Licensed Substitute Handbook
- Welcome Letter
- Yearly Responsibilities
- Daily Responsibilities
- Emergency Procedures
- Compensation and Sick Time
- Benefits
- Communication
- The Absence Management System
- Additional Information
Welcome Letter
Dear Beaverton Substitute Teacher,
Welcome to the new school year. Thank you for your dedicated work with our Beaverton students and staff. Daily you impact the lives of children. You have the responsibility of providing seamless and meaningful instruction. Your work ensures that the education of each student is uninterrupted. Please read through this handbook carefully as we have changed a few things to better assist you in your work.
Substitutes must supply high quality instruction, maintaining a positive learning environment, and encouraging student learning. Each day is unique, and you will face a seemingly infinite variety of daily assignments. Each of our schools and classrooms has its own culture and needs. In order to be effective, you must demonstrate resilience and flexibility. We appreciate your work to adapt to the needs of the school, the assignment, and our students. We have supplied you with the Code of Professional Conduct document in order to support you. The Code of Conduct describes non-negotiable expectations for all our employees and substitutes. We require that before you begin working this year you read the entire document. If you have any questions regarding these expectations, please contact us immediately.
Teaching is both challenging and rewarding. We know that you will strive to expand the learning and intellectual growth of your students. You must follow the instructional program as closely as possible while utilizing your professional judgment when the need arises. When you are substituting you have all of the rights and responsibilities of other staff members when relating to classroom operations and procedures.
Requests for a specific substitute will usually be honored for specialized areas and for planned absences when arranged through the Absence Management System. In cases where an extended assignment is required, an effort is made to continue with the same substitute in order to preserve continuity for our students.
Please review the items in this handbook, as it is your first source of important information pertaining to your role in the District. Thank you again for your dedicated and committed efforts to the children in our community. We look forward to working with you.
Sincerely,
Susan Rodríguez
Erica Marson
Yearly Responsibilities
Beaverton School District Licensed Substitute Guidance
Thank you for choosing to teach in the Beaverton School District. Substitute teachers are vital to the success of every student in our district. If you have questions or need assistance with anything, we invite you to contact Human Resources.
The Beaverton School District values the hard work, professionalism and commitment of our licensed substitute staff and we encourage all substitutes to take part in the professional opportunities available through a variety of organizations. Beaverton Education Association (BEA) offers professional development accessible through the BEA website and the district offers professional development opportunities accessible through TeacherSource on the District website.
Please read and review the "Code of Professional Conduct for Education Practitioners”. The District's expectations are explained in this document. If you have any questions regarding the contents of this document, please contact a school administrator or an Administrator for Licensed Personnel in Human Resources. The online copy is updated regularly.
Please review the “Required Trainings” section in this handbook. By registering with Absence Management, you are certifying that you have completed the necessary requirements for substitute teaching in the Beaverton School District.
Yearly Responsibilities
All employees must report or cause a report to be made when there is reasonable cause to believe that a child has been abused (ORS 339.388 and 419B.010). Failure to report may be considered a Class A violation resulting in a fine of up to $2000.00 (ORS 153.018 and 419B.010). Records kept of observed indicators of abuse are considered part of the student records.
Child means an unmarried person who is under 18 years of age (ORS 419B.005(2)).
- Any assault of a child and any physical injury to a child which has been caused by other than accidental means, including any injury which appears to be at variance with the explanation given of the injury;
- Any mental injury to a child, which shall include only observable and substantial impairment of the child’s mental or psychological ability to function caused by cruelty to the child, with due regard to the culture of the child;
- Rape of a child;
- Sexual abuse;
- Sexual exploitation, including but not limited to:
- Contributing to the sexual delinquency of a minor and any other conduct which allows, employs, authorizes, permits, induces or encourages a child to engage in the performing for people to observe or the photographing, filming, tape recording or other exhibition which, in whole or in part, depicts sexual conduct or contact, sexual abuse involving a child or rape of a child, but not including any conduct which is part of any investigation conducted pursuant to ORS 419B.020 or which is designed to serve educational or other legitimate purposes; and
- Allowing, permitting, encouraging or hiring a child to engage in prostitution.
- Negligent treatment or maltreatment of a child, including but not limited to the failure to provide adequate food, clothing, shelter or medical care that is likely to endanger the health or welfare of the child;
- Threatened harm to a child, which means subjecting a child to a substantial risk of harm to the child’s health or welfare;
- Buying or selling a person under 18 years of age as described in ORS 163.537;
- Permitting a person under 18 years of age to enter or remain in or upon premises where methamphetamines are being manufactured; and
- Unlawful exposure to a controlled substance that subjects a child to a substantial risk of harm to the child’s health or safety.
Employees should report the information to his/her supervisor, building principal, or superintendent, and shall immediately report the information to the Washington County Department of Human Services or local law enforcement agency.
REPORTING ABUSE
Believe what the child tells you. Reassure the child that the abuse is not his/her fault and that you are concerned about the child’s safety.
Report all cases to the building principal or counselor who may involve the school nurse in documenting and making the report. The law applies to all persons who are aware of the suspected abuse. You must also report the abuse to Washington County Department of Human Services or local law enforcement yourself.
The report is to be made immediately to the State Office for Services to Children and Families. This agency will conduct the investigation and determine whether any school personnel are to be present during the interview.
For the child’s safety, school employees are not to contact family members regarding the report.
Promptly report to the Washington County Department of Human Services, 503-681-6917, the Beaverton Police Department 503 629-0111, or Washington County Sheriff's Office, 503 629-0111.
