Ennis Continuing Education Instructor and Student Handbook

This handbook is to inform ECE instructors and students about Ennis School District #52’s policies.

Updated in August of 2024

Introduction

The Material covered within this handbook is intended as a method of communicating to ECE instructor and students regarding general district information, rules, and regulations and is not intended to either enlarge or diminish School Board policy, administrative regulation, or negotiated agreement. Material contained herein may, therefore, be superseded by such School Board policy, administrative regulation, negotiated agreement, or change in state or federal law.

Any information contained in this ECE instructor and students handbook is subject to unilateral revision or elimination from time to time, without notice.

No information in this document shall be viewed as an offer, expressed, or implied, or as a guarantee of any employment of any duration.

This supplement is prepared for the purpose of informing Ennis Continuing Education members of certain rules, regulations, and practices in the Ennis School District #52 system. It will answer many of the questions concerning everyday procedures and serve as a guidebook for coordinating our efforts.

Equal employment opportunity and treatment shall be practiced by the district regardless of race, color, national origin, religion, sex, gender, age, marital status, or disability if the employee, with or without reasonable accommodation, is able to perform the essential function of the position.

The following have been designated to coordinate compliance with these legal requirements, including Title VI, Title VII, Title IX, and other civil rights or discrimination issues, the American Disabilities Act, and Section 504 of the Rehabilitation Act of 1973, and may be contacted at the Ennis Continuing Eduction office for additional information and/or compliance issues: Jared Moretti, Brian Hilton, Melissa Newman.

Ennis Continuing Education Mission Statement

The Ennis Continuing Education (ECE) Program offers a broad range of courses, skilled instruction, and facilities intended for the personal enjoyment and professional benefit of adults in Madison County. Our hope for this program is two-fold: first, our program encourages as many people as possible to enrich themselves by discovering and/or further exploring their respective interests, pursuits, and talents. Secondly, our program inspires participants to share whatever they gain with one another in a genuine spirit of community building. The Ennis Continuing Education Program is devoted to providing a variety of superior-quality, lifelong learning opportunities that both enhance individual lives and build communal spirit throughout Madison County.

General Information

Weekly Classes, Workshops, Presentations, and Tour Fees and Refunds

Current class fees:

$30 for eight week and six week classes. The class fee will be adjusted accordingly for classes shorter than eight or six weeks.

A materials fee may be added in addition to the class fee if necessary for the class (see Material Fees on page 7).

Workshop, presentations and tour fees are dependent on materials used, the number of instructors needed, and the duration of the program.

Class, workshop, presentation, and tour fees will only be refunded on a case-by-case basis. Such matters and reasons will need to be discussed with the ECE director.

Hiring

Class, workshop, presentation, and tour instructors are hired by the ECE director and approved by the school board before the beginning of each fall, winter, and spring session. Full-time instructors must complete an Ennis School District classified employee application, successfully complete a background check and upon school board approval meet with the school clerk to fill out all new hire paperwork before teaching their first class.

One-time workshop instructors approved by the school board can fill out a W-9 to be paid for their instruction time with the ECE program.

Class and Workshop Students

ECE classes and workshops will be offered to persons 18 years of age or older and who are NOT a regularly enrolled, full-time pupil physically attending or receiving educational services at an offsite instructional setting from the public schools of a district.

Only registered students are allowed to be in the classroom.

Auditing and viewing classes and workshops are not permitted. Children are not permitted to accompany parents to class unless it is specified in the description.

Any exception to these guidelines will need to be approved by the school superintendent.

Class Size and Waiting List

Each class is set to accommodate a certain number of students. The number of students able to register for certain classes and workshops will be determined by the instructor and ECE director. Once the class limit has been reached, a waiting list will be available for students to reserve a spot provided a spot becomes available. Students on said waiting list are not guaranteed a spot in the class and/or workshop.

We work to ensure that everyone has an equal opportunity to participate in the class and/or workshop they desire. We also work to ensure that our instructors can give as much time and attention to each student as they can.

Community Use of Building

School facilities are available to the community for education, civic, cultural, and other uses consistent with the public interest, when such use does not interfere with school program or school sponsored activities. Use of school facilities for school purposes has precedence over all other uses. Persons on school premises must abide by the districts conduct rules at all times.

Students and school related organizations shall be granted the use of school facilities at no cost. Other organizations granted use of the facility may be asked to pay fees and costs. Contact the Superintendent for more information.

