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Spring Hill School
Employee Handbook
Published: 6/1/2014
Revised: 6/2/2014
Author: Nicholas Gosling,
Spring Hill School Communications Director

Employee Handbook Contents
Employee Handbook Disclaimer..................................................................................... 4
Campus Visitation Policy................................................................................................. 5
1.0 Introduction ........................................................................................................... 5
2.0 Scope........ ............................................................................................................... 5
3.0 Definitions .............................................................................................................. 5
.3.1 Campus Visitor........................................................................................................ 5
.3.2 Parents, Guardians, and Other Family................................................................. 5
.3.3 Regular School Hours............................................................................................. 6
.3.4 Non-Regular School Hours.................................................................................... 6
4.0 Campus Visitor Access Rules................................................................................. 6
.4.1 Campus Visitor access rules................................................................................... 6
.4.2 Exceptions to Campus Visitor access rules.......................................................... 7
5.0 Parents, Guardians, and Other Family Access Rules............................................ 8
.5.1 Classroom observations, tours, and extended campus visits............................ 8
.5.2 Other campus visits................................................................................................. 8
.5.3 Family Access Permission...................................................................................... 9
6.0 ID Maintenance.................................................................................................... 10
.6.1 Visitor Badge and Family Access Permission ID storage................................. 10
.6.2 Visitor Badge and Family Access Permission ID upkeep................................ 10
Campus Visitation Processes......................................................................................... 11
1.0 Purpose.................................................................................................................. 11
2.0 Scope...................................................................................................................... 11
3.0 Processes for Campus Visitors............................................................................. 11
.3.1 Accessing campus.................................................................................................. 11
4.0 Processes for Parents, Guardians, and Other Family......................................... 12
.4.1 Accessing campus for classroom observations, tours, and extended visits... 12
.4.2 Accessing campus for administrative and student-related meetings............. 13
.4.3 Obtaining Family Access Permission (employees only).................................. 13
.4.4 Accessing campus for other reasons................................................................... 13
5.0 Accessing Campus for Special Events.................................................................. 14
.5.1 Special events during regular school hours....................................................... 14
.5.2 Special events after regular school hours........................................................... 14
Spring Hill School Campus Map ................................................................................... 15
School Emergency Action Plan...................................................................................... 16
1.0 Introduction.......................................................................................................... 16
2.0 Scope...................................................................................................................... 16
3.0 Adherence to State Laws....................................................................................... 17
.3.1 Engrossed Senate Bill 5620.................................................................................. 17
.3.2 Revised Code of Washington 28A.320.125........................................................ 17
.3.3 Revised Code of Washington 28A.320.127........................................................ 17
4.0 Response to Threats.............................................................................................. 18
5.0 Emergency Communications............................................................................... 18
.5.1 FlashAlert Newswire and Messenger system..................................................... 18
.5.2 Emergency calling system.................................................................................... 19
.5.3 911 operating system............................................................................................ 19

Employee Handbook Contents (cont.)
6.0 Roles and Responsibilities of Staff, Students, and Family Members..................... 19
6.1 School Resource Officer, Vice Principal, and Principal....................................... 19
6.2 All teachers and general staff................................................................................... 19
6.3 All students................................................................................................................ 20
6.4 Parents, guardians, and other family of students and staff.................................. 20
7.0 Emergency Planning Committee............................................................................. 21
Emergency Action Processes ............................................................................................. 22
1.0 Purpose...................................................................................................................... 22
2.0 Scope.......................................................................................................................... 22
3.0 Responding to an Active Shooter............................................................................. 22
3.1 Active shooter scenarios........................................................................................... 22
4.0 Responding to Threats.............................................................................................. 23
4.1 Threat made by phone.............................................................................................. 23
4.2 Threats not made by phone...................................................................................... 24
4.3 Administrators notified of threats........................................................................... 24
5.0 Performing Emergency Evacuations ....................................................................... 25
5.1 Emergency evacuation protocols............................................................................ 25
6.0 Responding to Medical Emergencies....................................................................... 26
Employee Complaint and Grievance Processes................................................................ 27
1.0 Purpose...................................................................................................................... 27
2.0 Scope.......................................................................................................................... 27
3.0 Definitions ................................................................................................................ 27
3.1 What is a complaint?................................................................................................. 27
3.2 What is a grievance? ................................................................................................ 28
3.3 What is dispute resolution?...................................................................................... 29
4.0 Processes ................................................................................................................... 29
4.1 How do I file a complaint? ...................................................................................... 29
4.2 How do I file a grievance? ....................................................................................... 30
5.0 Grievance Review ..................................................................................................... 31
5.1 Role of the Peer Review Panel................................................................................. 31
5.2 Role of the School Board.......................................................................................... 31
6.0 Complaint and Grievance Form.............................................................................. 31
Spring Hill School Complaint and Grievance Form......................................................... 32
Energy Management and Conservation Plan.................................................................... 34
1.0 Introduction.............................................................................................................. 34
2.0 Scope.......................................................................................................................... 34
3.0 Definitions................................................................................................................. 34
3.1 Primary Buildings and Areas................................................................................... 34
3.2 Secondary Buildings and Areas............................................................................... 34
3.3 Campus....................................................................................................................... 34
3.4 Unoccupied or Unused Spaces................................................................................ 35
3.5. Heating Season......................................................................................................... 35
3.6. Cooling Season......................................................................................................... 35
4.0 Lighting..................................................................................................................... 35

Employee Handbook Contents (cont.)
5.0 Temperature Control................................................................................................ 36
5.1 Ideal heating and cooling settings........................................................................... 37
6.0 Computers and Other Electrical Equipment.......................................................... 37
6.1 Computers ................................................................................................................. 37
6.2 Classroom and office equipment (non-computers).............................................. 37
7.0 Water Heating and Conservation............................................................................ 38
7.1 Water heating ............................................................................................................ 38
7.2 Water conservation................................................................................................... 38
8.0 Energy Conservation Committee............................................................................ 38
Reporting Non-Emergency Repairs................................................................................... 39
Reporting Emergency Repairs........................................................................................... 40
Petitioning for Heating and Cooling Changes (Flowcharts)............................................ 41
Contacting IT for Computer/Office Equipment Support (Flowchart)............................. 42
School Dress Code Policy .................................................................................................. 43
1.0 Introduction.............................................................................................................. 43
2.0 Scope.......................................................................................................................... 43
3.0 Banned Clothing, Jewelry, and Apparel.................................................................. 43
4.0 Special Permission Only Clothing and Apparel ..................................................... 44
5.0 Student Consequences ............................................................................................ 45
5.1 Disciplinary actions by offense................................................................................ 45
Reporting Student Dress Code Violations (Employee Actions)....................................... 46
Teacher, administrator, staff member actions............................................................... 46
Admin Office administrator or receptionist actions.................................................... 46
Vice Principal, School Resource Officer, Principal, Other Administrator actions..... 47
Student Attendance Policy................................................................................................. 48
1.0 Introduction.............................................................................................................. 48
2.0 Scope.......................................................................................................................... 48
3.0 State Rules and Regulations..................................................................................... 48
3.1 Becca Bill.................................................................................................................... 48
4.0 Definitions and Examples........................................................................................ 49
4.1 Absence....................................................................................................................... 49
4.2 Tardiness..................................................................................................................... 50
4.3 Early dismissal .......................................................................................................... 51
4.4. Campus Leave Policy............................................................................................... 51
4.5 Ten (10) or More Class Absences Policy................................................................ 51
5.0 Disciplinary Actions................................................................................................. 52
5.1 Unexcused absences ................................................................................................. 52
5.2 Unexcused tardiness ................................................................................................ 52
6.0 Coursework Recovery............................................................................................... 53
6.1 Missed coursework................................................................................................... 53
Frequently Asked Questions (By Parents and Students) About Student Attendance...... 54
Spring Hill School Tuition and Training Assistance Program ........................................ 59
Benefits Eligibility and Coverage FAQs......................................................................... 59
Glossary of Terms............................................................................................................... 63

Page No.: 4 of 64
Revision Date: 1.9.14
Item No.: 1 of 1Subject:
Employee Handbook Disclaimer
Spring Hill School Employee Handbook Disclaimer
Providing a quality education requires a unified and informed approach. To that end, we have
prepared this handbook to help you understand how Spring Hill School works. Read and ob-
serve the policies and practices included within. Keep the handbook nearby so as to refer to it
when questions or concerns arise.
This handbook neither serves as a contract nor a guarantee of employment. Neither does it
provide a guarantee of a particular process under any particular set of circumstances. It offers
a summary of standards by which Spring Hill School operates. We reserve the right to change
these policies and procedures anytime, and we will notify you of such changes.

Page No.: 5 of 64
Item No.: 1 of 6Subject: Campus Visitation Policy-
Sect. 1.0-Sect. 3.2 (cont.)
Spring Hill School Campus Visitation Policy
1.0 Introduction
Recent tragedies at U.S. schools demand that educational institutions re-evaluate their
campus visitor rules to better protect their students and staff. Spring Hill School is no exception.
To encourage a safe and distraction-free learning environment, the school maintains stringent
campus visitor policies that focus on:
a) Limiting campus access to all but students and school employees.
b) Allowing school staff to identify visitors.
c) Encouraging a safer environment at Spring Hill School.

