Employee Manual

The mission of CCPS is to provide an opportunity for all school-aged children to receive an academically challenging, quality education that builds character, equips for leadership, and prepares for life, in an environment that is safe and conducive to learning.

CCPS believes in creating a positive working relationship among all employees. In pursuit of this goal, CCPS has created the following employee relations objectives:

• Provide an exciting, challenging, and rewarding workplace and experience.
• Select people on the basis of skill, training, ability, attitude, and character without discrimination with regard to sex, race, age, religion, ancestry or national origin, color, marital status, sexual orientation, gender identity, or a disability unrelated in nature and extent so as to reasonably preclude the performance of the employment except, as to sex, if the employment of a certain sex is reasonably necessary because of the nature of the employment.
• Fairly compensate all employees according to their effort and contribution to the success of the school system.
• Review wages, employee benefits and working conditions regularly with the objective of being competitive in these areas consistent with sound business practice.
• Provide eligible employees access to quality fringe benefits.
• Respect individual rights and treat all employees with courtesy.
• Maintain mutual respect in the working relationship.
• Provide buildings and offices that are comfortable, orderly, safe and well maintained.
• Keep all employees informed of the progress of CCPS, as well as CCPS’ overall goals and objectives.
• Promote an atmosphere in keeping with CCPS’ vision, mission and goals.

CCPS needs everyone’s help in making each working day enjoyable and rewarding while providing the best services for our students to succeed. An employee’s first responsibility is to know their own duties and how to perform them promptly and correctly while demonstrating a high level of conduct and professionalism.

Secondly, all employees are expected to cooperate with management, their colleagues and maintain a positive team attitude. How an employee interacts with their colleagues, students, parents, and those whom CCPS serves, and how an employee accepts direction can affect the success of the department and/or school.&

In turn, the performance of one employee, office or school can impact the entire school system. Consequently, whatever the employee’s position, they have an important assignment, to perform every task to the best of their ability. Employees are encouraged to take advantage of opportunities for consistent \professional development. The CCPS Employee Manual offers insight on how an employee can perform positively and to the best of their ability to meet and exceed CCPS expectations.

CCPS strongly believes employees should have the right to make their own choices in matters that concern and control their life. CCPS believes in direct access to management. CCPS is dedicated to making a system where an employee can approach their supervisor, or any member of management, to discuss any problem or question. CCPS expects employees to voice their opinions and contribute their suggestions to improve the quality of the school system.

Remember that employees help create pleasant and safe working conditions that CCPS intends for them resulting in better performance for students and employees.

CCPS encourages employees to discuss any issue they may have directly with a coworker, when appropriate. If a resolution is not reached, the employee must arrange a meeting with their supervisor to discuss any concern, problem or issue that arises during the course of employment. Any information discussed in an open communication meeting is considered confidential to the extent possible. Retaliation against any employee for appropriate use of open communication channels is unacceptable. Remember, it is counterproductive to a professional workplace for employees to create or repeat rumors or gossip. It is more constructive for an employee to consult his/her supervisor immediately with any questions.

CCPS is an equal opportunity employer. Employment decisions are based on merit and organizational needs, and not on sex, race, age, religion, ancestry or national origin, color, marital status, sexual orientation, gender identity, or disability unrelated in nature and extent so as to reasonably preclude the performance of the employment except, as to sex, if the employment of a certain sex is reasonably necessary because of the nature of the employment.

It is the policy of CCPS to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). CCPS will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person's physical or mental disability. CCPS will also make reasonable accommodations wherever necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the essential duties and assignments connected with the job and provided that any accommodations made do not impose an undue hardship on CCPS. If an employee would like to request an ADA accommodation, they should contact the Office of Human Resources at 301-934-7255.

Equal employment opportunity notices are posted near employee gathering places as required by law. These notices summarize the rights of employees to equal opportunity in employment and list the names and addresses of the various government agencies that may be contacted in the event that any person believes they have been discriminated against.

Management is primarily responsible for seeing that CCPS equal employment opportunity policies are implemented, but all staff members share in the responsibility for assuring that, by their personal actions, the policies are effective and apply uniformly to everyone.

CCPS is confident that, as a result of the mutual selection process undertaken, employment will prove to be beneficial to CCPS, as well as the employee, and we look forward to working together.

CCPS carefully selects employees through online applications, personal interviews, background investigations and reference checks. After all available information is considered and evaluated, employees are selected to become a member of the team. This selection process helps CCPS find and employ people who are concerned with their own personal success and the success of the school system. 

Employees should annually review within Oracle their assignment, placement on the salary scale and total compensation. It is the employee’s responsibility to thoroughly review this information and immediately report any changes/corrections to the Office of Human Resources. Please note that the Superintendent has the statutory right to reassign employees at any time.

Salaries are based upon an employee’s position and placement on the approved salary scale. CCPS will make any correction at the time it is made aware of errors in the assignment. Corrections will be made retroactively to the start of the current fiscal year or in accordance with the negotiated agreement. No adjustments or retroactive payments will be made for prior fiscal years.

All employees are required to wear CCPS-issued identification badges while on duty at any CCPS facility. Badges, uniforms, and any other CCPS property must be returned to the appropriate supervisor upon completion of employment. If a badge is lost or stolen, the employee must report this to the Office of Safety and Security at 301-934-7236.

Prior to becoming an employee of CCPS, a job-related background check is conducted. A comprehensive background check may include but not be limited to, prior employment verification, criminal background checks, professional reference checks and education confirmation. Employees will be subject to random social security number-based background checks throughout their employment. Such random checks are completed by CCPS annually for all employees, in which an employee should expect to be randomly screened once per three years.

Maryland law requires all education system employees to have a pre-employment criminal history background check, which is intended to protect CCPS students and employees. It is the responsibility of the employee to report, in writing, any criminal charges, convictions, or arrests to the Office of Human Resources within 72 hours of the occurring event. Failure to do so may result in disciplinary action, up to and including termination.

Employees whose work requires operation of a CCPS-owned vehicle are required to present and maintain a valid driver's license and a driving record acceptable to CCPS’ insurer. Employees may be asked to submit a copy of their driving record to CCPS. Any changes in an employee’s driving record must be reported to their supervisor and the Office of Safety and Risk Management immediately. Failure to do so may result in disciplinary action, up to and including termination. Drivers are required to follow the vehicle use agreement, including but not limited to employee financial responsibility for tolls and parking or traffic violations while operating a CCPS owned vehicle.

All employees who regularly operate a Board-owned vehicle must enroll in the State of Maryland Driver Record Flagging Program through the Office of Safety and Risk Management. All employees who hold an out-of-state license are required to provide the Office of Safety and Risk Management with a current driving record from the official state driver’s license agency prior to driving a CCPS vehicle and then at the beginning of each subsequent school year.

CCPS reserves the right to require an employee's participation in an independent medical examination to determine the employee's ability to perform his/her essential job functions.

