Aurora Public Schools New Employee Orientation

1. Aurora Public Schools New Employee Orientation The Division of Human Resources would like to welcome you to Aurora Public Schools. Throughout this presentation, you will find information on Human Resources Policies and Regulations and new employee information. We thank you for joining the APS team and look forward to a successful school year. Revised May 5, 2016

2. “Every Student shapes a successful future.” APS Vision

3. APS Mission “In partnership with our community, we accelerate learning for all students to develop the knowledge, skills, and character necessary to shape successful futures.”

4. Getting Started…

5. Change of Address/Name Change • Employees must change their own address and phone number in Oracle Self-Service. For those changes, employees can click on the following link for detailed instructions: http://hr.aurorak12.org/resources/oracle-self-service/. Any additional questions not answered on the link may be directed to the HR Compensation Department at ext. 28032. • For name changes, you may fill out a name change form, available at the ESC-4 building in the Compensation Department. The form can also be found online at http://www.apsnet/hr/HRForms/change_name.pdf. Once completed, please bring the form to the Compensation Office located at ESC-4 with one of the following official forms of documentation: copy of the official marriage license or divorce decree, copy of the driver’s license with the new name, or copy of the new social security card. • Please remember to change your name also with the Benefits Office to include your benefits. You will need to contact PERA in order to update your information at 303-832-9550.

6. Every APS Employee Needs One Photo ID Photo I.D.

7. How To Obtain Your ID Badge • To obtain a photo ID, please visit the Employee Services Office at ESC - 4.Please check in at the receptionist desk. • Times available to get your ID: • Monday – Friday: 7:30 AM – 4:15 PM. • IDs do expire, so please keep an eye on your expiration date and come back to get a new one; renewals are free when you turn in your old ID. • Please do NOT attach your keys to the same lanyard that holds your ID, this would present a serious security risk if you lose your lanyard. • Your first photo ID is free; if you lose it a new ID will cost $10, cash or check. Replacement prox access discs must be requested by your site, once it is ready you can pick it up at the Security Office at ESC1 for a cost of $3.00, cash or check only. • All APS employees must wear their identification badges at all times when on APS property.

8. Fingerprinting - Why • All new APS employees* are fingerprinted • Colorado Department of Education (CDE) requires fingerprinting of all employees. • Due to contact with children on a daily basis • Fingerprinting allows the school district to conduct local, state and federal criminal background checks on all new employees. * Licensed APS employees must be fingerprinted by the police department as part of the process of obtaining a teaching license through CDE. Fingerprint cards can be acquired in the Licensed Employment Office at ESC – 4. If you already have fingerprints on file with CDE, it is not necessary to re-do them.

9. Fingerprinting – Where • Non-licensed contracted employees (classified and non-licensed administrative/professional technical) are fingerprinted at ESC - 4; the cost is $49.50. • Payment will be a payroll deduction from your first paycheck. • You will be emailed a complete payroll packet for you to complete or you can pick up a packet when you are fingerprinted at ESC – 4.

10. Nondiscrimination/Nonharassment Policy • A Policy Overview • Aurora Public Schools is committed to the policy that no otherwise qualified employee shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any district program or activity on the basis of race, color, religion, creed, national origin, ancestry, genetic information, marital status, gender, age, disability, or sexual orientation. • The APS policy for nondiscrimination and nonharassment as well as instructions for filing a complaint can be found in your payroll packet as well as under Section G of Policies and Regulations, Policy GBAA • APS does not tolerate sexual harassment. Any employee who believes that he or she may have experienced unlawful discrimination or harassment, or who believes that he or she has observed unlawful discrimination or harassment taking place, shall report this information immediately to his or her immediate supervisor. If the complaint involves the employee’s immediate supervisor, the employee may report to the supervisor or administrator at the next level or may report directly to the Chief Personnel Officer or a Human Resources Director. • You must read the policy found in your packet and complete the required form

11. Nondiscrimination/Nonharassment Form As a condition of employment, all new employees must complete and turn in a Nondiscrimination/Nonharassment Form found in your payroll packet:

12. District-Mandated All new employees must complete the online tutorial within 60 days of employment. Child Abuse Reporting & Standard Precautions against Blood-borne Pathogens Training

13. Child Abuse Awareness Training • District policy requires that all new employees be trained in recognizing signs of and reporting procedures for child abuse as well as information about standard precautions against blood-borne pathogens within 60 days of the start of employment. • You must turn in the online certificate of completion for both Child Abuse and Blood-borne Pathogens Training to Human Resources • The online training can be accessed from http://hr.aurorak12.org/benefits/new-employee-orientation/online-orientations/