Substitutes are responsible for notifying the Human Resources Department of any change in their name, address, or telephone number. Log into Employee Online Services>Home Address to edit your address or phone number. To change your name, federal law requires us to make a copy of your Social Security card and complete a new I-9 form with your new name. If you would like Absence Management to contact you through a different phone number, you can make this change directly in the Absence Management system under “Account” > “Personal Information”.
To keep our substitute list up to date, we now require substitutes to work five days per school year. If a substitute does not work the minimum number of days, they will be removed from the substitute list and will need to reapply and be rehired as a substitute with Beaverton School District.
Each spring a letter of "Notification of Continued Employment as a Certified Substitute" is sent to active substitutes. This letter contains a list of the days school will not be in session for the coming school year.
Substitutes who wish to be considered as applicants for teaching positions should have an updated on-line application. To apply, you must complete an on-line application accessible through our website. Please log on to the district web site at https://www.beaverton.k12.or.us/departments/human-resources/applicants >"Application".
Licensure Information
To substitute in the Beaverton School District, a person must hold an Oregon teaching license. A person holding a Restricted Substitute license may not accept a long-term substitute assignment (an assignment that is 10 or more days for the same single teacher).
It is the substitute teacher's responsibility to maintain a current teaching license. Renewal information is directly emailed from the Teachers Standards and Practices Commission based on Oregon statutes and laws. Please note that you should check with TSPC to determine the number of Professional Development Units (PDUs) needed to renew your license.
A current copy of your license must be on file in Human Resources. License information will be updated on the Absence Management System when the new license is provided by the substitute. Once you are issued a new teaching license, please email a copy to HR-PY-Notifications@beaverton.k12.or.us or when you’re at a school substituting have the school secretary send a copy to HR via interschool mail.
If you need to utilize a licensure grace period while substitute teaching, you will need to contact the Absence Management desk directly. We can only extend the grace period if the paperwork has been submitted and is in process according to the TSPC website.
Daily Responsibilities
- All substitute assignments should be made using the Absence Management System.
For pre-arranged jobs, be sure to remind the teacher that you will need the job number (as assigned by Absence Management) or you can check by using Absence Management. While substituting please limit your access to Absence Management during breaks and lunch periods and not during periods of instruction.
- Be sure to make note of the working hours when you accept the assignment.
Most elementary have a working schedule of 7:30 a.m. to 3:30 p.m. or 8:00 a.m. to 4:00 p.m., middle school teachers report from 8:10 a.m. to 4:10 p.m. and the high school day lasts from 7:15 a.m. to 3:15 p.m. (Please consult the starting time for all our schools found on the district web site). A duty-free lunch period of at least 30 minutes is included in a full day assignment.
- Keep track of your job number for each assignment
Should a substitute teacher be called and given a job number by the Absence Management system and they are not needed after reporting to the building, they should check with the Absence Management help desk. The substitute will be offered any of the unfilled jobs for that day or paid a minimum of 4 hours and retained at the original job site.
- Know your District assigned username and current password before you arrive at each assignment
Make note of your current username and password for district technology before you arrive at an assignment. Carry it with you but never leave the codes visible to other staff, students or parents. Know your district employee number. Please see notes below under “Computer Access” Information for setting up and / or updating access codes. When arriving at a middle, high or larger elementary school, please inquire whom to contact for technology questions. Many schools have someone on site who can assist you before calling the office or the Help Desk.
- All substitute teachers must report in person to the school office prior to the start of their assignment.
Specific information for substituting at the assigned school should be requested upon arrival. Each school will provide the substitute with the necessary and relevant information regarding the assignment as well as school-specific information. Substitutes will receive all necessary materials to perform their jobs and maintain student and staff safety, including keys, electronic access devices and codes. A substitutes signature will be all that is required to secure the necessary materials.
- All substitute teachers must check out with the site secretary at the end of the job.
It is the substitute's responsibility to check with the secretary when signing out at the end of the day, returning any key, electronic access devices or codes issued. Substitutes are to be advised if he/she is to be retained for the following day and to verify the appropriate hours worked.
- The substitute teacher, unless otherwise directed by the supervising administrator, should perform the work of the absent teacher. This includes providing continuity of instruction, maintaining classroom control, playground duty and other responsibilities.
- At the end of the day a brief and descriptive report should be written and left for the classroom teacher.
- Papers should be graded as appropriate and the classroom left in order.
- Be prepared, when necessary, to supplement the daily program with appropriate educational activities.
- Before signing out for the day, check with school staff to see if you will be needed the next day and return all keys and materials that were used for instruction.
- Please note that all substitute teachers must abide by the guidelines stated in the Code of Professional Conduct for Education Practitioners. It is the responsibility of the substitute to read and understand these guidelines before the start of each academic year.
- As a substitute teacher, all relationships with administrators, teachers, and children should be on a professional basis.
- The substitute teacher recognizes that existing teacher pupil relationships are important. No act or comment should be detrimental to those relationships.
- The substitute serves in place of the classroom teacher and should never criticize the teacher to the students.
- Confidentiality is of utmost importance. Discussions of the students, staff, or administration should not be carried on at other schools or in the community at large.
- The substitute teacher must not reveal information given in confidence by students or fellow teachers.
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Discipline is based on mutual understanding, through honest and open communication.
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The initial impression that students receive from the substitute teacher is a key factor in successful classroom management. Self-confidence, self-knowledge, resilience, initiative and resourcefulness are some necessary prerequisites.
