EMPLOYEE DEFINITIONS

All individuals working for the school will be classified as one of the following:

Employee

All persons employed by Trinity School in a full-time, three-quarter-time, part-time, or temporary capacity to engage in work directed by Trinity.

Contract Labor

A person who provides work under contract to the school for a specified period of time and is not an employee. Such persons are not employees pursuant to the Fair Labor Standards Act and the IRS. 

EMPLOYEE TYPES

All employees fall under one or more of the following categories:

Full-Time

Employees who are not in a temporary status and are regularly scheduled to work the school’s full-time schedule (40 hours per week). Generally, full-time employees are eligible for the full benefits package, subject to the terms, conditions, and limitations of each benefit program.

Three-Quarter-Time

Employees who are not in a temporary status and are regularly scheduled to work less than the full-time schedule but at least 30 to 39 hours each week. Generally, three-quarter-time employees are eligible for health benefits and prorated personal time off (PTO), subject to the terms, conditions, and limitations of each benefit program.

Part-Time

Employees who have been hired to work 20 to 29 hours per week. Generally, part-time employees are not eligible for health benefits but are eligible for personal time off per Trinity's PTO policy.

Temporary

 Employees who work in a job for a specified amount of time for less than six months.

Job-Share

Two employees who have been hired to cover the duties of a single full-time position. The reduced work hours limit these individuals’ eligibility for benefits.

Staff

All employees who do not work directly with students in the classroom, are not governed by an annual school agreement, and have been issued and have accepted a Letter of Intent for employment.

Faculty

All employees who work directly with students in the classroom (typically teachers, teacher assistants, learning specialists, coaches, etc.) and who are governed by an annual or time-specific school agreement for employment.

EXEMPT AND NON-EXEMPT CLASSIFICATIONS

Based on the federal Fair Labor Standards Act (FLSA) and corresponding state regulations, all positions are designated either “exempt” or “non-exempt.” All positions will be classified as one of the following:

Non-Exempt

Non-exempt positions are eligible for overtime pay, and employees in non-exempt positions must record their hours worked on a daily basis, using a timesheet provided by the school or a similar record-keeping process.

Exempt

Exempt positions are not eligible for overtime pay. Exempt positions are paid on a salaried basis, and the amount of pay generally does not vary based on the number of hours worked during the week.

Employees should contact the Human Resources representative with any questions regarding the classification of their position.

JOB DESCRIPTIONS

Job descriptions are maintained for all full-time, three-quarter-time, and part-time employees. The job description delineates employee status (full-time, three-quarter-time, or part-time), working hours, reporting relationships, and job responsibilities. Individual employees are responsible for updating their job description at least annually. Supervisors will review changes in job descriptions with the Business Office.

FACULTY TERMS OF EMPLOYMENT

In return for the salary and benefits specified, Trinity School of Durham and Chapel Hill expects faculty to perform teaching and non-teaching duties with professionalism and at the highest standards of teaching and learning.

The academic year for Trinity School teachers covers the time frame from August through mid-June.  

Full-Time Teachers

Trinity defines a full-time teacher as one who fulfills all of these criteria:

1. Is on campus and available to students and families for 40 hours or more per week.

2. Teaches at least 4 sections or has Lower School classes of their own for more than six hours per day.

3. As assigned, acts as a student advisor or homeroom teacher and monitors student attendance.

4. Performs one extra duty, such as advising a student club or serving on a committee.

Full-time teachers are also required to carry out duties and participate in programs necessary to fulfill the school’s mission. Non-teaching duties that may be assigned include but are not limited to the following:

●  Attendance at class meetings, assemblies, and chapels

●  Participating in overnight field trips

●  Teaching a Winterim course

●  Writing letters of recommendation for students applying to other schools and colleges

●  Proctoring midterm or final examinations

●  Proctoring standardized tests

●  Assisting admission personnel with in-house assessments

●  Reading admission files and serving on the Admission Committee

●  Supervising student dances or student social events

●  Supervising study hall, lunch periods, or recess periods

●  Carpool and parking lot supervision

●  Student lunch distribution

●  Substitute teaching

●  Meeting other needs as may arise

During the academic year, full-time teachers are required to be on campus 30 minutes before the start time for their division and 20 minutes after the end of the school day for their division.