Ennis Continuing Education Director

The Ennis Continuing Education director reports to the Ennis School Districts superintendent while working with the school clerk, secretaries, administration, athletic director, maintenance, custodial, and teaching staff to successfully operate the program. All program offerings to include classes and workshops and instructors are approved by the Ennis School Board.

Montana Office of Public Instruction (OPI) governs the Adult Education Programs in the state of Montana.

ECE Program Schedule

The ECE program runs three sessions throughout the school year. The Fall and Winter session are eight-weeks long and the Spring session is six-weeks long and are to be completed before the end of the school year.

The school calendar is approved every year in March. Once the upcoming years school calendar is approved the ECE program dates can be selected.

While in session, ECE classes and workshops are offered throughout the weekdays and weekends. Weekday classes and workshops will be offered in the evenings between 4pm-9pm. Weekend classes and workshops will be offered between 8am-8pm. The ECE schedule will vary for each session.

Liability and Photo Release Forms

Each participant will be required to sign a liability release form for each class and/or workshop they plan to attend. A photo release will also be available for each participant to sign for each class and/or workshop they plan to attend. Participants are not required to share their photos, it is optional.

Photos taken during ECE classes and workshops are used to promote the ECE program and can be seen on social media platforms such as Instagram and on our website.

Material Fees

Classes and workshops offered by the ECE program often require materials to be purchased. All materials used in a class or workshop are purchased and managed by the ECE director. Any materials “consumed” by the students are paid for with student registration fees.

Staff Operations

Care and Use of District Property

All ECE instructors are encouraged to exercise continuous vigilant care of all district owned property. Incidents of theft or willful destructions of district property through vandalism or malicious mischief should be reported immediately to the ECE director.

Certain district-owned equipment maybe checked out by students and instructors. Such equipment may not be used for personal financial gain. A form must be submitted and approved. Forms are available in the ECE office.

In the event of loss or damage, a fee will be assessed by the district according to the repair or replacement costs.

Classroom Security

When leaving the classroom, locker room, or other work areas between classes or at the end of the class, instructors are expected to turn out the lights and secure all doors. Windows should also be secured at the end of class.

All instructors are asked to refrain from keeping personal items of value in or about their classrooms. Purses should never be left unsecured. Students should be instructed to leave all valuables at home. The district will not be responsible for the loss of or damage to personal property due to cause such as: fire, theft, accident, or vandalism.

Communicable Disease, Blood Borne Pathogens/ Infection Control Procedures

The district provides for the reasonable protection against the risk of exposure to communicable diseases to all staff while engaged in the performance of their duties. Protection is provided through immunization and exclusion in accordance with Montana Code Annotated and the Administrative Rules of Montana. Infection control procedures, including handling and disposing of contaminated fluids have also been established through administrative regulations for instructors and student protection.

All instructors shall comply with measures adopted by the district and with all rules set by the Montana State Health Department and the county health department.

Instructors have a responsibility to report to the district when infected with a communicable disease unless otherwise stated by law.

Complaints: Instructor Complaints

Instructor complaints conceding a violation, misinterpretation, or inappropriate application of district personnel policies and/or administrative regulations should be directed to the ECE director for informal discussion and resolution.

If the complaint is not resolved informally, formal complaint procedures may be initiated by the instructor in accordance with administrative regulations.

This complaint procedure may not be used to resolve disputes and disagreements related to the provisions of any negotiates agreement.

Complaints: Student Complaints

The district recognizes that complaints regarding an ECE instructors performance, class content, materials, and facilities will be made by students from time to time. Every effort will be made to ensure that such complaints are handled and resolved informally and as close to the origin as possible. Students with complaints will be encouraged to discuss the complaint directly with the instructor. All such meetings should be held in confidence and not in the presence of others.

If the complaint is not informally resolved, the instructor should advise the complainant that he/she may submit the matter directly to the ECE director. The complaint will be provided with necessary formal complaint procedure guidelines in accordance with school policy

Conduct on School Property

Employees and students are expected to maintain high standards of honesty, integrity and impartially in the conduct of district business.

