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Employee Rights and Responsibilities
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Policies regarding personnel procedures are developed to provide guidelines for fair, equal, and legal treatment of all ESD 123 employees and prospective employees. As a condition of employment with ESD 123, all employees are to observe and comply with ESD 123 Board Policies, regulations, procedures, directives, office hours, and scheduled working hours and other requirements that may be required by the and at the discretion of the ESD 123 Board and/or Superintendent. This includes the directives outlined in Policy 5002.
Annual performance evaluations are an opportunity for self-reflection, feedback, and getting aligned with your supervisor on next steps and expectations for the coming year. Goal establishment and evaluation forms will be sent to employees and processed using Frontline Central.
Core performance standards and performance rating scales are available here.
Performance Evaluation Timeline
NOTE: This is a general timeline. Specific deadlines will vary based on what works best for you and your supervisor.
Performance Goals (start of the work calendar/fiscal year)
- September/October: Employees meet with their supervisor to establish goals. HR will send performance goal forms to employees at the beginning of September through Frontline Central.
- October 31: Deadline for holding goal discussions and completing goal forms for all staff working on a September – August calendar.
Annual Evaluations (end of the work calendar/fiscal year)
- June 30: Deadline for holding evaluation discussions and sending completed forms through Frontline Central for all Administrators working on a July – June calendar.
- August 30: Deadline for holding evaluation discussions and sending completed forms through Frontline Central for all staff working on a September – August calendar.
Employee Records
ESD 123 maintains permanent personnel and payroll files for each employee. Employees have the right to examine their personnel files in the presence of the immediate supervisor, Director of Human Resources, or a Superintendent’s designee. A staff member may appeal in writing to the Superintendent for the removal of any material placed in their personnel file within the last year.
Your personnel records are confidential and respectfully maintained by HR. We will not release your records to any outside parties unless authorized by you, or if required by law. Medical information submitted to us is maintained separately from other personnel records. Access to these files is limited to HR, and others as required by law.
Public Records Requests
ESD 123 is a public agency subject to public records retention schedules. All print or electronic documents representing a transaction of public business is subject to public disclosure, including personnel records, emails, text messages, and any communications made regarding work at ESD 123.
NOTE: Text messages sent and received by public employee in the employee’s official capacity are public records of the employer, even if the employee uses a private cell phone. Review Policy 4040 - Public Access to ESD 123 Records.
Public records requests should be routed to Kaylee Bolt, Director of Human Resources, or Kuniko Votaw, Executive Assistant to the Superintendent.
ESD 123 employees wishing to work remotely (telecommute) must follow the requirements listed in Telecommuting and Remote Work Policy 5225P and the Telecommuting Work Arrangement Guidelines. Telecommuting is only available to employees in eligible positions and will be considered on a case-by-case basis. Employees may be able to telecommute up to 40% of their schedule, depending upon the nature of the work (e.g., an employee working 5 days a week may be eligible to telecommute 2 of those 5 days).
Submit a Telecommuting Arrangement Form in Frontline for consideration. (NOTE: Once you start the Telecommuting Arrangement Form it will go to your supervisor to approve. You will not receive the form in your “My Forms” to complete until it has been approved by your supervisor.)
ESD 123 is a professional agency providing outstanding service to our clients. Therefore, it is important staff maintain a professional image that demonstrates pride in our appearance and agency for those we work with and serve, whether in-person or virtually. Review Policy 5022 - Appearance to find expectations for staff in regards to maintaining an appropriate appearance.
Depending on the clientele a person or department is working with on any given day, it may be appropriate to dress in business casual attire, and other times in business formal attire. ESD 123 supports departments and individuals using their judgement to determine what attire is appropriate in which situations. These guidelines are intended to provide parameters and considerations. Staff working in schools/districts are expected to follow school district dress standards.
Examples of Business Formal Attire:
- Suits
- Sport coat/blazer
- Long-sleeved dress shirt
- Tie
- Knee-length dresses or skirts
- Dress shoes, close-toed shoes, or conservative shoes
Examples of Business Casual Attire:
- Khakis or dress pants
- Polo or golf shirt, nice shirt/collared blouse, or button-down shirts
- ESD 123 logo wear
- Knee-length dresses or skirts
- Flats, dress sandals, loafers, or oxfords shoes
Jeans are allowed on Fridays at the ESD 123 Main Office (non-ripped or frayed).
Examples of Inappropriate Attire:
- Stained or wrinkled clothing
- Clothing that is too tight or short, or clothing that is oversized or too loose
- Tank tops or strapless shirts, backless or low-cut tops, or crop tops
- Clothing with inappropriate logos
- See through or low-cut clothing
- Jeans with rips, tears, or fraying
- Flip-flops or sandals (sports or croc-like)
Limited Scent Workplace:
In addition to our professional image, the ESD works to provide a safe and comfortable environment for staff and visitors by limiting the use of scents. Scented products such as perfume/cologne, body spray, lotion, hair products, etc. must be limited, and may be more restricted if circumstances warrant, as these can cause serious health problems for many people.
If you have any questions about appropriate dress for your position, please ask your supervisor. Administrators and Human Resources staff can also help interpret dress code guidelines.
Name Badges
- All staff are required to wear photo identification badges when on duty.
- Badges are not to be worn off ESD 123 or school district property unless performing duties on behalf of ESD 123.
- Badges may not be adorned or altered.
- If a staff member loses their badge, they may request a replacement from Human Resources.
Conflict of Interest
You’re expected to conduct yourself at all times in an ethical manner that avoids conflicts of interest. In short, a conflict of interest occurs when you permit the prospect or direct personal gain to influence your judgement or action in conducting your work. See Policy 5251 – Conflicts of Interest for more information.
Drug and Alcohol-Free Workplace
We are committed to achieving a drug and alcohol-free workplace. Drugs and alcohol can have detrimental effects in your performance and services. We take a firm stand on the unlawful manufacture, distribution, dispensation, possession, sale or use of alcohol, marijuana or marijuana-based products, or illegal drugs in the workplace or while on ESD 123 property. Anyone found in violation of this policy will be subject to disciplinary action, including termination. See Policy 5201 – Drug-Free Workplace for more information.
Sexual Harassment and Hostile Work Environment
We define sexual harassment as unwelcome conduct or communication of a sexual nature. Sexual harassment can occur student to adult, adult to adult, or can be carried out by a group of student or adults. ESD 123 will investigate all reports that sexual harassment has created a hostile work environment. A hostile environment is defined as unwanted conduct that has sufficiently severe or pervasive to create a work environment that a reasonable person would consider intimidation, hostile, or abusive. Anyone found in violation of this standard will be disciplined, up to and including termination.
Internal Response Team
The ESD 123 Internal Response Team receives and reviews reports having to do with harassment, hostile work environment, discrimination, and other related situations to determine if an investigation is necessary using a legal and unbiased process. Contact Human Resources for the list of current members.
Disciplinary Action
Staff who fail to fulfill their job responsibilities or follow the reasonable directions of their administrators or who conduct themselves on or off the job in ways that affect their effectiveness on the job may be subject to disciplinary action or discharge. Behavior, conduct, or action which provides sufficient cause may warrant disciplinary action or discharge.