14. Accrual, Medical Leave and More Leave Time Leave Accrual

15. Leave Accrual • Employees working more than ½ time accrue health leave (for teachers more than 3.75 hours per day, for others 4 hours per day). • Only employees who work 12 months of the year accrue vacation. • Full-time teachers accrue 10 hours per month of health leave Aug-April; teachers do not accrue vacation. Part-time teachers accrue leave based on their hours worked. For more information, please reference the Master Agreement. • Classified employees accrue leave based on the number of hours/days worked; see the Classified Employee Handbook at http://hr.aurorak12.org/wp-content/uploads/sites/64/2015/11/Classified-Handbook-2015-16-Final.pdf • Out of your health leave accrual, all employees may use three days per year as personal/special leave days. These days may be used for personal business (legal matters, home closings, etc.) but not for personal recreation. All employees must receive supervisor approval prior to entering special leave into the absence reporting system.

16. Leave Accrual Con’t • Jury Duty time does not come out of your health leave or vacation accrual; additional paperwork must be submitted to Finance. • For purposes of tracking your accrued leave, please remember that the APS payroll period runs from the Saturday prior to or on the 15th of a month through the similar Saturday of the following month. • APS employees are paid once a month, on the last working day of the month. • Questions regarding leave accrual? Please call the Compensation Leave Office at ext. 28032

17. Family and Medical Leave • If you need to take a leave of absence due to pregnancy, illness or other appropriate reasons, please contact the HR Leave of Absence Office, ext. 28072, for instructions and paperwork. • Maternity leave requires written notification to your supervisor at three months. • For more information regarding leaves of absence, please refer to APS Policies beginning with GCCand specifically GDCCF. • Teachers should also review the Master Agreement, beginning with Article 23

18. Other types of Leave Please note, there are several types of leave to include: • Paid Leave • Health Leave Bank • Parental Leave • Bereavement Leave • Workers’ Compensation Leave • Professional Leave • Special Leave • Business Leave • Military Leave • Jury Duty & Witness Leave • Appointive and Elective Office Leave • Extended Personal Leave • Leave Without Pay • Extended Medical Leave Including Family Medical Leave (FMLA) For additional information on leaves, please refer to Articles 21-34 in the Master Agreement.

19. Classified Employee Council The Council represents and supports the classified employees of the Aurora Public Schools Standing Committees: • Classified Health Leave Bank Committee • Classified Employee Council Web Site • Grievance Committee • Salary Committee • Insurance/Retirement Committee • Policy Committee • Classified Professional Learning Committee For more information on the Classified Employee Council, please visit http://hr.aurorak12.org/classified-info/

20. Online Instructions Reporting Work and Absence/Leave Hours

21. Reporting Absences

22. Reporting Absences Con’t

23. Absence Reminders – Licensed and Admin P/T • If a substitute is required for your position, please record your absence well before the start of the work day; Aesop (absence reporting system) will call for a sub until 10 p.m. the night before an absence and begin again at 5 a.m. the morning of the absence. The more time you give the system to find a sub, the more likely it is to find one to cover your absence. • Entering special instructions for a substitute is strongly encouraged, particularly for special education and middle school jobs. Substitutes are more likely to accept an assignment when they have some information about the job. • Please enter special instructions for all vacancies requesting a sub.

24. Reporting Absences – Classified Employees • Classified employees must report work hours via Oracle Self-Service Timecards • Instructions for classified employees to report work and leave hours are available online http://www.aps.k12.co.us/hr/aesop/siteadmin/AesopRemindersForClassifiedEmployees.pdf • Phone Call • District Policy requires that all employees call their site offices when they are absent • Aesop • Classified employees except nutrition, custodial and transportation are required by the district to use Aesop to report leave. • Leave reported by classified employees in Aesop will auto-populate the next day into the employee’s Oracle Self Service Timecard.

