LEAVING DHAKA   

 

FINAL SETTLEMENT A. Settlement Procedure for Professional Staff 1. Complete each task mentioned in the "Check-out Form" and have it signed off by the respective members. 2. Hand in the completed "Check-out Form" to HR. 3. HR office will send the total unused leave status report to the Business office. Business office will calculate the amount payable as leave encashment and add it to the final paycheck. B. END OF EMPLOYMENT Exit Guidelines for Professional Staff 1. Forwarding Address a. Departing teachers must leave a forwarding mailing address, phone number, e-mail address, and fax (if available) so that they can be reached in a timely fashion should the need arise. 2. Settlement of Accounts (1) Final paycheck, minus $300 deposit and any other outstanding debts to the school will be made by direct deposit to the designated bank by the second or third week of June. (a) The $300 (per employee or family) retained from the final paycheck is to cover any expenses that need to be paid after teacher's departure. (b) Departing teachers should contact the Business Office if they feel that $300 will not be sufficient to cover their landline phone bills, the cost of sending ongoing mail via a courier service and/or their house utility bills. (c) By the end of September the Business Office will forward any the remaining sum to the teachers' new address as per teacher's request. (2) If a teacher prefers to have the final paycheck issued on the last day of school, in lieu of a direct deposit, he must contact the Business Office well in advance, so that they have sufficient time to prepare it. (3) As you will be leaving us in June, I want to let you know how the Business Office can assist with converting any excess taka cash that you may have. (a) You can turn in any amount of taka and we will deposit the equivalent amount into your salary account. We cannot give you cash dollars. (b) As many of you are now selling items, I suggest the following: ▪ Always get cash USD if possible. If not, taka. (c) As a last resort, you can take - from AISD teachers only who are continuing next year- a personal check from them drawn on a US Bank. The check must be made out to "American International School Dhaka". We will deposit that check into our school account and transfer the same amount into your salary account. 3. Phone-Fax Bills (a) These invoices are typically issued three months after the fact. (b) Teachers should estimate their monthly phone bills for the last three months of the school year in order to assist with the final accounting. 4. Cell Phone/Cable TV/Internet Bills (a) Cell Phone, Cable TV and Internet bills are the teachers’ responsibility to pay. The school will take no responsibility for the payment. (b) Teachers shall contact their cell phone, cable TV and Internet provider offices to terminate services before the departure date and pay the bill.

5. Mail

If you currently are having mail sent to: AISD #2737, 1321 Upland Dr., Houston TX 77043, you CANNOT send a change of address to the US Post Office. They will not accept it as they know the Texas address is a forwarding service. You must notify US Global Mail directly with the date of change and your new address. They will forward your mail for six months to your new address. You may contact them directly at support@​ usglobalmail.com​ .

6. Health and Disability Benefits a. The Health and Disability Benefits for all departing teachers are in effect until July 31. b. Teachers can extend the health policy coverage under COBRA provisions for a maximum of 3 months with the same terms of the AISD Group Policy. c. If COBRA is needed, please notify the Business Office within 30 days of departure how many months will be required. You must pay for this coverage before you depart Dhaka. The cost will be based on the rates charged to AISD beginning August 1. Once home, if you cancel any or all of COBRA coverage, we will refund the unused portion. d. As part of everyone's exit package for US citizens, proof of the medical insurance coverage for the full time of their employment will be provided (copy of their ID cards). 7. Disposal of Personal Items a. School-supplied items of furniture are to be left in the residence for the next occupant. If any of these items are unusable, teachers need to report this to the Director of Facilities & Operations so that replacements can be arranged. b. Items of furniture, which a teacher has purchased himself while in Dhaka (cane, wicker, rugs, etc.) must be disposed of before leaving Dhaka. If any of these items are given to the household staff, they must be removed from the premises while the teacher is present to supervise their removal. c. It is against Commissary regulations to give or sell Commissary food items to persons outside the expatriate community. This applies even to partially used items. Teachers shall give or sell Commissary food items to other expatriates only. d. It is strictly prohibited to give alcoholic beverages to household staff or other local nationals. Both opened and unopened containers of alcoholic beverages, including beer, must be sold or given to other expatriates. e. Any items that teachers wish to donate to their household staff or a local charitable organization must be moved free and clear of the premises under their supervision while they are still in Dhaka. Any such items found on the premises after they leave will become property of the school and AISD will determine if they are sold or given away. 8. Refunds from Commissary and American Club a. Teachers should begin the process for these refunds at least two weeks before they are scheduled to leave Dhaka. b. One should confer with the managers in the Commissary and American Club for necessary information and forms. 9. Termination of Household Staff a. Teachers are responsible for terminating their household staff prior to their departure from Dhaka. b. No household staff will be allowed to stay on the premises following after their departure. c. Household staff should also be instructed to leave the apartment or house in a clean and orderly fashion before their employees' departure.