• Violating confidentiality; purposely or negligently revealing confidential information to individuals who do not have legal rights to the information.
• Providing unauthorized transportation of/to students.
• Using audio or visual recording devices at work at any time without authorization from a supervisor; failing to surrender any such recordings created at work upon request of a supervisor.
• Excessively using personal cell phones, computers, or any technology unrelated to work duties.
• Failing to model good behavior to students, other employees and visitors.
• Failing to act in a way that represents CCPS in a positive and professional manner.
• Soliciting donations or services on behalf of the school system without authorization; fundraising at work without authorization.
• Providing payments to or accepting payments from students through any electronic funds transfer platform, e.g., CashApp, Zelle, PayPal, Venmo or any other transferring mechanism.
• Providing gifts to students; paying cash to or accepting cash payment from a student for any unauthorized purpose.
• Failing to report child abuse and neglect to the proper authorities as required by law.
• Failing to dress professionally and to wear clothing appropriate for the employee’s position.
• Abandoning the job or failure to keep a supervisor informed of any absences.
• Sexual relations, dating, or asking for a date of any student; improper contact with students, including off school grounds and through personal communication devices and/or social media platforms.
• Posting and/or creating content on any social media platform – private or CCPS sponsored – that is disruptive to the school environment, is an unauthorized use of student images or videos taken in a CCPS facility, is harassing or discriminatory in connection to CCPS, or violates the confidentiality of information gained in connection to employment with CCPS.
• Violating security or safety rules or failure to observe safety rules or CCPS safety practices; failure to report safety hazards; failure to wear required safety equipment; tampering with CCPS equipment or safety equipment. 
• Allowing unauthorized individuals to access school system events, property, or facilities; allowing unauthorized individuals to have direct contact with students.
• Negligence or any careless action that endangers the life or safety of another person. 
• Being intoxicated or under the influence of a controlled substance while at work or while on duty; use, possession, or sale of a controlled substance in any quantity while on CCPS property, except the use or possession of medications prescribed by a physician which do not impair work performance.
• Possession of dangerous firearms, weapons or explosives on CCPS property or while on duty.
• Insubordination or refusing to properly obey instructions issued by the supervisor pertaining to the employee’s work; refusal to help on a special assignment.
• Engaging in criminal conduct, acts of violence, making threats of violence toward anyone on CCPS premises or when representing CCPS, fighting, or provoking a fight on CCPS property, or negligent damage of property.
• Health insurance fraud, e.g., claiming ineligible dependents, filing false workers’ compensation claims.
• Threatening, intimidating, coercing, harassing, discriminating against or having an improper relationship with fellow employees, students, parents, or anyone connected to the school setting on or off the premises at any time, for any purpose.  
• Engaging in an act of sabotage; negligently causing the waste or destruction or damage of CCPS property, or resources, or the property of fellow employees, students, parents, suppliers or visitors in any manner.
• Theft or unauthorized possession of CCPS property or the property of fellow employees; unauthorized possession, alteration or removal of any school system property, including documents; unauthorized use of system equipment or property for personal reasons; using work resources including documents, staff time reports, or equipment for personal profit or benefit.
• Dishonesty; falsification, or misrepresentation on an application for employment or other work records; providing incorrect information to CCPS in any form, including for non-employment related reasons (such as parent information); falsification of leave request (sick, vacation, personal, funeral, etc.); falsification of leave of absence or other data requested by CCPS; unauthorized destruction or alteration of system records or other system documents; or failure to properly maintain required records; falsification of mileage, gas or travel reimbursements.
• Spreading malicious gossip and/or rumors; engaging in behavior which creates discord and lack of harmony; interfering with another employee on the job; restricting work output or encouraging others to do the same.
• Immoral conduct or indecency.
• Unsatisfactory or careless work; failure to meet production or quality standards as explained by the supervisor.
• Any act of harassment, sexual, racial or other; telling sexist or racist or other inappropriate jokes; making racial, ethnic or other slurs.
• Leaving work before the end of a workday or not being ready to work at the start of a workday without approval of the supervisor; stopping work before time specified for such purposes.
• Sleeping or loitering during working hours.
• Excessive use of company equipment (telephones, computers, fax machines, copiers) for personal use.
• Creating or contributing to unsanitary conditions.
• Posting, removing, or altering notices on any bulletin board on CCPS property without the permission of CCPS management.
• Failing to report an absence or late arrival; excessive absence or lateness; abandoning the job; failing to maintain communication with a supervisor during a period of absence.
• Use of obscene, abusive, or inappropriate language toward any supervisor, employee, visitor, student, or parent; failure to respect the sanctity of the work environment.
• Speeding or careless driving of CCPS vehicles or speeding or careless driving of personal vehicles on CCPS property.
• Failing to immediately report damage to, or an accident involving school system’s equipment (including vehicles).
• Failing to complete online mandatory annual Safe Schools training.
• Failing to report illegal activities.
• Violating the law or Board of Education policies or regulations.
• Videotaping, audiotaping, or taking photographs at any school, school facility, or school-sponsored event without the permission of the principal of the school or the employee’s supervisor, except at events open to the general public.

All employees should read and understand the disciplinary procedures documented in the applicable collective bargaining agreements that govern CCPS: American Federation of State, County and Municipal Employees Local 2981 (AFSCME) and Education Association of Charles County (EACC). 

Workplace harassment/bullying can take many forms. It may be, but is not limited to, words, signs, offensive jokes, insults, verbal abuse, cartoons, pictures, posters, e-mail jokes or statements, pranks, intimidation, physical assaults or contact, or violence. Harassment is not necessarily sexual in nature. It may also take the form of other activity including derogatory statements not directed to the targeted individual but is taking place within his or her hearing or vision. Other prohibited conduct includes written or electronic material such as notes, photographs, social media posts, cartoons, and articles of a harassing or offensive nature, and taking retaliatory action against an employee for discussing or making a harassment complaint. Sexual harassment may include unwelcome sexual advances, request for sexual favors, or other verbal or physical contact of a sexual nature when such conduct creates an offensive, hostile and intimidating working environment and prevents an individual from effectively performing his or her job. It also encompasses such conduct when it is made a term or condition of employment or compensation, either implicitly or explicitly, and when an employment decision is based on an individual's acceptance or rejection of such conduct. 

An employee may receive whistleblower protections for reporting wrongdoing or violations within CCPS if the reporting qualifies under provision of state or federal law. Employees may contact the Office of Human Resources at 301-934-7255 for more information.

All offers of employment are contingent on verification of the employee’s right to work in the United States. During the onboarding process, employees are required to provide original documents verifying the right to work, and as required by federal law, to sign a Federal Form I-9, Employment Eligibility Verification Form. If at any time CCPS cannot verify the employee’s right to work in the United States, CCPS may be obliged to rescind its offer of employment or terminate employment. 

The work hours and the scheduling of breaks is determined and assigned by the employee’s supervisor. Employees with questions concerning their work schedule should speak to their supervisor for clarification.

Regular and predictable attendance is an expectation of all CCPS employees. To ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout CCPS, employees will be held accountable for adhering to their workplace schedule. Employees are expected to be punctual and ready to commence work at the beginning of their assigned daily work hours. Employees are also expected to reasonably complete their work assignments and projects by the end of their assigned work hours. Employees must notify their supervisor when they will be away from their workstation or classroom for an extended period of time and when they expect to return. In the event an employee is unable to meet this expectation, they must obtain approval from their supervisor in advance of any requested schedule change(s). This approval includes requests to use accrued leave, as well as late arrivals to or early departures from work. Supervisors have discretion to evaluate extraordinary circumstances of a tardy arrival, early departure, absence (planned or unplanned), or failure to clock-in or clock-out and determine whether or not to count the incident as an occurrence. The Office of Human Resources is available to advise supervisors regarding the evaluation of extenuating circumstances.

Most employees are governed by one of the two separately negotiated collective bargaining agreements: American Federation of State, County and Municipal Employees Local 2981 (AFSCME) and the Education Association of Charles County (EACC). Each employee should read and understand the collective bargaining agreement that governs their position. Rules governing leave for covered employees are discussed in these agreements. Employees must ensure that their leave is reported accurately.

Employees may receive compensation for secondary employment as long as the secondary employment does not interfere with the proper discharge of the employee’s assigned duties, does not cause poor public relations within the community, and does not create a conflict of interest. CCPS is the primary employer.

On occasion, it may be necessary to dismiss students early, delay the opening of schools, or close schools or the school system for the day because of unpredictable weather conditions and/or potential hazards. If this should occur, notification is posted on the CCPS website at www.ccboe.com, sent by email to all employees, posted on CCPS social media pages, and recorded on the 24-hour information line. If schools must close early, CCPS staff will notify principals, staff, students, parents and school bus contractors following standard procedures.

If schools remain open, no announcements are made. The most reliable sources of school closing information are the 24-hour information line, 301-934-7410 or 301-932-6656, and CCPS website, www.ccboe.com. CCPS staff can also sign up to receive text message notifications through School Messenger by texting Y or YES to 67587. To receive text messages from CCPS, staff must have their cell phone number on file with the Office of Human Resources.

CCPS also uses the Citizen Notification Service (CNS) to send community email and text message notifications. Visit https://www.charlescountymd.gov/services/alerts/citizen-notification-system to register for CNS. Staff can also follow CCPS social media accounts for news about any emergency or schedule change. Follow CCPS on Facebook at Charles County Public Schools or on X @CCPS.

Teachers’ and Instructional Assistants’ normal reporting time is delayed 1 or 2 hours (the same as school system announcements for student delays).

If schools are closed for students and no other CODE announcement is made, employees should assume that the school system is open for a full day of business for employees. If an employee determines that the conditions warrant the use of leave, appropriate leave should be submitted in Oracle as soon as possible after the leave day(s) are taken. Ten-month employees at the Jesse L. Starkey Administration Building and all 10.5 and 11-month employees throughout the system may make arrangements with their supervisor to use this day as a leave day or they may be required to work to fulfill their specific number of contracted days.

Certain designated emergency employees must report to work at their regularly scheduled times despite Code 1, Code 2, or Code Red designations. If emergency employees are unable to report, appropriate leave should be submitted. Designated emergency employees include:

• Operations Supervisory Staff.
• Maintenance Supervisory Staff.
• Transportation Supervisory Employees.
• Building Service Workers.
• Building Service Managers.
• Assistant Building Service Managers.

In the event it is necessary to dismiss students and/or staff early due to emergency situations or weather conditions, the Superintendent or their designee will make the decision for the school system. As noted above, employees may use leave time as authorized in their respective negotiated agreement. Appropriate leave should be submitted to the immediate supervisor for approval in Oracle before leaving the assigned workstation.

Principals will dismiss staff as appropriate.

Permanent employees hired to work at least 30 hours per week effective Jan. 1, 2016, can participate in all benefits described in the CCPS Employee Manual once they meet the eligibility requirements for each particular benefit. Coverage is available to employees and their dependents as defined in the benefit summary plan descriptions.

Employees become eligible for coverage the first day of the month following their contract start date

• Applicable employee contributions are automatically deducted from an employee’s paycheck.
• Temporary/hourly employees are not eligible for benefits, except Tax Shelter Annuities and the Credit Union.
• Employees must officially enroll or waive benefits within 31 days of eligibility.
• Employees who waive coverage must provide proof of other coverage or a signed waiver.

