identity (for example, intentionally referring to the employee by however, shall be required to use such a restroom. All employees a name or pronoun that does not correspond to the employee’s have a right to safe and appropriate restroom facilities, including gender identity) can constitute harassment and is a violation of this the right to use a restroom that corresponds to the employee’s policy. If you are unsure what pronoun a transitioning coworker gender identity, regardless of the employee’s sex assigned at birth. might prefer, politely ask how they would like to be addressed. That is, transgender women must be permitted to use the women’s restroom, and transgender men must be permitted to use the men’s Transitioning on the Job restroom. That decision should be left to the transgender employee to determine the most appropriate and safest option for them. Employees who transition on the job can expect the support of management at BB&N. Campus Directors and Human Resources Locker Room Accessibility will work with each transitioning employee individually to ensure a successful workplace transition. The Workplace Transition Plan All employees have the right to use the locker room that corresponds will include determining the date when transition will o昀케cially and to their gender identity. Any employee who has a need or desire formally occur, how and in what format the coworkers should be for increased privacy, regardless of the underlying reason, will made aware of the transition, what training, if any, will be provided be provided with a reasonable alternative when possible. Any to coworkers, what updates need to be made to the transitioning alternative arrangement for a transgender employee will be provided employee’s records, and determining dates of any leave that may be in a way that allows the employee to keep their transgender status needed for medical procedures. con昀椀dential. Dress Code Sex-Segregated Job Assignments For sex-segregated jobs, transgender employees will be classi昀椀ed BB&N does not have dress codes that restrict employees’ clothing and assigned in a manner consistent with their gender identity, or appearance on the basis of gender. Transgender and gender not their sex assigned at birth. non-conforming employees have the right to dress in a manner consistent with their gender identity or gender expression. - 27 -
OPERATING PRACTICES, STANDARDS, AND POLICIES Communicable Disease Prevention and Infection Control Control Policy Any BB&N employee diagnosed with a communicable disease such as The health and safety of BB&N employees, students and COVID-19, H1N1, SARS, chicken pox, measles, tuberculosis, etc., must the larger BB&N community is of the utmost importance follow the recommended or required protocols by federal, state and to BB&N. The monitoring of communicable diseases is local agencies in connection with absence from and return to work. critical to this goal. In an e昀昀ort to follow recommendations Recommendations and requirements may include self-quarantine for a from Cambridge Public Health Department (“CPHD”), the prescribed period of time. BB&N reserves the right to exclude individuals Massachusetts Department of Public Health (“MDPH”) from School and to reassign or change an employee’s duties to cover and the Center for Disease Control (“CDC”) regarding absences, if necessary. communicable illnesses, BB&N has adopted measures that focus on prevention, early detection and appropriate control of the exposure to and spread of any communicable illness. By taking a proactive stance, we hope to limit exposure and increase protection for all members of the BB&N community. Prevention The spread of communicable diseases can be controlled through good prevention and infection control practices. COMMUNICATION Hand hygiene and respiratory etiquette are standard In the event of a communicable illness outbreak or precautions. Employees should wash hands often with soap possible exposure to a communicable illness, BB&N and warm water for at least 20 seconds. Coughs and sneezes will notify employees. In addition, the Director should be made into the elbow. In addition, employees of Student Support Services, with assistance from who exhibit 昀氀u-like symptoms should stay at home and the Campus Nurses, will collaborate with the remain at home until such time as is recommended or CPHD, the BB&N School Physician, and the BB&N required by federal, state and local agencies. This aids in Administration to implement a communication plan early identi昀椀cation and treatment of any ill employees or that best serves the entire BB&N community. Our students. The Nurses at BB&N work in close collaboration goal is to keep the channels of communication open with intra-campus departments such as facilities, dining and alert employees of a potential health problem services, and athletics in maintaining strict sanitation and advise them what to do. procedures that follow federal, state and local protocol and procedures. These prevention measures support the goal of maintaining a healthful environment. - 28 -
AS ALWAYS, THANK YOU VERY MUCH FOR YOUR ATTENTION TO READING THIS HANDBOOK. WE APPRECIATE YOUR ADHERENCE TO THE IMPORTANT POLICIES AND STANDARDS THAT ARE COVERED HERE. IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT HUMAN RESOURCES AT [email protected]. thank you! HONOR ~ SCHOLARSHIP ~ KINDNESS