The school works closely with all employees to help them perform to the best of their abilities. The frequency and method of performance evaluation varies, depending on the employee’s position.

PERFORMANCE EVALUATION PROCEDURES

Employee performance evaluations consider performance in relation to the employee’s job description and the goals set by the supervisor and the employee. The employee and their supervisor should update or revise the employee’s job description as part of the evaluation process as the job responsibilities of the position change.

Performance Evaluations for Staff

To provide frequent feedback and recognition, Trinity supervisors will conduct formal written evaluations and performance discussions with staff employees 3 to 4 times during the year.

The process for staff performance evaluations is as follows:

• The employee and the supervisor draft initial thoughts in advance, considering key topics and questions using the Performance Evaluation Discussion form.

• The supervisor schedules a meeting with the employee to complete the performance discussion review and set goals for the next 3- to 4-month period.

• The supervisor submits the completed and signed Performance Evaluation Discussion form to the Human Resources office.

• Signed forms for 12-month employees should be returned to the Human Resources office by July 31, December 15, and April 30 of each school year. Signed forms for 10-month employees should be returned to the Human Resources office by September 30, January 31, and April 30 of each year.

Performance Evaluations for Faculty

The primary purpose of Trinity’s faculty performance evaluation system is to provide teachers with ongoing feedback so that they may be as effective as possible in the classroom and may be teachers of excellence. Feedback from faculty performance provides a basis for improvement and professional growth that will improve student-learning outcomes. The process for faculty performance evaluation is as follows:

• Faculty members complete a self-evaluation each school year.

• In addition, faculty ordinarily receive a formal, written evaluation each year by the Head of School, their division head, or a designee.

• The written evaluation is discussed with the faculty member and then signed by the evaluator and the faculty member.

• The faculty member's signature does not imply concurrence with the evaluation, but it does indicate that the faculty member has read the evaluation.

• The signed evaluation and the faculty member's self-evaluation are given to the supervisor and filed in the faculty member's personnel file.

• Insofar as possible, the school attempts to complete the evaluation process before the issuance of faculty employment agreements for the following school year. Generally, evaluations should be completed by March–April.

If, in view of the formal evaluation, the Head of School or division head has serious concerns about a faculty member's performance, these will be communicated orally and in writing to the faculty member as early in the school year as possible.

For a more detailed description of Trinity’s faculty appraisal performance system, as well as a description of A Teacher of Excellence, please see appendix I of this handbook.

PROCEDURES FOR ADDRESSING BEHAVIORAL OR PERFORMANCE ISSUES

Trinity School encourages its employees to develop and perform to their fullest potential at all times. When an employee’s performance or conduct does not meet established standards, the school seeks to quickly, effectively, and eagerly support the employee in correcting the behavior or improving the performance. The school has developed the following general procedures for addressing behavioral or performance issues involving employees. 

Please note: The school maintains all of its rights under the employment relationship and does not restrict itself from altering its approach to corrective action as circumstances warrant, in the Head of School’s sole discretion. Trinity does not engage in progressive discipline and reserves the right to impose any discipline it so chooses.  Serious issues of misconduct or poor behavior will ordinarily be addressed in a timely manner directly by the Head of School and Human Resources representative outside of this process.  Some performance, conduct, or safety incidents are so problematic and harmful that the most effective action may be the temporary removal of the employee from the workplace. When immediate action is necessary to ensure the safety of the employee or others, the Head of School may suspend the employee pending the results of an investigation. 

Step One – Initial Verbal Warning

When a performance or conduct issue arises, an initial conversation will occur between the supervisor and the employee, and the employee will be given a reasonable amount of time to correct the deficiency.

Step Two – Second Verbal Warning

If the initial conversation is not effective in resolving the issue, the supervisor may choose to continue the corrective action process by providing the employee with a second verbal warning. The time period during which the employee must meet expectations will depend on the nature, severity, and urgency of the issue. The employee should be aware that ongoing performance issues may result in further corrective action.

Step Three – Written Warning

If the employee’s performance does not meet standards within the time limit of the verbal warning, the supervisor may provide a written warning to the employee, detailing the required performance improvements. The employee will be required to sign the written warning and/or performance improvement plan in acknowledgement of receipt.

Step Four – Termination or Non-Renewal of Agreement

If the employee’s conduct and/or performance does not improve as required, the school may choose to terminate the individual’s employment (in accordance with the employee’s agreement, if applicable), or to not renew the employee’s agreement for the following school year.

Faculty whose performance is such as to jeopardize agreement renewal should be informed of this as soon as possible. Their agreements may be delayed until later in the school year, should the Head of School or division head deem that an improvement plan is in order. A faculty member may be put on a performance improvement plan, and a probationary agreement may be extended to that faculty member. Such an agreement remains in effect for the entire school year. Areas requiring improvement ordinarily will be specified in the agreement or in the letter accompanying the agreement. 

JOB EXPECTATIONS

Attendance

All employees are expected to arrive on time, ready to work, every day that they are scheduled to work. If an employee is unable to arrive at work on time or will be absent for an entire day, they must contact their supervisor as soon as possible. Full-time faculty should arrive 30 minutes prior to the start of their school day and remain at school for 20 minutes after their school.  day ends.

Excessive absenteeism or tardiness will result in discipline up to and including termination. Failure to show up or call in for a scheduled workday without prior approval also may result in discipline up to and including termination. If an employee fails to report to work or call in to inform their supervisor of their absence for three consecutive days or more, the employee will be considered to have voluntarily resigned employment.