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Classroom management is improved if the content of instruction is meaningful to students and is presented in an interesting manner.
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If there is time before class begins, review the day's schedule and become familiar with related activities. When the class arrives, introduce yourself and write your name on the board. Try to call students by their names. This tends to prevent problems. To help you remember the students' names, make a seating chart or use name tags, as appropriate to the age level of the students.
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If discipline problems arise which you are unable to manage, contact a district administrator for assistance. Never use physical means to discipline a student!
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In any situation, no matter how well managed, emergencies will arise. Accidents, illness, the administering of medication, and other emergencies must be referred to a BSD administrator.
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Do not leave a class unattended. A teacher on prep time or a teacher nearby should be notified in the rare situation where you would need to leave the classroom.
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Good communication between you and the assigned teacher is essential to student achievement. You should provide the teacher of record with a summary of the daily activities. At the end of the day a brief summary and description of activities should be left for the teacher.
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Always comply with all expectations outlined in the Code of Professional Conduct and Annual Notices for Education Practitioners. Please contact any school office or Human Resources if you have any questions.
- The handbook covers important areas including: Range of Consequences; Consequences of Inappropriate Conduct; Optional Consequences of Inappropriate Conduct; Students' Rights to Due Process; State Laws and District Agreements.
- A copy should be at each school site. Check with the school secretary for advice as to which administrator oversees discipline. These assignments may vary from school to school and week to week. https://www.beaverton.k12.or.us/about-us/bsd-student-family-handbook
Reasonable Force - The substitute should call an administrator for assistance whenever force is necessary to prevent students from injuring themselves or others. However, in an emergency situation, when a student or others are in danger of serious bodily injury unless physical intervention is made, and where an administrator is not available, judicial use of reasonable force may be necessary in the above instances only.
Reporting Assault - Substitute teachers shall immediately report any cases of assault suffered by them in connection with their employment in the District to the principal or other immediate supervisor. The assaulted substitute teacher and any witnesses to the assault must report the details of such assault in writing to the principal as soon as possible thereafter.
- New substitutes are provided with a BSD username
- Username: last name and the first 2 letters of their first name (ex: Jane Smith would be smithja)
- password: Initial Password: Bsd followed by employee ID # [ex: Bsd11549]
- Note: this password is case-sensitive.
- When substitutes log into a District computer for the first time, whether it is a PC or a Mac, substitutes will be asked to change the temporary password, if they have not done so already.
For further instructions, review PASSWORD CHANGE GUIDE
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Login to all District computers
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Login to Staff Email-Outlook Web App
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Login to the Staff Intranet (to access district department information for Staff)
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This link is found on the BSD Home page. CLICK on the word STAFF and you will be directed to the Staff Intranet. Links to many sites are located here.
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Login to Employee Online Services (to view your paycheck and HR information).
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Teacher Source (username/password) accessible through the Staff Intranet page.
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Login to BSD Google Drive (Google Apps for Education). Accessible through the STAFF Intranet page.
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At the Login window for Google Drive, type in your full district email address: sally_connect@beaverton.k12.or.us and your BSD password.
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Many teachers leave sub plans or notes on Google Drive.
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You cannot choose Gmail. District accounts do not include Gmail. If you try to login to Gmail, you will receive an error message.
- Inquire if there is a technology person assigned to the school
- Email the Help Desk at helpdesk@beaverton.k12.or.us
- Call the Help Desk from within the district at x64300
Schools should supply substitute teachers with all of the necessary materials to successfully complete their daily responsibilities. A substitutes signature will be all that is required to secure the necessary materials.
- Keys for classrooms and staff restrooms
- Class rosters and seating charts
- Clear emergency procedures and materials
- Classroom and school wide discipline procedures
- Building management procedures such as hall passes, restroom and attendance policies.
- Important information about students with emotional, behavioral, custodial, or other legal matters
- Names and phone extensions or locations of team teachers and/or department heads
Substitutes who accept an assignment for teachers working less than full-time shall be on duty and available for work for a period that varies with their assignment. Substitutes are guaranteed a minimum of 4 hours if they are called to a building.
If you are scheduled for an assignment and become ill prior to the start of the assignment you can cancel the assignment using the Absence Management system. If the system indicates that it is too late to cancel, call the Absence Management Help Desk at 503 356-4340. If possible, as a courtesy notify the school that you will not be available to substitute due to illness.
Emergency Procedures
Emergency Announcements
The following emergency announcements are to be uniform in ALL schools. Common language will be utilized so all staff, volunteers and students will know what is expected of them. Verbal instructions over the school public address system will provide a uniform emergency signal system. A uniform announcement system will allow staff and students to react quickly in an emergency situation even though they may be present in different schools during the day. http://iloveuguys.org/srp.html
UNIFORM EMERGENCY ANNOUNCEMENTS When You Hear It. Do It.
Lock Out: Announced over the school public address system, "Lockout, secure the perimeter." This would mean there is a potentially violent situation in your school's neighborhood. Lock all exterior doors and monitor traffic into and out of the building.
- Recover students and staff from outside building
- Increased situational awareness
- Do business as usual
- Take roll, account for students
Lock Down: Announced over the school public address system, "Lockdown! Locks, lights, out of sight."
- Lock classroom door
- Turn the lights out
- Move away from sight
- Maintain silence
- Wait for First Responders to open door
- Take roll, account for students
Evacuate: Announced over the school public address system, "Evacuate to (announce location)."