10. House and Automobile Keys a. All house and automobile keys should be labeled and returned to the school on the day of departure. 11. Assistance to the Airport a. The school will provide a driver with a car or van to take teachers and their families to the airport on the day of their departure. 12. Shipment of Household/Personal Effects a. Documentation (1) AISD will notify the US Embassy Shipping Office of the list of the departing families with their individual point of origin and shipping weight allowance. (2) The change in destination point and trade off between sea and air shipping allowance, if opted, should be requested by the concerned Teacher in writing and AISD will notify the approved modification to this effect to the Embassy shipping office by April 30th. (3) The form provided by the Embassy shipping office and the moving company should be filled-in with the required shipment data by the Teacher. (4) The Teacher needs to sign the packing list and other customs papers and provide the packing list that was initially brought in. (5) No additional item can be included in the export list beyond the initial import list unless a proof of purchase is provided. (6) No item can be left behind from the initial import list unless a damage or sale report is furnished except for the electronic items, which must be taken back. (7) The US Embassy shipping office will obtain the necessary export clearance from the GOB and pursue the customs clearance through the Moving Company Agent. b. Packing of Goods (1) The Teacher will determine the preferred date and time for conducting a survey by the Moving Company crews of the goods to be shipped. The subsequent packing date and time will also be fixed by the concerned Teacher. (2) The AISD CFO, will be the designated liaison person to communicate between the Teacher, the Embassy Shipping Office and the Moving Company. (3) The Teacher’s presence is strongly recommended at the time of survey and final packing as the concerned Teacher will be required to sign the packing list and a sheet with the goods’ net weight. (4) The shipping allowance is computed on the basis of the ‘net weight’ and the net weight denotes the weight of the goods after placing it in the cardboard box. (5) One individual per family unit will be excused from school responsibilities for one school day, if necessary, while the goods are surveyed and packed out. The concerned teacher should apply for a personal day. If the employee does not have a personal day, this leave will be deducted from other accrued leaves. c. Go Ahead for Shipment (1) For any change in destination, the moving company will provide a cost estimate to be incurred for the desired change and the concerned Teacher needs to deposit the money for that extra cost with AISD. (2) In case of an excess weight shipment beyond the allowable limit, the concerned Teacher will be required to make a payment to AISD for the extra shipping cost as estimated by the Moving Company. (3) The Teacher has the option to buy an insurance policy to cover the door-to-door shipment and if so chosen, the premium amount must be paid upfront.

(4) Pet related matters will not fall under the purview of this shipment and that aspect will be handled by the concerned Teacher. d. General Issues (1) There is no other option but to process the outward shipment through the US Embassy as the export permission must be processed through them. (2) The AISD CFO, will be the contact person on shipping matters and he will be the official designated liaison person with all related issues. (3) If questions arise about the shipment, the concerned Teacher will be personally responsible to resolve the question. In case of a delay in obtaining the GOB (Government of Bangladesh) clearance on the shipment for whatever reason, the concerned Teacher must remain in Dhaka until the clearance is received. (4) If the shipment is going to the United States, the Teacher needs to sign the US customs form, which will be provided by the moving company. (5) Items purchased after coming to Dhaka either from the local market or from another country that appear to be antiques may be questioned or, at the worst, confiscated by the customs. These issues must be resolved before the final packing is done. 13. Tech Support Your AISDHAKA.ORG account will remain active for 30 days from the last day of physical employment, unless a request is made for extension. Drive/Docs If  you  have  Google Docs that should  STAY in the AISDHAKA.ORG  domain after you leave, please  be   sure  that  you  transfer  ownership  of the documents to another AISDHAKA.ORG   user.  After your  AISDHAKA.ORG    account   is  closed,  any   Google  Docs  you  own  will  no  longer  be  available  to  the  users that you shared them with.   

To transfer ownership of a document, follow these steps:  Sharing: Change owner of your docs    

Would  you  like  to  ensure  that  you  take  important  Google  Docs   with  you  when  you  leave?   Follow  these steps to export your Google Docs into static copies:   

Use  ​ Google  TakeOut  ​ to  archive   your  https://www.google.com/settings/takeout​ . 

Docs 

and 

other 

services 

as 

well 

­ 

 

It  is  recommended  (but   not required) to clean­up  your docs by putting the  ones you  really want  into  appropriate collections.    

*  If you have a Gmail  account, you can  change  the ownership of your Google Docs over to your other  account  by  sharing  the  documents  and  collections  you  wish  to  keep  with  your  personal  Gmail  account.   Once  you  see  the  documents  appear  in  your  personal  account,  create  copies of them to   preserve them when your AISDHAKA.ORG  account is deactivated.     

 

    Sites  Google  Sites  (and  Student   Digital  Portfolio  Sites)  are  not  eliminated  when   an  account  is  removed  because they  are tied to the  domain not the user.  To  maintain access to a Google Site you own after  you   leave,  you   will  need  to  make  your  personal  Google  account  an  owner  of  the site.   To do  this,  follow these steps:  Controlling  Access to Your Site  (be sure to  set your  personal Google  account  address as OWNER).  You can then make a copy of the site from your new, non­AISDHAKA.ORG account.    