Full-time teachers are also required to attend assemblies, faculty meetings, faculty devotions, and official school events (such as Parent Night and graduation). Additionally, on occasion, full-time teachers are required to be on campus before and/or after school for department, committee, and faculty meetings; parent conferences; and consultation with students.

Three-Quarter-Time Teachers

Three-quarter-time teachers have reduced hours and duties and consequently are paid a prorated salary. Though the pay is lower because of the reduced responsibilities, teachers in this category are eligible for benefits, including personal time off. A three-quarter-time teacher is one who fulfills all of these criteria:

1. Is on campus and available to students and families for 30 hours or more but less than 40 hours per week during the school year.

2. Teaches 3 courses or classes or prepares and provides direct instruction to students on campus for 30 to 39 hours per week.

3. Performs one assigned non-teaching duty.

Teachers in this category are assigned one non-teaching duty, such as carpool or study hall supervision. Teachers in this category are required to attend all in-service and faculty meetings as well as requested parent conferences.

Part-Time Teachers

Part-time teachers are designated as those teaching one to two sections, classes, or courses, or working less than 30 hours per week. Part-time teachers working 20 to 29 hours per week are eligible for personal time off, but they are not eligible for health benefits. Part-time teachers are required to attend monthly faculty meetings, one faculty in-service day in August and one in June, and parent conferences when requested. Part-time teachers are not expected to serve as a student advisor, oversee a student club, or supervise study hall, lunch, or student social events.

Faculty Agreement Renewal

Faculty with agreements can reasonably presume that, barring cause (e.g., for poor performance or conduct) or a significant change in the school’s resources, enrollment, or operating plan, an agreement for the following year ordinarily will be issued. Faculty on probation should assume that an agreement for the following year will not be issued without specific and measurable progress.

A faculty member whose agreement is not being renewed ordinarily will be informed in person by the Head of School. The Head of School will inquire of that person, at the time when the agreement is not renewed, whether the faculty member is able to finish out the remaining school year and fulfill the remainder of agreement with diligence and in a professional manner. Often it is in the best interest of the faculty member and the students to keep confidential the decision not to renew. The Head of School and faculty member should work out a communication plan that both sides are able to carry out.

Faculty Professional Development

All faculty, regardless of state certification, must fulfill the following professional development requirements each school year: 

●  Full-time faculty: 20 clock hours

●  Three-quarter-time faculty: 15 clock hours

●  Part-time faculty: 10 clock hours

North Carolina certified professional educators (certified teachers) are required to obtain 8 CEUs (80 hours minimum) within a five-year period. The Human Resources office maintains continuing education unit (CEU) information in Veracross for faculty who submit completed CEU documentation.

Faculty may be away from school to attend conferences for professional development. These professional leave days are to be approved by the division head and will not be deducted from employees’ pay or personal time off. Professional development is Board-authorized and funded within the annual budget. Employees are encouraged to apply for grants to attend summer workshops.

The Trinity School Professional Development Program for Continuing Education provides financial assistance to faculty and staff who are looking to further their education by obtaining an additional degree. This program aims to support educators in their professional development to enhance their teaching skills, contribute to the school, and ultimately improve student outcomes. These professional development funds, which are one-time awards available at the beginning of each school year, can be used towards professional license renewal, tuition, textbooks, or examination fees. Award amounts are based on the number of applicants each year and the budget for that given school year. Application is made via the division heads, with final approval by the Associate Head of School.

Time Off before Holidays

For continuity of education, faculty should avoid taking personal days off immediately before or after a school holiday. Employees should contact their division head/department chair in advance if they have a need to take personal time off on these days.

LABOR LAW COMPLIANCE

It is Trinity School’s full intent to remain actively in compliance with the labor law provisions of the federal Fair Labor Standards Act (FLSA) and any corresponding state or local regulations. 

WORK WEEK

The standard work week is 40 hours. For purposes of calculating overtime, the work week for staff and faculty begins and ends within the time designated between 12:01 a.m. on Sunday and 12:00 midnight on Saturday. New employees will be made aware of their expected work schedule prior to assignment.