- Grab roll sheet if possible
- Lead students to evacuation location
- Take attendance, account for all students
- Notify if missing, extra or injured students
Shelter: For a hazard using safety strategy. Shelter is called when the need for personal protection is necessary.
- Lead safety strategies
- Take roll, account for students
All Clear: The school administrator will give the all clear announcement only after verifying with the Security Office or responding Law Enforcement agency. The school administrator who called the first signal will also call the all clear. The announcement for an all clear will be the exact words of "All Clear." Any deviation in the exact wording should be interpreted that the administrator is under duress and has been taken hostage.
EMERGENCY PROCEDURES
DROP COVER AND HOLD (EARTHQUAKE)
Drop - Take cover under a nearby desk or table, positioning as much of the body as possible under cover.
Hold on to the table legs or side of the desk. Remain in position until the ground stops shaking, objects stop falling or someone indicates that this part of the drill has ended.
If there is no table or desk nearby, but there are chairs (such as an auditorium style arrangement): take cover under the chairs, if possible, and /or between the rows of chairs by dropping to the floor, holding on and protecting the eyes with the arm.
If there are no tables or chairs nearby (or not enough): take cover by dropping to the floor, against an interior wall that is not covered by mirrors or glass, if possible. Select the closest safe place between tables or against a wall. The "drop" position is preferred: on the floor, on the knees, leaning over to rest on the elbows, hands clasped behind the neck, face down for protection. Cover the back of the head by clasping your hands.
Take cover by dropping to the floor, in the middle of the room away from the fall zone of any mirrors or ceiling lights, if possible.
Drop, Cover, Hold: take the "drop" position alongside the walls. Try to avoid hazards such as windows, glass doors, unsecured lockers, trophy cases, etc.
Drop, Cover, Hold: Sit down, hold onto the handrail and cover your eyes.
In a wheelchair: Remain in the chair, set brakes, lock your wheels and hold on. If you have a hard hat with you, put it on.
If sitting at onset of earthquake, remain in place protecting head, if possible and hold on.
If standing, sit down or brace body to avoid falling. People with mobility impairments, if possible, should not be routinely placed under or near potential hazards.
Drop, Cover and Hold as directed above so that you will be available and uninjured to assist others after the ground stops shaking. The staff should be the first to duck, cover and hold on.
Drop, Cover, and Hold: Move away from buildings, power lines, block walls, and other items that might fall. Take the "drop" position or sit down.
Remain in position until the ground stops shaking, or someone indicates that this phase of the drill has ended.
EVACUATION
(Fire, Explosion, Internal Hazardous Materials Release, Post Earthquake)
The Incident Commander generally orders evacuation and students and staff are notified by the bell signal (commonly described as a fire drill bell). The Incident Commander calls for an evacuation during conditions in which the interior of the school buildings may not be safe such as a fire, explosion, or a hazardous materials spill in the building. (Check with the site secretary regarding their specific procedures.)
Evacuation Procedures:
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During an earthquake or any ground shaking, students and staff duck, cover and hold.
- Evaluate situation; order immediate evacuation in case of fire or obvious structural damage.
- Check for injuries.
- Initiate first aid for severe injuries, if necessary.
- Take roll to make sure all students are accounted.
- Check with buddy teacher and if the buddy teacher is unable to complete above steps combine classes and repeat above steps.
- Evacuate when advised to do so. (Evacuation routes should minimize exposure to hazards.)
- Take roll again to make sure all students are accounted for.
- Staff and students are encouraged to face away from the building if explosion(s) are possible. This will assist in protecting the face from flying glass and other sharp material.
- Neighboring teachers are paired at the beginning of the school year.
- If there are no injuries/problems, evacuate classes together, one teacher at the front of the line, other at rear to check that all students have been evacuated.
- If one class has injuries, one teacher stays with the injured student; the other teacher takes both classes out.
- If both classes have injuries and building appears stable, both classes wait for assistance.
- Check on each other after an evacuation.
- Do not reenter your building until the Public Safety Office, law enforcement or fire fighters give authorization. If the evacuation is the result of a natural disaster, an assessment may have to be made by on site personnel.
EMERGENCY LOCK DOWN (Person of Interest is Inside or Extremely Close)
In an emergency lock down, we are locking ourselves in our current location. We are trying to get and keep space between us and the person(s) of interest (POI). In a lock down, the POI is usually on the inside attempting to commit crimes. However, an emergency lockdown can be called if the POI is outside and close enough that movement within the building could be dangerous. "LOCKS, LIGHTS, OUT OF SIGHT."
- Staff should bring all students into the classroom and wait for further instructions.
- It is recommended that staff gather students into an area that affords the maximum protection and concealment from windows and doors.
- Some of our schools do not provide lockable classrooms. Therefore, entire wings need to be locked to segregate themselves from the POI. In some schools it would be appropriate to place large numbers of students in the gym and cafeteria where they could lock themselves in for protection from the POI.
- Students in PE and other specialty areas should lock down in their locations.
- Students on recess should go to the gym or move to an approved evacuation point.
- If possible, the classroom staff member should gather as many students as possible into their protection. It is unimportant which class a student belongs in as long as they are safely secured.
- Do not send carriers into the halls.
- If possible close drapes.
- Do not allow students to leave the room.
- If possible, the teachers, custodians and principal should lock all doors that will provide them further protection.
- Wait for further directions.
- If the POI is located in the main building and not in the portable, staff should bring all students into the portable and wait for further instructions.
- If possible, the portable classroom staff should gather as many students as possible into their protection.
- It is recommended that staff gather students into an area that affords the maximum protection and concealment from windows.
