Mission and Vision

Mission, Vision & Values (PDF)

1. Payroll/Benefits 

 see also Payroll/Contracts page 

It is the EMPLOYEE’S responsibility to ensure that appropriate benefits and coverages are in place at all times to protect the individual and his/her family. The payroll department should, therefore, be apprised of any changes in family, marital and/or dependent status. Employees should be aware that an I.R.S. Section 125 Salary Reduction Program is offered. 

1.1. Salaries

Payroll checks are issued on a biweekly basis every other Friday. Employees are required to have their pay directly deposited to the credit union or bank of their choice. Direct deposit may take up to two pay schedules to be activated by the bank. Therefore, please check your paycheck envelope when you receive it. The rate of pay for both hourly and salaried employees is paid in accordance with negotiated contract agreements.

Please note that any adjustments to tax withholdings or deductions must be made by contacting the payroll department. Timesheets are required for all non-professional employees as well as substitutes and tutors. Lastly, all timesheets are to be approved and submitted to the Central Office no later than 10:00 a.m. the Monday of the week that a paycheck is issued.

1.2. Benefits

The School Department offers a comprehensive benefits package, which includes such items as sick leave, personal leave, bereavement leave, and both temporary and extended leaves of absence. In addition, the School Department also offers staff development and credit reimbursement opportunities for both teaching and support staff employees. Please refer to the individual negotiated contract agreements for further details. 

1.3. Insurance

The School Department offers health, dental and life insurance, the cost of which is shared by the School Department and its employees. In addition, worker’s compensation, unemployment compensation and liability insurance are provided as required by contract and state law. Once again, please refer to the negotiated agreements for the current cost and cost sharing formula.

1.4.  Absence Management System (Aesop)

You will receive login information regarding this automated service that simplifies and streamlines the process of recording absences and finding substitutes. All employees are required to record their absences in AESOP. Please note that this program is to be used for all absences. The service is available to you 24 hours a day, seven days a week.

1.5. Worker’s Compensation

Any work-related injury must be reported immediately to your supervisor. An Employee Accident/Incident Report must be filled out and submitted to the school nurse within 48 hours of the injury. The school nurse will then submit the accident/injury report to the School Department Central (Business) Office to be filed with the worker’s compensation insurance company.

The school department has a preferred provider that manages work-related injuries or illnesses. If an employee feels he/she needs medical attention due to a work-related injury, please contact Arlene in the School Department Central Office to make an appointment for you. If it is an emergency, please do not hesitate to go to the Emergency room or dial 911. In this case, please let Arlene know as soon as possible that you have done so.

If you are absent from work due to a work-related injury, please notify Arlene in the School Department Central Office. It is important that she receives this information in a timely manner. 


2. Teacher Supervision and Evaluation Plan


3. Health and Safety

A school nurse is available full time in each school building to provide direct care, assessment and treatment for students and staff who are ill or injured. The school nurses also administer scheduled and unscheduled medications, implement health plans for students with chronic conditions, consult with teachers, and promote a healthy and safe school environment through support of staff and student wellness initiatives. The school nurses work directly with school personnel, families and community health care providers to ensure that all students are able to participate in their school day.

Any employee who is injured during the work day must complete an Accident Report within 24 hours. If treatment is needed you are required to see our occupational health provider. Your school nurse can help you with the required paperwork and procedure. 

For more information about Cape Elizabeth School Department Health Services, follow the Health link found on the district web site.

4. Policies 

The Cape Elizabeth School Department expects that ALL employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.  Policies are subject to change throughout the year and it is the employee's responsibility to be aware of those changes.