Confidentiality

An employee may, in the course of their work, have access to information about the school, other employees, students, or families that is confidential. This information is not to be revealed to anyone other than in the normal course of conducting job duties and responsibilities. Disclosure of such information is prohibited and, as a very serious violation of policy, could result in disciplinary action, up to and including termination of employment.

Mandatory Reporting Policy

Pursuant to N.C.G.S. § 7B-301, all school personnel are required to report any suspected abuse of any child as per the school’s child abuse reporting policy. These reports should be made directly to the Department of Social Services in the county in which the child resides. Reports to Durham County can be made by calling 919-560-8424 Monday–Friday from 7:30 a.m. to 5:30 p.m. or 919-560-4600 during off-hours or weekends. If a report is made, it must be reported to the Head of School immediately. All school personnel will receive training on how to report child abuse. If any staff member has a question or concern, they should see the School Counselor and Head of School.

In addition to cases of abuse, neglect, dependency, and maltreatment, under N.C.G.S. §14-318.6, any person 18 years of age or older who knows or should have reasonably known that a juvenile has been or is the victim of a violent offense, sexual offense, or misdemeanor child abuse under N.C.G.S. §14-318.2 shall immediately report the case of that juvenile to the appropriate local law enforcement agency in the county in which the juvenile resides or is found. If a report is made, this must be reported to the Head of School immediately. All school personnel will receive training on how to report child abuse. If any staff member has a question or concern, they should see the School Counselor and Head of School.

Personnel File Access

The school recognizes and respects the information contained in employee records. Certain information about employees as members of the organization is essential for the Human Resources office and Business Office, particularly in regard to payroll. Employees’ family status, home address, and telephone number must be accurate and current. The Human Resources representative should be informed whenever this information changes.  Employees are encouraged to make changes to their personal and contact information through Veracross and Trinity’s payroll system. For assistance with updating information, email HR@tsdch.org.

As part of the employment process, Trinity School collects required background information in compliance with accreditation standards, North Carolina state law, and school policy. This information is held in the Business Office/Human Resources office in strict confidence. The school attempts to limit the collection of information to the minimum necessary for compliance.

External Inquiries

In response to valid requests to verify employment, for business references, or for credit purposes, the school will release employment status (i.e., active or terminated), job title, and dates of employment. Only the Head of School and Associate Head of School are authorized to give references. Additional information regarding employment may be released upon written authorization from the employee, or pursuant to a subpoena or other legal obligation.

Promotions/Career Advancement

In evaluation for promotion, a number of factors, including job performance, job-related qualifications, educational background, flexibility, and experience with the school and the educational profession are considered. All employees are encouraged to remain in regular dialogue with their supervisor regarding their career aspirations, performance objectives, skill development, and growth plans and opportunities.

Image/Dress Code

The impression that we, as employees, present to others is as important as serving as role models of professionalism for our students. Trinity School has adopted a business casual dress code for all employees. Employees who prefer to dress in more formal business attire are free to do so. 

Business casual wear encompasses many looks, but it essentially is casual clothing that is appropriate for a professional office environment. It is clothing that allows you to be comfortable at work yet always look neat and professional, clothing that is clean, unwrinkled, and not too tight, revealing, or baggy.

Employees are asked to consider each day’s activities when determining what to wear, as there are situations when traditional business attire may be required and is more appropriate. All employees are expected to act responsibly to create a professional atmosphere and not misunderstand the intent of “business casual.” If an employee has any questions regarding appropriate attire, they should ask their supervisor for clarification.

Business Casual Attire

Listed below are examples of acceptable business casual attire:

• Shirts: Shirts with collars, business casual crewneck or V-neck shirts, blouses, sweaters/cardigans, and polos

• Pants/skirts: Casual slacks, trousers, dressy Capri pants, skirts/dresses of appropriate length

• Footwear: Slip-on or tie shoes, dress sandals, dress boots

Listed below are examples of unacceptable business casual attire:

• Jeans

• Sweatpants

• Yoga pants

• Leggings or tights (if not covered by a dress, or tunic)

• Camouflage pants

• Pants worn below the waist or hip line

• Shorts (except during summer hours)

• Mini-skirts or short dresses

• Crop tops, tank tops, low-cut or revealing tops

• Spaghetti-strap tops (unless covered by a sweater or cardigan)

• Sheer or see-through tops that reveal undergarments

• T-shirts or shirts with inappropriate slogans

• Muscle shirts

• Flip-flops of any kind

• Competition athletic shoes

• Construction or work boots

Travel Policy and Expense Reimbursement

Trinity School reimburses employees for valid expenses incurred while conducting Trinity business. For training sessions and conferences requiring overnight travel, the school will reimburse employees for travel expenses after they return from their trip with valid receipts. Receipts must be submitted to the Business Office in order for reimbursement. 

The school will reimburse actual overnight travel expenses up to the limit of the daily per diem rate, which is $65.00. This rate is intended to cover meals and miscellaneous expenses, such as gratuities. Transportation and lodging expenses should be arranged in advance by the department’s administrative assistant. Generally, if no overnight travel is involved, meals are not reimbursable. Business use of personal vehicles for overnight or out-of-town travel is currently reimbursed at the rate of $0.70 per mile, per IRS guidelines.