- Do not send carriers out of the portable.
- If possible close drapes.
- Do not allow students to leave the room.
- If possible, the staff member should lock all doors.
- If the POI is in the portable, leave the portable immediately and seek shelter in the main building and notify staff of the situation, and your new location.
- If possible take roll to make sure all students are present.
- Follow instructions for an emergency lock down, in the main building.
- If the POI breaches your secure area it may be necessary to run from your current location and scatter to reduce your target potential. This may be the only way to save life and reduce injury. Once you have distanced yourself from the POI, you can then begin the process of gathering back together.
- If it is necessary to conduct a crisis evacuation, where you run to is unimportant as long as it is away from your attacker.
- It is not necessary to pre-plan a running route or where you will gather, as this would likely become another preplanned point of attack.
- Speed and distance are of the utmost importance when confronted directly by an attacker. Ingenuity and boldness could make the difference between success and failure.
- It should be understood that crisis evacuation is a last resort effort that is utilized if previously utilized Lock Out/In procedures are inappropriate or have failed to render you and others safe.
- The decision to conduct a crises evacuation will be up to individual staff members at the time of the security breach or anticipated security breach.
- Crisis evacuations should not be drilled or widely publicized.
EMERGENCY LOCK OUT (Person of Interest is Outside)
- POI is out of control and traveling toward or last seen near a school:
- POI is suspected of being armed with a weapon or committing a heinous act.
- POI is the respondent of a restraining order and the petitioner is one of our students, parents, or a staff member
- POI is suicidal.
- Staff should bring all students into the classroom and continue the educational process.
- If possible close drapes.
- If drapes or window coverings are not available, it is recommended that staff gather students into an area that affords the maximum protection and concealment from windows.
- Students in gymnasiums and other specialty areas should lock out in their current location.
- Students on recess should lock out in the gym.
- If possible, classroom staff member should go to the location of their students.
- Take roll to make sure all students are present.
- If possible, report missing students to the office via intercom or phone.
- Do not allow students to leave the room until you are notified if any areas of the building will be considered off limits.
- The custodian, principal and assigned staff should lock and monitor all exterior doors.
- Be prepared to lock all the interior doors if a full lock down is ordered.
- Wait for further directions from law enforcement or the campus incident commander.
- Staff should bring all students into their portables and wait for further instructions.
- If possible close drapes.
- If drapes or window coverings are not available, it is recommended that staff gather students into an area that affords maximum protection and concealment from windows.
- Take roll to make sure all students are present.
- If possible, report missing students or unusual circumstances to the office via intercom or phone which could include:
- Medical situations including but not limited to medications stored in the main building, injuries and unusual reactions to stress, (diabetic).
- Urgent and immediate need for restroom access.
- The staff will be notified if they will be moved to the main building.
- Students can be moved to the main building or another campus if they can be moved safely by law enforcement or the security officers.
- Students will be moved for the following reasons:
- The dangerous situation is in close proximity or likely to occur near the portable.
- The time span of the situation is likely to last longer than that would be tolerable by students and staff, i.e. restroom and food breaks are needed.
- Wait for further directions from law enforcement or the campus incident commander.
SHELTER IN-PLACE (SIP) (Hazardous Materials Release, Storms)
Although your first instinct may be to get away as far and as fast as possible from a hazardous materials incident, evacuation is not always the safest option. Your school can be a safe haven during a hazardous materials emergency.
Up-front preparations are the key to your safety. "Sheltering In-Place" simply means staying inside your building until the emergency passes and the "all clear" signal is given. Local officials, especially the Tualatin Valley Fire & Rescue, are best qualified to recommend protective actions against hazardous materials incidents. During a release of hazardous materials, air quality may be threatened. Evacuation may take you through a plume of toxic chemicals, leading to serious, long term health risks or even death. Toxic releases can come without warning and allow only minutes to respond.
- Notify the Public Safety Office of your need to Shelter in Place (SIP) via your emergency radio and carry it with you at all times.
- Evacuate to your shelter room. If possible, bring your classroom pets into the shelter room. Do not risk your safety for the safety of your classroom pets.
- Take roll to make sure all students are present.
- Close and lock all windows and doors to the outside. Close drapes or shades over all windows. Push wet towels under the doors to help seal against outside air.
- Turn off HVAC systems, and switch inlets or vents to the "closed" position.
- Use tape and labeled plastic sheeting to seal around doors and windows, heating vents, or any opening which could let in air (in shelter room only).
- While sheltering in-place, stay away from windows.
- If there is no phone in your designated shelter room, bring along a battery-operated or cellular phone.
- Do not go outside or attempt to drive unless you are specifically told to do so.
- Evacuation procedures may vary by community.
- Do not leave your shelter until the "all clear" signal is sounded.
- Do listen to the Emergency Alert System radio messages.
Compensation and Sick Time
SUBSTITUTE TEACHER CATEGORIES
This is a licensed person who temporarily takes the place of a contracted teacher. A substitute will be paid for the assigned hours as long as they complete the assignment. The minimum number of hours for a daily substitute is 4 hours.
Oregon sick time allows all employees to earn sick time. Sick time is earned at 1 hour for every 30 hours worked. To make a request to use earned sick time email the Absence Management team at HR-sub-management@beaverton.k12.or.us. Provide the date of your absence and the number of sick hours you would like to use.
A long-term substitute teacher is a teacher who is in an assignment of ten or more consecutive assigned working days for the same teacher. A long-term substitute is paid long-term pay rates for assignments of ten or more consecutive days according to the negotiated teacher salary scale. Salary placement is determined by level of education and years of prior teaching experience.