25. Workers’ Compensation If you believe you have a workers’ compensation claim, please follow these steps: Report the injury • Verbally inform your supervisor immediately. • Complete a First Report of injury form and give it to your supervisor. The form is available on the Risk Management website (http://risk.aurorak12.org/) or in the school nurse’s office. • Fax the First Report of Injury form to 303-326-1984. • If you are unable to complete the form yourself, please ask for assistance. See a school nurse or health para to discuss the need for outside medical treatment

26. Workers’ Compensation Con’t • If outside medical treatment is necessary, the school nurse will provide you with a list of 4 clinics from which to choose. No prior authorization for treatment is needed. Please bring your APS ID with you to the clinic. The list is also available on the Risk Management website (http://risk.aurorak12.org/). • Urgent Care and Emergency Room visits should be limited to life/limb threatening injuries or if an injury occurs after normal business hours of the authorized medical clinics. • Report back to your supervisor. • A work status report will be given to you at the clinic and this report needs to be hand delivered to your supervisor within 24 hours of leaving the clinic. • If you are medically unable to deliver the report within 24 hours, you must call your supervisor within 24 hours to report your status. • If you are unable to work for more than 3 scheduled days, please contact Risk Management at 303-365-7816 x 28713.

27. Benefits

28. As an employee of the Aurora Public Schools, you are eligible for health, dental, retirement, and additional benefits. Who is covered under the Aurora Public Schools benefits plans? • All licensed employees working 3.75 hours or more a day and all classified employees working 6 – 8 hours a day are eligible. • Classified employees working 4 or more hours, but fewer than 6, are eligible to receive coverage at a prorated rate. Spouse and dependent coverage is also available at an additional cost to employees. • If you have a change in your contract from last year and now qualify for benefits based on the aforementioned qualifications, please contact the benefits office. Once employed, when does coverage begin? • If you start on or before the 15th of the month, your benefits start the 1st of the following month. If you start after the 15th, your benefits will start on the 1st day of the second month. If you elect not to enroll in the medical and dental plans within 30 days of your employment, you must wait until the open enrollment period, which is the month of May, for coverage commencing July 1. If you wish to decline benefit coverage, please complete the waiver.

29. Life Insurance • Life insurance for Aurora Public Schools employees is provided by Cigna. • As an Aurora Public Schools employee you are insured at two times your annual salary. • This coverage includes an accidental death and dismemberment benefit. • An additional $1,000 term policy for spouse and/or dependents under the age of 19 or a student under the age of 25 is also available for $0.42 a month.

30. Life Benefit Summary • The following is a The description of your Basic Group Term Life and AD&D Insurance benefits.  The employee benefit is provided to you by your employer at no cost, dependent coverage is contributory. • Who is Eligible for Coverage? All active, full­time Employees of the Employer regulary working a minimum of 0.5 full­time Teacher Equivalency, excluding Superintendents. • Employee: Basic Life and AD&D Benefit The lesser of 2 times annual compensation rounded to  the nearest $100 to a maximum of $250,000. • When you reach age 65 Benefits will reduce to 92% • Spouse: Voluntary Basic Life Benefit $1,000  Domestic Partners are eligible • Child(ren): Voluntary Basic Life Benefit Birth to 6 months: $100  6 months to 19 years: $1,000  (25 if full time student) • Continuation for Disability (65+) Life coverage continued for a disabled employee over the age of 65 on a continuing premium paying basis. Benefits are provided for 12 months • Life Waiver of Premium If you become totally disabled prior to age 65 and are disabled for at least 9 months, life insurance may be continued and premiums are waived. Waiver of Premium may continue to age 65.

31. Life Benefit Summary Con’t • Accelerated Death Benefit – Terminal Illness (Life) If you are diagnosed as terminally ill with a life expectancy of 12 months or less, the accelerated benefit provides 50% of the life insurance coverage amount in  force to a maximum of $100,000. Benefits are paid to  the insured. • Will Preparation Services: Online interactive tool helps covered employees and  their spouses create a will and other legal documents. The site also provides access to other valuable financial  educational materials. Healthy Rewards: Offers discounts on a range of health and wellness­  related services and products, including discounts on  weight management and smoking cessation programs, chiropractic care, anti­cavity products, power toothbrushes, fitness club memberships, hearing and  vision care, massage therapy, acupuncture, pharmacy, vitamins, and more. • Secure Travel (AD&D When you travel 100 miles or more from home on  business or vacation, emergency medical and travel  services are available. Translation / Interpretation  services and emergency medical evacuation assistance are some of the services available to you. • Please complete the beneficiary designation form included in the enrollment packet.

32. Life Insurance Enrollment Form • All active full-time and part-time employees working at least .5 FTE must complete the Aurora Public Schools Enrollment Form • An additional $1,000 term policy for spouse and unmarried children less than 19 years of age or less than 25 years of age and attends an accredited post-secondary school is available for $.42 a month regardless of number of dependents.