If an employee chooses to waive benefits at the time of hire, they will be given an opportunity to enroll during the annual open enrollment during the months of October and November to be effective January 1.;

Outside of open enrollment, changes to health, life or flexible spending accounts (FSA) are permitted during the year within 31 days of a qualifying life event, provided the change is consistent with and on account of that qualifying event. Please note that employee will be required to provide proof of the event, such as a marriage certificate, or notice of spouse’s change in employment or loss of insurance coverage. These events are defined by Section 125 of the Internal Revenue Code and include:

• Marriage or divorce; legal separation.
• Birth of a child, adoption of a child. 
• The placement for adoption of a child in employee’s home. 
• Death of employee’s spouse or other dependent(s). 
• Return from an unpaid leave of absence for employee’s spouse. 
• Beginning or end of employee’s spouse's/dependent’s employment.
• Significant change in employee’s spouse's employment-based benefits.
• Switch from temporary to full-time employment by employee or employee’s spouse.
• Loss of coverage.

Enrollment in benefits is not automatic and must be elected by an employee through use of the online enrollment system at www.ccboe.hrintouch.com.

Employees are entitled to receive health benefits on a pretax basis. Aflac is our Section 125 third party administrator. Section 125 – of the Internal Revenue Code – allows an individual to take certain insurance premiums as a deduction from payroll, before taxes are calculated. This reduces federal, state, and Social Security taxes, thereby increasing take home pay.

The IRS requires CCPS to have a signed Salary Redirection Agreement (SRA) on file from all eligible employees regardless of whether or not they are enrolled in our health and life insurance plans.  Employees must complete the SRA and return within 30 days. Employees are not enrolling in any type of insurance by completing this form. They are simply complying with IRS regulations.

A Flexible Spending Account (FSA) enables employees to redirect a portion of their salary into two specific types of expenses: dependent care and un-reimbursed medical expenses. Prior to the beginning of each plan year, employees must elect a specific dollar amount for each type of expense, which will be redirected from their salary.

Redirecting part of an employee’s salary into a Flexible Spending Account means that the taxable income will be calculated after the elected amounts for dependent care and/or un-reimbursed medical expenses are deducted from the salary. No federal income tax, Social Security tax, and/or state income tax will be paid on the elected amounts.

Several insurance plans available through payroll deduction include the following: cancer, intensive care, hospital indemnity, accident/disability and short-term disability. Participation is voluntary.

If you have any questions or need additional information, please contact the Office of Fiscal Services, Employee Benefits Department at 301-934-7326. Both employee union groups – AFSCME and EACC – offer a variety of plans to their members. Call AFSCME at 301-934-2072 or the EACC at 301-392-0150 for details.

Effective Jan. 1, 2016, permanent employees who work at least 30 hours per week are eligible to enroll in the Group Term Life and Accidental Death and Dismemberment Insurance. CCPS contributes 75% of the premium. This insurance is payable in the event of death, in accordance with the policy, while the employee is insured. The death benefit is equivalent to the annual salary at the time of death rounded to the nearest thousand. Employees may change their beneficiary by submitting the appropriate documents to the Office of Fiscal Services, Employee Benefits Department.

CCPS has a listing of approved companies that provide tax-sheltered annuities (TSA) to permanent and part-time employees. Employees may contact any of the agents on the approved list. Periodically agents may visit schools/centers and hold planning seminars. The company listing is available at all school/center locations and on the staff page of the school system website at https://www.ccboe.com/staff/myccps.

To begin a tax-sheltered annuity an employee must contact an approved agent directly.  Employees must check with the agent to determine their eligibility and maximum contributions allowed by law.

Changes or cancellations of a contribution may be made by either contacting the TSA provider or by submitting this information in writing to the payroll department (name, Employee ID #, date, signature, and email are required). To make changes or cancellation to TSA deductions, contact the Office of Fiscal Services, Employee Benefits Department or visit the staff page of the CCPS website at https://www.ccboe.com/staff/myccps. 

The CCPS Employee Assistance Program (EAP) current provider is ComPsych EAP Services. These services are for all CCPS employees and their dependents. The EAP benefit covers six confidential counseling visits and is at no cost to employees or their dependents. CCPS has pre-paid for this benefit for all employees and their dependents.

Participation in the EAP program is confidential. ComPsych EAP has convenient locations, and their clinicians are well versed in helping clients of all ages.

The EAP can assist with many different issues. Among these are stress, depression, anxiety, workplace difficulties, substance abuse, marital problems, family or parenting conflicts, grief, violence and unhealthy lifestyles. The EAP can also provide additional assistance with the following:

• Childcare and eldercare resources with referrals.
• Financial and legal matters.
• Free interactive online simple will.
• Retiree assistance.
• Moving resources/checklist.
• Reimbursed cab ride.

ComPsych EAP is available 24 hours a day, 365 days a year. ComPsych will coordinate with CCPS’s health plan for cases that require treatment under employee medical benefits.

For additional information or a referral to a local provider, please call EAP toll-free at 1- 877-465-0865. Online tools are available at: https://www.guidanceresources.com/groWeb/login/login.xhtml Organization Web I.D. is CCPSEAP

CCPS is committed to the health and well-being of its employees and their family members and encourages the utilization of this important benefit.

Employees of CCPS are eligible for membership in the Educational Systems Federal Credit Union. Membership enables employees to borrow money at low interest rates. They may also save money and maintain an IRA account with the credit union. Call the credit union at 301-779-8500 or visit www.esfcu.org for additional information.

The purpose of this negotiated benefit is to provide sick leave for all eligible employees who have used all their accrued sick, personal and annual leave. Sick leave is exchanged only in full day increments, and any unused leave does not carry over into the next fiscal year. All donors must maintain a balance of 15 sick leave days after donation.  Employees who are separating or have separated employment from CCPS, including notice of resignation and retirement, are not able to donate leave. Leave may be exchanged between staff in accordance with specified procedures. Information about the process is posted on the staff page of the CCPS website at https://www.ccboe.com/staff/myccps.

CCPS feels an individual who possesses a desire to continue their education, in addition to performing their full-time job, shows a commitment to improving themselves and their position within the system. To encourage and reward these individuals, CCPS offers a tuition reimbursement benefit.

All employees are governed by tuition reimbursement clauses in the two separately negotiated collective bargaining agreements: American Federation of State, County and Municipal Employees (AFSCME) and the Education Association of Charles County (EACC). Each employee should read and understand the collective bargaining agreement that governs them.

CCPS has a retirement plan to provide eligible employees (those who have completed sufficient service) with a monthly pension benefit upon retirement. Employee required contributions are made through payroll deductions. Certificated employees (teachers) and certain classes of non-certificated employees (school administrative staff) are enrolled in the Maryland State Retirement and Pension System. Non-certificated employees (maintenance, operations and certain technical positions) are enrolled in the Reliance Trust plan. All eligible employees participate in either the Board of Education Retirement Plan or the State Retirement and Pension System of Maryland. Employees may contact the Employee Benefits Department at 301-934-7459 if they are unsure in which retirement plan they participate.

Employees hired prior to January 1980 may be enrolled in the Maryland State Retirement and Employee Pension System. State Retirement was replaced by the Pension System and is no longer available for new enrollments.

For additional information regarding pension benefits and options, contact the Office of Fiscal Services, Employee Benefits Department at 301-934-7459 or the Maryland State Retirement and Pension System at 800-492-5909.

According to the Federal Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1985, in the event of termination of employment with CCPS or loss of eligibility to remain covered under the CCPS group health insurance program, an employee and eligible dependents may have the right to continue health insurance coverage for a limited period of time at 100% of the premium plus an additional 2% of the premium to defray administrative costs. It is particularly important that covered dependents understand their continuation of coverage rights if an employee loses his or her job or is no longer covered by health insurance. Consult the Office of Fiscal Services, Employee Benefits Department for details.

Employees also have an alternate option instead of enrolling in COBRA continuation coverage.  There may be other, more affordable coverage options for employee and their family through the Health Insurance Marketplace, Medicaid, or other group health plan coverage options (such as a spouse’s plan) through what is called a “special enrollment period.” Some of these options may cost less than COBRA continuation coverage.  For more information visit www.healthcare.gov. 

All employees are entitled to workers’ compensation benefits. When an employee is injured in the course of employment as defined in the Workers’ Compensation Laws of Maryland, the employee will be paid his/her full salary, minus the amount of any workers’ compensation payments received for salary during the period of temporary disability, not to exceed a period as agreed upon in the negotiated agreement. Employees who still qualify for weekly disability payments will receive only the funds approved by the State Workers’ Compensation Board. The risk manager or designee may give an employee who is a participant in a rehabilitation program approved/administered by the Maryland Association of Boards of Education Workers’ Compensation Group Self-Insurance Fund an extension. CCPS has a transitional work program for injured employees.

CCPS will continue to pay its share of the cost of the employee’s insurance package for the period of time an employee is receiving workers’ compensation benefits. Employees are responsible for paying their cost share of the health and life insurance premiums.

IT IS THE EMPLOYEE’S RESPONSIBILITY TO REPORT ALL INJURIES IMMEDIATELY AND MAINTAIN CONTACT WITH THEIR EMPLOYER AND SUPERVISOR.

