Policy: 6.000

Section: SECTION 6: PERSONNEL

Personnel Definitions

PERSONNEL DEFINITIONS

Personnel:

• Administrative Staff: Support staff members in supervisory / administrative positions.

• Employees (Staff Members/Staff): All personnel employed by the School.

• Head of School: The person appointed by the Board to serve as the Chief Executive Officer; responsible for the overall administration and operations of the School.

• Independent Contractor: Any person retained for a specific task and/or specific period and is not an Employee.

• Interns and Student Teachers: A current or recent university student undergoing supervised practical training who is not an Employee.

• Leadership Team: Team comprising the Head of School as well as any other senior-level professionals as determined by the Head of School.

• Locally Hired (LH) employee: A member of the professional staff, support staff, or Leadership Team that meets any one of the following criteria:

  • will be in India/Mumbai regardless of contracting employment at ASB,

  • resides in India on the date of appointment, or

  • is not currently working as an OH in India.

• Overseas Hired (OH) employee: A member of the professional staff, support staff, or Leadership Team that meets the following criteria:

  • is an individual who would otherwise not be coming or staying in India except for the purpose of employment at the American School of Bombay and

  • is based overseas and holds a School-sponsored employment visa, if required.

• Instructional staff: Persons with requisite professional qualifications employed by the School (full-time as well as part-time) in positions directly related to the instruction of students.

• Substitute teacher: A person who temporarily works at the School in the absence of a regular teacher.

• Supervisor: The person to whom an employee reports directly as stated in their job description and is responsible for an employee’s evaluation.

• Support (Non-Instructional) staff: Persons employed by the School in positions whose duties are not directly related to the instruction of students.

• Teacher: A person employed by the School to teach at the School; also collectively referred to as the faculty/professional staff and individually as a member of the faculty/professional staff.

• Teaching Assistant: A member of the staff (full-time or part-time) who assists teachers in classrooms or whose duties directly impact student instruction or supervision of student services.

Contract:

• Assigned Hours: The number of working hours per working day as stipulated in the contract between the School and the Employee.

• Base Salary: Salary used for the purpose of calculating the Provident Fund contribution for all staff.

• Contract: A written legal agreement between the School and an individual for rendering services for the School; issued for a specified term.

• Contract Days: The number of duty/workdays per year as specified in the contract between the School and the Employee.

• Immediate family: An employee’s spouse and dependent children under 25 years of age.

• Job description: A written description of duties to be performed by an employee or contractor which serves as the primary basis of work performance.

• Contract Period: The start and end date of an employee’s contract with the School.

• Contract Salary: Gross salary for the contract period as defined in the employee’s contract.

• Daily Rate: Rate for one workday, calculated by dividing the contract salary by the number of contract days.

• Holidays: Days approved by the Board on the official School calendar in which the School is closed to the students and/or staff.

• Overtime: See Policy 6.530

• Retrenchment: Reduction or termination by the School of the services of a staff member for any reason whatsoever, other than as a disciplinary action. This definition does not include voluntary retirement or retirement of the employee or termination of service on medical grounds.

• Salary schedule: The schedule of annual salary approved by the Board for different employee groups.

• Pro-rated: Salary/benefit paid to or payable in cases where the employee has not worked full-time, or less than a full school year, such as part-time employees.

• Work week: The number of working days per week.

Cross References:1.010 - American School of Bombay Education Trust 3.000 - School Administration Structure 3.100 - Head of School 6.220 - Employee Job Descriptions 6.230 - Employee Classification 6.300 - Employment Contracts 6.305 - Staff Contract Periods 6.340 - Time Schedules and Work Hours 6.510 - Staff Salaries and Salary Scales 6.525 - Salary Increases 6.530 - Overtime for Support Personnel 6.555 - Provident Fund for Locally Hired Staff 6.570 - Part-Time Employees Salaries and Benefits 6.575 - Substitute Teachers 6.270 - Teaching Assistants/Aides 6.580 - Temporary Employment 6.610 - Medical Benefits 6.820 - Retrenchment/Reduction in Work Force

Adoption Date: January 24, 2005 Last Revised: December 12, 2023

Policy: 6.100

Section: SECTION 6: PERSONNEL

Employment Philosophy and Goals

EMPLOYMENT PHILOSOPHY AND GOALS

The Board recognizes the value of having a diverse and inclusive school community where all students, colleagues, and parents are seen, heard, and valued. The Board is committed to employing a highly competent, well-qualified, and diverse staff to work with the Administration in meeting the School’s mission and providing the best possible learning environment. To that end, the Head of School will be responsible to:

1. Recruit, hire, and retain the best-qualified staff to assist the School. Recruitment and hiring will be conducted in line with the School’s Mission, Vision, Core Values, and Strategic Plan. This also includes responsibility to assign, transfer, supervise, evaluate, or terminate, with full and final authority, any and all professional and support staff in the employment of the School;

2. Develop and manage staff compensation and benefits programs that attract and retain the best-qualified employees;

3. Provide staff development programs for all employees to further the School’s Mission, Vision, Core Values, Strategic Plan and for each staff member’s professional development;

4. Implement a performance assessment process for all employees that contributes to the continuous improvement of staff performance. The program will involve both ongoing supervision and performance feedback as well as conducting an annual performance evaluation for each employee;

5. Assign and use staff talent as effectively and economically as possible, for the benefit of the total School program;

6. Develop the quality of human relationships necessary to obtain maximum staff performance and a high-level of job satisfaction;

7. Provide for a collaborative approach to education, including staff involvement in planning, decision-making, and evaluation.

Implementation of adopted personnel policies should include channels of communication and clearly defined procedures for allowing all personnel to voice their suggestions, concerns, opinions, and grievances.

Cross References:3.110 - Powers and Duties of the Head of School 6.140 - Staff Involvement in Decision Making 6.160 - Equal Employment Opportunity

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.110

Section: SECTION 6: PERSONNEL

Employee Responsibilities and Rights

EMPLOYEE RESPONSIBILITIES AND RIGHTS

All staff members have a responsibility to:Create a safe environment that fosters student well-being, growth, and learning.

• Be familiar with, and abide by, the policies of the Board and the regulations designed to implement them.

• Fulfill their assigned responsibilities.

• Uphold and model ASB’s Mission and Core Values.

• Abide with the Employee Code of Conduct (6.400).

The Board expects that all Employees act with the highest standards of ethics, professionalism, integrity, and responsibility. In addition to the responsibilities above, each staff member is expected to fulfill the responsibilities outlined in their job description.

While employees have the responsibilities as outlined above, they also have rights, in accordance with Board policy:

• Expression of viewpoints, ideas, and comments.

• Academic freedom within the educational philosophy of the School.

• Involvement in decision-making on matters of the School.

• Professional development opportunities.

• Regular feedback on performance.

• Redressal of grievances (6.430).

• A safe, respectful, and professional environment.

Cross References:6.140 - Staff Involvement in Decision Making 6.150 - Employee Relations with India 6.380 - Staff Performance Assessment Process and Annual Evaluations 6.400 - Employee Code of Conduct 6.430 - Staff Grievances and Appeals 6.620 - Professional Development Program 7.150 - Academic Freedom

Adoption Date: January 24, 2005 Last Revised: December 12, 2023

Policy: 6.140

Section: SECTION 6: PERSONNEL

Staff Involvement in Decision Making

STAFF INVOLVEMENT IN DECISION-MAKING

The Head of School will, whenever feasible, includes employees in operational planning and the development of regulations. Instructional staffstaff will be invited and encouraged to contribute in curriculum development and the development of policies and regulations pertaining to the instructional program. The Head of School will develop channels for employees to communicate their ideas and feelings with regards to the operation of the School. While each employee will have the opportunity to bring their ideas, comments, concerns, or grievances to the highest authority, it is expected that they will proceed through the recognized communication channels.

