CONWAY SCHOOL DISTRICT
ADMINISTRATORS/SUPERVISORS PERSONNEL POLICIES
Adopted by Conway School Board – December 15, 1994 (updated June of 1998 to conform with Board actions) Revisions Adopted – 8/14/00, 2/26/02, 12/10/01, 3/11/02 Revisions Adopted – 6/9/03, 6/13/05, 6/8/09, 1/9/19, 11/13/18 Revision Adopted October 15, 2019 (to be effective October 16, 2019) Revision Adopted January 11, 2021 (to be effective July 1, 2021) Revision Adopted December 13, 2021 (to be effective July 1, 2022) Revision Adopted October 11, 2022 (to be effective July 1, 2023) Revision Adopted February 12, 2024 (to be effective July 1, 2024)
GCB
Benefits, including health, life, and dental insurance, will be available to all employees who regularly work 30 hours or more per week.
LEAVES
PERSONAL LEAVE – 3 Days Per Year
Personal leave shall be available for hardships or other pressing needs and will be granted in situations which require absence during school hours for the purpose of transacting or attending to personal or legal business, or family matters. Personal leave will be granted for not more than three (3) days per year, subject to the following guidelines:
The administrator/supervisor must request leave at least 48 hours in advance, unless emergency action prohibits it. Unless an emergency exists, the supervisor may deny the request for personal leave on a school day if the granting of the leave will create a hardship on the operation of the school or unit, otherwise the leave will be granted.
Personal business leave days are not cumulative from year to year and may not be used for the day preceding or following a holiday or school vacation period.
DEATH IN THE IMMEDIATE FAMILY
Bereavement leave for up to six (6) working days annually with pay between the date of death and the date of the funeral, inclusive, shall be granted to an employee in the event of a death in the immediate family. The definition of the immediate family for the purpose of this policy shall be as follow: the immediate family includes father, mother, wife, husband, children, brothers, sisters, grandparents and grandchildren. Bereavement leave of up to three (3) working days per occurrence with pay between the date of death and the date of the funeral, inclusive, shall be granted to an employee in the event of a death of the following relations: mother and father-in- law; sister and brother-in-law, aunt, uncle, daughter and son-in-law and relative or ward residing in the same household.
SICK LEAVE
Sick leave with full pay will be granted annually to all eligible employees according to the schedule below, based on number of contracted days per year:
| Contract Days | Sick Days Awarded |
|---|---|
| 183-197 | 12 days |
| 198-220 | 13 days |
| 221+ | 14 days |
Sick leave days may be used to attend to an ill family member. Earned sick leave is computed on a continuous basis and may be accumulated to a maximum of 140 days. After an administrator/supervisor has accumulated 140 sick days, they will be paid $20.00 for each unused day earned but beyond the 140 days at the end of the school year.
When absence on sick leave is known or anticipated, the employee will make every effort to notify the supervisor, or their designated representative, of their inability to work at least four (4) hours prior to the time set for their regularly scheduled working hours. A medical certificate may be required at any time from an employee requesting compensation for sick leave. If a medical certificate is required by the employer during the first five (5) days of absence, it will be done at the District’s expense. However, if the supervisor has reason to believe that the use of sick leave has not been for a bonafide illness, they may investigate the alleged abuse. The School Administration Unit office will maintain a record of all credits and debits to the sick leave account of each employee. These sick leave accounts are available for inspection by the employee.
ILLNESS LEAVE BANK
The Board agrees to establish an Illness Leave Bank to cover employees in the event of a long- term illness or injury. The Illness Leave Bank plan is provided as part of a comprehensive disability protection plan created in lieu of short-term and long-term disability insurance programs. The Board will provide an initial twenty (20) day contribution to the Bank. Employee participation in the Illness Leave Bank plan is optional. The Illness Leave Bank shall be administered by a committee composed of three administrative/supervisor staff in Conway. This committee shall hereinafter be called the Illness Bank Admin/Supervisor Committee (Administrators/Supervisor Committee).