In accordance with Montana state law, employees should not dispense or utilize any information gained from employment with the district, accept gifts or benefits, or participate in business enterprises or employment which creates a conflict of interest with the faithful and impartial discharge of the employees’ district duties. A district employee may, prior to acting in a manner which may impinge on any fiduciary duty, disclose the nature of the private interest which creates a conflict. Care should be taken to avoid using, or avoid the appearance of using, official positions and confidential information for personal advantage or gain. Further, employees should hold confidential all information deemed to be not for public consumption as determined by Montana state law and Board policy.

Employees shall also respect the confidentiality of people served in the course of the employees’ duties and use information gained in a responsible manner. Discretion should be employed even within the school systems own network of communication.

Contracts and Compensation

A contract for ECE instructors will be initiated at the start of every ECE session.

Compensation will be determined in accordance with compensation schedule and placement guidelines established by the School Board and/or policies adopted by the Board which are consistent with the compensation schedules and placement provisions of negotiated agreements.

Payroll checks shall be issued on the 15th of every month. If the 15th of the month is a holiday or non-working day, said payroll shall be issued the last working day preceding said holiday or day off.

Copyright

Variety of machines and equipment for reproducing material to assist instructors in carrying out their educational assignments is available to instructors in the school setting. Infringement on copyrighted material, whether prose, poetry, graphic images, music, audio, video, or computer programmed materials, is a serious offense against federal law, a violation of School Policy and contrary to ethical standards required of instructors and students.

All reproduction of copyrighted material shall be conducted strictly in accordance with applicable provisions of law. Unless otherwise allowed as “fair use” under federal law, permission must be acquired from the copyright owner prior to reproduction of material in any form.

Criminal Record Checks and Fingerprinting

A criminal background check along with fingerprinting is required for new, classified instructors. This is required to be completed before beginning any work within the district.

Discipline and Discharge

Discipline and dismissal of staff will follow due process, administrative regulation, relevant provisions of negotiated agreements, and applicable law.

Emergency Closures

In the event of hazardous or emergency conditions, all district schools or selected schools or grade levels may be closed, or schedules altered to provide delayed openings of school and/or early dismissal of students as appropriate. The following radio stations regularly report delayed openings and school closures:

FM: KOPR (Butte), KOBB (Bozeman), FOXX (Bozeman)

All ECE programs will follow the normal school day closures. I.E. If school is canceled, ECE classes are canceled.

Emergency Procedures and Disaster Plans

All instructors will be provided with a copy of the district's emergency procedures plan detailed responsibilities in the event of such emergencies as [disorderly behavior, unlawful assembly, disturbances at school activities, natural disasters, fire, illness or injury of a student or staff member, and the authorized use of force on school property].

Copies of the emergency procedures plan will be available in the school office and other

strategic locations throughout the building.

Fair Labor Standards Act

Regular working hours for all classified staff will be set by the Superintendent. Classified staff are not to work before, beyond, or outside their established working hours and are not to work overtime without prior authorization from the Superintendent.

All time sheets must be a true reflection of all time worked, whether it is more or less than regularly scheduled work hours.

Failure to comply will result in disciplinary action in accordance with applicable provisions, administrative regulations and negotiated agreements.

Administrators, directors, and/or supervisors shall give written notification to non-exempt employees, as defined by the Fair Labor Standards Act, of the Board's following expectations:

What constitutes non-exempt working hours.
What constitutes normal working hours.
That employees are not to work before, beyond, or outside their normal working hours and are not to work overtime without prior authorization.
That employee time sheets be a true reflection of all time worked, whether it is more or less than normally scheduled hours.

Overtime is defined as time worked over 40 hours in one week. A week is defined as seven consecutive days covering Monday through Sunday.

Guest Speakers/Controversial Speakers

Guest speakers for ECE classes may be used for ECE classes from time to time when such use is consistent with educational goals and with a reasonable relationship to current ECE curriculum. Controversial presentations must be reasonable when considering a speaker. Teachers are expected to inform the ECE Director in advance of the date, time, and nature of the presentation whenever such use is planned.

Harassment

Harassment of staff members is strictly prohibited on district property, including non—district property while a staff member is at any district-sponsored, district-approved, or district-related activity or function, in which students are under the control of the district or where the staff member is engaged in district business.

Harassment includes, but is not limited to, harassment on the basis of race, color, religion, national origin, age, marital status, disability, and sexual harassment.