Cross References:6.110 - Employee Rights and Responsibilities 6.430 - Staff Grievances and Appeals

Adoption Date: January 24, 2005 Last Revised: December 12, 2023

Policy: 6.150

Section: SECTION 6: PERSONNEL

Employee Relations with India

EMPLOYEE RELATIONS WITH INDIA

The Board recognizes the important role the School and its employees play in the local community. It is essential that all employees project a positive, professional image and show appreciation for the culture and customs of India at all times. School personnel are encouraged to participate in community activities so long as they do not interfere with their regular schoolwork, represent a conflict of interest, or in any way reflect negatively on the School. Members of the School staff often have access to information about the School, its personnel, its students and their families, and its operations that is of a sensitive and confidential nature. This kind of information is not to be shared with other individuals, governmental agencies, or the press without the written permission of the Head of School.

All matters concerning the School’s relations with any Indian governmental authority or the press media should be referred to the Head of School.

Cross References:6.400 - Employee Code of Conduct 6.440 - Staff Conflicts of Interest

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.160

Section: SECTION 6: PERSONNEL

Equal Employment Opportunity

EQUAL EMPLOYMENT OPPORTUNITY

ASB will not discriminate in hiring, promotion, termination, compensation and other employment-related matters based on age, race, religion, socio-economic class, caste, national origin / ethnicity, marital status, sex, sexual orientation, physical appearance, and disability. This approach to equal employment is evidenced in all of the School’s educational and employment policies, programs, and practices.

Cross References:1.120 - Parent, Staff, and Student Involvement in Decision Making 6.100 - Employment Philosophy and Goals 6.240 - Staff Recruitment, Qualifications and Selection

Adoption Date: January 24, 2005 Last Revised: May 24, 2025

Policy: 6.200

Section: SECTION 6: PERSONNEL

Staff Positions

STAFF POSITIONS

The Board is responsible for approving the annual staffing and compensation budget. On an annual basis, the Board will adopt, upon the recommendation of the Head of School, a staffing plan that meets the educational and operational requirements of the School, as well as its Employment Philosophy and Goals, and outlines which positions will be filled with Overseas Hired Employees and which will be filled with Locally Hired Employees. The Head of School is responsible for recruiting personnel to fill established positions.

The School will employ, without discrimination, the most suitable applicant for each position. All applicants will be required to submit valid evidence of their qualifications and experience when they submit their applications for employment.

Cross References:2.010 - Powers and Duties of the Board of Trustees 3.110 - Powers and Duties of the Head of School 6.000 - Personnel Definitions 6.160 - Equal Employment Opportunity 6.240 - Staff Recruitment, Qualifications and Selection

Adoption Date: January 24, 2005 Last Revised: December 12, 2023

Policy: 6.220

Section: SECTION 6: PERSONNEL

Employee Job Descriptions

EMPLOYEE JOB DESCRIPTIONS

The Head of School will provide all employees, through their immediate supervisor, current job descriptions at the outset of their employment. Such job descriptions will include job goals, specific job responsibilities, and the name of the employee’s immediate supervisor (who will conduct the annual performance evaluation). Copies of all job descriptions will be kept with Human Resources.

The Head of School is responsible for ensuring that all job descriptions are reviewed and/or updated at least every three years or whenever there has been a significant change in assignment of duties or level of staffing. Furthermore, applicable job descriptions will be reviewed prior to any offer of employment.

Cross References:6.000 - Personnel Definitions 6.320 - Assignment and Duties 6.500 - Compensation and Benefits

Adoption Date: January 24, 2005 Last Revised: December 12, 2023

Policy: 6.230

Section: SECTION 6: PERSONNEL

Employee Classification

EMPLOYEE CLASSIFICATION

An employee’s classification is determined at the time of initial hire and remains valid for the employee’s tenure at ASB unless there is a change in position. The Employee Classification affects not only the type of contract an employee is given, but the compensation and benefits provided. An employee will be classified as either one of the following:

1. Overseas Hired (OH): Meets all the following criteria: based overseas, for whom the School sponsors an employment visa, and is an individual who would otherwise not be coming to India.

2. Locally Hired (LH): Meets any one of the following criteria: will be in India/Mumbai regardless of contracting employment at ASB, is of Indian residence at their date of appointment and is not currently working as an OH in India.

The Head of School makes the final decision regarding staff classifications.

Cross References:6.000 - Personnel Definitions 6.300 - Employment Contracts

Adoption Date: January 24, 2005 Last Revised: December 12, 2023

Policy: 6.240

Section: SECTION 6: PERSONNEL

Staff Recruitment, Qualifications and Selection

STAFF RECRUITMENT, QUALIFICATIONS AND SELECTION

The Board is committed to the recruitment, hiring, and retention of experienced, qualified, personnel who will carry out the School’s Mission, Vision, Core Values, and Strategic Plan. The Head of School is responsible for recruiting and appointing all Employees within the budget limits established annually by the Board and subject to the ongoing review of the Board. For some positions, the Head of School may delegate the recruiting and selection of applicants to their designee. The Head of School, however, will retain overall responsibility for the recruitment, hiring, and retention of all staff. To ensure that the best candidate is selected for an open position, candidates will be assessed in accordance with the requirements of the specific position and selection will be guided by the following criteria:

• Professional Competence – Education and Certification/Licenses (where applicable)

• Work experience

• References and background checks from past and present supervisors

• Commitment to professional development and growth

• Enthusiasm for learning

• Complete Background verification/check (6.241)

• Proficiency in English

• Meets goals as laid out in the School’s Mission, Vision, Core Values, and Strategic Plan

All Employees will be hired in compliance with Indian Laws and ASB’s safe recruiting practices. At the time of awarding a contract, all Employees will be subject to a background check (6.840).

The School is an equal opportunity employer. It is the intention of the Board and Head of School to recruit the best-qualified people for all positions based on the highest standard of preparation and successful experience in line with Policy 6.160. Contracts issued for new positions on the Leadership Team require Board approval. The School has defined preferred qualifications for all staff positions:

1. Professional staff – Faculty/Teacher Positions:

• A Master’s degree in education with relevant specialization and/or professional license/certification, from an accredited college or university.

• Demonstrate knowledge of subject, content, and pedagogy.

• Documented successful and relevant professional experience in a recognized K-12 international school for a minimum of three years.

2. Support Staff – Administrative:

• A Bachelor’s degree from an accredited college/university.

• Relevant experience/specialization as listed in the job description.

3. Support Staff – Facilities and Transport:

• Higher Secondary Certificate or equivalent (grade 12 completed).

• Documented successful work experience.

• Additional specific criteria as required by the job description.

• Professional license if necessary.

The Head of School must approve any exceptions to the above qualifications. The decision of the Head of School will be final.

Applicants for any position at the School must provide at their own expense, true/attested copies of all documents that are required for employment and placement on the salary schedule. The Head of School will be responsible for determining the authenticity of the documents that must be provided. Once received, these materials become the property of the School.

Cross References:3.110 - Powers and Duties of the Head of School 6.100 - Employment Philosophy and Goals 6.160 - Equal Employment Opportunity 6.241 - Background Checks for Child Safeguarding

Adoption Date: January 24, 2005 Last Revised: May 24, 2025

Policy: 6.241

Section: SECTION 6: PERSONNEL

Background Checks for Student Safeguarding

BACKGROUND CHECKS FOR STUDENT SAFEGUARDING

Prior to being allowed on campus or to interact with students, all Employees, independent contractors as well as other adults at the discretion of the School are required to submit a government-issued background check or police clearance certification. The background check must be valid and dated within the last six months and issued from the most recent place of residence. In the event the background verification certificate is issued in languages other than English, Hindi or Marathi, the person will be required to obtain an official translation of the certificate. The School reserves the right to ask for additional background checks and/or conduct background checks through an independent company of any personnel on campus who directly or indirectly interact with students (or any other investigations it deems necessary).