All injuries or illnesses arising out of the scope of employment must be reported to the supervisor immediately. Prompt reporting is the key to receiving prompt benefits. Ensure the right to benefits by reporting every injury, no matter how slight. Federal law (Occupational Safety and Health Administration) requires that CCPS keep records of all illnesses and accidents that occur during the workday. The Maryland Workers' Compensation Act also requires that employees report any workplace illness or injury. If the employee fails to report an injury, they may jeopardize their right to collect workers' compensation payments as well as health benefits.  Should employees have any questions or concerns, they should be directed to the Office of Safety and Risk Management at 301-934-7273. 

Employees returning to work after being absent due to a work-related injury are required to report to their supervisor prior to beginning work and must bring a return-to-work authorization, completed by their healthcare provider.  If light duty or transitional duty is recommended, the “Return to Work Restrictions and Limitations” form must be completed by the healthcare provider and must be submitted to the Office of Safety and Risk Management. The employee is responsible for submitting the form in a timely manner.

The U.S. Government operates a system of mandated insurance known as Social Security. All wage earners are required by law to contribute a set amount of their weekly wages to the trust fund from which benefits are paid. CCPS is required to deduct this amount from each paycheck an employee receives. In addition, CCPS matches the contribution dollar for dollar, thereby paying one-half of the cost of the Social Security benefits. The employee’s Social Security number is used to record earnings. Employees are encouraged to protect their Social Security record by ensuring their name and Social Security number on the W-2 form are correct. Employees may also want to make sure their earnings statement is accurate each year by requesting a Personal Earnings and Benefit Estimate Statement from the U.S. Social Security Administration by calling 800-772-1213 or visiting www.ssa.gov.

It is CCPS’ desire to pay all permanent employees wages and salaries that are competitive with other employers in the marketplace in a way that will be motivational, fair and equitable.

At the time of hire, an employee is classified as full-time, part-time or temporary. In addition, they are defined as either certificated or non-certificated employees. All other policies described in this Employee Manual and communicated by CCPS apply to all employees, with the exception of certain wage, salary, and time off limitations applying only to “non-exempt” employees. If an employee is unsure of which job classification their position fits into, they need to ask their supervisor or the Office of Human Resources.

Certificated employees are governed by the negotiated agreement of the Education Association of Charles County (EACC) and include teachers, administrators and those positions requiring a certificate issued by the Maryland State Department of Education.

The American Federation of State, County and Municipal Employees (AFSCME) governs non-certificated employees and includes building service, support, maintenance, food service, secretarial and most technical employees.

Employees are classified as either “exempt” or “non-exempt.” Employees in certain types of jobs are entitled to overtime pay for hours worked in excess of 40 hours per work week. These employees are referred to as “non-exempt” in this Employee Manual. This means that they are not exempt from overtime pay provisions, and therefore should receive overtime pay. If an employee is eligible for overtime, their supervisor must approve it in advance.

Exempt employees are teachers, managers, executives, professional employees, technical employees, directors, and others whose duties and responsibilities allow them to be exempt from overtime pay provisions as provided by the Federal Fair Labor Standards Act (FLSA) and any applicable state laws. Employee should refer to the appropriate negotiated agreement for clarification.

Several factors may influence an employee rate of pay. Negotiated agreements with EACC and AFSCME define salary rates and conditions. Grade ranges for non-certificated employees are defined by position. The Superintendent sets administrative positions of certain employees. Actual salary scales for certificated and non-certificated employees are detailed in their respective negotiated agreements. Contact the Office of Human Resources for questions regarding pay rates or pay scales.

The CCPS payroll work week begins on Sunday at 12:01 a.m. and ends on Saturday at midnight. Payday is normally every other Friday. The biweekly pay schedule is made up of 26 pay periods per year. Changes are made and announced in advance whenever CCPS holidays or closings interfere with the normal pay schedule.

Actual paychecks are mailed to the employee’s home address directly by ADP. Employees can view payroll information, such as pay slips, on Oracle.

CCPS is required by law to make certain deductions from an employee’s paycheck. These are federal, state, and local income taxes and contributions to Social Security and Medicare. These deductions are itemized on employee’s pay slips. The deduction amounts depend on earnings and on the information employees furnish on their W-4 form regarding the amount of withholding claim. If employees wish to modify their withholding, they can do so on Oracle. Only employees may modify their tax status information. Employees should inspect pay information to ensure that it reflects the proper amount of withholdings. The annual W-2 form reflects how much earnings were deducted for these purposes.

It is mandatory that permanent employees who are full-time, working at least four hours daily or 10 months per year contribute a portion of their salary by payroll deduction to their pension. This deduction is pre-taxed. Any other mandatory deductions made through paycheck, such as court-ordered garnishments, will be explained whenever CCPS is ordered to make such deductions. Note: See “Wage Garnishments” later in this section for further information.;

Direct payroll deposit is the automatic deposit of employee’s pay into the financial institution account of their choice. All employees are strongly encouraged to use direct deposit to avoid delay in receiving payment. Any changes to direct deposit information can be made on Oracle. Employees may have up to three direct deposits.

Every effort is made to avoid errors in paychecks. If an employee believes or knows an error was made, they should contact the Payroll Department immediately at payroll@ccboe.com. The problem will be researched, and appropriate changes will be made as expediently as possible in accordance with the law or negotiated agreement. The employee must immediately repay any overpayments.

In general, non-exempt employees are eligible to receive overtime pay subject to the restriction and approval process in the negotiated agreement, or in consultation with their immediate supervisor. Please note that if a non-exempt employee is on an approved flexible work arrangement, overtime hours will be computed only on the hours worked in excess of a 40-hour work week.

Supervisors must approve all overtime in advance. If employees have any questions regarding overtime, they should contact the Payroll Department at payroll@ccboe.com.

By law, CCPS is obligated to keep accurate records of the time worked by employees. Employees are responsible for accurately recording time and leave. In the event of an error in recording time, the employee must bring the matter to their supervisor and the Payroll Department immediately. All permanent employees are required to request leave usage when absent.

CCPS is obligated to execute court-ordered wage garnishments. When court-ordered deductions are to be taken from an employee’s paycheck, the employee will receive notification.

CCPS acts in accordance with the Federal Consumer Credit Protection Act, which places restrictions on the total amount that may be garnished from an employee’s paycheck.

*Note: Please see the Mandatory Deductions from Paycheck Policy earlier in this section for further information.

Permanent full-time employees, and part-time employees on a pro-rated basis, are eligible for holiday pay. The exact number of holidays may vary in a given year due to a variety of circumstances. The following days are generally recognized by CCPS as paid holidays.

• New Year’s Day.
• Martin Luther King, Jr.’s Birthday.
• Presidents Day.
• Good Friday.
• Easter Monday.
• Memorial Day.
• Juneteenth.
• Independence Day (12-month employees).
• Labor Day.
• Wednesday before Thanksgiving.
• Thanksgiving.
• Friday after Thanksgiving.
• Christmas.
• Day preceding or after Christmas day.

Note that this number may change in a specific year based on a change in the calendar or negotiated agreement.

Employees may take time off to observe religious holidays. If available, a full day of unused annual or personal leave may be used for this purpose. Permanent employees, upon request, will be permitted to use one sick leave day per year for religious or ideological observances. It is mandatory that employees schedule the time off at least 48 hours in advance.

Annual and personal leave may be taken as vacation time or to conduct personal business. Annual and personal leave may also be used during an employee’s own illness, to care for an ill child, or for medical, legal, or other personal business appointments which can only be scheduled during business hours. CCPS provides annual and personal leave as a benefit to employees. Requests for leave should be coordinated with an employee’s supervisor to ensure that critical work is not disrupted.

Only 12-month employees earn annual leave. Annual leave shall be requested at least 24 hours in advance, except in emergency situations. Full-time employees (except certificated and technical employees) shall earn annual leave in accordance with the negotiated agreements. Twelve-month full-time certificated and technical employees shall earn 26 days of annual leave to be accrued bi-weekly.

There is no requirement that annual leave is taken, but the maximum permissible accumulation and payout is 60 days per the negotiated agreement. Excess annual leave as of September 1 of each year will be converted to sick leave and credited to the employee’s sick leave balance.

Each 12-month EACC Unit II member shall be entitled to 26 days of annual leave for a full year of employment. There will be a 50-day limit to the amount of annual leave that a 12-month EACC Unit II member can accumulate per the negotiated agreement. Leave earned for the current year will be accrued in addition to this limit. Any leave accumulated above the 50-day limit as of September 1 of each year will be converted to sick leave and credited to the employee’s sick leave balance.

All other permanent employees earn personal leave. Personal days may not be used before or following a holiday except in case of emergency. Personal leave will be granted upon 24 hours prior notification with approval of the appropriate supervisor. Such approval is to be given in the best interest of the educational program.

Certificated employees may accrue up to six days of personal leave and may use up to six days in one year. The employee will provide at least two weeks’ notice to the principal or supervisor (except in case of emergency) when they plan to use more than three consecutive personal leave days. If the 10 or 11-month employee does not use his/her personal leave during the year, such that the balance exceeds six days, any days accrued in excess of six days will be credited to accumulated sick leave.

All eligible employees can accrue sick leave at the rate of one day for each month of completed service. Employees who are absent from work because of a personal illness may use their accrued sick leave. There is no limit on the accumulation of sick leave.