Sexual harassment includes but is not limited to, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

The staff member's submission to the conduct or communication is made a term or condition of employment.
The staff member's submission to, or rejection of, the conduct or communication is the basis for decisions affecting employment and assignment.
The conduct or communication has the purpose or effect of substantially interfering with an individual's work performance.
The conduct or communication has the effect of creating an intimidating, hostile or offensive working environment.

Other types of harassment may include, but are not limited to, jokes, stories, pictures, or objects that are offensive, tend to alarm, annoy, abuse, or demean certain protected individuals and groups.

A staff member whose behavior is found to be in violation of Board policy may be subject to discipline up to and including dismissal. An ECE student whose behavior is found to be in violation of the Board policy may be subject to discipline up to and including expulsion.

Any Staff member who is subject to or knows of such harassment is directed to notify the ECE director immediately. If the complaint is not satisfactorily settles, the staff member may file a complaint directly with the Montana Human Rights Commissions or with the U.S Department of Labor, Equal Employment Opportunity Commission. Such complaints may also be filed with the appropriate enforcement agency, in lieu of the districts complaint process, at any time, as provided by law.

There will be no retaliation by the district against any person who in good faith reports harassment.

Custodial Services

Request for additional custodial services, complaints and suggestions are to be handled through the ECE director.

Materials Distributed

Requests of staff, individuals, or groups to distribute pamphlets, booklets, flyers, brochures, and other similar material to students for classroom use or take home are to be referred to the ECE director. The material and proposed method of distribution will be reviewed, and a decision made based on the educational concerns and interests of the district.

Personnel Records

An official personnel file is established for each person employed by the district. A staff members personnel file may contain such information as applications for employment, references, records relative to compensation, payroll, deductions, evaluations, complaints, certifications, resumes, and written disciplinary actions.

All personnel records are considered confidential and not open to public inspection. Access to personnel files is limited to use and inspected only by the following or as otherwise required by law:

The individual employee. An employee or designee may arrange to inspect the contents of his or her personnel file on any day the office is open for business.
Others designated in writing by the employee.
The controller or auditor, when such inspection is pertinent to carrying out their respective duties, or as otherwise specifically authorized by the Board. Information obtained will be kept confidential. No files will be removed from their central location for personal inspection.
A Board member when specifically authorized by the Board. No files will be removed from their central location for personal inspection.
The Superintendent and members of the central administrative staff.
District administrators and supervisors who currently or prospectively supervise the employee.
Attorneys for the district or the districts designated representative on matters of district business.

The superintendent may permit persons other than those specified above to use and to inspect employee records when in his/her opinion, the person requesting access has legitimate official purpose. The superintendent will determine, in each case the appropriateness of such access.

Release of personnel records to parties other than those authorized to inspect them will be only upon receipt of a court order.

Release of General Staff Information

A staff members address, and personal phone number will not be release by the district. Such information may be disclosed if a staff member authorizes the district to do so.

The district may also disclose information about former employees’ job performance to a prospective employer under the following conditions:

Disclosure of information is upon the request of the prospective employer.
Disclosure of information is upon request of the former staff member.
The information is related to job performance.
The disclosure is presumed to be in good faith.

The district will not disclose information that is knowingly false, deliberately misleading, rendered with malicious purpose, or is in violation of the staff members civil rights.

Special Interest Materials

Controversial supplementary materials require approval from the ECE director prior to its use in the ECE program.

Dress and Appearance

All instructors are expected to be neat, clean, and to wear appropriate clothing that is in good taste and suitable for the job at hand.

All Instructors and students are responsible to dress accordingly, for the class and/or workshop activity, to prevent injury.

Staff and Student Health and Safety (see current board policy)

All instructors are expected to conduct their work in compliance with first aid and infection control procedures established by the district and the following safety rules of the district.

All staff injuries shall be reported immediately to the district clerk along with the completion of an employee injury form.
It is the duty of all instructors and students to make full use of safeguards provided for their protection. It shall be the instructors and students’ responsibility to abide by and perform the following requirements:

An employee and/or student shall not operate a machine unless guard or method of guarding is in good condition, working order, in place and operative.
An employee and/or student shall stop the machine or moving parts and properly tag-out or lockout the starting control before oiling, adjusting, or repairing, except when such machine is provided with means of oiling or adjusting that will prevent possibility of hazardous contact with moving parts.
An employee and/or student shall not remove guards or render methods of guarding inoperative except for the purpose of adjustment, oiling, repair, or setting up a new job.
Employees and/or students shall report to their supervisor/instructor any guard or method of guarding that is not properly adjusted or not accomplishing its intended function.
Instructors and/or students shall not use their hands or any portion of their bodies to reach between moving parts to remove jams, hang-ups, etc. (use hook, stick, tong, jig, or other accessory).
Instructors and/or students shall not work under objects being supported that could accidentally fall (loads supported by jacks, the raised body of a dumbstruck, etc.), until such objects are properly blocked or shored.
Instructors and/or students shall no use defective tools or equipment. No tools or piece of equipment should be used for any purpose for which is not suited, and none should be abused by straining beyond it safe working load.