Disqualification: Any conviction related to the following offenses will disqualify a person from employment:

1. Sexual assault

2. Assault or battery against a minor

3. Indecency with a minor

4. Abandoning or endangering a minor

5. Statutory rape

6. Prostitution or sexual solicitation

7. Possession of or promoting child pornography

8. Incest

9. Any other conviction involving minors or violent acts

Other offenses, convictions, or pending criminal charges, including administrative procedures, or civil or criminal history may disqualify a person from employment or result in limiting activities with minors (e.g. traffic offenses may preclude driving a vehicle with passengers).

In cases where an Employee or independent contractor is disqualified through the background check process, the Head of School may revoke employment or terminate the contract.

Cross References:6.100 - Employment Philosophy and Goals 6.240 - Staff Recruitment, Qualifications and Selection 6.300 - Employment Contracts 6.400 - Employee Code of Conduct 6.420 - Safeguarding - Harassment, Bullying, and Discrimination at Work 6.440 - Staff Conflicts of Interest 6.800 - Termination of Employment 9.030 - Visitors to the School

Adoption Date: May 20, 2015 Last Revised: March 12, 2024

Policy: 6.260

Section: SECTION 6: PERSONNEL

Wellness Requirements for ASB Employees

WELLNESS REQUIREMENTS FOR ASB EMPLOYEES

The ongoing health, and physical and mental well-being of the School’s Staff is important to the successful operation of the school. Applicants must be physically able to perform the duties required by their position. This policy is not intended to exclude people with disabilities.

ASB will, as much as possible, provide a healthy learning and working environment. There will be no smoking (including e-cigarettes), consumption of alcohol, or use of recreational drugs while engaged in any school business. Employees must comply with all health and safety procedures implemented by the school.

All employees may be required at any time and at the School’s expense, to undergo a medical and/or psychological examination, including testing for substance abuse, and provide a report from a physician designated by the school, when, in the opinion of the Head of School, the staff member’s state of health may interfere with the performance of their duty. Upon joining, the school may require medical tests for communicable diseases.

Health services will be provided to enable consultation and referral, as appropriate, to maintain the individual’s optimal health status. This will include an appropriately staffed and equipped Health Office on each campus. Employees are expected to inform the school if they have a health concern which may impact their ability to fulfill their role.

The Head of School will ensure procedures are in place to maintain a safe and healthy workplace environment which promotes healthy lifestyles and wellness, as well as assistance with health-related issues. Procedures will be put in place to ensure the confidentiality of health records.

Cross References:5.340 - Document Records/Retention 6.470 - Personnel Records

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.300

Section: SECTION 6: PERSONNEL

Employment Contracts

EMPLOYMENT CONTRACTS

The terms and conditions of employment for all staff will be detailed in written contracts for periods of a fixed duration. The Head of School or their designee is authorized to discuss employment contracts with job applicants within Board-approved budget and staff allocation guidelines. The Head of School or their designee must approve all employee contracts.

Employee contracts will clearly define the employee’s job responsibilities, work hours, contract duration, compensation and benefits, health requirements, contract renewal/termination and other conditions of employment. All employees will be subject to the provisions of the Board Policy Manual and the regulations established by the Administration. Any exceptions to the Board Policy manual included in a Contract of Employment must have prior approval from the Board. Signing of the contract by the applicant constitutes acceptance of all employment terms and conditions as stated in the contract as well as an understanding of the Board policy provisions and other regulations in effect at that time.

The School issues two types of employment contracts depending on an individual’s employee classification (as defined in Policy 6.230):

1. Overseas hired (OH) contracts

2. Locally hired (LH) contracts

Neither the contract nor its terms and conditions may be altered during the period the contract is in effect without the mutual written agreement of the contract signatories. Changes in an employee’s contract will be effected by the signing of a new contract or amendment to the existing contract. Changes in policies or procedures will not affect an existing contract but will go into effect upon signing a new contract. Employee’s signing of the contract indicates they are responsible for complying with the Board Policy Manual.

Cross References:2.010 - Powers and Duties of the Board of Trustees 3.110 - Powers and Duties of the Head of School 6.230 - Employee Classification 6.305 - Staff Contract Periods 6.310 - Probation Period 6.315 - Renewal of Contracts 6.340 - Time Schedules and Work Hours 6.500 - Compensation and Benefits

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.305

Section: SECTION 6: PERSONNEL

Staff Contract Periods

STAFF CONTRACT PERIODS

All professional and support employees will be issued initial one-year or two-year contracts based on the decision of the Head of School. Contracts for any consecutive employment periods may be issued for one or two years at the discretion of the Head of School. Overseas hired (OH) employees will be offered a contract for an initial two-year period. Thereafter, one-year or two-year contracts may be offered to these individuals at the discretion of the Head of School.

Cross References:6.230 - Employee Classification 6.300 - Employment Contracts 6.315 - Renewal of Contracts

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.310

Section: SECTION 6: PERSONNEL

Probation Period

PROBATION PERIOD

All Support Staff and Teaching Assistants are subject to a three (3) month probationary period immediately following either their initial appointment or subsequent appointment to a new position.

The Head of School will be responsible for developing and implementing processes and regulations to support this policy - including performance evaluation measures and procedures - in the event the employee does not satisfactorily complete the probationary period. They may not be rehired if they do not meet expectations after three (3) months.

Cross References:6.300 - Employment Contracts 6.380 - Staff Performance Assessment Process and Annual Evaluations

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.315

Section: SECTION 6: PERSONNEL

Renewal of Contracts

RENEWAL OF CONTRACTS

All employee contracts are written for a specific period of time. While staffing continuity is important for program quality both in the classroom and in administrative operations, the School is under no obligation to renew a contract, nor is an employee obligated to accept an offer of contract renewal. Contracts to rehire staff may be issued only if a written staff performance evaluation from the previous year is in the employee file. New contracts may be offered for one-year or two-year periods at the discretion of the Head of School.

For Teachers invited to return and who have expressed an interest in continuing at the School, new contracts will be offered within seven (7) calendar days of the Board’s approval of the Staffing and Compensation Budget for the following school year.

Contract renewals will be tendered to Support Staff at least 60 days prior to the end of their contract.

When a contract is not renewed, the Staff Member may submit, within 30 days, a written request to the Head of School for a meeting to discuss the decision by the School not to renew the Employee’s contract. The Head of School’s decision regarding the renewal or non-renewal of any contract is final.

Cross References:6.300 - Employment Contracts 6.380 - Staff Performance Assessment Process and Annual Evaluations

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.320

Section: SECTION 6: PERSONNEL

Assignment and Duties

ASSIGNMENT AND DUTIES

The Head of School is responsible for assigning and deploying Employees within the School. They will assign duties to each Employee based on their role, responsibilities, and needs of the school.

The specific duties and responsibilities of an Employee will be detailed in their job description.

An Employee’s assignment may be modified as deemed necessary by the Head of School. The Head of School is also authorized to reassign Employees in accordance with the needs of the School, the Employee’s qualifications and the preference of the Employee. Any changes to an Employee’s assignment will be permitted so long as the new/changed responsibilities are consistent with those normally associated with that position and are not in conflict with the Employee’s Contract.