We understand that these rules may seem inconveniencing to the family members of stu-
dents and employees and to other school visitors. However, we assure you that this plan keeps
your children and loved ones safer than an open-campus policy would. We encourage you to
contribute to their safety by following the rules identified in this policy.
2.0 Scope
Applies to all:
• Spring Hill School students and staff
• Family and friends of students and staff
• Other visitors to the campus
3.0 Definitions
3.1 Campus Visitor
Spring Hill School defines a Campus Visitor as anyone not currently enrolled or employed
at the school and anyone not considered emergency personnel. The school also distinguishes
between Campus Visitor and Parents, Guardians, and Other Family of students and staff.
A. Examples of Campus Visitors:
• Vendors and other persons with business at the school
• Education professionals, including state and regional officials
• Visiting school teams, clubs, and similar organizations
3.2 Parents, Guardians, and Other Family
Spring Hill School offers slightly modified visitation rules to direct family of students and
employees.
[3.2 Cont. on Pg. 6]

Page No.: 6 of 64
Sect. 3.2 (cont.)-Sect. 4.1

[Cont. from Pg. 5]
A. Persons who qualify as Parents, Guardians, and Other Family include:
• Parents, guardians, siblings, spouses (married and common law), and children of
currently enrolled students and current employees
• Grandparents, aunts, uncles, and cousins of currently enrolled students and
current employees
3.3 Regular School Hours
Spring Hill School’s regular school-day hours begin at 6:00 AM and end at 4:00 PM. These
hours remain in effect Monday through Friday throughout the regular school year.
3.4 Non-Regular School Hours
Spring Hill School defines non-regular hours as those before and after regular school-day
hours. Weekends, official school holidays, and official school breaks (winter, spring, and
summer) also qualify as non-regular school hours. For a complete listing of these dates,
see the Spring Hill School academic calendar.
4.0 Campus Visitor Access Rules
These rules apply to Campus Visitors. For access rules pertaining to Parents, Guardians, and
Other Family, see Section 5.0 of the Campus Visitor Policy.
4.1 Campus Visitor access rules
A. Campus Visitors must call at least 2 hours prior to their arrival at Spring Hill School
to notify of their visitation. To do so, they must:
1. Contact the Spring Hill School Admin Office (860-979-1345).
2. Tell the receptionist or administrator their:
• Full legal name and the full legal names of any accompanying persons
• Reason(s) for their visit
• Date and approximate time of arrival
B. Upon arriving, Campus Visitors must check in at the Admin Office (Admin
Building Room 105) where they will:
1. Sign in on the visitor sheet.
2. Receive their Visitor Badge.
C. Campus Visitors must wear their Visitor Badge at all times while on campus.
D. Before leaving campus, Campus Visitors must return their Visitor Badge and sign
out at the Admin Office.

Page No.: 7 of 64
Sect. 4.2

4.2 Exceptions to Campus Visitor access rules
A. Visiting school teams, clubs, and similar groups that have made prior
arrangements to operate on campus during or after regular school-day hours.
1. Visiting teams, clubs, and similar groups with prior arrangement do not need
to call in advance.
2. Head coaches or other officials for these groups must check in at the
Admin Office (only during regular school hours).
3. Visiting teams, clubs, and similar groups should limit their activities to the
designated on-campus areas of their event or function.
B. State and regional education professionals who have made prior arrangements to
operate on campus during or after regular school-day hours.
1. State and regional professionals with prior arrangements do not need to call in
advance.
2. State and regional professionals must obtain a Visitor Badge from the Admin
Office (only during regular school hours).
C. If unsure of whether or not you or your group qualifies for either exception above,
contact the Spring Hill School Admin Office (860-979-1345).

Spring Hill School will make every effort to accommodate the schedules of Campus
Visitors. However, on-campus activities and administrators’ schedules dictate when
the school and its officials can best accommodate meetings, tours, and other events.
We ask for your cooperation in working within the school’s schedule and the sched-
ules of its staff and administrators.
Not following these campus access rules may result in temporary or permanent ex-
pulsion from the Spring Hill School campus.

Page No.: 8 of 64
Sect. 5.0-5.2 (cont.)
5.0 Parents, Guardians, and Other Family Access Rules
5.1 Classroom observations, tours, and extended campus visits1
Spring Hill School encourages Parents and Guardians of current and potential students to
tour the campus and observe active classrooms. In doing so, they become more invested in
their students’ educations and more comfortable with the school and its operations.
A. To make arrangements for either classroom observations, tours, or extended visits,
Parents and Guardians must:
1. Contact the Spring Hill School Admin Office (860-979-1345) and set up an
appointment. Depending on the appointment type, they should call at least:
• 1 hour in advance for extended visits
• 48 hours in advance for classroom observations and tours
2. Upon calling the Admin Office, Parents and Guardians must tell the
receptionist or administrator their:
3. Upon arriving at campus, Parents and Guardians must obtain a Visitor
Badge from the Admin Office (Admin Building Room 105).
4. Parents and Guardians must wear their Visitor Badge at all times while on
campus.
5. Before leaving campus, Parents and Guardians must return their Visitor Badge
to the Admin Office.
5.2 Other campus visits
Outside of classroom observations, tours, and extended visits, Parents, Guardians, and
Other Family should only be on campus to:
• Pick up or drop off their student or school employee.
• Attend special events, including:
o Sports games
o Open houses
o Club events and tournaments
o Graduation ceremonies
• Attend meetings with their student’s Education Advisor, teacher, Principal, Vice
Principal, or other school administrator. [5.2 Cont. on Pg. 9]
1 An extended visit qualifies as those longer than regular pick-up or drop-off times.

Page No.: 9 of 64
Sect. 5.2 (cont.)-Sect. 5.3 (cont.)
[Cont. from Pg. 8]
A. Before attending administrative and student-related meetings, Parents, Guardians,
and Other Family must first obtain a Visitor Badge at the Admin Office.
1. Parents, Guardians, and Other Family must wear their Visitor Badge at all times
while on campus.
2. Before leaving campus, Parents, Guardians, and Other Family must return their
Visitor Badge to the Admin Office.
3. For administrative and student-related meetings, Parents, Guardians, and Other
Family do not need to call in advance.
B. Outside of the reasons outlined in Sections 5.1 and 5.2 of this Campus Visitor
Policy, Parents, Guardians, and Other Family should follow Campus Visitor
Access Rules (see Section 4.0).

5.3 Family Access Permission
Full- and part-time employees may obtain a Family Access Permission for family
members that must visit campus for an extended period1
on a regular basis.
A. Employees must demonstrate the need for their family member to accompany them
to campus regularly. Valid need-based reasons include:
• Assisting the employee in carrying supplies and other items to and from his or
her vehicle on a daily basis.
• Covering for a period of the day before or after daycare/school starts or
finishes. (No longer than 1 hour per day; must not disturb employee
teaching schedule or student learning.)
• Shadowing the employee. (Circumstance dependent)
• Assisting on school project(s). [5.3 Cont. on Pg.10]
1 An extended period qualifies as those longer than regular pick-up or drop-off times.
Not following these campus access rules may result in temporary or permanent ex-
pulsion from the Spring Hill School campus.

Page No.: 10 of 64
[Cont. from Pg. 9]
B. To obtain Family Access Permission, the employee must:
1. Fill out and file a Family Access Permission form at the Admin Office (Admin
Building Room 105).
2. Provide information for a background check (only for family members 16 years
of age and older).
3. Wait 3-5 business days for a decision.
4. If approved, obtain Family Access Permission ID from the Admin Office.
6.0 Badge and ID Maintenance
6.1 Visitor Badge and Family Access Permission ID storage
A. The Spring Hill School Admin Office will store all unused Visitor Badges and Family
Access Permission IDs.
1. At 4:00 PM every school day, Admin Office staff must:
• Inventory all Visitor Badges and report any missing to the School Resource
Officer or Vice Principal.
• Review visitor sign-in sheet and report any persons not signed out to the
School Resource Officer or Vice Principal.
6.2 Visitor Badge and Family Access Permission ID upkeep
A. To prevent counterfeiting, Spring Hill School will change the color and design of
its Visitor Badges every 3 months.
B. The school will change the color and design of its Family Access Permission IDs
every year.
1. Before doing so, the school will notify all persons with a current Family Access
Permission ID.
Loss of either a Visitor Badge or Family Access Permission ID could forfeit the orig-
inal recipient’s ability to obtain another Badge or ID in the future. School administra-
tors will determine eligibility for another Badge or ID on a case-by-case basis.