Long term substitutes will receive one emergency day during each 10-week assignment. These days are non-accumulative.
- An employee requesting leave due to illness of members of his or her immediate family, where in his or her absence the family member would be left alone and unable to care for him/herself if the employee reported to work. Immediate family is defined as: spouse, domestic partner, children, grandchildren, parents, grandparents, and parents of the spouse and those in loco parentis to the employee or the employee's spouse.
- In case of sickness of members of the immediate family where death is a distinct possibility.
- Emergency leave is granted for deaths and funerals of the immediate family.
- Emergency leave shall be allowed for deaths and funerals of other than immediate family members
- Emergency leave shall be allowed for religious holidays.
- Crises other than sickness or death are to be considered on presentation of sufficient evidence to establish an emergency necessitating the absence of the employee from his/her work. Absences caused by inclement weather and other such conditions, when the employee is otherwise expected to be on the job are included in this category.
- Emergency leave and sick leave are distinct, separate and not interchangeable.
Long term substitutes will be granted one full day of sick leave for personal illness for every twenty consecutive full days taught during a given school year. Accumulated sick leave days may be used only during a continuing assignment of ten days or more after the ten days have been worked.
Long term substitutes will be granted one full day of sick leave for personal illness for every twenty consecutive full days taught during a given school year. Accumulated sick leave days may be used only during a continuing assignment of ten days or more after the ten days have been worked.
Long term substitutes will be paid for holidays, teacher workdays, assessment days, staff development days and days cancelled by the District that occur during their long-term assignments provided they work the day before and the day after. However, ten consecutive working days must be assigned to qualify.
RATE OF PAY 2019-20
- Regular Rate = $23.488 per hour or approximately $187.91 for an eight-hour workday
- Premium Rate = $24.653 per hour or approximately $197.23 for an eight-hour workday.
Substitutes with 360 days of in-district substitute experience completed prior to the start of the school year, or BSD retirees are eligible for the Premium Rate of pay.
- Long-term pay rates for assignments of ten or more consecutive days will be paid according to the negotiated teacher salary scale. Salary placement is determined by level of education and years of prior teaching experience (see note below). Official transcripts with Master of Arts certification and Verification of Employment forms must be on file with Human Resources BEFORE you start your long-term position in order to receive long-term extended pay. If HR does not have MA transcripts and VOE forms, substitutes will be automatically placed at the Bachelor of Arts, Step 1 level. Your salary will be adjusted to the appropriate step the month following receipt of both documents. Please note that pay adjustments, unfortunately, are NOT retroactive.
Cut-off Dates |
Pay Dates |
July 28 | August 20 |
August 25 | September 20 |
September 22 | October 18 |
October 27 | November 20 |
December 1 | December 20 |
December 31 | January 17 |
January 26 | February 20 |
February 23 | March 20 |
March 22 | April 20 |
April 26 | May 20 |
May 24 | June 19 |
June 30 | July 20 |
In the 2019-20 school year there are 175 student contact days: 58 in the first time period (9/3/2019 to 11/29/2019); 60 in the second time period (12/03/2019 to 3/13/2020); and 57 in the third time period (3/16/20 to 6/12/2020). The time period breakdown is as follows:
- Time period 1 (58 student contact days): A substitute teacher who has worked 38 full or half days in the first time period will receive a $300 cash incentive. A substitute teacher who has worked 48 full or half days in the first time period will receive an additional $200 cash incentive.
- Time period 2 (60 student contact days): A substitute teacher who has worked 39 full or half days in the second time period will receive a $500 cash incentive. A substitute teacher who has worked 50 full or half days in the second time period will receive an additional $200 cash incentive.
- Time period 3 (57 student contact days): A substitute teacher who has worked 38 full or half days in the third time period will receive a $700 cash incentive. A substitute teacher who has worked 47 full or half days in the third time period will receive an additional $200 cash incentive.
All incentives listed in this section are in gross amounts and will be paid to the substitute at the completion of the next payroll cycle following the qualifying time period. Substitutes may earn incentives in each or all time periods and the earning of such incentives will not be dependent on having worked in another time period.
The 65% and 82% ratio of substitute days worked to possible student contact days will continue to be in effect for the remainder of the BSD Substitute CBA (through June 2022) and will be adjusted in proportion to the exact number of student contact days available in each school year. Each fall through the end of the BSD Substitute CBA, the District and the BEA will send out a joint communication to the substitutes informing them of the numbers of full or half sub days needed each time period to receive the incentive pay.
- Regular deductions are made for state and federal income tax, social security, workers compensation, Beaverton Education Association (BEA) dues and Public Employees Retirement System (PERS). (If the substitute is a PERS member).
- Substitutes are paid only by the Beaverton School District and never by the absent teacher.
- If there is an error in your paycheck, please contact the Payroll Department at 503-356-4511. A record of your work is included in your paycheck.
- Be sure to keep a monthly record of the number of days which you have substituted as well as the name of the school, teacher and the Absence Management job number for which you work. It is the substitute's responsibility to retain his or her pay records. Please note that Human Resources Department does not provide reports listing the days you have worked.
- BEA dues will be deducted from BEA member’s paycheck each month they have substituted one or more days. If you have any questions, please contact the BEA or consult the BEA/BSD Collective Bargaining Agreement for details.
Benefits
The Public Employee Retirement System exists to enable public employers in Oregon to provide their employees with retirement benefits. The system administers retirement, disability, death, and retiree health insurance benefits for public employees in the state of Oregon.