Cross References:6.220 - Employee Job Descriptions 6.300 - Employment Contracts

Adoption Date: January 24, 2005 Last Revised: May 24, 2025

Policy: 6.340

Section: SECTION 6: PERSONNEL

Time Schedules and Work Hours

TIME SCHEDULES AND WORK HOURS

The Board, upon the recommendation of the Head of School, will establish the number of workdays and length of the work week for all Employees. This may be done by contract or by separately approved schedules. The number of contracted days and the working hours per day may vary for different categories of Employees and jobs.

The Head of School will regulate staff work schedules in accordance with Employees’ contracts and the requirements of each position. Employees are expected to adhere to their specified hours of work. The Head of School will establish regulations governing procedures for allowing Employees to request time off and disciplinary measures in situations where Employees do not adhere to the scheduled work hours.

Cross References:6.000 - Personnel Definitions 6.300 - Employment Contracts

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.345

Section: SECTION 6: PERSONNEL

In-Service Days

IN-SERVICE DAYS

Periodically throughout the academic year, the School calendar will contain scheduled in-service workdays to provide time for professional development, curriculum development, individual planning, and training. These full or partial days will be noted on the School calendar that is approved annually by the Board. All Employees are expected to work on these days unless a prior written approval of absence is obtained from the Head of School or their designee.

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.350

Section: SECTION 6: PERSONNEL

Staff Holidays and Vacation

STAFF HOLIDAYS AND VACATION

All professional staff and members of the Leadership Team are entitled to holidays in accordance with the School calendar. The School will designate ten holidays for Administrative and Support staff per school year.

Leave or vacation may be taken only at the School’s convenience. The School will not normally approve vacation while School is in session or when the Employee’s services are required. The Board-approved School calendar will serve as the framework for determining staff vacation and holiday schedules.

All Employees must have their vacation schedules, including annual leave (for Support staff), approved by their immediate supervisor according to procedures established by the Head of School.

Cross References:6.780 - Annual Leave for Support Staff

Adoption Date: January 24, 2005 Last Revised: March 16, 2021

Policy: 6.360

Section: SECTION 6: PERSONNEL

Additional Responsibilities and Assignments for Employees

ADDITIONAL RESPONSIBILITIES AND ASSIGNMENTS FOR EMPLOYEES

Employees are expected to fulfill duties, in keeping with their profession, beyond their assigned responsibilities. These duties may include, among others, playground/lunch supervision, bus-loading supervision, parent conferences, curriculum, and regularly scheduled subject area or grade level meetings, Individualized Learning Services meetings, extra academic help sessions, and other duties as designated by their supervisor. Such responsibilities are considered part of an Employee’s routine assignment and do not constitute “extra-duty” or “additional” assignments that carry special stipends or extra pay. The Head of School may, on occasion, ask Employees to take on additional responsibilities or work on special projects before or after the school year, or on weekends. These “additional responsibility” assignments may be considered an extension of the employment contract and additional compensation may be provided, at the discretion of the Head of School.

Cross References:6.000 - Personnel Definitions 6.365 - Participation in Extra-Curricular Activities

Adoption Date: January 24, 2005 Last Revised: March 12, 2024

Policy: 6.375

Section: SECTION 6: PERSONNEL

Tutoring for Pay

TUTORING FOR PAY

In alignment with visa requirements, Overseas hire staff are not permitted to tutor for pay under any circumstances. Local hire instructional staff are not permitted to tutor their current students for pay.

Employees must inform their supervisor in writing by following the Conflict on Interest Declaration process. When tutoring for pay and the employee cannot tutor students within the same grade level or class they teach.

Cross References:6.000 - Personnel Definitions 6.440 - Staff Conflicts of Interest

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.380

Section: SECTION 6: PERSONNEL

Staff Performance Assessment Process and Annual Evaluations

STAFF PERFORMANCE ASSESSMENT PROCESS AND ANNUAL EVALUATIONS

All Employees will be evaluated in accordance with their contract and the faculty and staff handbook.

1. Performance relates to the quality of one’s professional work, and conduct relates to one’s professional behavior in relation to ASB’s Professional Growth and Evaluation Standards.

2. It is expected that the evaluation format and specific procedures governing the conduct of performance evaluations will differ for professional and support staff, but the guidelines described above will apply for all employees.

The Head of School will ensure that each Employee is provided documentation that clearly outlines performance standards.

• Written evaluations will be completed for and shared with each Employee annually by their supervisor.

• Employees may respond to or comment on any part of the evaluation in writing.

• Written performance evaluations will be considered confidential and placed in the Employee’s personnel record.

• Contract renewal will take into consideration ongoing and annual performance evaluations.

Cross References:6.110 - Employee Rights and Responsibilities 6.470 - Personnel Records 6.800 - Termination of Employment

Adoption Date: January 24, 2005 Last Revised: March 12, 2024

Policy: 6.400

Section: SECTION 6: PERSONNEL

Employee Code of Conduct

EMPLOYEE CODE OF CONDUCT

All Employees and personnel working directly or indirectly with students are guided by and committed to ASB’s Mission and Core Values. They will conform to and abide by the provisions contained in the Board Policy Manual and Employee Handbook and will sign and follow ASB’s Code of Conduct each year.

When an Employee does not comply with the School’s Code of Conduct, they may be subject to disciplinary action. Dependent upon the severity of the offence, such action may be in the form of an oral or written reprimand, temporary suspension from duty with or without pay, or dismissal. It should be noted that while repetitions of the same type of minor misconduct by an Employee may result in the School taking progressively more severe action, a more serious breach of conduct might warrant a suspension or dismissal, even when it is a first incident.

In the case of a staff member being reported for abuse or harassment, Board Policies 6.420 and 6.430 will be referenced.

Cross References:6.420 - Safeguarding - Harassment, Bullying, and Discrimination at Work 6.430 - Staff Grievances and Appeals

Adoption Date: January 24, 2005 Last Revised: March 12, 2024

Policy: 6.420

Section: SECTION 6: PERSONNEL

Safeguarding - Harassment, Bullying, and Discrimination at Work

SAFEGUARDING - HARASSMENT, BULLYING, AND DISCRIMINATION AT WORK

ASB is committed to providing a safe and supportive School environment. Members of the School community are expected to treat each other with respect. Everyone is expected to be responsible for their behavior, to exercise self-discipline, and to refrain from behavior that interferes with another’s right to learn, work, or endangers the health or well-being of others. Harassment, bullying, and/or discrimination are not tolerated at ASB. Employees engaging in these behaviors may be disciplined, suspended, terminated and may be subject to legal proceedings.

Harassment, bullying (including cyber-bullying), intimidation, and/or discrimination are threatening or intimidating actions and behaviors that create or will likely create a hostile environment by interfering with another person’s well-being. These behaviors demean, belittle, and humiliate a person and may be a one-time occurrence or a repetitive action. If an ASB community member witnesses another adult subjected to any of the above behaviors within the community, they are required to report the incident to Human Resources.

Every Employee, student, parent, and visitor must be treated fairly in an environment free of harassment. Harassment of another Employee, student, parent, or visitor constitutes a disciplinary infraction subject to penalties up to and including without limitation discharge, expulsion, and/or such other necessary disciplinary measures as may be deemed fit by the Head of School. When one believes that they are being harassed, they have the right to - without fear of repercussion - file a grievance in accordance with the Board Policy and procedures.

Harassment is defined as improper, objectionable, and/or offensive conduct directed at another member of the community. It is unwelcome and includes, without limitation, objectionable conduct, comment, and/or display (on a one-time or repeated basis) that demeans, belittles, or causes humiliation, or embarrassment to a person. This includes (but is not limited to) harassment based on race/caste, national origin/ethnicity, marital status, sex, sexual orientation, religion, age, appearance, or disability.