Participation in the Illness Leave Bank is voluntary. Each employee wishing to participate and to be covered by the Illness Leave Bank shall agree to donate a minimum of one (1) day to the bank. The donated day(s) will be deducted from the employees personal accrued illness leave. Donation of days to the Bank is final and non-returnable. Participation in the Illness Leave Bank is accomplished by the completion of the Authorization for Participation in the Illness Leave Bank form and set forth in Appendix A of this Personnel Policy by September 15 of each year.
In order for an employee to qualify for the use of these days, the employee must have exhausted all accumulated sick leave and personal leave, must have donated a minimum of one (1) day to the Illness Leave Bank, and medical verification of disability/illness may be required. The maximum number of days that may be accumulated in the Illness Leave Bank will be 140 and the minimum number will be 35. If the Illness Leave Bank drops below 35 days as of June 30th of each year, all who wish to participate must donate one (1) day to benefit from the sick bank by September 15th of the following year. Employees who were not members of the Illness Leave Bank the previous year must donate one day to have access to the benefit. All who were members of the previous year do not need to donate and will have access to the benefit. Also, any member of the Administrators/Supervisors who retires in a given year may donate up to twenty (20) of their accumulated sick days to the Illness Leave Bank.
The Illness Bank Administrators/Supervisor Committee may provide all unit members with an annual accounting of accrued Illness leave days donated and available in the Illness Leave Bank plan. The Illness Bank Administrators/Supervisor Committee shall provide the office of the Superintendent, in writing, an annual accounting of per annum days donated and total accrued Illness leave days available in the Illness Leave Bank. The Illness Bank Administrators/Supervisor Committee will promptly notify the office of the Superintendent, in writing, of any benefits duly approved by the Administrative Committee, and such approved days will be posted to and deducted from the total accrued days available in the Illness Leave Bank.
Each participant must sign the Authorization for Participation in the Illness Leave Bank designated as Appendix A in which each participant is bound by the final and binding decision of the Illness Bank Administrators/Supervisor Committee, that the participant has no rights to appeal any decision of the Illness Bank Troops Committee in any forum for any reason including but not limited to the grievance procedures under the personnel policies between the Conway Administrators/Supervisor and the Conway School Board, any administrative agency or any judicial forum.
WORKERS’ COMPENSATION
When an employee’s illness is caused by a job related occurrence that makes the employee eligible for workers’ compensation, there are options available to the employee and the district.
(a) The employee may elect to receive the difference between the Workers’ Compensation payment and the regular salary. An employee who chooses this option will be charged one-half (1/2) day of sick leave for each day absent.
(b) The employee may choose not to receive any differential between Workers’ Compensation and the salary and accept only the Workers’ Compensation. In this event, no deduction from sick leave will be made.
If the employee chooses to receive the differential payment, all differential payments will cease when the sick leave is exhausted. The employee must notify the SAU business office of all communications from the Workers’ Compensation Insurance carrier and provide copies of the same to the office.
VACATION
Twelve month administrators shall begin with 15 vacation days per year. After three years of service, vacation time will increase to 20 days per year. Vacation days may be accumulated to a total of 30 after which no more will accumulate. It is up to the employee to manage the vacation day usage. There is no pay out for days beyond 30 that are not used by June 30th of each year unless otherwise written into administrative contracts. The Conway School Board may approve extension of the June 30th date upon extenuating circumstances. Vacation leave is to be taken with the approval of the Superintendent when it will not impact on the operation of the schools. Building level principals shall coordinate vacation schedules of school administrators/supervisors to ensure appropriate coverage at all times.
Earned but unused vacation days (up to the maximum of 30) will be paid in full to the employee at retirement or termination.
LEGAL
If it is necessary for any administrator of the School District to serve as a juror or as a witness, they shall be reimbursed the difference between their regular pay and jury or witness pay. Administrators/supervisors required to appear in court on school related issues are considered to be on duty.
