ROCKLAND BOCES Staff Handbook 2016-2017
w w w . r o c k l a n d b o c e s . o r g
Table of Contents BOARD MEMBERS ................................................................................................1 CENTRAL ADMINISTRATION ................................................................................1 FOREWORD ............................................................................................................2 NOTICE OF NONDISCRIMINATION ......................................................................3 REQUIREMENTS TO REPORT SUSPECTED CHILD ...........................................3 ABUSE/MALTREATMENT .....................................................................................3 CHILD ABUSE IN AN EDUCATIONAL SETTING ..................................................4 DIGNITY FOR ALL STUDENTS ACT (DASA) .......................................................9 GENERAL ...............................................................................................................9 EQUAL EMPLOYMENT OPPORTUNITY .............................................................10 JOB VACANCY ANNOUNCEMENTS ..................................................................10 EMPLOYEES REQUIRED TO HAVE A COMMERCIAL DRIVER’S LICENSE ....10 VOLUNTEERS ......................................................................................................10 POSTING OF MATERIALS ...................................................................................11 CUSTODIAL WORK ORDERS .............................................................................11 PUBLIC COMPLAINTS .........................................................................................11 COMPENSATION ..................................................................................................11 RETIREMENT ........................................................................................................12 TAX SHELTERED ANNUITIES (TSA) ..................................................................12 EMPLOYMENT ELIGIBILITY VERIFICATION .....................................................15 CERTIFICATION ...................................................................................................19 HEALTH INSURANCE ..........................................................................................19 CAFETERIA PLAN BENEFITS (IRS CODE SECTION 125) ................................21 DENTAL INSURANCE ..........................................................................................22 STUDENT INCIDENT REPORT ............................................................................23 HEALTH & SAFETY ..............................................................................................26 SEARCHES/DRUG TESTING ...............................................................................27 EMPLOYEE INJURIES .........................................................................................27 MAJOR WORK-RELATED ACCIDENTS .............................................................28 OCCUPATIONAL SAFETY AND HEALTH ISSUES ............................................32 OSHA-MANDATED SAFETY PLANS ..................................................................33 EMPLOYEE ASSISTANCE PROGRAM ...............................................................34 POLICY - SEXUAL HARASSMENT AND REGULATIONS .................................34 SCHOOL POLICIES ..............................................................................................35 NON-FRATERNIZATION POLICY ........................................................................36 CODE OF ETHICS ................................................................................................40 EMPLOYEE CONDUCT AND WORKPLACE INFORMATION ............................40 REPORTING ABSENCES .....................................................................................40 SICK BANK ...........................................................................................................41 SICK BANK FORM ............................................................................................42 SCHOOL CLOSINGS ............................................................................................43 REIMBURSEMENT FOR TRAVEL AND BUSINESS EXPENSE .........................43 MILEAGE CHART .................................................................................................46 REIMBURSEMENT FOR CONFERENCE OR WORKSHOP ATTENDANCE ......49 PERSONAL LEAVE REQUESTS .........................................................................50 UNPAID LEAVE ....................................................................................................51 i
BOCES POLICIES AND REGULATIONS ............................................................51 FAMILY AND MEDICAL LEAVE ACT OF 1993 ...................................................51 GRADUATE COURSE APPROVAL FORM ..........................................................52 REQUESTS FOR SALARY CHANGE CREDIT ....................................................52 CAREER TECHNICAL EDUCATION DEPARTMENT ..........................................53 BUDGET ................................................................................................................53 GENERAL REQUISITIONING AND PURCHASING PROCEDURES ..................53 TRANSPORTING PUPILS IN DOT-APPROVED ..................................................54 ROCKLAND BOCES VEHICLES ..........................................................................54 RULES AND REGULATIONS FOR ITINERANT STAFF .....................................55 STUDENT ACTIVITY FUND-RAISING/ACCOUNTING ........................................56 STUDENT ATTENDANCE CALENDAR ...............................................................57 ENERGY CONSERVATION ..................................................................................60 TELEPHONE DIRECTORY ...................................................................................62 APPENDIX A-BOCES BOARD OFFICE AND EMPLOYEE CODE OF ETHIC ....65 APPENDIX B- REPORTING ABSENCES ............................................................69
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ROCKLAND COUNTY BOARD OF COOPERATIVE EDUCATIONAL SERVICES BOARD MEMBERS Sandi Jeanette, President Peggy Zugibe, Vice President Wendy Adolff Bernard Charles Thomas DePrisco Deborah Gatti Ron Hansen Michael Mark Rosemary Pitruzzella The Board of Education meetings typically occur on the 2nd Wednesday of each month; please see the Rockland BOCES website (www.rocklandboces.org) for the actual meeting dates. CENTRAL ADMINISTRATION Dr. Mary Jean Marsico, Chief Operating Officer Dr. Amy Albers David Gleason Catherine O’Brien Ana Reluzco
Dr. Charlene Jordan, District Superintendent
Assistant Superintendent for Student Services Assistant Superintendent for Business & Operations Assistant Superintendent for Career & Admin. Services Assistant Superintendent for Human Resources
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FOREWORD This Staff Handbook is designed primarily to acquaint staff members with the procedures of the Board of Cooperative Educational Services (BOCES), as well as the rules and regulations governing its current activities. It is meant as a general guide to current BOCES policies, which can change at any time. The handbook does not supersede any provision of BOCES’ collective bargaining agreements. The Board of Cooperative Educational Services is the educational service agency to schools and community. It offers countywide programs in which local school districts combine their resources for quality education. It also makes available specialists to school districts on a part-time basis to augment and enrich local education programs. The quality of this service depends upon the professional competency of its staff members, as evidenced by their performance in BOCES programs and in the local schools in which they work. Our educational philosophy is to provide the experiences which are necessary to prepare students to meet life successfully. Inherent in this philosophy is the recognition that individuals differ in their capacities to learn and must therefore be challenged in their abilities. Each staff member is responsible for ensuring their familiarity with the content of this Handbook. You will receive (under separate cover) a “Staff handbook Receipt” which you are required to complete and submit to your supervisor.