Sexual harassment is any unwelcome conduct, comment, gesture, or contact of a sexual nature, whether on a one-time basis or in a continuous series of incidents. Some examples of this behavior include, but are not limited to:

• Calling out obscene names

• Sharing written or graphic material, including graffiti, photographs, texts, drawings, or videos containing comments or stereotypes that are circulated in physical copy or electronically

• Telling vulgar stories or jokes in the School environment or on School business

• Making derogatory/vulgar gestures

• Encroaching personal space, which may include unwelcome hugging, grabbing, pinching, or touching someone’s private body parts

• Stalking

• Physical contact and/or advances

• Any other unwelcome physical, verbal, or non-verbal conduct of sexual nature

Victims and perpetrators of sexual harassment can be anyone.

Abuse of authority is a form of harassment and occurs when an individual improperly uses the power and authority inherent in their position to endanger an Employee's job or student’s learning and well-being, undermine their professional performance, threaten their economic livelihood, or in any way interfere with, or influence the career of the Employee. It includes intimidation, threats, blackmail, and/or coercion.

Bullying is described as an unwanted, aggressive behavior that involves a real or perceived power imbalance. Bullying demeans, belittles, humiliates, or frightens another person. The behavior is repeated, or has the potential to be repeated, over time. Bullying can occur before and after School hours, on or off School premises (School bus, School trips, etc.), or online. It includes behaviors such as teasing, name-calling, threats, social isolation, unwanted physical contact or violence, or cyber-bullying.

Fraternization – (Employee-Student Relations)

All adults on campus shall maintain a professional, ethical relationship with students conducive to an effective and safe learning environment. They shall establish appropriate personal boundaries with students and not engage in inappropriate conduct that could reasonably lead to the appearance of impropriety. Inappropriate behavior includes, but is not limited to, flirting; making suggestive comments; dating; requests for sexual activity; physical displays of affection; giving inappropriate personal gifts: intimidation: inappropriate personal communication with a student (including but not limited to phone, e-mail, letters, notes, social networking sites): and engaging inappropriate activities (such as, but not limited, to smoking, consuming alcohol or narcotics). Communication with students must be transparent and take place on School-approved platforms.

Discrimination occurs when one is treated differently, separately, or has any action directly affecting them taken based on race, religion, caste, national origin/ethnicity, marital status, sex, sexual orientation, physical appearance, or disability.

The Head of School will ensure that the School has in place a comprehensive program including education for students and Employees in how to seek help in dealing with harassment, bullying, or discrimination and guidelines for Staff in responding to such incidents. The Head of School or their designee will also clearly communicate the meaning of harassment, bullying, and discrimination to help Staff and students understand the terms and what is and is not acceptable behavior. These terms and procedures will be clearly documented in the School Handbooks and communicated periodically via various media to community members.

The School will comply with all applicable Indian laws, regulations, and judicial orders.

Cross References:6.400 - Employee Code of Conduct 6.430 - Staff Grievances and Appeals 8.245 - Safeguarding - Harassment, Bullying and Discrimination

Adoption Date: January 24, 2005 Last Revised: May 24, 2025

Policy: 6.430

Section: SECTION 6: PERSONNEL

Staff Grievances and Appeals

STAFF GRIEVANCES AND APPEALS

The Head of School is responsible for developing a Grievance procedure to allow reasonable and effective means for resolving difficulties among Employees, to reduce the potential areas of Grievance, and to establish and maintain effective channels of communication. The Grievance procedures will articulate each step and will include escalation, timelines, and documentation requirements. Documentation related to the Grievance will be filed with the School’s Human Resource Office.

The detailed procedure for addressing a Grievance will be documented in the staff handbook.

Cross References:6.110 - Employee Rights and Responsibilities 6.140 - Staff Involvement in Decision Making 6.315 - Renewal of Contracts 6.400 - Employee Code of Conduct 6.420 - Safeguarding - Harassment, Bullying, and Discrimination at Work

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.440

Section: SECTION 6: PERSONNEL

Employee Conflicts of Interest

EMPLOYEE CONFLICTS OF INTEREST

Employees (including the Head of School) of the American School of Bombay serve the constituencies of the School. They are expected to carry out their duties in a manner that inspires and ensures the confidence of all School constituents and the broader community. They must exercise the utmost good faith and integrity in all their dealings with and on behalf of the School and will comply with strict rules of honesty and fair dealing between themselves and the School. They must not engage in any conflict or appearance of conflict between their interests and the interests of the School. All Employees must be above reproach when representing the School and will not use their positions, or knowledge gained therefrom, beyond their role.

A conflict of interest arises in any situation in which an Employee or their immediate family is involved in an activity that could affect their judgment regarding the interest of the School. When such a conflict arises or is discovered, the individual will disclose the existence of the conflict in writing as follows:

• The Employee will inform the Head of School, who will determine if a conflict of interest exists.

• The Head of School will inform the Executive Committee of the Board of Trustees, who will determine if they have a conflict of interest.

To ensure awareness and observance of this Policy, it will be included in all Employment Contracts

Financial Transactions / Purchases

• The School will not undertake financial transactions with any vendor, supplier, or contractor who is related to any School Employee without the express prior written approval of the Head of School or Executive Committee of the Board of Trustees. The concerned individual must inform the School / Board of such conflict and will be excluded from the vetting and approval processes for such transactions.

• Employees will not sell or disperse any School property without prior approval from the Head of School. All proceeds from such a sale will go to the School.

• Employees must inform their Supervisor in writing when tutoring for pay and cannot tutor students within the same grade level or class they teach.

Immediate Family Members:

• No Administrator or Supervisor will be responsible for the hiring, direct supervision, and/or evaluation of an immediate family member unless approved in writing by the Head of School. When such approval is granted, the Head of School must review the annual performance evaluation of the Employee. In cases that involve a relative of the Head of School, the Head of School will recuse themselves from all relevant proceedings and decisions, and will obtain written approval from the Board of Trustees prior to hiring a family member. The request submitted to the Board will include a plan for handling annual performance evaluations of the family member so as to mitigate the potential for improper influence.

• Employees, including the Head of School, will not participate in or influence employment decisions involving family members.

• If avoidable, Students should not be taught or assessed by a Teacher who is a relative.

Cross References:2.050 - Trustee Conflict of Interest 4.390 - Gifts and Donations to the School 4.500 - Purchasing Authority and Guidelines 6.000 - Personnel Definitions 6.400 - Employee Code of Conduct 9.130 - Gifts and Solicitations

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.445

Section: SECTION 6: PERSONNEL

Nepotism

NEPOTISM

No Administrator or Supervisor will be responsible for the hiring, direct supervision, and/or evaluation of an immediate family member unless approved in writing by the Head of School. When such approval is granted, the Head of School must review the annual performance evaluation of the Employee. In cases that involve a relative of the Head of School, the Head of School will recuse themselves from all relevant proceedings and decisions and will obtain written approval from the Board of Trustees prior to hiring a family member. The request submitted to the Board will include a plan for handling annual performance evaluations of the family member so as to mitigate the potential for improper influence.

Employees, including the Head of School, will not participate in or influence employment decisions involving family members.

Students should not be taught or assessed by a Teacher who is a relative unless it is unavoidable and must be approved by the divisional principal. This must be approved by the divisional principal

Cross References:6.440- Employee Conflicts of Interest 6.240- Staff Recruitment, Qualifications and Selection

Adoption Date: May 18, 2024 Last Revised: May 18, 2024

Policy: 6.470

Section: SECTION 6: PERSONNEL

Personnel Records

PERSONNEL RECORDS

Personnel files will be maintained for all Employees. The Human Resources department will be responsible for establishing and maintaining a system for keeping Employee records on file and ensuring appropriate confidentiality and security. This will include procedures for the collection of personnel information as well as the retention of and access to Employee records. The School will also clearly document and adhere to the legal retention requirements for each type of record.