TIME RECORDS

All non-exempt employees are required to complete accurate weekly time reports showing all time actually worked. These records are required by governmental regulations and are used to calculate regular and overtime pay. At the end of each pay period, supervisors must electronically approve the employee’s time worked, attesting to its correctness before payroll is processed.

OVERTIME PAY

Employees in non-exempt positions are eligible for overtime pay at a rate of 1.5 times their regular pay for all hours worked in excess of 40 hours in one week. Overtime must be approved in advance by the appropriate division head or department chair.

PAY PERIODS

Pay periods are semi-monthly (24 pay periods annually). Pay dates are the 15th and the last day of each month. If either of these days falls on a weekend or a holiday, the pay date will be the last working day prior to these days.

PAYCHECKS

Employees will have their pay directly deposited into their checking or savings accounts. Employees must submit the necessary information through the Trinity online payroll system to enroll in direct deposit. On paydays, employees will receive an electronic pay statement.  This statement is available via the Trinity online payroll system, and employees have access to this information 24 hours per day, 7 days a week.

DEDUCTIONS

The only deductions from an employee’s paycheck are those required by state and federal laws or authorized in writing by the employee. The online pay statement identifies each deduction and should be kept as a permanent record. If you have questions about your deductions, contact the Human Resources representative.

RAISES

Raises usually are determined by tenure, performance appraisals, and/or increased responsibilities. It is important to note that raises may not occur if adverse economic or financial conditions exist.

DURATION OF EMPLOYMENT

Trinity School does not require staff employees to commit to employment for any specific duration, and the school does not commit to staff employees that their employment will last for any specific duration. Consequently, all staff employment by the school is considered “at-will,” for an indefinite period of time, and it is subject to termination by the employee or Trinity, with or without cause, with or without notice, and at any time. This means that Trinity School may terminate employment at any time for any lawful reason, and likewise an employee is free to resign employment at any time for any reason.

SENIORITY

Trinity recognizes that former employees may return to employment after a period of separation. This policy outlines the terms under which prior service is recognized for benefits upon rehire.

1. Rehire within two years

Employees who are rehired within two years of their termination date will be reinstated as if there had been no break in service. In such cases, the employee's previous length of service will be recognized for purposes of benefits eligibility and tuition remission.

Examples:

·     An employee who had previously completed five or more years of service will continue to receive the 5% employer contribution to the 403(b) retirement plan.

·     Tuition remission benefits will resume at the same percentage the employee was receiving at the time of their departure.

2. Rehire after two years

Employees who are rehired more than two years after their termination date will be considered new hires. Prior service will not be credited toward benefit eligibility, seniority, or service-based accruals.

Examples:

·     An employee who had previously completed five or more years of service will begin a new seniority period and will receive the standard 4% employer contribution to the 403(b) plan during their first five years of re-employment.

·     The tuition remission benefits of that employee will reset to the entry-level rate of 30%.

SEPARATION FROM EMPLOYMENT

In all cases of voluntary resignation (a resignation initiated by the employee), employees are asked to provide a written notice to their managers at least 30 working days in advance of the last day of work. The 30 days must be actual working days; holidays and PTO will not be counted toward the 30-day notice. Employees who provide the requested amount of notice will be considered to have resigned in good standing and generally will be eligible for rehire. In most cases, the Human Resources representative and the Head of School will conduct an exit meeting on or before the last day of employment to collect all school property and to discuss final pay. If applicable, information regarding benefits continuation through the Consolidated Omnibus Budget Reconciliation Act (COBRA) will be sent to the employee’s home address. 

Should it become necessary because of business conditions to reduce the number of employees or employees’ work hours, this will be done at the discretion of Trinity School.

SAFETY TRAINING AND BACKGROUND SCREENINGS

All faculty and staff are required to complete training in child abuse prevention at least once every two years and annual emergency preparedness trainings (active shooter, pandemic response, etc.). Additionally, every employee must submit to a criminal background screening at any time during the year and no less often than once every three years.