Page No.: 11 of 64
Item No.: 1 of 4Subject: Campus Visitation Processes-
Sect. 1.0-Sect. 3.1
Spring Hill School Campus Visitation Processes
1.0 Purpose
To identify the processes that Campus Visitors and Parents, Guardians, and Other Family
must take to gain approved access to the Spring Hill School campus. To encourage a safe and
distraction-free learning environment.
2.0 Scope
Applies to all:
3.0 Processes for Campus Visitors
3.1 Accessing campus
A. Campus Visitors must call the Spring Hill School Admin Office (860-979-1345) at
least 2 hours prior to their arrival on campus.
1. Admin Office hours during the regular school schedule go from:
• 6:00 AM to 5:00 PM (PST), Monday through Friday
• 8:00 AM to 2:00 PM, Saturday
2. Admin Office hours during official school breaks (winter, spring, and summer)
go from:
• 8:00 AM to 4:00 PM, Monday through Thursday
3. Admin Office does not keep regular hours during official school holidays and
on Sundays.
B. Upon calling the Admin Office, Campus Visitors must identify their:
C. Upon arriving at the school, Campus Visitors must:
1. Park in either the Visitor Parking or Overflow Parking areas (see Spring Hill
School Campus Map).
2. Report directly to the Admin Office (Admin Building Room 105) to sign in,
obtain a Visitor Badge, and receive directions (if needed).
3. Wear their Visitor Badge at all times while on campus.
D. Before leaving campus, they must return their Visitor Badge and sign out at the
Admin Office.

Page No.: 12 of 64
Sect. 4.0-Sect. 4.1

4.0 Processes for Parents, Guardians, and Other Family
4.1 Accessing campus for classroom observations, tours, and extended campus visits1

A. Parents, Guardians, and Other Family must call the Admin Office (860-979-1345)
and make an appointment.
1. For extended visits, they must call at least 1 hour in advance. For observations
and tours, they must call at least 48 hours before the desired time/date that they
wish to visit campus.
2. Admin Office hours during the regular school schedule go from:
• 6:00 AM to 5:00 PM (PST), Monday through Friday
• 8:00 AM to 2:00 PM, Saturday
3. Admin Office hours during official school breaks (winter, spring, and summer)
go from:
• 8:00 AM to 4:00 PM, Monday through Thursday
4. Admin Office does not keep regular hours during official school holidays and
on Sundays.
B. Upon calling the Admin Office, Parents and Guardians must provide their:
C. Upon arriving at Spring Hill School, Parents, Guardians, and Other Family must:
1. Park in either the Visitor Parking or Overflow Parking areas (see Spring Hill
School Campus Map).
2. Report to the Admin Office (Admin Building Room 105) to sign in,
obtain Visitor Badge, and receive directions (if needed).
3. Wear their Visitor Badge at all times while on campus.
D. Before leaving campus, they must return their Visitor Badge to the Admin Office.
1 An extended visit qualifies as those longer than regular pick-up or drop-off times.
Not obtaining a Visitor Badge may result in temporary or permanent expulsion from
the Spring Hill School campus.

Page No.: 13 of 64

4.2 Accessing campus for administrative and student-related meetings
A. For on-campus meetings with their student’s Education Advisor, teacher, Principal,
Vice Principal, or other school administrators, Parents, Guardians, and Other Family
must:
1. Confirm that they plan to attend the meeting by either:
• Contacting the Admin Office (860-979-1345).
• Directly contacting the person requesting the meeting.
2. Upon arriving at campus, report to the Admin Office and obtain Visitor Badge.
3. Wear the Visitor Badge at all times while on campus.
4. Before leaving campus, return the Visitor Badge to the Admin Office.
5. For administrative and student-related meetings, Parents, Guardians, and Other
Family do not need to call the Admin Office to confirm arrival times.
4.3 Obtaining Family Access Permission (school employees only)
A. Full- and part-time employees may request a Family Access Permission ID for
family members that visit the campus for an extended period1
on a regular basis. To do
so, they must:
1. Fill out and file a Family Access Permission form at the Admin Office.
2. Provide information for a background check (only for family members 16 years
of age and older).
3. Wait 3-5 business days for a decision.
4. If approved, obtain Family Access Permission ID from the Admin Office.
4.4 Accessing campus for other reasons
A. Except for the reasons listed in Section 4.0 of the Campus Visitation Processes and
for Special Events (see Section 5.0) Parents, Guardians, and Other Family must follow
Campus Visitor Processes (Section 3.0) during regular school-day hours.
[4.4 Cont. on Pg. 14]
1 An extended period qualifies as those longer than regular pick-up or drop-off times.
Not obtaining a Visitor Badge may result in temporary or permanent expulsion from
the Spring Hill School campus.

Page No.: 14 of 64
[Cont. from Pg. 13]
1. Contact the Admin Office (860-979-1345) if unsure of what types of visits
require Campus Visitor Processes.
B. Parents, Guardians, and Other Family do not need special permission to drop off or
pick up their students or employees.
1. During drop-off/pick-up times, they should limit their activity to the:
• parking lot • drop-off/pick-off area • Admin Building
2. If they want to access campus at any time during drop off or pick up, they must
first report to the Admin Office.
5.0 Accessing Campus for Special Events
Campus Visitors and Parents, Guardians, and Other Family must follow these rules to access
Spring Hill School campus for special events.
5.1 Special events during regular school hours
A. For on-campus events and functions held during regular school hours,
Campus Visitors and Parents, Guardians, and Other Family must:
1. Park in the Visitor Parking or Overflow Parking areas (see Spring Hill School
Campus Map).
2. Sign in and/or obtain Visitor Badge at Admin Office (only if instructed to do so
beforehand).
3. Limit activities to the designated on-campus areas of the event or function.
B. Campus Visitors and Parents, Guardians, and Other Family do not need to:
1. Call ahead to confirm arrival time.
5.2 Special events after regular school hours
A. For special on-campus events and functions held outside of regular school hours,
Campus Visitors and Parents, Guardians, and Other Family must:
1. Park in the Visitor Parking or Overflow Parking areas (see Spring Hill School
Campus Map).
2. Limit activities to the designated on-campus areas of the event or function.
B. Campus Visitors and Parents, Guardians, and Other Family do not need to:
1. Call ahead to confirm arrival time.
2. Check in at the Admin Office (unless instructed to do so beforehand).
3. Obtain a Visitor Badge.

15 of 64
Maintenance
Visitor Parking
Overflow Parking
Cafeteria
Admin Building
Arts and Computer
Science Bldg.
Nature Trail
Classroom
Buildings
Pick-Up/Drop-Off
Area
SpringRoad
Quad
Olympia
To Sports Fields
Gymnasium
To
Lacey
Spring Hill School
Campus Map
Olympia, WA
2014 Ed.
Pacific Avenue
Student and Staff
Parking

Page No.: 16 of 64
Item No.: 1 of 6Subject: School Emergency Action Plan-
Sect. 1.0-Sect. 2.0
Spring Hill School Emergency Action Plan
1.0 Introduction
Spring Hill School Commitment to Safe Learning and Working
At Spring Hill School, we maintain the highest commitment to protecting our students and
staff. Achieving this requires that the school and its staff:
a) Regularly train in emergency preparedness, situational management, and first aid.
b) Intervene in situations that could potentially threaten student and staff safety.
c) Work with local law enforcement to establish effective, responsive emergency
action plans.
Through training, intervention, and planning (TIP), the school creates a safer environment
to learn and work in. Accomplishing and implementing TIP requires community cooperation.
For example, Spring Hill administrators meet regularly with officials from the Thurston County
Sheriff’s Department, the Olympia Police Department, and other local agencies. These meetings
focus on evaluating the school’s emergency action plans and on strengthening inter-organization
collaboration.
Spring Hill School also places a high importance on working with parents, guardians, and
other family members. In doing so, the school increases family communication and effectively
identifies any potential problems in the home. Spring Hill’s Education Advisor program helps
facilitate communication between the school and student’s families. However, we encourage par-
ents and guardians to talk regularly with their students about their school lives and to work with
their student’s Education Advisor to sort out any issues. On our end, we pledge to keep families
informed of emergency action planning and to notify them quickly if anything does occur on
campus.
2.0 Scope
Applies to all:

Page No.: 17 of 64
Revision Date:
9.10.13
Sect. 3.0-Sect. 3.3
3.0 Adherence to State Laws
Spring Hill School follows Washington State codes and laws that pertain to school emergen-
cy preparedness and training, including those listed below.
3.1 Engrossed Senate Bill 5620
A. ESB 5620 requires that schools conduct and document no less than:
• 1 safety-related drill per month
• 3 fire evacuation and 3 lockdown drills per school year
• 1 shelter-in-place drill per school year
• 1 school mapping system-based drill per school year
• 1 high-risk event (earthquake, flood, or tsunami) drill per school year
3.2 Revised Code of Washington 28A.320.125
A. RCW 28A.320.125 requires that schools:
• Possess current emergency action and mitigation policies and procedures
consistent with federal law.
• Develop provisions for communicating with students and staff, including those
with special needs.
• Review and update plans with local emergency response agencies.
• Inventory all hazardous materials on campus.
• Provide information to all staff on notification and alert procedures and
emergency equipment usage.
3.3 Revised Code of Washington 28A.320.127
A. Beginning in the 2014-15 school year, RCW 28A.320.127 requires that schools:
• Create plans for recognizing and responding to emotional and behavioral
distress in students, including signs of violence, substance abuse, and suicide.
• Train staff in recognizing symptoms and responding to suspicions and concerns.
• Train staff to respond to crisis situations in which a student poses imminent
danger to him/herself or to others.
• Develop protocols and procedures for communicating with parents.
For more information on ESB 5620, log on to: www.k12.wa.us/safetycenter/Emergency/default.aspx
For more information on RCW 28A.320.125 and RCW 28A.320.127, log on to:
http://apps.leg.wa.gov/rcw/default.aspx?cite=28A.320.125
http://apps.leg.wa.gov/rcw/default.aspx?cite=28A.320.127