Each Employee’s file will contain all records pertaining to their employment at the School including but not limited to the application form, picture, transcripts/degrees, teaching license, experience certificate, reference letters, offer letter, signed contract and any amendments, medical reports, performance evaluations, letters of commendation or reprimands, memos to the file and other official and other information concerning their employment.

Access to an Employee’s records will be limited to the Employee, Head of School, Principal(s) and/or the Employee’s immediate supervisor. Access by any others, including the Board, must be authorized by the Head of School.

Cross References:5.340 - Document Records/Retention 6.260 - Wellness Requirements for ASB Employees 6.380 - Staff Performance Assessment Process and Annual Evaluations 6.430 - Staff Grievances and Appeals

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.480

Section: SECTION 6: PERSONNEL

Letters of Recommendation

LETTERS OF RECOMMENDATION

Any letter of recommendation or employment verification for a present or former Employee of the School will only be provided by the Head of School or their designee.

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.500

Section: SECTION 6: PERSONNEL

Compensation and Benefits

COMPENSATION AND BENEFITS

The Board is committed to providing School Employees a compensation and benefits package that keeps the School competitive and allows it to attract and retain highly qualified individuals.

The Head of School is responsible for the classification of Employees in accordance with Board Policy. An individual’s employee classification, along with their job classification and staff position will be the key factors in determining the compensation and benefits package they receive.

Part-time employees will be paid on a pro-rata basis. Unless otherwise explicitly stated in the Employment Contract, all benefits (including health, leave, and retrenchment) will also be pro-rated.

An Employee’s total compensation package will include salary and benefits in accordance with their classification as detailed in Board policy. The School will ensure that Employee compensation packages are consistent with local laws. Not less than every three years, the Head of School will conduct a comparative review of other schools and organizations to determine the competitiveness of the School’s compensation packages.

A. Salary BandsScales

The Board will approve the School’s salary bands upon the recommendation of the Head of School. The salary structure will take into consideration Employees’ educational background and certification(s) as well as relevant work experience.

The School maintains salary bands for the four distinct Employee classifications:

• Overseas Hired Administrators (U.S. Dollar scale)

• Overseas Hired Teachers (U.S. Dollar scale)

• Locally Hired Teachers (Indian Rupee scale)

• Teaching Assistants (Indian Rupee scale)

The Head of School will determine the placement of an Employee on the appropriate salary bands. The decision of the Head of School in matters of staff placement will be final.

B. Payment of Staff Salaries

• All employees will be paid on a monthly basis via direct deposit by the 25th of the month. The first salary payment of the School year is for the month of August. At other times during the School year, the Business Office can make additional payments as required for those employees entitled to bonuses, separation payments, or other special compensation as determined by the Head of School.

• Overseas Hired (OH) staff: payment will be in U.S. Dollars, Indian Rupee or a combination of U.S. Dollars and Indian Rupees, in accordance with the terms of the employment contract;

• Locally Hired (LH) staff: payment will be in Indian Rupees.

C. Employee Benefits

The Board recognizes the importance of maintaining a competitive set of benefits, within the constraints of the budget, to ensure continuity of staff and school operations. Benefits will be offered based on employee classification and in accordance with their contract. The following is a sample, but not exhaustive, list of benefits offered to school employees:

• Medical Benefits;

• Life insurance and long-term disability policy;

• Professional Learning;

• Conveyance or conveyance allowance, as applicable;

• Additional Benefits for Overseas Hired staff;

• Uniforms for Support Staff;

• Leaves and Absences.

The Board reserves the right to review and amend benefits with the understanding that, unless required by Indian law, no benefit will be altered during the term specified in an Employee’s contract without written agreement of the Employee.

D. Salary Increases

All Employees may receive a salary increase as approved by the Board An Employee must work at least six (6) months to receive a salary increase.

Salary increases will not be granted when a staff member is on leave without pay or has received an unsatisfactory performance evaluation.

Cross References:2.010 - Powers and Duties of the Board of Trustees 6.000 - Personnel Definitions 6.230 - Employee Classification 6.510 - Staff Salaries and Salary Scales 6.600 - Employee Benefits

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.540

Section: SECTION 6: PERSONNEL

Salary Advances and Emergency Loans

SALARY ADVANCES AND EMERGENCY LOANS

The Head of School is authorized to provide an emergency salary advance up to two times per year per Employee. Each advance may not exceed six months’ salary. Such an advance will be paid back in monthly installments, for a period not exceeding one year or the end of the current contract, whichever comes first. Until the outstanding advance is cleared, no additional advance will be granted.

Cross References:4.620 - Advance Payments

Adoption Date: January 24, 2005 Last Revised: May 20, 2021

Policy: 6.545

Section: SECTION 6: PERSONNEL

Staff Salary Deductions

STAFF SALARY DEDUCTIONS

All Employees’ salaries and benefits are paid subject to the withholding of Indian income tax as applicable under Indian Tax Law. Income tax is calculated based on earnings, including taxable benefits provided by the employer, in the Indian fiscal year (April 1 to March 31) and is deducted monthly from each employee’s salary. A confirmation of deduction is provided in Form 16, issued after the end of the Indian fiscal year (i.e., March) to confirm the deduction of tax and payment to the Government of India Treasury. All Employees are personally responsible for filing their income tax returns with the Indian Government.

All Employees are covered under The Employee’s Provident Funds and Miscellaneous Provisions Act, 1952 as applicable. The Employee’s Provident Fund account will be maintained with the local Provident Fund Commissioner.

The School will deduct monies from the Employee’s salary on a monthly basis in accordance with applicable Indian laws. The percentage deduction required by the Provident Fund law will be matched by an equal contribution from the School. Upon separation with the Employee, the Provident Fund dues will be settled by the Provident Fund Office as per prevailing Provident Fund rules.

Overseas Hired Staff

• Indian income tax, as applicable

• Indian Provident Fund]

• Professional Tax

Locally Hired Staff

• Indian income tax

• Indian Provident Fund

• Professional tax

Cross References:6.000 - Personnel Definitions 6.540 - Salary Advances and Emergency Loans 6.550 - Staff Taxes 6.555 - Provident Fund for Locally Hired Staff

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.555

Section: SECTION 6: PERSONNEL

Payment of Gratuity

PAYMENT OF GRATUITY

Payment of Gratuity

Gratuity will be payable to a Locally Hired employee at the end of their employment after they have rendered continuous service for not less than five years and as per the provisions of The Payment of Gratuity Act, 1972.

Cross References:6.000 - Personnel Definitions 6.545 - Staff Salary Deductions

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.570

Section: SECTION 6: PERSONNEL

Part-Time Employees Salaries and Benefits

PART-TIME EMPLOYEES SALARIES AND BENEFITS

Part-time employees will be paid on a pro-rata basis. Unless otherwise specifically stated in the Employment Contract, all benefits (including health, leave, and retrenchment benefits) will also be provided on a pro-rata basis.

Cross References:6.300 - Employment Contracts 6.525 - Salary Increases

Adoption Date: January 24, 2005 Last Revised: May 20, 2021

Policy: 6.575

Section: SECTION 6: PERSONNEL

Substitute Teachers

SUBSTITUTE TEACHERS

The Head of School is authorized to hire Substitute Teachers to provide coverage when regular staff members are absent from work.