Employees need to let their supervisor know that they will be absent from work due to illness as early as possible. Normally, only accrued sick leave may be taken. Employees on sick leave must maintain regular contact with their supervisor.

In addition to utilizing sick leave in the event of employee’s own illness, sick leave may also be used for the purpose of visiting doctors, dentists or other recognized practitioners, and/or illness of immediate family.

Employees should read and understand their applicable negotiated agreements and consult the agreements for further details regarding sick leave.

Permanent part-time employees will accrue annual leave, personal leave and/or sick leave on a pro-rated basis. Temporary employees may accrue sick/safe leave on a pro-rated basis.

Each employee is granted five days absence, excluding Saturday and Sunday, without the loss of salary on the death of a child, parent, brother, sister, husband, wife, mother-in-law, father-in-law, grandparent, grandchild, brother-in-law, sister-in-law, or anyone who has lived regularly in the household of the employee. Employees may ask their supervisor or consult the applicable negotiated agreement if they have questions regarding leave information.

If an employee is called for jury duty, notification to a supervisor is required within 48 hours of receipt of the jury summons. CCPS permits employees to take the necessary time off. Documentation of jury duty will be supplied by the court and must accompany the employee’s leave request to receive administrative leave with pay.

Employees on any extended leave must maintain contact with their supervisor and/or the Office of Fiscal Services, Employee Benefits Department in order to provide their return-to-work status.

FMLA is a federal law requiring employers to provide eligible employees up to 12 weeks (60 days) of unpaid job and benefit protection leave for a qualifying medical and family reason. Appropriate documentation is required and should accompany all FMLA requests. Qualified medical and family reasons include personal or family illness, family military leave, pregnancy, adoption or the foster care placement of a child. Approved accrued sick leave, personal and annual leave can be used with FMLA.

CCPS follows the fiscal year of July 1 to June 30 to define the 12-month FMLA period.

Requests for leave under FMLA must be submitted directly to the Office of Fiscal Services, Employee Benefits Department.

A request for leave of absence or extension of leave application is to be completed and submitted to the Office of Fiscal Services, Employee Benefits Department. The effective date of leave will be the day following the exhaustion of the employee’s FMLA leave or the last day for which the employee is paid. All leaves will be administered in a manner consistent with Board Policy and Rules, and the negotiated agreement. The leave shall normally be for an entire school year or for the remainder of the school year in which it becomes effective. Supporting documentation must be attached to the Leave of Absence Application.

CCPS follows state and federal law requirements. Employees should refer to the respective negotiated agreement that governs them.

If an employee is absent due to physical disability that results from an assault while in the scope of CCPS employment, the employee shall be kept on full pay status instead of sick leave during the period of absence. In order to be eligible for assault leave, the employee must meet the eligibility requirements stated in Superintendent’s Rule 4736.1. In order to access assault leave, the employee must follow the Employees Workers’ Compensation guidelines, including completing an Employees Incident/Injury/Illness Report. Any employee seeking to use assault leave must contact the Office of Safety and Risk Management for further information, including other required documentation.

Any CCPS property issued, such as materials of instruction, textbooks, teacher resource materials, cell phone, employee badge, computer equipment, keys, or system credit card, must be returned to CCPS at the time of separation of employment. Any dollars owed by the employee must also be repaid at the time of separation of employment. The employee will be responsible for any lost or damaged items and may be charged for the items or any unpaid debit in their final paycheck.

CCPS does not respond to oral requests for references. In the event employment with CCPS is terminated, either voluntarily or involuntarily, the supervisor may be able to provide a reference to potential employers only if the employee has completed and signed a release form. CCPS may provide any employment information as required by law.

CCPS is committed to the health and safety of all employees and recognizes the need to comply with regulations governing injury and accident prevention and employee safety. Maintaining a safe work environment, however, requires the continuous cooperation of all employees.

CCPS will maintain safety and health practices consistent with the needs of the industry. If ever in doubt about how to safely perform a job, it is the employee’s responsibility to ask a supervisor for assistance. Any suspected unsafe conditions and all injuries that occur on the job must be reported immediately. Compliance with these safety rules is considered a condition of employment. Therefore, it is a requirement that each supervisor make the safety of employees an integral part of regular management functions. It is the responsibility of each employee to accept and follow established safety regulations and procedures. CCPS requires employees to be trained in accordance with laws, regulations and as required by the system. Online training and other classes are required and mandated as part of employment.

CCPS strongly encourages employees to communicate with their supervisor regarding safety issues. Any further questions may be directed to the Office of Safety and Risk Management.

All accidents, injuries, potential safety hazards, safety suggestions, health and/or safety related issues shall be reported by an employee immediately to their supervisor. If an employee or another person is injured, they should contact outside emergency response agencies, if needed. Employees injured on the job shall complete the first report of injury prior to seeking medical attention unless there is a medical emergency and the employee is unable to complete the form due to the injury. Employees should go to Patient First in Waldorf for medical treatment unless a life threating emergency, as there will be no out-of-pocket expenses and all the required paperwork is onsite. Environmental health or safety concerns should also be reported immediately to the Office of Safety and Risk Management along with the principal/office supervisor. The Office of Safety and Risk Management will investigate any concerns then follow-up accordingly.

Employees are encouraged to use the parking areas designated for employees. Employees should not park in spaces designated for buses and visitors. Employees should remember to lock cars every day and park within the specified areas. Employees shall not park in non-designated areas such as sidewalks and access areas. Employees should not use cell phones while operating a vehicle or other equipment unless they are hands free. Employees should not leave their vehicles unattended with the ignition on.

Courtesy and common sense in parking can help eliminate accidents, personal injuries and damage to vehicles. If an employee damages another car they must immediately report the incident, along with the license numbers of both vehicles and any other pertinent information, to their supervisor.

CCPS is not responsible for any loss, theft or damage to any vehicle or its contents while it is parked on CCPS property.

CCPS does not assume liability or reimburse employees for lost or stolen personal items regardless of the circumstances. Examples of these items are cash, cell phones, earbuds/Air Pods, jewelry, coats, purses, and other personal items brought into the workplace or that are left in vehicles parked in the parking lot. Employees are advised to take precautions while at work to safeguard their personal items and leave valuable items at home. If any personal items are damaged, lost or stolen, the employee should report the incident to their immediate supervisor who will report it to the Office of Safety and Risk Management.

Safety is everybody's business and given primary importance in every aspect of planning and performing all CCPS activities. CCPS wants to protect employees against injury and illness, as well as minimize the loss in the work setting.

Below are general safety rules to assist employees in making safety a regular part of work. Supervisors may post other safety procedures in departments or work areas.

Employees must always wear or use appropriate safety equipment as required, including wearing appropriate personal protective equipment, like shoes, hats, gloves, masks, goggles, spats and hearing protectors in designated areas or when working on an operation which is potentially hazardous. CCPS complies with Occupational Health and Safety Administration (OSHA) standards for training employees who have occupational exposure to blood borne pathogens (examples are physical education teachers, nurses and instructional assistants). For additional information contact the Office of Safety and Risk Management at 301-934-7273.

Employees shall take appropriate steps to perform their job duties in a safe manner. Employees shall not use cell phones or other personal electronic items in any manner or at any time which may distract them from the performance of their duties. Employees shall not wear ear buds, earphones, or any other equipment unrelated to their job duties which may negatively affect the safe performance of their duties. Employee shall wear footwear that properly protects the feet and prevents slips.

If an employee is ever in doubt regarding the safe way to perform a task, the employee should not proceed without consulting a supervisor. If an employee feels a task may be dangerous, they should inform a supervisor at once. If there are still concerns, a job hazard analysis shall be reviewed with the supervisor by the Office of Safety and Risk Management.

CCPS strongly encourages employee participation and input on safety and health matters. Employees may report potential hazards and make suggestions about safety without fear of retaliation. CCPS appreciates, encourages, and expects this type of involvement. The success of the safety program relies on the participation of all employees. Though it is CCPS’ responsibility to provide for the safety, health, and security of its workers during working hours, it is the responsibility of each employee to abide by federal, state, local and the system rules, regulations and guidelines. Employees shall fully cooperate with any investigation involving CCPS.

CCPS believes it is important to establish a clear policy that addresses weapons in the workplace. Specifically, CCPS prohibits all persons who enter its property from carrying a handgun, firearm, knife, pepper spray (maintenance personnel and others who use a knife in performance of required duties is allowed), or other prohibited weapons of any kind regardless of whether the person is licensed to carry the weapon or not. The only exception to this policy will be police officers or other persons who have been given written consent by CCPS to carry a weapon on CCPS property. Any employee violating this policy will be subject to discipline up to and including termination.

Maintaining the security of CCPS buildings and vehicles is every employee's responsibility. All employees should develop habits that ensure security as a matter of course. For example:

• Always keep cash properly secured. If an employee becomes aware that cash is insecurely stored, the employee should immediately inform the person responsible.
• Cash collected from students must be given to the financial secretary each day per CCPS policy and procedures.
• Employees should know the location of all alarms and fire extinguishers and understand the proper procedure for using them.
• Employees shall not prop open access doors and shall ensure the facility is in a secure manner.
• Employees shall report any concerns or issues immediately to their supervisor which shall be reported to the Office of Safety and Security. 