Excerpts from Policy manual are listed below

AC - Nondiscrimination/Equal Opportunity and Affirmative Action

ACAA - Harassment and Sexual Harassment of Students

ACAA-R - Student Nondiscrimination/Harassment Complaint Procedure 

ACAB - Harassment and Sexual Harassment of School Employees

ACAB-R - Employee Nondiscrimination/Harassment Complaint Procedure

EEA - Student Transportation Services

EEAEAA - Drug & Alcohol Testing of Bus Drivers/Guidelines

EEAEAA/-R - Drug & Alcohol Testing of Bus Drivers Administrative Procedure

EGAD - Copyright Compliance

EGAD-R - Copyright Compliance Administrative Procedure

GA  - Personnel Goals

GBEBB - Staff Conduct with Students

GBEC - Drug Free Workplace

GBO - Family Care Leave

GCOA - Supervision and Evaluation of Professional Staff

GCQC - Resignation of School Employees

GCSA - Employee Computer and Internet Use/Rules

GCSA/-R - Employee Computer and Internet Use/Rules Administrative Procedure

GDO - Support Staff Evaluation

ICAA - Religious Holidays

IHBAA - Referral/Pre-referral of Students with Disabilities

IHOA - Student Travel and Field Trips (includes request & parent consent forms)

IJND - School District Website/Guidelines

IJND-R - School District Website/Guidelines Administrative Procedure

IJNDB - Student Computer and Internet Use/Rules

IJNDB-R - Student Computer and Internet Use/Rules Administrative Procedure

JICB - Care of School Property

JICIA - Weapons, Violence and School Safety

JICK - Bullying and Cyberbullying

JK - Student Discipline

JLCE - First Aid

JRA - Student Education Records and Information

JRA-E - Annual Notice of Student Education Records and Information Rights

KI - Visitors to the Schools

KLD - Public Complaints about School Personnel

5. Procedures

5.1. Purchasing & Contracting Procurement Code of Conduct-Conflict of Interest

5.2. Purchase Orders UPDATED 8.17.17

All purchases must have prior approval from your Supervisor/Building Administrator.

Purchase orders are used to ensure that your purchase has been approved and that the money is set aside to pay for it when the invoice comes in.

A purchase order is to be prepared prior to any purchasing over $50.00.

Purchase Order (PO) Process:

  1.  PO's can be obtained from the building administrator’s office.
  2.  The PO must be filled out with all the information requested and signed by the administrator/supervisor.
  3.  Send the PO to the Business Office for the business manager’s approval and signature.
  4. The ‘Office Copy’ (yellow) remains in the Business Office.  The remainder of the PO is returned to the building administrator.
  5. The ‘Original PO’ (white) is forwarded to the vendor when an order is placed.  No order is to be placed until it has been approved by the building administrator and business manager.  When ordering, make sure the vendor has, and uses, the PO number.
  6. The ‘Principal’s Copy’ (pink) is retained in a purchase order file in each building administrator’s office.
  7. The ‘Receiving Copy’ (green) is held in the building administrator’s office until shipments are received for comparison with shipment’s packing list.
    1. As shipments are received, they should be checked to verify quantity/quality. Any discrepancies should be noted on the green copy.
    2. If shipments are found to be in good condition and complete, the green copy should be initialed and forwarded to the Business Office for processing.
    3. If the items received are part of a larger order and we will be invoiced for a partial order, photocopy your green copy and mark those items received. Forward this copy to the Business Office for processing and payment.
    4. When the shipment is complete, forward the initialed green copy to the Business Office.  Accounts payable staff will compare the green/receiving copy to the yellow/file copy before any payments are made.
  8. Send the invoice over to the Business Office for payment as soon as possible.  Include the packing slip and the green copy of the purchase order along with the invoice if possible.  
  9. Initial and date the invoice and note if it is complete before sending it over to the Business Office for payment.  Note “partial payment” on the invoice if it isn’t complete.
You can learn more about the Digital Purchase Order (PO) with KiSSFLOW by viewing the presentation and documentation.

5.3. Check Requests  UPDATED 08.01.18

Reimbursement for purchases on a Check Request Form must be pre-approved by your supervisor/building administrator.

Check Request form may be used for the following situations:

  • Payment of Invoices not on a Purchase Order
  • Reimbursement for mileage and travel
  • Reimbursement for supplies that are less than $50.00 and cannot be purchased with a purchase order

Reimbursement for purchases must be pre-approved by your supervisor/building administrator

Check Request Process:

Check Requests are submitted to the Business Office once they are signed by the Building Administrator/Supervisor.  Checks are printed on Wednesdays. In order for your check to be processed, we must receive your request no later than 2:00 p.m. on Monday.