The School will make every effort to hire Substitute Teachers certified in the area in which they will teach. The Head of School will publish a list of all approved Substitute Teachers and establish procedures for adding/removing teachers from the list in accordance with relevant Board Policy and hiring practices. Additionally, they will establish the daily pay rates for the Substitute Teachers and publish the rates at the start of each School year. Substitute Teachers will be paid at the rate set by the Head of School and in accordance with documented payment procedures. Indian taxes will be withheld in accordance with Indian law.

When a Teaching Assistant is asked to substitute, they will be compensated at a rate established by the Head of School at the start of each school year.

Substitute Teachers are not considered School employees, except in the case where a Teaching Assistant serves in that capacity, and as such are not eligible to receive employee benefits. They are, however, subject to Board policy, and are covered under the School’s general commercial liability insurance program.

Cross References:6.000 - Personnel Definitions Board Policy 6.000 - Meeting Edits.docx 6.100 - Employment Philosophy and Goals 6.160 - Equal Employment Opportunity 6.241 - Background Checks for Child Safeguarding 6.420 - Safeguarding - Harassment, Bullying, and Discrimination at Work

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.580

Section: SECTION 6: PERSONNEL

Temporary Employment

TEMPORARY EMPLOYMENT

The Head of School is authorized to recruit and select temporary employees, within the approved School budget, to fill specific needs within the School. Temporary employment must be for a specific length of time and typically not exceed one calendar year. The Head of School will establish the rate of pay for temporary employees in each category such that it does not exceed the daily rate of pay of the person being replaced. Other individuals hired by the School to serve as consultants or contractors are not considered School employees. They will be hired in accordance with Board Policy.

Cross References:4.520 - Contracts and Bidding 6.000 - Personnel Definitions

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.610

Section: SECTION 6: PERSONNEL

Medical Benefits

MEDICAL BENEFITS

The School provides the following medical insurance plans to all Employees, both full and part-time, at no cost to the Employee. The School’s medical benefits cover the Employee and their immediate family, except where stated otherwise. An Employee’s “immediate family” includes their spouse and dependent children under 25 years of age.

A.Overseas Hired (OH) staff: These Employees will be covered by a group insurance plan that includes hospitalization, major medical costs and disability. Employees will be separately covered under a separate life insurance policy. Employees will also be covered under a medical emergency evacuation policy as part of the medical benefit package. B.Locally Hired (LH) Staff: These Employees will participate in an Indian insurance plan that covers the premium costs for hospitalization insurance for a maximum cover under a family floater policy. In addition to the above medical cover, the Employee will also be covered under group accident and life insurance.

Cross References:5.320 - School Insurance Programs 6.000 - Personnel Definitions 6.230 - Employee Classification 6.600 - Employee Benefits

Adoption Date: January 24, 2005 Last Revised: May 20, 2021

Policy: 6.615

Section: SECTION 6: PERSONNEL

Communicable/Infectious Diseases and Conditions (Employees)

COMMUNICABLE/INFECTIOUS DISEASES AND CONDITIONS (EMPLOYEES)

Employees with a communicable or infectious disease or condition will not be present on campus or at any in-person School activity until they are no longer infectious as determined by School procedure. The school nurse has the authority to ask any Employee to leave the campus or an activity if they believe the Employee has a communicable or infectious condition.

Commonly accepted medical criteria and/or School procedure will be used to determine whether and when the Employee with a communicable, contagious, and/or infectious disease or condition is permitted to return to campus.

Records of the Employee who has a communicable or infectious disease will be kept confidential and the name of the individual will not be revealed publicly.

Alerts to protect the health of the school community will be given, as appropriate, while maintaining confidentiality for the individual.

Cross References:5.160 Health and Safety 8.420 Communicable/Infectious Diseases and Conditions

Adoption Date: October 28, 2021 Last Revised: October 28, 2021

Policy: 6.620

Section: SECTION 6: PERSONNEL

Professional Development Program

PROFESSIONAL DEVELOPMENT PROGRAM

The Board supports the professional growth of all Employees. The Head of School is responsible for establishing and overseeing a comprehensive professional learning program comprising in-house development activities and workshops as well as outside courses/degrees. The professional learning program will include familiarization with ASB policies, regulations, practices, and procedures pertaining to the educational program and child safeguarding.

In the approved School calendar, at least four days will be designated for professional learning. The Head of School may permit employees to be temporarily absent from their regular duties for participating in professional learning activities and will approve reimbursement for these activities in accordance with school regulations. Such absences will be counted as Professional/Educational leave. Any School funds for personal professional development in excess of the contractual allowance will be paid on mutually agreed-upon written terms between the School and the Employee.

Cross References:1.310 School Year and Calendar 6.600 - Employee Benefits 6.720 - Professional/Educational Leave 8.440 - Student Safeguarding Policy

Adoption Date: January 24, 2005 Last Revised: May 20, 2021

Policy: 6.650

Section: SECTION 6: PERSONNEL

Additional Benefits for Overseas Hired Staff

ADDITIONAL BENEFITS FOR OVERSEAS HIRED STAFF

The Board may, upon the recommendation of the Head of School, approve specific benefits provided to Overseas Hired Staff and their families. The Head of School will review these benefits annually. The Head of School is responsible for developing school regulations and practices for the implementation of this policy.

Additional benefits may be provided to Overseas Hired staff members as defined in their contract The following is a sample, but not exhaustive, list of benefits offered to Overseas Hired staff:

1. Annual Transportation to and from their home of record;

2. Moving allowance for shipment of personal and household effects;

3. Local Housing and Utilities;

4. Settling-in allowance;

5. Visa costs;

6. Tax exemption on income for a time period as determined by the Board;

7. Insurance (medical/life/long-term disability);

8. Tuition for children – not to exceed two (2) children per family of full-time employees) all school fees to attend the American School of Bombay, as defined within Board policy;

9. Tax filing assistance for Government of India tax returns.

Termination of Benefits:

Termination of Travel Benefits: If an Overseas Hired staff member resigns before the expiry of their contract, they will not be entitled to travel benefits as of the date of their resignation, unless otherwise authorized by the Head of School due to exceptional circumstances. Termination of Shipping Benefits: If an Overseas Hired Staff member resigns before the expiry of their contract, they will not be entitled to shipping benefits as of the date of their resignation, unless otherwise authorized by the Head of School due to exceptional circumstances.

Cross References:4.310 - School Fees 6.000 - Personnel Definitions 6.230 - Employee Classification 6.600 - Employee Benefits 6.740 - Bereavement Leave

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.680

Section: SECTION 6: PERSONNEL

Nomination of Beneficiary

NOMINATION OF BENEFICIARY

Each Employee will name a beneficiary who, in the event of the Employee's death, will receive the benefits due to that Employee. The nomination of a beneficiary must be made by the Employee at the time of contract signing. Any subsequent changes in beneficiary must be communicated in writing to Human Resources. Records of the nominations will be maintained by Human Resources.

Cross References:6.000 - Personnel Definitions

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.700

Section: SECTION 6: PERSONNEL

Leaves and Absences

LEAVES AND ABSENCES

Leaves and absences will be granted in accordance with policies pertaining to specific types of leaves and in accordance with each Employee’s contract with the School. The Head of School is responsible for developing regulations in support of these policies. The types of leave covered under school policy and documented in separate policies include:

When an exceptional circumstance arises that is not covered by the School’s leave policy, the Head of School may consider, upon recommendation of the immediate supervisor, granting special leave on an individual emergency basis. Employees who must be absent from work unexpectedly (e.g. sudden illness, death in the family) will notify the school office in advance whenever possible, so that coverage may be arranged. In all other cases, Employees are expected to obtain approval in advance of their leave.