CCPS is committed to providing employees, students, and visitors with a safe, healthy environment. It is the policy of the Board of Education of Charles County that the sale or use of tobacco, cannabis and controlled dangerous substances in any form including electronic cigarettes and vaping is prohibited, at all times, in school buildings, on school grounds and in school vehicles.

All employees and visitors are expected to abide by this policy while on CCPS property during and after work hours. Any employee violating this policy will be subject to discipline up to and including termination.

Employees need to stay aware of changes in policies, procedures, and general information. Additionally, employees communicate ideas, suggestions, personal goals or problems as they affect their work.

In addition to the exchanges of information and expressions of ideas and attitudes which occur daily, employees need to make themselves aware of and utilize all CCPS methods of communication, including the CCPS Employee Manual, bulletin boards, discussions with their supervisor, memoranda, staff meetings, newsletters, training sessions, CCPS email and system website, school/center websites, CCPS official social media accounts and the internet.

Employees receive other information materials, such as insurance benefit information, from time-to-time. Employees should take this information home so their family knows more about their job and benefits.

In addition, employees will receive electronic biweekly newsletters from CCPS, School News. School News provides employees with CCPS news and helpful information.

All employees have a duty to report suspected fraud or unethical activity to the appropriate level of management. Such reporting can also be strictly anonymous and confidential. Complaints can be reported anonymously to the CCPS reporting hotline, 301-302-8305, for further investigation.

An employee may not solicit any gift. Except as provided below, an employee may not knowingly accept a gift from a person doing business with the school system, or a student or parent, or another employee.

An employee may accept:

• Meals and beverages consumed in the presence of the donor.
• Ceremonial gifts or awards that have insignificant monetary value.
• Unsolicited gifts of nominal value that individually do not exceed $20 in cost or a series of gifts totaling $100 or less from or on behalf of any one person.
• Trivial items of informational value.
• Reasonable expenses for food, travel, lodging, and scheduled entertainment of the employee at a meeting which is given in return for the participation of the employee in a panel or speaking engagement at the meeting.
• Gifts from a person related by blood or marriage, or any other individual who is a member of the household of the employee.
• An honorarium for speaking to or participating in a meeting, provided that the offering of the honorarium is in no way related to the employee’s school system position.

Employees should review Board of Education Policy 8160 for more information.

Employees shall have no reasonable expectation of privacy in any desks, cabinets, or other workplace property owned or controlled by CCPS and/or accessible to other employees. CCPS retains the authority to conduct searches of CCPS property at any time for any reason.

CCPS technology programs are designed to connect students, staff, and parents with information and instructional resources delivered by voice, data, video and print. The various programs interact to connect the school community with our region, state, nation, and the world.

The ability to access a variety of technology information from our network introduces new risks and opportunities. Appropriate computer use is the responsibility of all CCPS employees. Disciplinary action up to and including termination may result from violating any of these policies and procedures.

All computer information, voicemail and electronic mail messages are to be considered as system records. CCPS must be able to access electronically stored information from its computers at any time. CCPS must be able to respond to proper requests resulting from the Maryland Public Information Act (MPIA) or legal proceedings that call for electronically stored information. Therefore, CCPS must, and does, maintain the right and the ability to enter in any of these systems to inspect and review any and all data recorded in those systems at any time for any reason. Because CCPS reserves the right to obtain access to all voicemail and electronic mail messages left on or transmitted over these systems, employees should not assume that such messages are private and confidential or that CCPS or its designated representatives will not have a need to access and review this information. Individuals using CCPS system equipment should also have no expectation that any information stored on their computer - whether the information is contained on a computer hard drive, computer disks or in any other manner - will be private.

CCPS has the right to, but does not regularly, monitor voicemail or electronic mail messages. CCPS will, however, inspect the contents of computers, voicemail or electronic mail in the course of an investigation triggered by indications of unacceptable behavior or as necessary to locate needed information that is not more readily available by some other less intrusive means. The contents of computers, servers, voicemail, and electronic mail, properly obtained for some legitimate business purpose, may be disclosed by CCPS, if necessary, within or outside the school system.

The Superintendent of Schools will review any request for access to the contents of an individual's computer, voicemail, or electronic mail prior to access being made without the individual's consent. Even though CCPS has the right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. 

CCPS employees are prohibited from the following.

• The use of unauthorized email, software, instant messaging, chat rooms or social media platforms.
• System tampering (any unauthorized alteration of operating systems, individual accounts or software) and/or equipment damage is prohibited.
• The decryption of passwords and/or attempting to gain or gaining higher-level access or privileges.
• The use of inappropriate language, pictures or other materials.
• Purposely introducing viruses or attempting to do so.
• The use of commercial advertising, chain letters, or non-educational games on CCPS systems.
• Improperly copying or transferring copyrighted materials or software.
• The use of CCPS networks or computers for personal gain or any illegal activities.
• The use of any means to bypass CCPS security or computer policies such as unauthorized Virtual Private Networks (VPNs).

CCPS employees may only access information and/or computer systems to which they are authorized and that are needed for their assignments and responsibilities. Employees are responsible for maintaining the security of their user account by adhering to the following rules:

• Passwords are to be kept strictly confidential.
• Employees are expressly prohibited from sharing user accounts and passwords.
• Employees must not use any auto-fill password features.
• Users must log off all systems when finished using a workstation or when allowing others to use the workstation.
• Employees must secure their electronic data. Sensitive files must be saved to a secure location, such as an employee’s individual network folder or to a removable disk that is stored in a secure location.
• Personal files or pictures are not allowed to be stored on the CCPS network.
• Employees will be required to change the passwords once a year as requested by the CCPS system administrator.

Technology equipment (personal computers, laptops, tablets, printers, etc.) that is not the property of CCPS is not allowed to be used at any CCPS location, except as expressly authorized by CCPS. Outside technology equipment has the potential to cause a security threat to the system. If a threat has occurred, the CCPS technology department will track the source, and the employee may be responsible for any damage, such as the loss or corruption of data due to a computer virus, network interruption or intrusion.

Technology equipment must be properly maintained.

Disposal of technology equipment (computers, monitors, etc.) must follow CCPS procedures for equipment disposal.

Technology equipment may not be removed from CCPS property except laptops, tablets, cell phones, and periphery devices assigned to the employee for work purposes.

CCPS employees may not install any unauthorized software or hardware, disable or modify security settings installed on any computer. Unauthorized software includes but is not limited to screensavers, music players, games, VPN and similar programs. Portions of the Internet that do not promote education or the support of education or that is not related to any instruction, project, job, work assignment, task or function for which an employee is responsible are prohibited (e.g., eBay, Internet radio, e-cards). These kinds of programs and internet sites provide easy access for viruses and spyware which can infect system computers.

CCPS software and applications may not be installed or copied to a non-CCPS computer except as specified by licensing agreements. CCPS does not condone the illegal duplication of software. 

CCPS is not responsible for information found on networks outside of the CCPS network, including the internet CCPS does not have control over information found on the Internet or other network systems. Internet sites and outside networks may contain inaccurate, defamatory, abusive, obscene, profane, sexually oriented, threatening, racially offensive or illegal material. CCPS filters all computers within the system by using web filtering software and spam filtering software.

Employees are responsible for ensuring that access to or the importation of material on networks is for educational or business purposes only.

Materials or information purposefully posted or linked from the CCPS network or internet site must be for educational or business purposes only.

Users are responsible for following the rules applicable to the computer system(s) they use, including systems accessed over the Internet from CCPS equipment.

Remote access to the CCPS network is not permitted except by written authorization from a department supervisor.

The use of the internet for pornographic, racial, gambling, political, religious, or terrorist activities or for any other non-educational or non-business purposes is strictly prohibited.

Staff members Active Directory password (used for computer logon, email, Office 365, Synergy, Helpdesk, and Oracle) will expire 90 days after the last change in password. Employees will need to change their password to login. To change the password at any time on any CCPS computer or laptop, the employee must press and hold the CTRL+ALT+DELETE keys then select “Change a password.”

The new password cannot be the same as a password that has been used in the past, nor can it have the employee’s name in it. The password must be at least eight characters long and contain at least three of the following:

• Uppercase letter.
• Lowercase letter.
• Number.
• Non-alphanumeric character such as: !@#$?.

If the password is changed successfully, the employee will receive the following message: “Your password has been changed.”

If the password does not meet the requirements listed above, an employee will receive the following error message and can try again: “Unable to update the password. The value provided for the new password does not meet the length, complexity, or history requirements of the domain.”

Once the password has been successfully changed, the employee will use the new password to log on to their computer, email, Office 365, Synergy, Helpdesk and Oracle. If the employee checks their CCPS email account on a mobile device, such as a cell phone or tablet, they will also have to update the password for their CCPS account on that device.

If an employee does not change their password when prompted, they will be locked out of the systems that use this password. After the employees receive their first password or changes their password, they will be prompted to change it every 365 days.

REMINDER: CCPS Technology will NEVER ask an employee for their password in an email.

If an employee experiences any issues with their account, they should call the Technology Call Center at 301-934-7400 or enter a Helpdesk ticket for a computer analyst at https://ccboe.incidentiq.com/.