33. Long Term Disability • Aurora Public Schools covers employees who may become disabled during the first five years of employment. • Coverage amount is 60% of monthly income up to $1500.00. • Waiting period is 180 days. • Employees who are with the district for more than five years are covered by the PERA short term disability plan. • Please complete the life insurance beneficiary card in the enrollment packet to receive this benefit.

34. Long Term Disability Summary The following is a description of your Long Term Disability (LTD) insurance benefits. These benefits are provided to you at no cost. • Who is Eligible for Coverage? All active, full­time Employees of the Employer regularly working a minimum of 0.5 full­time Teacher Equivalency with less than 5 years of service. • LTD Benefit Replaces 60% of your annual earnings to a maximum of $1,500 per month after you have been disabled for 180  days. • Definition of annual compensation Employee’s annual wage or salary, averaged over prior 12 months. It does not include overtime, bonuses, commissions or other extra compensation. • Maximum LTD benefit period If you become disabled prior to age 62, benefits continue  until age 65 as long as you remain disabled. If you  become disabled on or after age 62, please refer to your plan documents for additional details. • How is Disability Defined? You may be eligible for disability benefits if you are unable to perform the material duties of your own  regular occupation and you are unable to earn 80% or more from working in your own regular occupation. After benefits have been payable for 24 months, you are considered disabled if solely due to your injury  or sickness, you are unable to perform the material duties of any occupation for which you may be reasonably  become qualified by education, training or experience and you are unable to earn 80% or more of your previous earnings

35. Long Term Disability Summary Con’t • Mental & Nervous Limitation 24 month lifetime limitation • Substance Abuse 24 month lifetime limitation • Pre­-existing Condition Exclusion A pre­existing condition means any Injury or Sickness  for which you incurred medical expenses or recevied  medical treatment for 3 months prior to your effective  date of insurance. If you become disabled and it is  determined that the injury or sickness was a pre­existing  condition, LTD benefits are not be payable. Once you have been insured under the LTD plan for 12  months, the pre­existing condition limitation does not  apply. In addition, if you were insured under the prior disability plan with Aurora Public Schools immediately  prior to the effective date of the plan, credit will be given  for time you were eligible under the prior plan. • Life Assistance Plan – CIGNA Behavioral Health Extra support to help you with a variety of issues. Up to  3 free counseling visits, plus community referrals, and  online information and interactive tools – all available  24/7/365. Just call 800­538­3543 or visit  cignabehavioral.com/cgi

36. Employee Assistance Program • The Resources for Living Program is a free service offered to all APS employees. • Professional counselors can help you manage any type of problem with complete confidentiality, 24 hours a day. • Call 1-800-284-1819 to schedule up to 4 office visits or for free 24 hour crisis counseling and intervention via phone. • Completely confidential - APS will never know if you use this program. • Other mental health coverage is also available under the medical plans. • Visit their web site at http://www.mylifevalues.com, Username is Aurora Schools and password is eap.

37. Dental & Medical Insurance

38. Medicaid CHIP Notice

39. Dental Insurance • Delta Dental provides dental insurance to Aurora Public Schools’ employees. You have both Delta Premier and Delta Dental PPO included in your plan, which affords a choice of dentist. Most dentists in the area accept Delta Dental. • You may download Delta Dental’s Plan or Summary Plan Document • The Delta Dental local customer service phone number is 303-741-9300. Our group number is 1019. To access explanation of benefits and ID card, please go to http://www.deltadentalco.com/.

40. Dental Premium Rates

41. Delta Premier (non PPO) • If you choose a dentist from the Delta Premier group, your coverage on preventative and diagnostic services will be 80%. You will have a 20% co-pay. • Delta Premier provides 80% coverage on basic services and provides 50% coverage on major services. • Your $50 calendar year deductible applies to basic and major services if a PPO dentist is used. • There is a $1,250 annual maximum coverage cap per calendar year (January to December). • Prevention First - Diagnostic  and Preventive services do not apply to the annual maximum.

42. Delta Dental PPO • If you choose a dentist from within the Delta Dental PPO group, your coverage on preventative and diagnostic services will be 100%. • Delta Dental PPO provides 80% coverage on basic services and 50% coverage on major services. • Your $50 calendar year deductible applies to basic and major services if a PPO dentist is used. • There is a $1,250 annual maximum coverage cap per calendar year (January to December). • Download your Delta Dental Card. • Prevention First - Diagnostic and Preventive services do not apply to the annual maximum.