Page No.: 18 of 64
4.0 Response to Threats
Spring Hill School takes threats seriously and treats all of them as potential dangers to stu-
dents and staff. Just as importantly, staff are taught to recognize the signs of potential distress and
violence. Each summer, all fulltime staff members complete 3 days of training in threat assess-
ment and response, emotional and behavioral distress recognition, and first aid. Staff also learn
how to work with students with emotional and behavioral disorders (EBD) by using effective and
research-driven methods.
Several of Spring Hill’s administrators have completed threat assessment training with state
and federal organizations, including:
• State of Washington Office of Superintendent of Public Instruction
• U.S. Secret Service/U.S. Department of Education
• National Association of School Psychologists
Many fulltime instructors at Spring Hill School have studied EBD intervention and class-
room management skills through various third-party institutions, including:
• State of Washington Office of Superintendent of Public Instruction
• National Dissemination Center for Children with Disabilities
Lastly, all fulltime teachers and nearly all administrators at Spring Hill School possess their
American Red Cross certifications in CPR and general first aid.
5.0 Emergency Communications
If an emergency does occur, Spring Hill School will notify parents, guardians, and other
family members of students and staff as soon as possible. The school uses several forms of com-
munication to notify family of school closures and early dismissals. These include:
5.1 FlashAlert Newswire and Messenger system
A. Spring Hill School uses the FlashAlert system to notify local media and parents,
guardians, and other family of weather- and emergency-related school closures.
1. FlashAlert Newswire notifies local media, who broadcast the information and
post it to their websites. In addition, a scrolling alert appears on the front page of
Spring Hill School’s website (www.springhillschool.com).
[5.1 Cont. on Pg. 19]

Page No.: 19 of 64

[Cont. from Pg. 18]
2. FlashAlert’s Messenger system pushes notifications to the phones, e-mails, and
Facebook pages of subscribers. School staff, parents and guardians, and family
members may register for this free program at:
www.springhillschool.com/emergencynotification
5.2 Emergency calling system
A. Spring Hill School’s Mass Notification System (MNS) calls parents, guardians, and
other family members to notify them of school closures and emergencies. Upon being
activated, the MNS will automatically send out a recorded message to the phones of all
people who opt in for this service.
1. To opt in for the MSN, log on to:
www.springhillschool.com/emergencynotification
5.3 911 operating system
A. For serious emergencies, all fulltime staff members carry mobile phones.
1. Upon being contacted, emergency personnel from Olympia and/or Lacey will
respond, regardless of the information they receive in the 911 call.
6.0 Roles and Responsibilities of Staff, Students, and Family Members
6.1 School Resource Officer, Vice Principal, and Principal
A. Roles:
• Main on-campus point-of-contact in emergency situations
• Lead on-campus coordinator for emergency personnel
B. Tasked with:
• Implementing the school’s Emergency Action Plan.
• Performing preliminary investigations into all threats.
• Ensuring adequate training of all staff and students.
• Working with emergency personnel and law enforcement on investigations and
incident responses.
• Coordinating drills and other preparedness exercises.
6.2 All teachers and general staff
A. Roles:
• Classroom/student coordinators in emergency situations and drills
• Primary contacts with administrators regarding student-related issues
[6.2 Cont. on Pg. 20]

Page No.: 20 of 64

[Cont. from Pg. 19]
B. Tasked with:
• Knowing and understanding all Spring Hill School emergency plans and
protocols.
• Knowing and understanding all plans and protocols for school drills.
• Contacting 911 and the School Resource Officer, Vice Principal, or Principal in
emergency situations.
• Managing assigned students appropriately in emergency situations and drills.
• Recognizing the signs of emotional and behavioral distress in students.
• Notifying Education Advisors and/or administrators of threats, violence, and
signs of emotional and behavioral distress in students.
6.3 All students
A. Responsible for:
• Participating in all emergency drills.
• Listening to and following staff directions during emergency situations and
drills.
• Reporting threats from and potentially dangerous behavior by other students to
teachers, administrators, or Education Advisors.
6.4 Parents, guardians, and other family of students and staff
A. Responsible for:
• Opting in to all Spring Hill School emergency communications (see Section 5.0).
• Working with Education Advisors and teachers to notify them of any concerns
about student wellbeing and distress and of school-related issues.
• Assisting students in achieving their educational goals.

Page No.: 21 of 64
Sect. 7.0

7.0 Emergency Planning Committee
The nine-person Spring Hill School Emergency Planning Committee consists of fulltime
school employees, parents and guardians, law enforcement officials, and other community
members. The Committee meets once a month during the school year (and directly following
on-campus incidents) to review and update the school’s Emergency Action Plan and Campus
Visitation Policy. In addition to maintaining these policies, the Committee identifies emergency
management and response technologies with potential benefits to the school and its staff and
students. The Committee then forwards safety technology recommendations, along with benefits
and costs analyses, to the School Board for review and possible approval.
The Emergency Planning Committee also fosters collaboration among the school, commu-
nity, and local law enforcement and emergency response agencies. The Committee reserves three
membership spots for officials from the Thurston County Sheriff’s Department, the Olympia and
Lacey police departments, and/or Olympia and Lacey fire departments. Another three members
come from the community and the Spring Hill School Parents Association. School staff and
administrators make up the remaining three Committee member spots.
Meeting Schedule for Spring Hill School Emergency Planning Committee
2014
Meeting Schedule for Spring Hill School Emergency Planning Committee
--Indicates day of a meeting.
Meetings held in Spring Hill School Admin Building (Conference Room 102)
from 7:00 pm until finish (typically around 11:00 pm).
No regularly scheduled meetings held in June, July, or August.
Meetings held in Spring Hill School Admin Building (Conference Room 102) from 7:00
PM until finish (typically around 11:00 PM).
No regularly scheduled meetings held in June, July, or August.

Page No.: 22 of 64
Item No.: 1 of 5Subject: Emergency Action Processes-
Spring Hill School Emergency Action Processes
1.0 Purpose
To establish a set of protocols to follow and remain safe in an emergency situation.
2.0 Scope
Applies to all:
3.0 Responding to an Active Shooter
In an active shooter situation, a person or persons are actively attempting to injure and/or
kill people, often in populated areas. Most active shooters use firearms, however some may use
improvised explosives or other weapons. Active shooter situations require immediate response
by local authorities. Staff, students, and visitors should immediately call 911 to report active
shooters on campus.
3.1 Active shooter scenarios
A. If trapped in a building by an active shooter:
1. Go to the nearest room or office (preferably with a working lock) and:
• Lock the door(s) immediately.
• If not possible to lock the door(s), barricade all doors with as many
obstacles, like desks, chairs, other furniture, as possible.
• Close and lock all windows and draw any shades or curtains.
2. Seek protective cover and make sure no one in the room can be seen from
outside the room.
3. Silence all cell phones and remain quiet.
4. When possible to safely do so, call 911 and notify the dispatcher of your
location within the building.
5. Remain put until law enforcement arrives. [3.1 Cont. on Pg. 23]

If an active shooter comes into your room or office and finds you, attempt to flee
or hide if possible. Attempt to negotiate with the shooter or distract him or her long
enough to escape if possible. Only in extreme, life-or-death circumstances, should
you attempt to disarm or overtake the shooter. Also, remember that there may be
more than one shooter.