Email should only be used for business purposes. Email messages should be treated as if they will be permanent, even if they are deleted. CCPS employees have no expectation of privacy when sending or receiving emails. All correspondence to and from CCPS is subject to the Maryland Public Information Act (MPIA). Email users should recognize that there is no guaranteed security when using email.  CCPS employees should avoid personal emails. DO NOT DELETE emails if instructed to retain them.

Emails should be written as if they may end up on the front page of the Washington Post. Users should consider their choice of words when writing emails. Emails should always be spell-checked and proofread before being sent.

Class websites created and maintained by teachers through Synergy shall remain the exclusive property of CCPS. The sole purpose of the websites is to allow teachers to share education-related and classroom-related items and information with students, parents, and the community in furtherance of the business of the school system, specifically classroom instruction and management. Items created by and posted by teachers in furtherance of their duties including lessons, schedules, assignments, grades, and related documents remain the sole property of CCPS. Posted items and links may be reviewed by the school principal and other school system administrators and may, at the school system’s sole discretion, be rejected, edited, or removed from the site for any education-related reason including, but not limited to the appropriateness of the topic, the appropriateness of the content or language, usefulness for students and parents, connection to the classroom setting, or other pedagogical concerns. Teachers shall be expected to abide by all school system policies and rules related to the appropriateness of the items posted and shall treat the posting of materials and links in the same manner as they would the use of the materials in the classroom setting. When using electronic communication to correspond with parents and students, employees will use an approved CCPS communication system such as Synergy Mail or School Messenger. Employees are responsible for all communication sent from their accounts.

CCPS recognizes that students, parents, and other stakeholders use differing methods of communication, and strives to reach as many in community as possible. Social media is one of those methods. Social media is defined as on-line technologies such as X (formerly Twitter), Facebook, YouTube, Instagram, Snapchat, TikTok as well as any and all electronic communications, including but not limited to texting, emailing, instant messaging, group messaging and chat rooms. CCPS allows the use of social media and other technologies as avenues to communicate school system messages, encourage social media visitors to visit the CCPS website, and create opportunities for two-way dialogue.

Per Superintendent Rule 1111, approved social media sites may be used to facilitate communication among employees, groups of students and members of the school community to further the instructional program. Employees are expected to conduct all social media communications in accordance with Board policies, guidelines in the CCPS Employee Handbook, and directions from their supervisors, as they would in any professional situation. Social media accounts used by employees of CCPS in connection with employment shall be approved annually by the school principal or supervisor. The approval process will include the sharing of log in and password information. Social media accounts established by schools and affiliated clubs are property of CCPS. Except as provided in Rule 1111, CCPS prohibits communications between students and staff through social media.

All employees are expected to dress professionally and to wear clothing appropriate for their positions. Some employees are required to wear uniforms. A supervisor may ask any employee to leave the workplace if they feel the employee’s appearance, attire, mask, jewelry, and/or grooming are inappropriate. If the employee has any questions regarding appropriate appearance, they should contact the Office of Human Resources or their supervisor.

CCPS provides uniforms to employees required to wear them. The AFSCME negotiated agreement specifically addresses the payments made by CCPS for uniforms. Upon separation of employment, all uniforms must be returned. Uniform cleaning and repairs shall be the responsibility of the employee. Employees may contact their supervisor for more information.

CCPS is a community in which responsibilities and freedoms are governed by policies and codes of behavior including penalties for violations of these standards as stated in the Employee Manual. CCPS has a standard of conduct, which prohibits the unlawful possession, use, or distribution of illicit drugs and alcohol by employees on CCPS property or as a part of CCPS activities. CCPS will impose disciplinary sanctions on employees ranging from educational and rehabilitation efforts up to and including termination of employment and referral for prosecution for violations of the standards of conduct. Each situation will be looked at on a case-by-case basis. 

It is the goal of CCPS to maintain a drug-free workplace. CCPS has the following policies in place.

• The unlawful manufacture, possession, distribution, or use of controlled substances is prohibited in the workplace or on CCPS property.
• Employees who violate this prohibition are subject to corrective or disciplinary action as deemed appropriate, up to and including termination.
• As an ongoing condition of employment, employees are required to abide by this prohibition and to notify the Office of Human Resources in writing within three days of a violation of any criminal charges, arrest or court disposition.
• Upon receipt of a court disposition, CCPS may take appropriate action against the employee, up to and including termination.  If required by law, and if the employee is working in a federally funded program, the school system will notify the federal contracting officer within 10 days of receiving notice of such disposition.
• CCPS provides information about drug counseling and treatment.
• CCPS reserves the right to search and inspect for the maintenance of a safe workplace.

CCPS retains the right to refer any employee for a fitness for duty evaluation, drug and alcohol testing, or an independent medical evaluation at any time to assess whether an employee’s conduct, behavior, or other factors indicate that their continued presence on the job may pose a threat to themselves, others, or the public; interfere with the Board’s ability to effectively provide services; or interfere with the employee’s ability to perform essential job functions safely and effectively, with or without reasonable accommodations. An evaluation may also be required to determine return to work status; to document medical certification of a serious health condition under the Family Medical Leave Act (FMLA); and to document workers’ compensation benefits. Refusing a mandatory evaluation or testing may result in termination.

A number of community resources are available to help, including:

Resources Phone Numbers

Employee Assistance Program: 877-465-0865\800-697-0353
Alcoholics Anonymous: 800-492-0209
Narcotics Anonymous: 800-317-3222/800-662-4357
Center for Abused Persons: 877-496-7254
National Suicide Prevention Lifeline - 24 hours: 800-273-8255

This document is intended solely as a resource. CCPS does not endorse programs and/or agencies listed in this document nor accept any responsibility for treatment provided by these agencies/programs, nor does it guarantee insurance coverage treatment.

This document is not a comprehensive listing of alcohol/chemical dependency treatment programs. Other sources for both in-patient and outpatient alcohol/chemical dependency treatment programs may be located by consulting the family physician.

Employees are required to have their supervisor’s written authorization (usually by way of an expense report in Oracle) prior to incurring an expense on behalf of CCPS. To be reimbursed for all authorized expenses, employees must submit an expense report within 60 days of the expense or voucher accompanied by original receipts and the supervisor must approve it. Employees who are asked to conduct company business using their personal vehicle will be reimbursed at the current Internal Revenue Service mileage rate. Expense reports must be submitted by employees on a monthly basis.

For the purposes of this policy, the term “relatives” shall include relationships established by blood, marriage or legal action. If employees or relatives of their family are employed by CCPS, one may not supervise the other, nor be either judge, influencer or advocate in regard to salary, promotion or conditions of employment. They also may not work in the same department unless explicitly approved by the Office of Human Resources. If the Office of Human Resources is unable to develop a workable solution, the Superintendent, or designee, will decide which employee may be transferred in such situations. “Family member” of the employee is defined as one of the following:

• Spouse or significant other/domestic partner (a person with whom the employee's life is interdependent and with whom the employee shares a mutual residence).
• Child/stepchild/grandchild.
• Parent/stepparent/parent-in-law.
• Grandparent/grandparent-in-law.
• Brother/brother-in-law.
• Sister/sister-in law.
• Daughter/daughter-in-law.
• Son/son-in-law.
• Aunt or uncle of the employee/spouse or significant other/domestic partner.
• Niece/nephew.
• First cousin.
• Any relative living in the household of the employee or significant other/domestic partner.

The hiring supervisor is responsible for ensuring policy compliance. Department managers are responsible for monitoring changes in employee reporting relations after initial hire to ensure compliance with this policy. Employees are responsible for immediately reporting a situation where there is a conflict or any changes to their supervisor. Employees who fail to disclose family/personal relationships covered by this policy will be subject to disciplinary action up to and including termination.

Should two employees who work as peers or in a supervisory capacity and enter into a personal, non-work-related relationship, one or both employees may be transferred.

Each year, CCPS honors its employees by presenting service awards at an annual system function. Service awards will be issued after completion of 5, 10, 15, 20, 25, 30, 35, 40, and 45 years of service.

Solicitation for any cause during working time and in working areas is not permitted. Employees are not permitted to distribute non-system literature in work areas at any time during working time. Working time is defined as the time assigned for the performance of the job duties and responsibilities and does not apply to break periods and mealtimes.

Employees are not permitted to sell merchandise or otherwise solicit or distribute literature without management approval.

Persons not employed by CCPS are prohibited from soliciting or distributing literature on CCPS property.

The use of a CCPS owned vehicle is a privilege and not a right. If employees are authorized to operate a CCPS vehicle in the course of their assigned work, or if they operate a personal vehicle in performing job functions, the employee must read and sign the Vehicle Use Procedures form, available through the Transportation Department, and adhere to the following rules:

• Employees must hold a valid driver’s license and be at least 18 years of age. All drivers who transport students must hold a valid driver’s license and be at least 25 years of age.
• Employees are responsible for following all the manufacturer’s recommended maintenance schedules such as oil changes to ensure all warranties remain in effect.
• Employees may not make any unauthorized alterations to a CCPS vehicle.
• CCPS provides insurance on CCPS vehicles; however, employees will be considered completely responsible for any fines, moving or parking violations incurred.
• The vehicle must be kept clean at all times by washing and vacuuming the vehicle as often as necessary.
• Employees will be reimbursed for reasonable expenses incurred to keep vehicles clean and they must retain receipts to receive reimbursement.
• Persons not authorized or employed by CCPS cannot operate or ride in a CCPS vehicle.
• Prior to operating any CCPS vehicle, an employee’s supervisor will train the employee on the appropriate steps to take in the case of an accident, filling out the accident report, getting names of witnesses and so on.
• Employee must be registered through the Office of Safety and Risk Management on the Maryland Driver Flagging System at least two weeks before the employee is allowed to drive a CCPS vehicle. If an employee has an out-of-state license, they are required to provide the Office of Safety and Risk Management with a current driving record from the official state driver license agency prior to driving a CCPS vehicle.