PERS membership is compulsory by law. It is necessary to have a record of the number of years taught and the number of days taught each year. Payroll deductions and employer contributions begin in the seventh month following hire if it appears the substitute will reach 600 hours by the end of the calendar year. Once a substitute teacher becomes a member of PERS, he or she maintains membership so long as he or she works 600 hours per calendar year. Those substitutes who have already established eligibility in the past will automatically have deductions made. There is a beneficiary form which can be found on the PERS web site.
Please contact PERS if you have any questions regarding your benefits and any issues pertaining to your PERS benefits.
In an effort to recognize the commitment to substitutes who regularly take assignments in the District, health insurance can be obtained if any of the following requirements are met:
- Substitute teachers who have substituted a minimum of 60 full days (480 hours) in the Beaverton School District the previous year are eligible to participate in the District's Kaiser Group Health Insurance plan.
NOTE: Completed enrollment forms are due in the HR Benefits office no later than September 30 for an Oct. 1 effective date. The substitute is responsible to pay the first month's insurance premium at the time of enrollment for October coverage; subsequent payments will be deducted from monthly pay to cover the next month's premium. June pay has a triple deduction of insurance premium to cover July, August and September premium. If there is not enough pay to cover monthly premium, the substitute will be notified by the HR Benefits office to submit the premium payment.
- Any substitute teachers hired from January to June and who substitute 35 full days; or the equivalent of 280 hours in combined full and partial days in the Beaverton School District will be eligible to participate in the District's Kaiser group health insurance plan the following year. The opportunity applies only to substitute employees who have not been previously hired as a substitute in the District.
- BSD retired teacher who do not qualify for insurance by substituting for 60 full days (480 hours) but who have substituted a minimum of 50 full days or the equivalent of 400 hours in combined full and partial days in the Beaverton School District in the previous year are eligible to participate in the District's Kaiser group health insurance plan the following year.
- Retired teachers, who have been full-time teachers in the Beaverton School District in the immediately preceding school year, and who are selected by Beaverton School District to substitute, will qualify for substitute insurance benefits if they substitute for a minimum of 25 full days or 200 hours from September – January. If these criteria are not met, they will no longer receive the substitute’s medical benefit until such time as they qualify as stated under Article 9, A1 of the BSD/BEA collective bargaining agreement.
- Substitutes hired before July 1, 2014 who meet the eligibility requirements under the ACA for hours worked during the District’s standard measurement period will have a 60-day administrative period to accept or decline the ACA medical coverage offered by the District.
- Substitutes hired after July 1, 2014 that meet the ACA requirements for hours worked for their initial measurement period (12 months look back from hire date) will have a 30-day administrative period to accept or decline the ACA medical coverage for their first year of employment. After their first year of employment, the measurement period will be aligned with the District’s standard measurement period.
- If eligibility is established during a year of substituting but then during the following year when the health benefits are available a substitute accepts a temporary position, the eligibility will be retained for the year immediately following the temporary position. For further details consult the BSD/BEA Collective Bargaining Agreement.
Substitute teachers who have taught at least sixty (60) days in the District during the immediately preceding school year and who are employed by the District the following year will be eligible for reimbursement for the tuition cost of up to four (4) graduate level credit hours approved course work and/or District approved workshops upon submission of evidence of successful completion. The dollar amount to be paid by the District may not exceed the lesser of the actual tuition costs charged or the Portland State University rate for the quarter in which the courses were taken, or the following maximum amounts to be reimbursed; i.e., same as teachers per credit hour completed.
Courses for tuition reimbursement must be completed between September 1 and August 31 as this is considered the calendar for the “reimbursement year”. Application for reimbursement and proof of course completion must be filed in the Human Resources Office prior to December 1, following the reimbursement year ending August 31.
Reimbursement is paid for college credit classes only which are directly related to the teaching assignments the substitute is likely to fill and which have been approved in advance by Human Resources.
The employee must actually pay the tuition out of his/her pocket in order to be reimbursed. (For example, a teacher who attends a class under an NDEA Grant which covers tuition may not receive money from the District for those hours.)
Evidence of successful completion – grade slip, transcript, must be filed in Human Resources before a request for reimbursement can be processed. Fee receipts are also required due to the variation in tuition charges. Allow at least two weeks after evidence of completion is in Human Resources for the check to be written.
Upon the written request for tuition reimbursement, the District may approve, once in a career, the accumulation of unused credits for a maximum of three years, provided the substitute teacher continues eligibility and is then available for eighty (80) days of substitute assignments by the District during the year in which the courses are taken.
Communication
There are a variety of reasons the district may need to contact substitutes. Please be sure that the information on file with Human Resources is accurate and up to date.
- Substitute Assignments via phone– when a job is available, the Absence Management phone system will call available substitute teachers. This is an automated system that will call the current phone number you have supplied. You may update this phone number at any time using the Absence Management system.
- Formal communication via US Mail– formal communication will be mailed to your home address currently on file in Human Resources.
- Outlook BSD email account-SafeSchools, district announcements, high volume substitute needs and professional development opportunities.
There are various ways in which you may contact the district.
Absence Management System 1-800-942-3767– is the primary telephone number to the automated Absence Management system. Substitutes use Absence Management to accept jobs, review accepted jobs, review personal information. Absence Management, https://www.aesoponline.com/login2.asp, is fully automated and available via phone or web 365 days a year.