MILITARY LEAVE
Any administrator who is a duly qualified member of the Reserve components of the Armed Forces will receive, in addition to their normal vacation, a leave of absence with pay, equal to the differential between their regular pay and that paid by the military for the time assigned to duty in order to receive military training with the Armed Forces of the United States under the following conditions:
They shall give evidence defining the date of departure and date of return for purposes of military training thirty (30) days prior to the date of departure. They shall give evidence of satisfactory completion of such training immediately upon their return.
In time of war, or state of national emergency, any administrator ordered to active duty in the Armed Services of the United States, including overseas service of the Red Cross, shall, upon application, be granted a specific leave of absence.
This leave shall continue for the duration of the period of actual military service, and for thirty (30) days immediately following the discharge of the administrator.
Within thirty (30) days following the discharge, each person desiring reinstatement shall so notify the Board and shall furnish evidence of physical fitness and mental competence for the type of work in which they were engaged at the time leave was granted or such other work as may be available.
Reinstatement of such administrator shall be made within ninety (90) days after receipt of the notice that the administrator desires to be reinstated.
All administrators/supervisors on military leave shall be given the benefit of any increments and benefits which would have been credited to them had they remained in active service with the public schools.
The Board reserves the right to extend a leave to those remaining in military service beyond the compulsory service period.
UNPAID LEAVES OF ABSENCE
Upon application of the employee, an unpaid child care leave of absence may be granted to permanent employees who have been employed at least one (1) year before said application, said leave to commence at the time recommended by the doctor, where appropriate, and to extend for a period not to exceed six (6) months. If any employee who has been granted a child care leave of absence in accordance with this provision shall fail to return to work upon the expiration of such leave of absence, the employee shall be deemed to have voluntarily terminated employment.
A permanent employee with at least five (5) years of permanent service within the District may apply for a six (6) month to one (1) year leave of absence without pay. Application for such leave must be in writing to the Superintendent of Schools and the reason for the leave must be clearly stated. The application must precede the proposed effective date of any such leave by at least thirty (30) days. Upon the recommendation of the Superintendent, the Conway School Board shall decide whether to grant the requested leave. The School Board’s decision shall be final and unreviewable in any forum. Neither the Board’s decision nor the Superintendent’s recommendation shall be grievable.
Benefits may be continued during unpaid leave at the same rate of contribution by the Board and employee, if requested by the employee at the time of application for leave.
Any administrative/supervisory employee who is granted an extended leave of absence must sign an agreement to return to the District for one year following the leave. If an employee who has been granted a leave of absence in accordance with this provision shall fail to return to work upon the expiration of such leave of absence, the employee shall be deemed to have voluntarily terminated employment. In the event that an employee on leave fails to return to the district as agreed, the employee shall repay to the district any funds paid in benefits on behalf of the employee.
EVALUATION
Each administrator/supervisor will be evaluated annually by the immediate superior and rated at, above, or below expectations using the document and process developed by the Superintendent and administrative team and approved by the Board.
The evaluation process shall include:
(a) Administrators/supervisors will meet with their immediate superior by September 30 of each year and develop performance objectives in addition to normal job expectancies.
(b) Any administrator demonstrating deficient performance shall be advised in writing as soon as practical, and within ten school days after such performance is noted as deficient. The supervisor will confer with the Superintendent and develop a prescription of assistance for the employee. Documentation of conferences and prescriptions for assistance shall be provided to the employee and maintained in the files.
(c) By February 1, all administrators shall have a mid-year review of their performance. If performance is deemed to be satisfactory, with no competencies rated “below expectations,” such review may be informal, but must be documented.
(d) Any administrator/supervisor whose performance has been noted as deficient, and/or who is being considered for nonrenewal, must be notified by March 1 of the Superintendent’s decision. At the administrator’s discretion, the administrator may request a nonpublic meeting with the School Board to discuss the evaluation which indicates below expectations performance.
(e) All administrator evaluations and salary recommendations based on performance should be completed and submitted to the SAU business office by April 30th. In all instances of mid-year and final evaluations, the employee retains the right to attach rebuttal statements to the evaluation document.