Mileage for an employee’s personal vehicle may be reimbursed for the performance of school business by submitting a mileage report in Oracle to their supervisor within 30 days. The mileage reimbursement rate will be adjusted annually to reflect any adjustments in the allowable rate determined by the Internal Revenue Service (IRS). Mileage will not be reimbursed for commuting miles, which are miles driven to and from work. Mileage will be reimbursable from the mileage chart provided to employees. The commuting miles will be deducted from the total miles driven for school business.

CCPS has adopted a policy prohibiting workplace violence. Consistent with this policy, acts or threats of physical violence including intimidation, harassment, and/or coercion which involve or affect CCPS staff, or which occur on CCPS property are not tolerated.

Acts or threats of violence include conduct, which is sufficiently severe, offensive, or intimidating to alter the employment conditions at CCPS, or to create a hostile, abusive, or intimidating work environment for one or several employees.

Examples of workplace violence include, but are not limited to, the following:

• All threats or acts of violence occurring on CCPS premises, regardless of the relationship between CCPS and the parties involved.
• All threats or acts of violence occurring off CCPS premises involving someone who is acting in the capacity of a representative of CCPS.
• All threats or acts of violence occurring on or off CCPS property that affect the employee’s ability to do their job including but not limited to threats, harassment, use social media, telephone calls, emails or text messages.

Specific examples of conduct which may be considered threats or acts of violence include, but are not limited to, the following:

• Hitting or shoving an individual.
• Threatening an individual or his/her family, friends, associates, or property with harm.
• Intentional destruction or threatening to damage CCPS property.
• Making harassing or threatening phone calls.
• Harassing surveillance or stalking (following or watching someone).
• Unauthorized possession or inappropriate use of firearms or weapons.

The prohibition against threats and acts of violence applies to all persons involved in system operations including but not limited to employees, contracted and temporary workers, and anyone else on public school property. Violations of this policy by any individual on CCPS property will lead to disciplinary action, up to and including termination and/or legal action as appropriate.

Every employee is encouraged to report incidents of threats or acts of physical violence of which they are aware. The report should be made to the Office of Human Resources or the employee’s supervisor.

CCPS supports the United Way of Southern Maryland through an annual payroll deduction campaign. Employees elect to participate through payroll deduction over 24 pay periods (no voluntary deductions taken from two of the 26 pay periods during the year). Payroll deductions must be renewed annually. Each school and center designates a campaign leader and is recognized by the United Way for individual school campaigns.

All funds contributed to the United Way remain in the community and are distributed according to United Way policy and procedures, unless otherwise specifically directed by the donor to another county or state’s United Way or Community Health Charities of Maryland. These funds benefit fellow county residents through member organizations operating in the county. Employees may elect to participate through a payroll deduction as follows:

• One-time donation taken from one paycheck.
• Specific annual donation with a set amount designated by employee taken from each paycheck beginning in January and for the duration of the year (24 pay periods) or until the designated annual donation is reached.
• Employees may also make a one-time donation through credit card payment, personal check, or cash.

If employees have any questions or need clarification, they may contact the CCPS campaign coordinator in the Office of Equity and Community Engagement.

CCPS supports and encourages participation in the American Cancer Society’s Relay for Life in Charles County. Schools and centers, including the Jesse L. Starkey Administration Building, are encouraged to form teams and participate in the Relay.

CCPS employees must follow ethics rules that include limitations financial conflicts, and involvement with companies that do business with the school system. All employees are responsible for complying with the Board’s ethics policy.  The ethics policy outlines conflicts of interest concerning business entities in which an employee has any interests. The policy does not allow an employee’s participation in school system matters involving a business in which the employee or an immediate family member has a financial interest. In addition to financial matters, conflicts of interest also include post-employment restrictions, using prestige of office, use of confidential information, procurement restrictions, and acceptance of gifts. Employees can accept certain gifts up to $20, but a series of gifts may be accepted up to $100 in value on a yearly basis. Anyone who knows of an ethics violation may file a complaint directly with the Charles County Board of Education Ethics Panel, P.O. Box 2770, La Plata, MD 20646. The ethics policy is linked to the staff page of the CCPS website.

When does my health insurance coverage begin?

If you complete your online enrollment within 31 days of your life event, your coverage will begin on the first day of the following month.

What should I do if I need to go to the doctor before I receive my membership card?

Newly enrolled members can print a confirmation statement by creating a new user login on the CareFirst BlueCross BlueShield website, www.carefirst.com.

I completed my on-line enrollment weeks ago and I haven’t received my cards.
There are several factors that may cause a delay in the processing of your cards.

• Current Address – when completing the enrollment form, make sure to include an accurate local address. Out-of-state addresses, other than Virginia or the District of Columbia, will be rejected for out-of-coverage area.
• Blue Choice Open opt Out Open Access Primary Care Physician – failure to select a primary care physician may delay the processing of your enrollment.

Why do I have to pay for a family premium if it is only my husband and me?

Currently there are only two premium options: single coverage or family coverage.

I elected not to enroll in the health insurance at this time, will I ever have another opportunity to enroll?

Yes, during open enrollment, in October or November of each year with the effective date of January 1. During this time, employees can add, make changes, or drop health insurance coverage without an explanation of the qualifying event.

What is a qualifying life event?

A qualifying life event defined by the Internal Revenue Code (IRC) such as birth of your child, marriage, death, divorce, adoption, and change in work hours or work status for you or your spouse. In special circumstances, different situations may qualify for changes in enrollment.

Do I have to provide proof of dependent status to include my family on the insurance plans offered by CCPS?

The Office of Legislative Services conducted an audit of the financial management practices of CCPS in accordance with the requirements of the State Government Article, Section 2-1220 (e) of the Annotated Code of Maryland. As a result of this audit, the Board of Education requires dependent verification documentation. All Employees enrolled are required to provide proper documentation to enroll dependents in the medical, dental, pharmacy and life insurance plans.

If I have a change in my personal information such as a name change, marriage, divorce, or address change, what do I need to do?

Please submit address changes in Oracle. These changes will be forwarded to the Employee Benefits Department. For any type of enrollment changes, a new form would need to be completed and signed to add, change or terminate dependent information.

I am terminating my position with CCPS. When does my health insurance terminate?

Your health insurance benefits will terminate at the end of the month that you separate your employment from CCPS.

How do I change my income tax withholdings?

Federal (W-4) and Maryland, Virginia and Washington, D.C. taxes can be adjusted and submitted through Oracle.

How is my bi-weekly salary calculated?

Regardless of whether an employee is employed 10, 11, or 12 months, all contract (annual) salaries are divided evenly by 26 paychecks. If an employee starts after the first day of the contract year, a different calculation applies.

Why is my net pay different during the summer months?

EACC dues are not withheld during July or August (teacher and retirement/pension, classified retirement, and AFSCME dues are withheld year-round).

What deductions are excluded from the third paycheck of the month?

Twice a year there are three pay periods occurring in one month. The third paycheck of the month excludes certain “voluntary” deductions. The only deductions occurring on the third paycheck are: taxes, wage garnishments, pension/teacher retirement, classified retirement and voluntary tax-sheltered annuities.

What is offered in the way of tax-sheltered annuities?

All schools have the listing of approved companies offering 403(b) and 457(b) tax-sheltered annuities. A complete listing of 403(b) and 457 (b) tax-sheltered annuity providers is posted on the staff page of the CCPS website.

Can I have my paycheck set up for direct deposit into any bank I choose?

Direct deposit applies to any bank in the continental U.S. All employees are eligible for this benefit.

When will I get paid for my overtime?

All overtime received in payroll by the deadline date (Monday after payday) is processed for the next payday.

Where do I send my new mailing address?

The Office of Human Resources processes all changes of address through Oracle.

How many federal or state withholding exemptions do you think I should claim?

Employees should contact a tax consultant, the Internal Revenue Service or their personal tax preparer. Payroll employees are prohibited from giving any personal advice.

If my salary is “---,” can you tell me how much I’ll clear after taxes?

No. There are too many variables to consider including tax status and number of exemptions; health and/or life insurance, pretax or after tax; tax shelter annuities; and a variety of miscellaneous pre-or after-tax deductions.

How much do I make per hour?

Divide your annual salary by the number of workdays and holidays in your contract. Divide the result by the number of hours worked per day.

How many days are in my contract?

*Exceptions
Food Service Manager (12 month): 260
Food Service Manager: 191
Food Service Workers: 184
Bus Operators: 207

If I am a full-time employee, how many hours per day is my contract based on?

Instructional assistants and all certified employees are based on 7.5 hours per day; all other employees are based on 8 hours.