Cross References:6.000 - Personnel Definitions 6.710 - Sick Leave 6.720 - Professional/Educational Leave 6.730 - Paid Family Leave 6.740 - Bereavement Leave 6.750 - Personal Leave 6.760 - Leave Without Pay/Unauthorized Absences 6.770 - Recruitment Leave for Overseas Hired Staff 6.780 - Annual Leave for Support Staff 6.790 - Compensatory Leave for Support Staff

Adoption Date: January 24, 2005 Last Revised: May 18, 2024

Policy: 6.710

Section: SECTION 6: PERSONNEL

Sick Leave

SICK LEAVE

All full-time Employees are entitled to sick leave accrued at a rate of one day (1) for each month of service up to a maximum number of days per year, as defined below:

1. The maximum sick leave any Employee may accumulate is 30 days.

2. Part-time Employees will accrue sick leave at a rate in proportion to the amount of time worked relative to that of a full-time Employee. The maximum number of sick days that can accumulate will also be pro-rated.

3. Absence due to an on-the-job injury will not be deducted from an Employee’s accrued sick leave.

4. The sick leave benefit may also be utilized while attending to the sickness of one’s own children or, in special circumstances, at the discretion of the Head of School, to attend to the serious illness or death of a parent, legal guardian, surrogate parent, parent-in-law, spouse, or sibling.

5. In cases where an Employee does not have any sick leave to their credit, the Head of School may grant the Employee sick leave up to the number of days anticipated to be accrued that year. Sick leave anticipated beyond the current school year may not be used.

6. Upon returning to school after an illness, a Staff member may be required to present a physician’s certificate to the Health Office at the Head of School’s discretion. Employees absent for three or more consecutive days must submit a certificate from a duly qualified physician to the effect that they were unable to perform their duties and stating the nature of the illness.

7. In cases of prolonged absence due to a major illness or serious accident, the Employee may apply for a leave of absence without pay. In special circumstances, the Head of School may grant additional leave for a specified period at their discretion.

8. Any leave indebtedness will be deducted from the final check payable to any Employee who fails to serve the school for a full year. Days of absence for illness beyond the number of sick days earned will result in a deduction of an amount equal to the day’s pay for each unearned day.

9. Unused sick leave, from the current year or accumulated from prior years, will have no cash value upon termination of employment nor will it be reinstated if the employee is rehired at a later date or in another position.

10. Full-time Employees may use a maximum of three days of sick leave each year for personal leave as approved by the Head of School and defined in Board policy.

Cross References:6.000 - Personnel Definitions 6.700 - Leaves and Absences

Adoption Date: January 24, 2005 Last Revised: October 15, 2024

Policy: 6.720

Section: SECTION 6: PERSONNEL

Professional/Educational Leave

PROFESSIONAL/EDUCATIONAL LEAVE

The Board expects Employees to participate in staff development activities and attend professional/educational programs that will allow them to further the School’s Mission and Objectives and ongoing School improvement process, as well as grow in their professional careers. The School’s professional/educational leave is intended for attending conferences or workshops, advanced education or further certification, and similar professional activities.

1. Employees must request and obtain approval from their Supervisor in writing before taking such leave.

2. The amount of leave granted for each Employee will be at the discretion of the Supervisor. Granting such leave is based on the availability of Substitute teachers, the determined need for the individual to attend the training, the relevancy of the training to the Employee’s job or growth, and the need of the individual to improve their professional competence.

3. This leave is non-cumulative, non-cashable and non-transferable.

4. In general, this leave is limited to three days per year. The Head of School may extend this leave at their discretion.

Cross References:6.000 - Personnel Definitions 1.100 - Philosophy, Mission Statement and Core Values 6.620 - Professional Development Program 6.700 - Leaves and Absences

Adoption Date: January 24, 2005 Last Revised: October 15, 2024

Policy: 6.730

Section: SECTION 6: PERSONNEL

Paid Family Leave

PAID FAMILY LEAVE

All Employees are entitled to Maternity/Paternity leave upon the birth or adoption of a child as follows:

In accordance with the Maternity Benefit Act 1961 and The Maternity Benefit Amendment Act 2017, Employees who have worked a minimum of 80 days in the twelve (12) months immediately preceding the date of expected delivery or adoption leave will receive full pay for the period of actual absence and are entitled to leave as follows.

1. Maternity/Paternity leave will commence no later than the date of childbirth or the date the child is legally conveyed to the family.

2. Employees who are pregnant or adopting a child are entitled to twenty-six (26) continuous calendar weeks’ paid maternity leave (of which not more than eight (8) calendar weeks may be availed prior to the expected date of childbirth). In the case of adoption, the parent identified as the primary caregiver will be entitled to avail of this benefit.

3. The School also permits the second parent up to 15 (fifteen) working days leave to be taken during the first year after the child’s birth or adoption.

4. In the event the Employee suffers from an illness arising out of pregnancy or premature birth, they shall, on production of medical certificate, be entitled to additional paid leave for a maximum period of one calendar month.

5. Unused Maternity/Paternity leave days for a given birth/adoption may not be used to extend a subsequent birth/adoption nor converted to cash at the time of contract termination.

6. Part-time Employees are entitled to the same benefits as defined above.

1. In case of miscarriage, the Employee shall, on production of such proof as may be prescribed, be entitled to leave with wages at the rate of Maternity benefit, for a period of six weeks immediately following the day of the miscarriage.

Employees will apply for leave in writing to their Supervisor no later than five months before the anticipated departure date. Employees planning to adopt should notify their Supervisor as soon as the adoption process is initiated.

In the event of family circumstances not covered by the above policy, the Employee may request family leave in writing from the Head of School.

Cross References:6.700 - Leaves and Absences 6.710 - Sick Leave

Adoption Date: January 24, 2005 Last Revised: October 15, 2024

Policy: 6.740

Section: SECTION 6: PERSONNEL

Bereavement Leave

BEREAVEMENT LEAVE

Should a death occur of an Employee’s family member (as defined below), the Employee is authorized up to five (5) working days of bereavement leave without loss of pay.

For purposes of this policy, an Employee’s “family member” is defined as an Employee’s parent or legal guardian, spouse, sibling, or child.

When bereavement leave is related to the death of an Overseas Hired employee’s family member, the School will provide benefits as provided for in the Employee’s contract.

The Head of School may grant additional days as necessary in extraordinary circumstances. Unused bereavement leave will not be compensated or accruable from year to year.

Cross References:6.000 - Personnel Definitions 6.650 - Additional Benefits for Overseas Hired Staff 6.700 - Leaves and Absences

Adoption Date: January 24, 2005 Last Revised: October 15, 2024

Policy: 6.750

Section: SECTION 6: PERSONNEL

Personal Leave

PERSONAL LEAVE

Full-time Employees may use a maximum of three days of sick leave each year for personal leave as approved by the Head of School. The benefit is prorated for part-time Employees.

1. Personal leave may be granted for the following reasons:

   1. Religious holidays;

1. Personal business that cannot be scheduled after school hours;

1. Legal court appointments;

1. For other reasons at the Head of School’s discretion.

1. Requests and evidence of reason for personal leave must be submitted, in writing, to the Head of School prior to the date of absence. Written approval from the Supervisor must be obtained before such leave can be taken.

2. Personal leave is not meant to be used for extending vacations or school holidays. It will not normally be granted during the first or last two weeks of school, immediately before or after school holidays or during in-service days. Also, to maintain continuity of the educational program, the Head of School has the right to limit the number of personal leave requests on any given day. Additional days to an individual may be granted at the discretion of the Head of School.

3. Personal leave cannot be carried over from year to year and has no cash value upon termination.