43. Health Premium Rates Medical insurance is offered to all licensed APS employees working .5 FTE or more and to all classified employees working 6 – 8 hours per day. Classified employees working at least 4 hours per day are eligible on a pro-rated basis.

44. Medical Insurance • New employees must enroll in health and/or dental benefits within 30 days of their start date or insurance will not be available until the next open enrollment period in May or until the next qualifying event. • If you start before the 15th of the month, your benefits coverage begins the first of the following month. If you start after the 15th, your benefits coverage will begin on the 1st of the second month. For example, if you begin work on September 10th, your benefits coverage begins October 1st; if you begin work on September 20th, your benefits coverage begins on November 1st. • Dependents can be added or dropped during the year as long as we have proper documentation that they have lost coverage or the change is a qualifying event (i.e. marriage, birth of child, divorce, spouse open enrollment, increase in contracted hours, etc.). Changes due to a qualifying event must be made within 30 days of that event. All other changes will only be accepted during open enrollment in May. • Coverage for a legal spouse/common law, domestic partner (when legal paperwork submitted), civil union and dependents is available for an additional cost. Dependents can be covered until the month they turn 26 years of age, providing that they are considered a dependent under the IRS. (Student status not required.) Affidavits available on the HR website.

45. Medical Insurance Con’t • APS pays 95% of the medical insurance premium for licensed employees working 3.75 hours+ a day and all classified employees working 6 - 8 hours. Classified employees working 4 hours+, but fewer than 6 can receive coverage at a pro-rated rate. • If you are a classified employee working less than 6 hours per day, you can calculate your premium by using the chart on the back of the price list sheet. Find the hours you work on the chart and add that additional amount to the level of coverage amount on the front of the page. • If you are eligible for health coverage, but are unable to afford the premiums, some states have premium assistance programs that can help pay for coverage. These states use funds from their Medicaid or CHIP programs to help people who are eligible for employer-sponsored health coverage, but need assistance in paying their health premiums. • All medical insurance premiums are pre-tax reductions unless you request, by appropriate form, that premiums are after-tax deductions. If you are in your last 3 – 4 years of employment with PERA, you may wish to fill out the pre-tax/after-tax form. Please go to https://www.copera.org/PDF/5/5-46.pdf for more information.

46. Medical Insurance Con’t • Co-pay for prescription medications will vary by provider type and brand. Before enrolling, please check to make sure your prescriptions are covered under the plan. • COBRA medical coverage is available when you leave APS or have a qualifying event occur. • Discovery Benefits is the administrator for Cobra.

47. Health Plan Comparison * For more comparisons, please see the Benefits Summary

48. UnitedHealthCare Navigate • To see a list of healthcare providers in the UnitedHealthcare Navigate network, please go to: welcometouhc.com. • You must select a Primary Care Physician.  Office visits are $25 co-pay. • Members may change their Primary Care Physician at any time.  To do so, please go towww.myuhc.com or call UnitedHealthcare directly at 1-855-828-7715.  Those changes submitted before the 15th of the month will be effective and a new card will be issued by the first of the following month.  All changes completed after the 15th of the month will be effective the 1st of the second month. • Specialists visits are $40 co-pay and do require a referral from the primary care physician, with the exception of OB/GYN. • UnitedHealthcare Navigate has a Customer Service line that can be found on the back of your member card.

49. Kaiser Permanente • Provides all medical care within their own facilities for a small co-pay.  Please see the Kaiser service area list to determine if your area of residence is within Kaiser's service area. • Kaiser Permanente facilities provide eye-care, doctor visits, prescriptions medications, x-ray, etc. • A $25 co-pay provides you with an annual eye exam provided by doctors of optometry or ophthalmology within the Kaiser Permanente facilities. • There is a small co-pay for prescription medications; the cost varies by type and brand. • No referral is required for specialist visits from your primary care provider. Specialists are covered with a $50 co-pay. • The local customer service number for Kaiser Permanente is 303-338-3800. Please refer to your member ID # on your Kaiser card or for any other questions regarding Kaiser Permanente. Kaiser Permanente Web Site

50. Medicare Part D • Certificate of Creditable Drug Coverage Requirement • All employers who provide drug coverage under their health plans are required by the federal government to provide a Certificate of Creditable Coverage to all their health plan participants who are Medicare eligible individuals. • If you have any questions regarding this matter, please contact the Benefits Office at (303) 344-8060.