Before a check will be issued, a Check Request Form must first:

  1. Be approved and signed by your building administrator
  2. Indicate an account number
  3. Have Original Itemized receipts attached
  4. Have accurate Mileage (attach a Google Map of the shortest, most direct route) 
  5. Have Toll receipts attached
  6. Be signed by the Business Manager
Tax and tips will not be reimbursed

5.4. Conference and Workshop Approval Process:

  1. Complete a Conference Approval Request form and have it approved by your administrator before requesting a purchase order. 
  2. A purchase order must be completed and signed by the Business Manager before signing up for a conference or workshop.

5.5. Travel/Mileage Reimbursement Process:

1.  Hotel reservations are made at the Business Office on the School Department’s credit card.  When reservations are needed, a signed and coded Request for HOTEL Reservation form must be submitted to the Business Office along with a signed and approved purchase order. 

2.  Flight reservations are made at the Business Office on the School Department’s credit card.  When reservations are needed, a signed and coded Request for FLIGHT Reservation form must be submitted to the Business Office along with a signed and approved purchase order. 

3.  Mileage will be reimbursed at the IRS rate of $0.545 per mile for the shortest, most direct route. Tolls will be reimbursed only if original receipts are attached. 

4.  Cab fare, public transportation and parking fees will be reimbursed only if original receipts are attached. Tax and tip are not reimbursable.  

5.  Meal reimbursements, not including bar tabs, tips, and taxes, are not to exceed $50.00 per day.   Detailed receipts must be attached – not just credit card receipts. Tax and tips are not reimbursable.

6. Print this Mileage & Travel Reimbursement Request Form (UPDATED 8.10.18)  in order to be reimbursed along with all original receipts and this Check Request Form (UPDATED 8.01.18) signed by your building principal or appropriate director.

7.  Cash advances are not allowed.

5.5.1. Course Pre-approval & Reimbursement

5.5.2. Leave Requests (prof development, sick, personal, etc.)

Aesop is the absence management software system used to request, approve and track all types of leave requests as provided for in your bargaining agreement. Some requests may require communication with the Superintendent prior to approval. Please check your bargaining agreement document for specifics.

6. Technology Information


7. Community Services


8. Facilities & Transportation


9. Certification

General Information

The State law provides for the monitoring of certification renewal for teachers and administrators and authorization renewal for ed techs to be handled at the local level.  The individual district’s certification renewal plan is developed and approved locally and then sent to the State Department of Education for approval. Once approved, the local committee becomes an agent of the state to oversee the process and make a recommendation to the Commissioner regarding certification/authorization renewal. Separate plans are in effect for Cape Elizabeth’s teachers/ed techs and administrators. Each plan is available on the web site.

Oversight and administration of the teacher/ed tech plan is provided by the Professional Learning Community Support System (PLCSS) Steering Committee. It's members are:

  • Cathy Stankard, Chair
  • Mary Dulac, PCES rep
  • Alison Hawkes, CEMS rep
  • Chris Newell, CEHS rep
  • Kris West, Ed Tech rep

Staff Responsibilities

It is the staff member’s responsibility to maintain appropriate certification/authorization for the area(s) in which he/she is employed. 

Teachers must document six credit hours (or 90 contact hours) of professional learning every five years; ed techs must documnt three credit hours (or 45 contact hours) every five years.

Any activities for certification/authorization renewal MUST be approved by the PLCSS Steering Committee PRIOR to the beginning of the activity.

The PLCSS Steering Committee meets monthly to review PRE-APPROVAL FORMS submitted to its members. In 2017-2018, the PLCCS Steering Committee will meet in Cathy Stankard's office from 3:15-4:45 pm on the following dates:

September 12, 2017
October 10, 2017
November 14, 2017
December 12, 2017
January 9, 2018
February 13, 2018
March 13, 2018
April 10, 2018
May 8, 2018
June 12, 2018

Teacher Certification & Educational Technician Authorization Renewal Plan

10. Volunteer Services & Mentor Programs

For more information on the volunteer and mentor program please see the Volunteer Opportunities page.

Cape Elizabeth Business Office
Arlene Rochefort, Human Resources Coordinator
320 Ocean House Road
(207) 799-2217
© 2018 Cape Elizabeth School Department - 320 Ocean House Road - Cape Elizabeth, ME 04107