(f) Administrators/supervisors may appeal salary recommendations based on performance to an appeals committee to be established by the Board, Superintendent, and administrators. The School Board will consider the recommendations of the appeals committee and will make a final decision. Administrators will be notified of the salary decisions as soon as practical following the Board’s action.
The specific procedures for implementing the evaluation process and the formula for performance based salary increases will be developed jointly by a committee of administrators/supervisors and the Superintendent.
WORK YEAR
The following contract year guidelines are established for administrators/supervisors:
| Elementary Principals | 220 Days | Director of Student Services | 220 Days |
| High School Principal | 12 Months | Bldgs. & Grounds Coordinator | 12 Months |
| Middle School Principal | 220 Days | Athletic Director | 215 Days |
| Dean of Students | 220 Days | Technology Coordinator | 12 months |
| Career/Technical Director | 220 Days | KHS Bldgs/Grounds Supervisor | 12 months |
Upon recommendation by the Superintendent and approval by the School Board, the guidelines for length of contract may be adjusted.
The Superintendent, in consultation with the administrators/supervisors, will establish and publish an annual work year calendar including appropriate paid holidays and pay schedule for the year.
Administrators/supervisors who have contracts of less than 12 months will fulfill their required number of days by:
1. working the days during school year that children are in session, and
2. working the additional days according to a schedule agreed to by the Superintendent.
Twelve month administrators/supervisors who are scheduled to be on duty will receive paid holidays as follows:
| Independence Day | Christmas |
|---|---|
| Labor Day | New Year's Day |
| Indigenous Peoples' Day | Civil Rights Day |
| Veteran's Day | Presidents' Day |
| Thanksgiving (2) | Memorial Day |
The work day for administrators other than principals will be established by the immediate superior in consultation with the Superintendent at the beginning of the year.
COURSE REIMBURSEMENT
The District will reimburse administrators/supervisors for courses having direct and meaningful application to the administrator’s job up to the cost of 9 credits per year, not to exceed the current credit hour cost of the University of New Hampshire. Prior approval is required in all cases and is subject to the discretion of the Superintendent. Approval or denial shall not be based solely on fund availability.
EMPLOYEE OBLIGATION FOR TUITION REIMBURSEMENT
Any employee who receives tuition reimbursement shall agree to remain as an employee of the Conway School District for at least one year from the end of classes for which the employee is reimbursed. If the employee leaves the employ of the Conway School District within that period, the District shall require the amount of the tuition to be reimbursed.
REDUCTION IN FORCE
If a position is removed due to a reduction in force, the performance history of administrators, as recorded by the district’s evaluation procedures, will be used to make decisions regarding which administrators will be laid-off within an administrative classification. To determine performance, the district will use the last three years of evaluations, or less if an administrator has not been employed for that length of time. Seniority will be defined based on most years of experience as per date of hire in the district within the NH certification area subject to the reduction of force. Reductions in force will be made first from the group of administrators determined to be below proficient/not meeting expectations in performance as recorded by the district’s evaluation procedures. The laid-off employee will be offered a position within their classification area should a position be available. If no position is available within the laid-off employee’s classification area, they are entitled to a position in a lower classification area based on years of service insomuch as they are certified in the available position.
The classification categories are in order as follows:
- Class 1: Building Principals (Elementary Principals, Middle School Principal, High School Principal)
- Class 2: Deans/Directors (Deans of Students KHS, Career Teach Director, Director of Student Services KHS, Athletic Director KHS)
- Class 3: Specialty Areas (Technology Coordinator, Building and Grounds Coordinator)
- Class 4: Building and Grounds Supervisor (KHS)
DEDUCTIONS FROM SALARY
Deductions from salary as offered by the district and SAU (credit union, tax sheltered annuities, etc.) will be provided as authorized by individual employees.
INSURANCE
Health Insurance – Only employees who are regularly scheduled to work 30 hours per week or more will qualify for the health insurance program.
Eligible employees may select the Harvard Pilgrim program that best meets their needs.