Page No.: 23 of 64
[Cont. from Pg. 22]
B. If able to safely leave a building or area:
1. Exit the building through the nearest safe and unobstructed doorway, window,
or other opening.
2. Quickly and cautiously move away from the danger area and notify others you
may encounter of the threat.
3. Encourage and help those shocked or injured, but avoid putting yourself in
further danger.
4. Upon reaching a safe distance, call 911 and notify the dispatcher of the:
• Active shooter situation
• Last location you saw/heard the active shooter
C. If not immediately impacted by the danger or incident:
• Stay away from the threat and danger area.
• Notify others to avoid the area.
• Obey all directions from law enforcement and emergency responders.
• Seek shelter away from and out-of-sight of all doors and windows.
4.0 Responding to Threats
Threats of any kind will be treated as genuine until an investigation proves otherwise. School
administrators working with law enforcement will analyze the provided information and scan
school grounds for anything suspicious. Upon finding anything suspicious, school personnel
should not touch or tamper with the item. Instead, they must immediately notify law enforce-
ment or emergency personnel. In cases of bomb threats, school administration will often activate
an evacuation. These evacuations (see Performing Emergency Evacuations) require staff to take
careful notice of their surroundings and that of their students.
4.1 Threat made by phone
A. If you receive a threat over the phone:
1. Remain calm and listen to all the details.
• Try to identify any background noises.
2. Keep the caller on the line as long as possible.
• If the caller does not hang up after making the initial threat, try asking
where the bomb is, what to expect, or for other details.
[4.1 Cont. on Pg. 24]

Page No.: 24 of 64
Revision Date:
9.10.13
[Cont. from Pg. 23]
3. Do not hang up the phone after the caller hangs up.
• If you have caller ID, write down the phone number.
• Write down everything the caller said and record the time of call.
4. Immediately notify the School Resource Officer, Vice Principal, or Principal.
• Do not tell anyone else about the threat.
• Do provide the administrator with educated guesses as to the caller’s
sex, age, race, and accent.
4.2 Threats not made by phone
A. If you receive a threat made by mail, e-mail, or similar means:
1. Do not tamper with the message or envelope.
2. Immediately notify the School Resource Officer, Vice Principal, or Principal.
• Do not tell anyone else about the threat.
• Do provide the administrator with any letter, envelope, or additional
parts that came with any written threat.
4.3 Administrators notified of threats
A. If you are an administrator notified of any type of threat:
1. Do not call 911
2. Do call the Thurston County Sheriff’s Department
(860-978-7889) and/or the Olympia Fire Department (860-979-2456).
3. Notify the School Resource Officer, Vice Principal, and Principal.
4. Contact facilities staff and ask them to do a visual search of all interior and
exterior areas. Have facilities staff:
• Search from the outside in, and from bottom to top, of all buildings.
• Look for anything suspicious.
• Inform them not to touch, tamper, or move anything suspicious.
5. Work with arriving law enforcement and/or emergency personnel.

Page No.: 25 of 64
Sect. 5.0-Sect. 5.1
5.0 Performing Emergency Evacuations
School staff may know beforehand of emergency evacuation drills. However, they should
treat all evacuations as in response to potentially dangerous and threatening situations, even
drills. Examples of situations that may require evacuation include fires, bomb threats, and haz-
ardous contamination. Situations that do not require automatic evacuation include earthquakes,
tornados, and active shooter situations (depending on the location of the shooter). Staff should
follow the emergency evacuation protocols below for all types of emergency evacuations.

5.1 Emergency evacuation protocols
A. Upon hearing the evacuation signal:
1. Perform a quick scan of the room and any areas adjacent to your room,
including hallways.
2. Collect the attendance book.
3. Quickly scan the exit from the room and building (if possible). If the route
appears safe and clear, instruct students to:
• Collect their valuables and proceed to the assigned evacuation area.
• Proceed in an orderly manner.
• Not to rush up or down stairs or use elevators.
4. Close, but do not lock, the door to your office, classroom, or lab.
5. Assist students with mobility impairments and injuries.
B. At the designated evacuation area (located at least 200 feet from building):
1. Take attendance.
2. Report student count and any suspicious sights to the administrator assigned to
you for emergency evacuations.
3. Be prepared to re-locate with students or to take alternative exit routes
depending on the threat.
C. For prolonged evacuations and those occurring during severe weather relocate your
students to a prearranged safe zone.
D. Do not re-enter the building until given the All Clear signal.

Page No.: 26 of 64
Sect. 6.0
6.0 Responding to Medical Emergencies
Follow these procedures in the event of a severe and potentially life-threatening medical
emergency only. For minor injuries, contact either the Admin Office (860-979-1345) or the
school Health Department (860-979-1378). Only trained staff should administer first aid for
severe and potentially life-threatening medical emergencies before contacting emergency per-
sonnel. Examples of severe and life-threatening medical emergencies include:
• Heart attack • Unconsciousness
• Choking • Stopped breathing
• Broken bone • Severe bleeding
• Shock • Seizure
In the event of a severe or potentially life-threatening medical emergency:
A. Call 911.
1. Follow the dispatcher’s directions.
B. Avoid leaving the person alone except to summon help.
1. Do not attempt to move the person unless something or someone threatens to
further injure them or you.
C. Await emergency responders.

Page No.: 27 of 64
Item No.: 1 of 5Subject: Employee Complaint and Griev-
ance Processes- Sect. 1.0-Sect. 3.1
(cont.)
Spring Hill School Employee Complaint and Grievance Processes
1.0 Purpose
To provide results-oriented processes for solving complaints and grievances at Spring Hill
School. To solve all complaints and grievances in a fair and equitable manner. To encourage a
collaborative environment and synergistic team at Spring Hill School.
2.0 Scope
Applies to all exempt and non-exempt employees of Spring Hill School.
3.0 Definitions
3.1 What is a complaint?
A. Definition
1. A work-related problem or issue that an employee would like resolved by a
supervisor or supervising team.
B. Governing rules:
1. Except in policy-related matters (see grievance), complaints must be filed first
for supervisor review. An employee may file a policy-related matter first as a
complaint if they want action on the matter taken sooner.
2. The employee who submits the complaint (the complainant) and any
defendant parties must complete Spring Hill School’s Complaint Resolution
Process (CRP). If the complainant feels unsatisfied with the outcome, he or she
may then file a grievance regarding the same matter.
3. A member of the Human Resources (HR) team will lead the CRP with
assistance from the complainant’s direct supervisor. If the complaint involves the
direct supervisor, one or more higher-ranking officials will also assist in the CRP.
4. The CRP encourages fast mediation of complaints. Conversely, resolving
grievances often takes more time.
C. Examples of complaints:
• Problems or disputes with co-workers
• Problems or disputes with supervisors
• Problems with work environment (non-employee related)
• Disagreements with feedback/performance review ratings
[3.1 Cont. on Pg. 28]

Page No.: 28 of 64
ance Processes- Sect. 3.1 (cont.)-Sect.
3.2
[Cont. from Pg. 27]
D. Examples not classified as complaints:
• Matters concerning compensation or benefits (see HR)
• Matters concerning job classification (see grievance)
• Matters concerning termination during a probationary period or termination
due to inadequate job performance (see grievance)
• Allegations of discrimination or sexual harassment (see grievance)
• Matters regarding demotion or suspension (see grievance)
3.2 What is a grievance?
A. Definition
1. An unresolved issue regarding school policies, practices, or procedures.
B. Governing rules:
1. Spring Hill School’s Peer Review Panel (PRP) evaluates all grievances
and forwards its decisions to the School Board. The School Board reviews the PRP
decision and makes a judgement. All School Board decisions are considered final.
2. Parties involved in grievance disputes represent themselves in a hearing
before the PRP. The PRP meets specifically to find solutions to grievances.
The Panel may take one or more hearings to identify a solution.
3. Once the PRP reaches a decision, it forwards that decision to the School
Board. The Board will discuss the issue in a closed-door meeting that all
involved parties must attend. The School Board will choose either to
approve the PRP’s decision or send it back to the Panel for re-evaluation.
4. If sent back to the PRP, the Panel must meet and submit a new or revised
solution to the School Board. The Board will evaluate and decide on the
new solution.
5. Resolving grievances requires formal proceedings as opposed to resolving
complaints. As a result, reaching a suitable solution often takes longer.
C. Examples of grievances:
• Allegations of discrimination or sexual harassment
• Allegations of collective bargaining agreement violations
• Allegations of employee-employer agreement violations
• Matters regarding demotion or suspension without pay
• Unresolved complaints

Page No.: 29 of 64

3.3 What is dispute resolution?
A. Definition
1. A form of mediation in which all involved parties attempt to solve a problem
with the aid of an impartial mediator.
B. Governing rules:
1. The Spring Hill School CRP uses dispute resolution to solve complaints. Upon
submitting a complaint, a complainant and all defendant parties agree to
participate in the CRP.
2. If the complainant feels unsatisfied with the outcome, he or she may submit a
grievance. However, the School Board’s solution to a grievance may not be
petitioned.
3. The HR department will provide a formally trained mediator to oversee CRPs.
If the department lacks either an impartial or trained mediator at the time, the
school will hire an outside party to oversee the CRP.
4.0 Processes
4.1 How do I file a complaint?
A. Employees must file complaints within 30 days of the incident or situation in
question.
B. To file a complaint, complete the Spring Hill School Complaint and Grievance Form
by either:
1. Filling out the form online
2. Printing out the form and writing in your responses.
C. Follow the submittal instructions listed at the bottom of the Complaint and
Grievance Form.
D. Wait up to 5 business days for a member of HR to contact you and set up a meeting.
1. For issues that require a more urgent response, submit the Complaint and
Grievance Form and immediately afterwards make an HR appointment by calling
860-979-1345.
E. Tips for participating in the CRP:
• Come to all meetings open to ideas and solutions.
• Present your complaint calmly and with composure.
• Avoid taking the issue personally.
• Remain focused on resolving the issue.
• Listen to all parties and to the mediator.