Absence Management Helpdesk 503-356-4340 (6:00am -2:30pm)
Absence Management Availability Line 503 356-4339 – is a message line that you may use to inform the Absence Management Team your wish to work today or tomorrow. This is not for regular availability that should be updated using the system.
Sub Management Email – another way to communicate with the Absence Management Team. Your availability for today or tomorrow, any question you may have about the system, interest in long-term sub jobs.
Email HR-Sub-Management@beaverton.k12.or.us
Human Resources – We are available to help with any issue you may have, answer your questions, or provide support throughout your career with the Beaverton School District.
Payroll – Any questions regarding the number of days and about your paycheck or the hours for which you received pay, please contact payroll at 503-356-4511.
Teacher and Administrators have access to an email list. The Absence Management Team will make your information available on this list, simply email HR-Sub-Management@beaverton.k12.or.us.
The email will be seen directly by the teachers and administrators and it should include the following information:
Subject line- Your Name and Subject Matter to sub for.
Body of email-
- Grade and Subject area preference
- Endorsements
- Availability
- Contact information
- Additional information you wish to share
Subject: S. Smith Grades 3-5 LTS
IMPORTANT: Please resend the entire email above, with your updated availability, at the beginning of every month.
LEARNING OPTIONS: https://www.beaverton.k12.or.us/departments/learning-options
The Absence Management System
Absence Management is designed to automate the employee absence reporting and substitute placement process. Staff can report absences seven days a week and 24 hours a day. The system automatically begins calling from a list of qualified substitutes.
The phone number for the Absence Management System is 1- 800-942-3767 and Absence Management Help Desk can be reached at 503 356-4340 (6:00 a.m. - 2:30 p.m.).
If it is after 9:30 pm and you are still available for work the next day, you can call the Substitute Availability line at 503-356-4339. Leave your name, phone number and the grade level in which you are available to substitute. If and when jobs become available, these names are accessed and notified of any available assignments by the Absence Management Operator.
Be sure that your home phone is turned to "Tone". The Absence Management system cannot understand the keys you are entering if the phone has been switched to Pulse. If you are on a cellular or cordless telephone and there is any kind of disruption, the system will assume you were disconnected. If this occurs during the call out time, the system will call the next available substitute. You can change your home phone number to your cell phone number during call out. (The system only recognizes one phone number at a time.)
Accepting or Refusing a Job Offer
- Press 1- To accept the assignment.
- Press 2- To hear it again.
- Press 3- To reject the assignment and allow for additional calls today.
- Press 4- To reject the assignment and prevent additional calls today.
If you press 1 to accept the job, Absence Management will play the job information again and give you a confirmation number.
Enter your ID number followed by the pound (#) key. Enter your PIN followed by the pound (#) key.
- Press 1- To hear a list of available assignments
- Press 2- To review or cancel upcoming assignments
- Press 3- To review or cancel a specific assignment
- Press 4- To review personal information
Additional Information
Substitutes with a job number will be paid for the assigned hours as long as they complete the full hours of the job assignment. If school is canceled because of inclement weather, substitutes do not report to work. Even if your assignment is prearranged, you will not be paid for inclement weather days if the situation requires a school closure. However, if school is canceled AFTER the assigned start time, and the substitute arrives with a job number, the substitute will be paid for 4 hours or actual time worked, whichever is greater. Like all workdays, the substitute must comply with all office check-in procedures. Local radio stations will be informed of weather closure, delayed opening or "snow day" schedules prior to 6:00 am.
A substitute filling in for an itinerant teacher shall be reimbursed at the current rate for all authorized miles. An itinerant teacher is one who works at two or more schools on a regular basis. Reimbursement shall not be made for miles driven to and from the substitute's residence. The substitute teacher must make suitable accounting for such mileage on the appropriate District mileage log form. Please attach the log to a completed Employee Expense Statement form and submit to Human Resources, Administrator for Licensed Personnel. These forms can be found in all school offices.
When a school administrator requests that a substitute be excluded from their specific site, the substitute is temporarily excluded in Absence Management from receiving jobs for that site. Substitutes will be notified by Human Resources when a recommendation has been made for removal from the substitute list for any school or employment in the District.
The District is continuing to develop its Human Resource Department's web page. This includes a Substitute Webpage, where substitutes can access important information regarding employment in the District. The Beaverton School District's website address is www.beaverton.k12.or.us, click on “Departments” > “Human Resources”>“Applicants”>”Licensed Applicants”.
- If you have lost your old badge, there is a $10 replacement fee.
- Badges will be ready for pick up in the HR Lobby 2 weeks after you have your new picture taken.
Synergy is a district wide computer based real time information management system which allows users to manage data on all of our students, grades K-12. When a substitute is on a long- term assignment, the position may require the substitute to be given a synergy account. Please make this request with the principal secretary.
Some schools ask that substitutes take roll on Synergy. Here are the directions:
Period School Substitute Login
Student records are subject to confidentiality laws. The substitute teacher is not authorized to release student records. Any request for a student's records should be referred to the principal or the classroom teacher.
The Beaverton School District is nationally recognized for high student achievement and innovative programs. Beaverton students in grades 6-12 have the opportunity to investigate learning options that best fit their academic needs. Students can choose their neighborhood school or one of a number of small learning options. Transportation is provided.
Click on the following link to see a list of which sites in the Beaverton District host a Learning Options Program https://www.beaverton.k12.or.us/departments/learning-options
If you are no longer available to substitute please notify Human Resources or send an email with your full name, employee number and date of resignation to HR-HRPYNotifications@beaverton.k12.or.us.