Notwithstanding the foregoing, the District reserves the right to change health insurance carriers or plans with lawful notice to the union/employees, provided the resultant health insurance coverage is substantially equivalent to the coverage specifically referenced herein.
Plan options will include: NH Interlocal Trust / Harvard Pilgrim HMO SUPER $1,500.
The plan includes a deductible in the amount of $2,000 for a single, $4,000 for a two person and $4,000 for a family plan. An employee shall participate and complete a mutually agreed upon program in which the NHIT shall contribute $1,000 for a single, $2,000 for a two person plan and $2,000 for a family plan.
The insurance program year will run from July 1 – June 30. There will only be one deductible applied per contract year.
The District will provide a Health Reimbursement Account (HRA) that can be used for any eligible medical expenses for eligible individual employees and the employee’s eligible dependents. The District reserves the right to contract with a third-party administrator for the processing and reimbursement of these allowed expenses.
NHIT offers a deductible contribution in the amount of $1,000 for the employee only, $2,000 for an employee plus one and $2,000 for an employee plus two or more. In order to be eligible for the NHIT deductible contribution the employee will have to participate and complete a designated program that is mutually agreed upon by the Conway School District.
The Board will pay 80% of the premium cost of the NH Interlocal Trust / Harvard Pilgrim HMO SUPER $1,500 plan. The employee is responsible for the remaining 20%. Employees will have the option of purchasing a more expensive plan from NHIT. They will be responsible for any cost above the District’s share of the HMO Super $1,500 plan.
In accordance with the IRS Section 125 Tax Code, the District will provide the opportunity for employees to contribute to a Flexible Spending Account (FSA). The maximum amount that can be rolled over shall be allowed.
HEALTH WAIVER
The Conway School District shall provide an insurance waiver payment of $4,800 to any employee who certifies health insurance coverage through a spouse or other legitimate source outside of the school district, and thus waives coverage by the Board. For married couples working for the Board, one member would be eligible for this waiver. Those employees accepting an insurance waiver during their final year prior to retirement are not eligible for health insurance coverage through the School District upon retirement, if required by the insurer. Such waiver payment will be included in the regular payroll. This amount will be reviewed by the Conway School Board on a bi-annual basis.
DENTAL INSURANCE
The District agrees to pay 90% of the premium cost of a single, 2-person, or family membership for each employee who qualifies for such program for the following coverage: Coverage A – 100%, no deductible; Coverage B – 95%, no deductible; Coverage C – 50%, no deductible, with a contract year maximum of $1,000. The employee will be responsible for the remaining 10% of the premium cost. Only employees who are regularly scheduled to work 30 hours per week or more will qualify for the dental insurance program.
Life Insurance
The district will provide group term life insurance for each eligible administrator/supervisor in the amount of $50,000. Only employees who are regularly scheduled to work 30 hours per week or more will qualify for the life insurance program.
Section 125
The District will provide for “Section 125” pre-tax contribution of medical and dental premium deductions as provided by law.
HEALTH INSURANCE AFTER RETIREMENT
For Administrators Hired Prior to July 1, 2017:
The Board agrees that upon retirement on or after age 55 or for disability at any age, any employee who has served ten (10) or more years in the Conway School District shall receive four (4) percent per year of the Conway share of an active employee plan the employee qualifies for, not to exceed a 2-person premium. This means that an administrator must work at least 25 years to get the full 80% premium paid. If the retired administrator is eligible for and desires to have two-person or family coverage rather than single coverage, they are responsible to pay any difference in cost which an active administrator must pay for the additional coverage.
If eligible for retiree health insurance, an administrator may subscribe at any time under retired contract.
Coverage would continue until age 65, after which the Board would pay on the same basis toward membership in the appropriate Medicare Supplemental program offered by the District’s insurance carrier.
Payment for additional coverage must be received in advance of the due date of payment. Further, if the retired employee does not pay their portion as specified, the policy would lapse and the Conway School District would not be held responsible.