Page No.: 30 of 64
ance Processes- Sect. 4.2
4.2 How do I file a grievance?
A. To file a grievance, employees must either:
1. File the grievance within 30 days of the incident or situation in question (for
policy-related matters).
2. Wait 15 workdays after completing the CRP to file a complaint as a grievance.
B. To file a grievance, complete the Spring Hill School Complaint and Grievance Form
by either:
1. Filling out the form online.
2. Printing out the form and writing in your responses.
C. Follow the submittal instructions listed at the bottom of the Complaint and
Grievance Form.
D. Wait up to 5 business days for a member of the PRP to contact you.
1. For issues that require a more urgent response, submit the Complaint and
Grievance Form and immediately afterwards make an HR appointment by calling
860-979-1345.
E. Tips for representing oneself before the PRP:
• Come to the meeting prepared to discuss the issue or issues in a calm and
composed manner.
• Focus on presenting only factual information.
• Keep testimony to 15 minutes (maximum) in length.
• If able to, present up to 2 witnesses to the incident or situation in question.

Page No.: 31 of 64
5.0 Grievance Review
5.1 Role of the Peer Review Panel
A. The 5-person PRP consists of 2 instructors or teachers, 2 general staff members,
and 1 administrator.
1. Three (3) members must be exempt employees and 2 must be nonexempt.
2. All members serve 1-year terms.
3. Each member has at least 2 backups in case the official member cannot act
impartially.
B. The PRP meets as often as necessary to resolve grievances.
5.2 Role of the School Board
A. The School Board will receive a proposed solution from the PRP.
B. After finishing its regular agenda during its meeting, the Board will hold a
closed-door grievance review session.
1. The Board will allow all parties 5 minutes to present their cases before agreeing
or disagreeing with the PRP decision.
2. In cases of Board dissension, the complainant and defendant parties must
attend another PRP meeting. During this meeting, Panel members will review
Board remarks and revise the grievance solution accordingly.
3. The complainant and defendant parties must then attend another Board
meeting.
4. Typically, the School Board will agree with the revised PRP solution. However,
it may send the grievance back to the PRP as many times as it feels necessary.
6.0 Complaint and Grievance Form
Find the Complaint and Grievance Form in this handbook or log on to
www.springhillschool.com/hr and select the Complaint and Grievance Form from the Online
Forms section.

32 of 64
Spring Hill School Complaint and
Grievance Form
Spring Hill School Department of Human Resources
Updated 2012
Today's Date
First Name Last Name
E-Mail Address Phone Number
Please Select
Phone No. Type
Home
Mobile
Office
Position Department Date Hired
Employee ID No.
(Full-time Employees only) Direct Supervisor
Date of initial
incident or
situation Location
Indicate whether this is
a new complaint or a
continued grievance.
If complaint, please describe what happened. Be as detailed as
possible.

33 of 64
If grievance, indicate date you met with HR to discuss initial
complaint and who was present at meeting. If discussion did not result
in a satisfactory solution, indicate why or why not.
For complaint or grievance, indicate desired solution.
By checking this box, I attest that everything written in this
complaint and grievance form is truthful and that I have not
fabricated or exaggerated any of the information above. I also agree
to follow Spring Hill School's Complaint Resolution Process to attempt
to resolve this issue to a satisfactory level for all persons involved.
I agree to this statement.
Submit this form to Spring Hill School's Human Resources department by
either:
1. E-mailing it to hrresolutions@springhillschool.com
2. Hand delivering it to Room 232 in the Admin Building
3. Mailing it to the following address:
Spring Hill School
c/o Human Resources
10 Spring Road
Olympia, WA 98503

Page No.: 34 of 64
Item No.: 1 of 5Subject: Energy Management and Con-
servation Plan- Sect. 1.0-Sect. 3.3
Spring Hill School Energy Management and Conservation Plan
1.0 Introduction
In 2010, Spring Hill School examined its annual energy consumption. While doing so,
school officials discovered that Spring Hill’s buildings consumed nearly twice as much energy as
those of regional public school facilities. Working with outside consultants, administrators cre-
ated the Spring Hill School Energy Management and Conservation Plan. The goals of this plan
include:
a) To help conserve the planet and encourage a better future for generations to come.
b) To teach smart energy usage habits to students and staff at Spring Hill School.
c) To implement green-building technologies and sustainable practices that reduce
school energy and water consumption.
c) To reduce operating costs at Spring Hill School and pass any savings onto
tuition-paying parents and guardians.
Spring Hill School believes that reducing energy costs and building a better future for its
students takes a concerted, collaborative effort. The school’s Energy Management and Conserva-
tion Plan serves as only one component of that effort. In addition, Spring Hill’s Energy Conser-
vation Committee works with community members and energy management professionals to
reduce the school’s carbon footprint and teach conservation to its students.
2.0 Scope
Applies to all employees of Spring Hill School.
3.0 Definitions
3.1 Primary Buildings and Areas:
• Admin building • Maintenance facilities
• Pick-up/drop-off area • Visitor/student and staff parking
3.2 Secondary Buildings and Areas:
• Classroom buildings • Gymnasium
• Cafeteria • Arts and computer science building
• Overflow parking • Sports fields
3.3 Campus
A. All primary and secondary structures

Page No.: 35 of 64
3.4 Unoccupied or Unused Spaces
A. Not currently in use by students, staff, or visitors.
1. Not expected to be in use within the next 15 minutes.
3.5. Heating Season
A. October-May
1. May change according to average outside temperature.
3.6. Cooling Season
A. June-September
1. May change according to average outside temperature.
4.0 Lighting
Campus lighting will use traditional switches and/or sensors. Lighting will be turned off in
all Unoccupied/Unused Campus spaces. Exceptions to this rule include: stairwells, exits, exteri-
or building lights, parking lots, and other areas where safety codes demand regular or constant
lighting. Lighting in these areas (except for exterior building lights and parking lots) will use
traditional switches. Facilities staff will turn lighting on in these areas when the school opens at
5:00 AM. They will turn lighting off in these areas when the school locks up at 1:00 AM. Lighting
on the exterior of buildings and in parking lots will use photoelectric sensors. These sensors will
deactivate the lights at dawn and activate them at dusk.
Lighting in all Campus corridors, bathrooms, and storage areas will use occupancy sensors
set for between 2-5 minutes. Inactivity activation of these occupancy sensors will depend on
usage frequency of these areas.
Except for corridors, bathrooms, and storage areas, interior lighting for all Secondary Build-
ings and the Admin Building will use traditional switches. Staff will maintain responsibility for
turning lighting on in these areas when in use and for turning them off when Unoccupied/Un-
used. All rooms and spaces over 400 square feet will possess partial lighting options. Staff should
use partial lighting whenever possible. Staff should also use natural lighting whenever possible,
especially in classrooms and cafeteria spaces. All interior Campus lights will use CFL bulbs. All
exterior Campus lights will use LED bulbs.
Evening facilities staff will turn off any interior lights before leaving Campus at 1:00 AM.
No special events should occur on campus past 12:00 AM. If they do, evening facilities staff will
remain on-site until the event finishes.

Page No.: 36 of 64
servation Plan- Sect. 5.0
5.0 Temperature Control
Spring Hill School uses automated temperature controls to regulate heating and cooling in
all buildings and in all spaces within all buildings. During the regular school year, facilities staff
will maintain the ideal heating and cooling settings listed in Section 5.1. These settings will begin
60 minutes before the 7:00 AM start bell and end 60 minutes after the 3:00 PM dismissal bell.
Outside of these hours, the temperature control system will reduce heating by 10° F and will turn
off air-conditioning (a/c) altogether.
Spring Hill will only use a/c during the regular school year in occupied Campus buildings
on days expected to exceed 79° F. During daytime a/c usage periods, the school will adhere to
the ideal cooling settings listed in Section 5.1.
During weekends, holidays, and winter and spring breaks, facilities staff will maintain night-
time heating levels in all Campus buildings except the Admin Building. During these periods,
the Admin Building will follow the regular school-year heating schedule. During the summer
break, a/c in all Primary and Secondary Buildings (except for the Admin Building) will operate
on an as-need basis. Facilities staff will accommodate the heating or cooling needs of special
events held on Campus during weekends, holidays, and breaks.
Spring Hill School staff may request special heating or cooling accommodations by petition-
ing administration (see Petitioning for Heating and Cooling Changes on pg. 41). Special consid-
eration will be given to special education classrooms and events with small children. Facilities
staff will work directly with the technology department to maintain ideal temperatures for the
server room and computer labs.
Spring Hill School staff should close all windows and classroom or office doors before leav-
ing for the day. They should also draw all blinds and shades. All doors to Unoccupied/Unused
areas should remain closed until in use. Facilities staff will close any open doors and windows at
the end of the day. However, all staff should take it upon themselves to close their own doors and
windows prior to leaving. Exterior doors should never remain open for an extended period.