Mail   For  email,  you  can  migrate  your  email  from  AISDHAKA.ORG  to  any  number  of  personal   email  systems.      It is recommended  (but  not required) to clean­up your account by deleting anything that you no longer  need before completing the steps below.  Forward any incoming mail from your AISDHAKA.ORG account to your personal account  Follow these steps  Set up an Out of Office reply in your AISDHAKA.ORG  account for any incoming messages  Follow these steps  How to Transfer Mail from AISDHAKA.ORG  to a Gmail Account (option)  Login to your AISDHAKA.ORG  Account  Enable POP for all  mail in your AISDHAKA.ORG  account Mail Settings > Forwarding  and POP.   Save changes    Login in to your personal Gmail account (may be easiest in a different browser)  Configure​  your Gmail account Mail Settings > ​ Accounts and Import  Click  ‘Add   a  POP3  mail  account  you  own’  under  Check  mail  from  other  accounts (using POP3)    Username: ​ Use your ​ [email protected]​  email address for the username  Directions are here: ​ https://support.google.com/mail/answer/13287    Click Add Account  When  you get the message “Your mail has  been  added.” Choose what you  want for  whether  you  can  send  from  your   ​ old  ​ address.  (We  recommend   “no”  so  people get  used to your new address.)  

2.20 RETENTION OF EMPLOYEE RECORDS​ A. Records of qualification, experience and performance will be maintained by the HR office for all school employees. B. The Superintendent/Principal will add to the record an evaluation of performance each year. C. The record will be used for assignment, advancement, termination and other personnel actions. D. Such records are confidential with access restricted to the Principal, Superintendent, HR Official and the individual concerned. None of the documents can be removed from the file. E. The School Board may have access to the records during executive session of Board meetings when personnel actions are under consideration. F. Information contained in the records will be made available to others only upon written consent of the employee. G. Records of previous employees are kept for a minimum of five years.

Faculty Check-out Form  2015-16  Teacher’s Name: ________________________ 

 

Grade/Position: ____________________________ 

 

This check-out procedure is designed to facilitate completion of the many tasks that need to be done at the end of the year. To speed up the process, those tasks, which can be completed prior to the last day of school are listed first. Final check-out will be done on June 9, 2016.

FOR ALL TEACHERS Collect all books and materials in your classroom or storage room, and check in materials to the Library. (Classroom materials may be left in the classroom for the current school year if you are staying for next year.)

Library (Kris Yoho/ Carol Clark)

Hand over AV materials/laptops and IT equipment (report equipment that is not working) Media Center (Reaz) Label and turn in school keys to the respective Office Manager:

Room ________________ Storeroom ________________

Desk _________________ File cabinet _______________

Office_________________ Other_____________________ Office Manager Turn in remaining report cards to school office Office Manager

All grades finished and archived Media Centre (Yeasmin) Please mention the following details if you are leaving Dhaka during the Summer Break: Departure Date _____________ Departure Flight # _____ Destination _________ Arrival Date __________ Arrival Flight #________

HR (Tanima)

    Please indicate below your contact details where you can be reached during the summer months (June-July-August): Telephone/Cell phone # _____________________________________ Email Address _____________________________________________ Location __________________________________________________ Name & contact details of person who can be contacted in case of Emergency _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

HR (Tanima)

If you are not returning to AISD in your current assignment, please leave notes for your replacement concerning your classes, procedure, location of resources with the Dean of Students (HS) /Principal (MS) / Principal (ES). Iftekhar Syed (HS)/ Lara Manasfi (ES)/ Susan Lacy (MS)

When all above items are signed off, your Principal will be available on June 9, 2016. He/She will conduct a quick room check and complete your building check-out.

Principal

FOR OVERSEAS HIRES

Personal pass code to cell phone (if applicable): General Service (Masum/Nilofer)

Telephone bills paid to Mr. Masum/Nilofer General Service (Masum/Nilofer) Name of house staff, contact number and their schedule, in case of emergency: ______________________________________________________________________ ______________________________________________________________________

     

General Service (Masum/Nilofer)

Check with Business office regarding any monies owed (pending Bills) Business Office (Watson) FOR ALL DEPARTING STAFF Terminate/Disconnect your Cell Phone, Cable TV and Internet connection. Please leave proof of payment on closed accounts

General Service (Masum/Nilofer)

Return Mobile/Grameen SIM cards General Service (Masum/Nilofer) Turn in car keys Transportation (Obaid) Turn in your employee ID card Business Office (Watson) Tagore/Wiki IT data transferred Deactivate Email address and access to Tagore & email lists

Media Centre (Reaz)

Please indicate a forwarding address, telephone number and e-mail address below: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

HR (Tanima)

FOR HS IBDP TEACHERS Leave assessments, lab hours and details for the new IBDP teachers. IB Coordinator (Mark Condon) FOR ALL TEACHERS

After you have completed all of the above, please submit your form to Tanima (HR).

     

HR (Tanima)