For Administrators Hired July 1, 2017 and After:
The Board agrees that upon retirement on or after age 55 or for disability at any age, any employee who has served ten (10) or more years as an administrator in the Conway School District shall receive four (4) percent per year of the Conway share of an active employee for a single plan only (up to age 65 or eligible for Medicare B). This means that an administrator must work at least 25 years to get the full 80% premium paid. A Medicare supplemental plan is available at the employee’s cost.
Payment for additional coverage must be received in advance of the due date of payment. Further, if the retired employee does not pay their portion as specified, the policy would lapse and the Conway School District would not be held responsible.
COACHING RESTRICTION
Conway administrators/supervisors, with the exception of building principals, will be permitted to coach in the District with the following restrictions.
The administrator/supervisor will be responsible to provide time directly after school to meet with parents, students, and staff members as necessary.
Continued coaching of the sport will be based on the administrator’s/supervisor’s immediate supervisor’s evaluation.
It is understood that the administrator’s/supervisor’s first responsibility is his/her primary position of employment.
Building principals will not be permitted to coach in or out of the District.
EARLY RETIREMENT
Any full-time administrator/supervisor who has been employed a minimum of twenty (20) years, of which at least fifteen (15) have been within the Conway School District, may submit a request for early retirement to the Board. This request for early retirement shall be dated and signed by the employee submitting it, shall be submitted by November 15 (i.e., November 15, 2018 for retirement in June of 2019) of the year preceding the year in which the retirement shall commence, and shall specify the date selected by the employee for retirement, which shall be at the end of a school year (June). The Board shall act upon the request no later than December 31 of the year submitted.
All requests for early retirement will be placed on a list in order of seniority in the Conway School District. The Board shall approve the first on the list.
If approved, the District shall pay employees granted early retirement on the following schedule:
- Employees ages 55-58 years, 30% of the employee’s last salary annually for a five year period.
- Employees ages 59-63 years, 25% of the employee’s last salary annually until age 65.
Early retirement shall be treated as a voluntary separation. The Conway School District has no further obligation with regard to employment.
Retirement – In recognition of an employee’s years of service to the District, the Board has established the policy of providing a system of severance pay. An employee must retire from the School District in order to receive this benefit. Employees who opt for Early Retirement or who leave for employment elsewhere will not qualify for severance pay. Severance pay will be paid to the employee on the following formula: Number of years of service in the School District x 3/4 of one percent (1%) of the base salary at the time of retirement:
| Example: | BASE Salary | $80,000 |
| Years of Experience in Conway | 30 | |
| 3/4 of 1% of $80,000 = | $600 | |
| $600 X 30 years = | $18,000 |
Conway Administrator Hiring Schedule for 2024-25
| Years of Experience | |||
|---|---|---|---|
| Position | (1-3 years) | (4-7 years) | (8+ years) |
| Elementary Principal | 80,000 – 85,000 | 85,000 – 87,000 | 87,000 – 92,000 |
| Middle School Principal | 81,000 – 86,000 | 86,000 – 90,000 | 90,000 – 95,000 |
| High School Principal | 95,000 – 98,000 | 98,000 – 102,000 | 102,000 – 110,000 |
| High School Dean of Students | 76,000 – 80,000 | 80,000 – 84,000 | 84,000 – 87,000 |
| Career/Technical Director | 76,000 – 81,000 | 81,000 – 85,000 | 85,000 – 88,000 |
| Director of Student Services | 80,000 – 84,000 | 84,000 – 88,000 | 88,000 – 95,000 |
| Bldgs. & Grounds Coordinator | 76,000 – 81,000 | 81,000 – 85,000 | 85,000 – 88,000 |
| Athletic Director | 74,000 – 77,000 | 77,000 – 81,000 | 81,000 – 84,000 |
| Technology Coordinator | 80,000 – 83,000 | 83,000 – 86,000 | 86,000 – 90,000 |
| KHS Bldgs./Ground Supervisor | 46,000 – 50,000 | 50,000 – 57,000 | 57,000 – 61,000 |
Factors for consideration include: comparable experience, certification, advanced degree