Page No.: 37 of 64
5.1 Ideal heating and cooling settings
Areas Heating Cooling
All Classrooms 68-70° F 75-78° F
Halls 65-70° F 75-78° F
Gymnasium 68-70° F 75-78° F
Cafeteria and Kitchen 65-70° F 75-78° F
Admin Offices 68-70° F 75-78° F
6.0 Computers and Other Electrical Equipment
6.1 Computers
Staff will maintain responsibility for:
• Managing their work computer’s energy-saving modes.
• Turning off their classroom and office computers at the end of the day.
All Campus computers should have their 15-minute sleep modes activated. All computers
should also be turned off before the staff member leaves for the day. Staff may contact the
IT Department (860-979-1398; Extension 8 from campus phones) for assistance in turning
on their computer’s sleep mode (also see Contacting IT for Computer/Office Equipment
Support on pg. 42).
6.2 Classroom and office equipment (non-computers)
Teaching staff should turn off all classroom equipment, including televisions and printers,
before leaving for the day. They should also turn off and unplug portable equipment, such as
moveable televisions and projectors.
Office staff should turn off all unnecessary equipment, except for printers, copiers, and
servers, before leaving for the day. Printers and copiers should have their energy
management settings activated. IT staff will manage energy control settings on all servers.
Staff should use personal discretion in turning off and/or unplugging break-room
equipment. Coffee makers should be turned off, while refrigerators should remain on.
During winter, spring, and summer breaks, all non-necessary equipment will be turned off.
Admin Building printers and copiers, and all break-room refrigerators may remain on.
Vending machines will be turned off until the regular school-year resumes.

Page No.: 38 of 64
7.0 Water Heating and Conservation
7.1 Water heating
Spring Hill School will set all water heaters to 120° F. The school will use booster heaters
to increase kitchen water temperature to 140° F.
7.2 Water conservation
Spring Hill School will only use automatic shut-off facets and low-flush toilets and urinals
in all Campus bathrooms. Staff should notify the janitorial team of any leaks (see Reporting
Non-Emergency Repairs on pg. 39).
8.0 Energy Conservation Committee
The seven-person Energy Conservation Committee will meet monthly to review Campus
energy consumption and to identify implementable conservation policies, practices, and tech-
nologies. Committee members will consist of two instructors, two administrators, and three
general staff members (one of which must be from the Facilities Department).
The Energy Conservation Committee will identify energy and water efficiency technologies
and present these ideas to the School Board. Additionally, the Committee will make any neces-
sary changes to the school’s Energy Management and Conservation Plan and to related proce-
dures. Once a year, the Committee will receive a comprehensive energy usage report from the
school’s facilities staff. Additionally, the Committee will pursue certifications, such as Leadership
in Energy and Environmental Design (LEED), for campus structures. The Committee will also
work with Spring Hill’s Building and Renovations Committee to incorporate energy efficient
design and technologies into capital-intensive projects.
Lastly, the Committee will work with local, regional, national agencies to bring energy con-
servation projects, lessons, and demonstrations to Spring Hill School. The Committee will inves-
tigate the implementation of semi-regular courses and curriculum on energy conservation. The
Committee will also work within the community to bring conservation fairs and similar events
to the school.

Page No.: 39 of 64
Revision Date:
11.14.12
Item No.: 1 of 2Subject: Reporting Facility
(Non-Computer/Office Equipment) Re-
pairs- Reporting Non-Emergency Repairs
Reporting Facility (Non-Computer/Office Equipment) Repairs
Reporting Non-Emergency Repairs
1. Examples of non-emergency damages include:
• Slow-leak facets and bathroom pipes
• Damaged chairs, tables, and whiteboards
• Torn carpeting
• Malfunctioning heating and cooling vents
• Malfunctioning (but not dangerous) electrical outlets
• Damaged ceiling tiles
• Blown lights and light bulbs
2. Log on to www.SpringHillSchool.com/facilities.
a. Select the Forms link (see Fig. 1 below).
b. Select the Repair Service Request Form (see Fig. 2 on pg. 40).
c. Fill out the online form and provide as much detail as necessary
regarding the damage or malfunction.
3. Wait up to 3 business days.
a. If repair not completed after 3 business days, log on to
www.SpringHillSchool.com/facilities and select the Active Repairs link
(see Fig. 2 on pg. 40).
b. If the job does not appear in the Active Repairs queue, re-submit the Repair
Service Request Form.
4. Wait 3 more business days.
c. If repair not completed after 3 more business days, call the Facilities
Department directly at 860-979-1375 and report the repair.
Fig. 1

Page No.: 40 of 64
Revision Date:
11.14.12
Item No.: 2 of 2Subject: Reporting Facility
(Non-Computer/Office Equipment) Re-
pairs- Reporting Emergency Repairs
Reporting Emergency Repairs
1. Examples of damages that require emergency repairs include:
• Flooding or over-flowing facets and toilets
• Water damaged floors or ceilings
• Sparking electrical outlets or cords
• Malfunctioning refrigerators
• Cracked or broken windows
• Malfunctioning doors and window locks
2. Contact the Admin Building’s Emergency Line (860-979-1378; extension 2 from all
campus phones).
a. Identify the problem.
b. Identify the location and cause (if known).
3. Cordon off problem area (if possible or necessary).
a. For example:
• Close the bathroom.
• Place barriers in front of outlets.
• Close window blinds.
4. Wait 20 minutes.
a. If someone arrives, return to regular job or task.
b. If someone does not arrive, call the Admin Building Emergency Line again and
re-report the situation.
Fig. 2

Page No.: 41 of 64
Item No.: 1 of 1Subject: Petitioning for Heating and
Cooling Changes (Flowcharts)

Special
Events
and
Occasions

Heating/Cooling
Changes

Send
e-‐mail
to

viceprincipaloffice@springhillschool.com

E-‐mail
Vice
Principal’s
Office

In
e-‐mail,
identify:

• Need/reason
for
the

heating
or
cooling
change.

• Date
and
time
period
of

needed
change.

If
approved,
administrator
will
notify

both
you
and
the
Facilities

Department
of
the
change.

If
denied,
administrator
may
request

clarification
or
further
information.

Wait
for

Administrator’s

Response

Send
e-‐mail
to

viceprincipaloffice@springhillschool.com

E-‐mail
Vice
Principal’s
Office

In
e-‐mail,
identify:

• Need/reason
for
the

heating
or
cooling
change.

• Date
and
time
period
of

needed
change.

Permanent
or
Semi-‐Permanent

Heating/Cooling
Changes

If
administrator
believes

the
reason
valid,
he/she

will
forward
request
to

the
Energy
Conservation

Committee.

Wait
for

Administrator’s

Response

Committee
members
will

decide
to
either
approve
the

request
immediately
or
vote

on
request
at
next
meeting.

If
approved
immediately,
administrator
will

notify
requester
of
approval
and
Facilities

Department
of
the
change.

If
scheduled
for
a
vote,
the
requester
will
need
to

attend
the
meeting
and
present
his
or
her
case.
The

Committee
will
decide
at
the
meeting.

Fig. 2
Fig. 1

Page No.: 42 of 64
Item No.: 1 of 1Subject: Contacting IT for
Computer/Office Equipment Support
(Flowchart)

IT
Department:

Complete
Task/Order
Parts

IT
Department:

Complete
Task

Billing
Department:

Review
Order

Staff
Member:

Request
Technical
Support
From
IT

Department

E-‐mailing
IT
Help
Desk
line

1. In
e-‐mail,
identify:

• Problem
or
problems
with

computer
or
equipment

• Location
(room
number
and

building
name)
of
computer
or

equipment

• Serial
number
(located
on
back
of

computer
monitor
and
tower/on

back
of
printers)

• Urgency
of
issue

2. Send
e-‐mail
to

IThelpdesk@springhillschool.com.

Completing
initial
task

1. Upon
arrival
of
requested
hardware
or

software:

a. Ensure
hardware
or
software
will
work

sufficiently.

b. Notify
staff
member
of
impending

repair.

c. Complete
repair.

d. Notify
staff
member
of
completed

repair.

2.

Log
completed
repair
in
Central
Inventory

System.

Reviewing
parts
and
equipment
order

1. Review
request:

a. If
request
qualifies
as
Low
Priority

and
budget
does
Not
allow
funds,

deny
request.

b. If
budget
does
allow
funds,
or

request
qualifies
as
High
Priority,

approve
request.

2. If
approved,
place
order.

3. Notify
IT
Department
of
decision
and

expected
arrival
date
by
e-‐mail

(IT@springhillschool.com).

Ordering
parts

1. Fill
out
a
General
Parts
or
Equipment

order.

2. E-‐mailed
completed
form
to

Stephanie@springhillschool.com

Completing
task

1. If
possible,
repair
equipment
using

available
hardware
and
software.

a. Log
completed
repair
in
Central

Inventory
System.

2. If
repair
Not
possible
see:
Ordering
parts

Page No.: 43 of 64
Item No.: 1 of 3Subject: School Dress Code Policy-
Sect. 1.0-Sect. 3.0
Spring Hill School Dress Code Policy
1.0 Introduction
The staff at Spring Hill School work diligently to create a safe and distraction-free academic
environment. In doing so, they support the diverse learning needs of Spring Hill School’s stu-
dents. The school’s dress code encourages these goals by minimizing safety hazards, reducing
interruptions, and teaching good grooming habits. Spring Hill School still wants its students to
express themselves in how they dress. However, school officials ask that they do so while adher-
ing to this dress code and respecting their peers and fellow school community members.
2.0 Scope
Applies to all students and employees of Spring Hill School. Spring Hill School students and
employees should demonstrate proper grooming habits in a manner that projects an appropri-
ate image for the school. In addition, school officials encourage parents and other visitors to the
Spring Hill School campus to follow this dress code. All campus visitors should remain mindful
of students and potential interruptions to their educations.
3.0 Banned Clothing, Jewelry, and Apparel
These items may not be worn anywhere on campus at Spring Hill School.