Instructors and/or students shall not remove, deface, or destroy any warning, danger sign, or barricade or interfere with any other form of accident prevention device or practice provided on any machine, tool, or piece of equipment which they are using, or which is being used by any other worker.
Instructors and/or students must not work underneath or over others, thereby exposing them to a hazard without first notifying the other person(s) or seeing that proper safeguards or precautions have been taken.
Instructors and/or students shall not work in unprotected, exposed, or hazardous areas under floor openings.
Long unwieldy articles shall not be carried or moved, unless adequate means of guarding or guiding are provided to prevent injury.
Hazardous conditions or practices observed at any time shall be reported as soon as practicable to the person in charge or some other responsible representative of the employer.
Instructors and/or students observed working in a manner which might cause immediate injury to either themselves or other workers shall be warned of danger.
Before leaving a job, workers shall correct or arrange to give warning of any condition which might result in injury to others unfamiliar with existing conditions.
Good housekeeping methods shall be observed in all operations. Materials shall be so handled and stored as to minimize falling, tripping, or collision hazards.
Working and storage areas and passageways shall be kept free of unnecessary obstructions. NO loose object shall be placed in any area where its presence will necessitate employees crowding between such objects as mobbing machinery, steam pipes, or other objects with contact would be dangerous.
Any materials which might cause an employee and/or student to slip or fall shall be removed from floors and other treading surfaces immediately, or suitable means or methods shall be used to control the hazardous condition.
All sharp, pointed, or otherwise hazardous projections in work areas shall be removed or rendered harmless.

Supervision of Students

Instructors are responsible for the supervision of all students while in class or engaged in class sponsored activities. All instructors are expected to be in their classrooms prior to the arrival of students and will remain in the classroom until the class time or material is covered and all students have left the room.

Under no circumstances are classrooms or other areas where students are present and under the supervision of assigned staff, are to be left unattended. Instructors may temporarily leave the classroom or their assigned duties in an emergency while students are present.

Instructors may leave their assigned group unsupervised except as appropriate supervision arrangement have been made to take care of an emergency.

Teaching About Religion

Religious education is the responsibility of the home and religious institution. Public schools are obligated to maintain neutrality in all such matters.

However, as religion influences many areas of education, such as literature and history, its role in civilization may be taught with the curriculum and teaching assignment. In such instances, teachers may provide information and opportunities for students to study the forms of various religions.

Instructors may not advocate, openly, covertly, or subtly, a particular religion or religious belief.

Telephones

Telephones are available in all classrooms throughout the building for staff convenience and emergency use only. Long-distance calls are prohibited.

Timesheets

We are required by law to have time sheets for all classified employees. Timesheets should be filled out daily. Classified employees are required by School Policy to turn in their timesheets before the 5th of every month. Your new pay period will begin on the 6th of every month.

If you are going to be on vacation or absent on the due date you must turn your time sheet in on the last day you work in that reporting period. It is the responsibility of the instructor to turn in their timesheet to the ECE director. If the time sheet is not turned in by the due date you may have to wait another month to receive your paycheck.

Time worked should be recorded by the hour or quarter only (example: 3, 3 1/4, or 3 1/2). If absent, on vacation, or sick, record absence and the reason for absence. If overtime is shown, there must be an explanation and approval from your supervisor.

Tobacco-Free Environment

Tobacco use is prohibited on all district property and in district-owned vehicles.

Use of Private Vehicle for District Business

The use of private vehicles for district business, include the transportation of students, is generally discouraged. Instructors should use district-owned vehicles whenever possible; scheduling activities and other transportation needs far enough in advance to avoid any non-emergency use of private vehicles. No instructor may use a private vehicle for transporting students for district business without written permission from the ECE director and without first providing the district with proof of insurance.

Ennis Schools