A. Clothes, jewelry, and apparel with pictures, messages, or symbols referencing:
• Profane language • Sexual and sexually suggestive activities
• Legal and illegal drug use • Gang-related activities
• Violence or death • Hate-related activities or slogans
B. Clothes, jewelry, or apparel that may be used as a weapon, including:
• Wallet chains
• Necklaces, earrings, and earring studs with spikes and sharp points
C. Clothes deemed suggestive and inappropriate for an academically focused
environment, including:
• Clothing that shows or exposes cleavage or underwear
• Skirts, shorts, or dresses higher than 2 inches above the knees (when standing)
• Leggings and tights, unless covered by something
• Yoga pants and similar tight pants
• Pants with writing or images on the backside
[3.0 Cont. on Pg. 44]

Page No.: 44 of 64
[Cont. from Pg. 43]
D. Clothes and footwear deemed inappropriate or unsafe for an academically focused
environment, including:
• Pajamas, sleepwear, slippers, and bedroom shoes
• High-heeled shoes and boots
• Sandals and open-toed shoes
• Clothing with large holes or tears
• Clothing that fits poorly or extremely loosely
E. Any clothes, footwear, apparel, or accessories deemed inappropriate, distracting, unsafe,
or offensive by Spring Hill School staff or administration.
Students may request permission to wear or use certain types of clothing and apparel listed
in Section 3.0 for special circumstances only. Special circumstances include:
• Drama performances • Costumed events
• Classroom activities
4.0 Special Permission Only Clothing and Apparel
These items may be worn outdoors on campus, or indoors with special permission only
depending on the student’s individual circumstances, religious observances, or other situation:
• Hats, caps, head wraps, or other headgear
• Sunglasses
• Outdoor coats and jackets

Page No.: 45 of 64
Sect. 5.0-5.1
5.0 Student Consequences
Students who do not follow the Spring Hill School Dress Code Policy will face disciplinary
actions. At the very least, they may receive an unexcused absence while waiting for a family
member to provide them with a change of clothing. The type of discipline will depend on the
number of previous infractions (if any). In all cases, the student must change or remove his or
her prohibited piece of clothing or apparel. They must do so even if it will require them to call
home to obtain a change.
Students who must wait for a change of clothing will do so in the Admin Office. Students
unable to reach family and/or obtain new clothing will remain for the school day in the Student
Resource Room (Admin Building Room 130). Students will receive unexcused tardies or ab-
sences for any school or class-time that they miss as a result.
5.1 Disciplinary actions by offense:
A. 1st offense
• Verbal warning
• Parents or guardians notified
B. 2nd offense
• 1 hour-long after-school detention
• Meeting with Education Advisor
• Parents or guardians notified
C. 3rd offense
• 1 day of in-school suspension
• Student and parent/guardian meeting with Education Advisor
D. 4th offense and above
• Administrative consequences (out-of-school suspension, possible expulsion if
activity continues)
• Student and parent/guardian meeting with Vice Principal and
Education Advisor

Page No.: 46 of 64
Reporting Student Dress Code Violations
(Employee Actions)
ActionResponsibility
A. If you see a student potentially violating Spring Hill’s
dress code policy:
1. Consult your employee handbook to confirm violation
(not necessary for flagrant and/or obvious violations).
2. Show the student the relevant dress code rule.
3. Politely ask the student to remove the prohibited piece
of clothing or apparel and/or change into something else.
a. If the student willingly removes or changes the
prohibited clothing or apparel, thank him or her.
b. Report flagrant, obvious, or repeat violations to
the Vice Principal’s office at earliest convenience.
c. If the student:
• Refuses to remove the prohibited clothing or
apparel.
• Cannot remove the prohibited clothing or
apparel without a change.
...send him or her to the Admin Office immediately.
4. Contact a front-desk receptionist at the Admin Office
(860-979-1345) to notify him or her of the
student going there and why.
Teacher, administrator,
staff member
Admin Office adminis-
trator or receptionist
A. Upon arrival of the student at the Admin Office:
1. Ask the student to contact a parent or family member
with the front-desk phone and request a clothing change.
2. Notify one of these administrators, in this order,
depending on their availability:
• (1st) Vice Principal
• (2nd) School Resource Officer
• (3rd) Principal
• (4th) Other Senior Administrator
a. Notify the administrator of the student’s offense.
B. Ask the student to wait in the School Resource Room
(Admin Building Room 130) after he or she calls home (or
refuses to call home).

Page No.: 47 of 64
(Employee Actions)
ActionResponsibility
Vice Principal, School Re-
source Officer, Principal,
Other Administrator
A. During a one-on-one meeting with the student:
1. Explain why the school maintains a dress code.
2. Notify student of disciplinary actions for a 1st, 2nd,
3rd, and 4th offense.
3. Ask the student to read the dress code and follow it.
4. Tell the student to wait in the School Resource Room
for either:
• A parent or family member to arrive with a change
of clothes.
• The rest of the day (if student could not or refuses to
contact anyone at home).
B. After speaking with the student, the administrator should:
1. Notify student’s Education Advisor about the incident.
2. If possible, speak with the parent or guardian about the
incident upon his or her arrival at the school.
a. If not possible, contact the parent or guardian and
report the incident before the end of the school day.
3. Write a report for the student’s school file (only for 2nd
offenses and above).
C. For flagrant, obvious, and/or repeat violations. If the
student changes or removes the prohibited clothing or apparel
and does not need to wait in the School Resource Room, the
administrator should:
1. Notify student’s Education Advisor about the incident.
2. Contact the student’s parent or guardian and report the
incident before the end of the school day.
3. Meet with the student during the day to:
a. Explain why the school maintains a dress code.
b. Notify the student of disciplinary actions for a 1st,
2nd, 3rd, and 4th offense.
c. Ask the student to read the dress code and follow it.

Page No.: 48 of 64
Item No.: 1 of 6Subject: Student Attendance Policy-
Spring Hill School Student Attendance Policy
1.0 Introduction
At Spring Hill School, we focus on meeting the unique learning needs of our students. To
achieve this goal, school staff must:
a) Maintain a distraction-free educational environment.
b) Work closely with students to identify and adapt learning styles that best meet their
cognitive needs and abilities.
Accomplishing both these objectives means that students must attend class as often as possible
and show up on time.
Receiving a quality education at Spring Hill School does not simply depend on the commit-
ments of teachers, administrators, and students. Parents, guardians, and other family members
must also work with their students and help them to arrive at school prepared and on time. Be-
cause of Spring Hill’s structured learning environment and unique curriculum, the school main-
tains a strict attendance and tardiness policy. This policy emphasizes the importance of showing
up on time for class to prevent distractions to the other students.
2.0 Scope
Applies to all:
• Parents, guardians, and other family members of students
3.0 State Rules and Regulations
Spring Hill School’s attendance policy exceeds the standards set by State of Washington
truancy and compulsory attendance laws, including the Becca Bill (SB 5439). Passed in 1996, the
Becca Bill identifies protocols that schools and school districts must take to reduce truancy and
enforce attendance. While the Becca Bill does not apply to students at private schools, Spring
Hill School still models its own attendance policy after it.
3.1 Becca Bill
A. School/district requirements for student (ages 6-17) unexcused absences:
1. After 1 unexcused absence in a month, the school will notify the
student’s parents or guardians.
2. After 2 unexcused absences in a month, the school must initiate a
parent/guardian conference to improve student attendance.
[3.1 Cont. on Pg. 49]

Page No.: 49 of 64
Item No.: 2 of 6Subject: Student Attendance Policy-
[Cont. from Pg. 48]
3. After 5 unexcused absences in a month, the school will contract with the
student’s parents or guardians to improve the student’s attendance.
4. After either:
• 7 unexcused absences in a month
• 10 unexcused absences in an academic year
...the school may file a truancy petition with the local juvenile court. The court
may then order the student to attend school or mandate another solution.
5. If the student fails to meet the court requirements, the school must file a
contempt motion.
4.0 Definitions and Examples
4.1 Absence
A. Definition of absence
1. When a student does not attend more than half of a full school day
(7:00 AM-3:00 PM) by:
• Arriving at school after 11:00 AM.
• Leaving school before 11:00 AM.
2. If a student misses 45 minutes or more of a class, he or she receives a class
absence (see Section 4.5 Ten (10) or More Class Absences Policy).
3. Whether an absence is considered excused or unexcused depends on the
reason and circumstances of the absence.
B. Definition and examples of excused absences
1. Generally, the school defines unexcused absences as those due to personal
illness; medical, dental, and other appointment types; and family issues.
2. Students must present written excuses from their parents or guardians to the
Admin Office within 3 schools days of excused absences. [4.1 Cont. on Pg. 50]

For more information on the Becca Bill, visit the State of Washington’s
Office of Superintendent of Public Instruction website at:
www.k12.wa.us/GATE/Truancy/default.aspx.
Not providing a written excuse within 3 school days will result in the absence marked
as unexcused.

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