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NOTICE OF NONDISCRIMINATION Rockland BOCES does not discriminate on the basis of an individual's actual or perceived race, color, religion, creed, ethnicity, national origin, citizenship status, age, marital status, partnership status, disability, predisposing genetic characteristics, sexual orientation, gender (sex), gender identity, military status, veteran status, domestic violence victim status or political affiliation, and additionally does not discriminate against students on the basis of weight, gender identity, gender expression, and religious practices or any other basis prohibited by New York State and/or federal non-discrimination laws in employment or its programs and activities. Rockland BOCES provides equal access to the Boy Scouts and other designated youth organizations. Inquiries regarding Rockland BOCES nondiscrimination policies should be directed to:
Ana Reluzco, Civil Rights Compliance Officer Rockland BOCES 65 Parrott Road West Nyack, NY 10994 (845) 627-4712
[email protected]
REQUIREMENTS TO REPORT SUSPECTED CHILD ABUSE/MALTREATMENT Under Section 413 of the Social Services Law, all licensed and/or certified school personnel (“mandated reporters”) must report suspected cases of child abuse/maltreatment. This requirement includes cases where the abuser is a parent, guardian, or other person outside of the school setting. Other school personnel may make such reports as well. The mandated reporter who first suspects or observes incidents of child abuse, neglect or maltreatment must make the report orally to the New York State Central Registry of Child Abuse and Maltreatment, telephone number: 1-800-635-1522. A mandated reporter may ask for an Administrator’s assistance with making the report. However, an employee who believes that a report is required must make a report to Child Protective Services himself/herself without delay, even if an Administrator cannot be immediately reached. The Child Protective Specialist who answers your call will ask you for as much information as you can provide about both the suspected abuse or maltreatment and the family about which you are calling. 3
Within 48 hours of an oral report, the person making the oral report must complete a written report (Form DSS-2221-A) found at: http://ocfs.ny.gov/main/documents/docs.asp?document_type=1&category_number=5) and forward it to the District Superintendent or Chief Operating Officer, who in turn will send the written report to the Rockland County Department of Social Services at: Robert L. Yeager Health Center Sanatorium Road, Building L Pomona, NY 10970 845-364-2020
CHILD ABUSE IN AN EDUCATIONAL SETTING The Education Law requires that school districts and BOCES report to law enforcement officials any allegation of child abuse in an educational setting by any school employee or volunteer. For this purpose, the term “child abuse” refers to intentional reckless infliction of physical injury, serious physical injury, or death as well as conduct that creates a substantial risk of such injury or death. It also includes sexual abuse and the actual or attempted dissemination of obscene materials to minors. The New York State Education Department recommends employees and administrators adhere to the following steps in response to allegations of child abuse in the educational setting. Duties of Employees: •
•
Upon receipt of an oral or written allegation of child abuse in an educational setting, the employee must promptly complete the Child Abuse in an Educational Setting Report Form (See Report Form on Page 7). Upon completion of the Report Form, the employee must personally deliver it to the school building administrator of the school in which the child abuse allegedly occurred.
Duties of School Building Administrators: In all cases, the school building administrator must immediately review all Report Forms received from an employee and determine if there is reasonable suspicion to believe that an act of child abuse, as defined by law, has occurred. If he or she finds reasonable suspicion to believe that an act of child abuse has occurred, additional 4
steps must be taken which differ depending upon the individual who has made the allegation.
If the Child Reports an Allegation to an Employee o o
o o
Promptly notify the parent of the child that an allegation of child abuse in an educational setting has been made. Promptly provide the parent with a written statement setting forth parental rights, responsibilities and procedures prepared in accordance with the Commissioner’s regulations (8 NYCRR §100.2(hh)). Promptly provide a copy of the completed Report Form to the District Superintendent. Promptly forward a copy of the completed Report Form to the appropriate law enforcement authorities. The report to law enforcement may not be delayed by reason of inability to contact the District Superintendent.
If a Parent Reports an Allegation to an Employee •
• •
Promptly provide the parent with a written statement setting forth parental rights, responsibilities and procedures prepared in accordance with the Commissioner’s regulations (8 NYCRR §100.2(hh)). Promptly provide a copy of the completed Report Form to the District Superintendent. Promptly forward a copy of the completed Report Form to the appropriate law enforcement authorities. The report to law enforcement may not be delayed by reason of inability to contact the District Superintendent.
If a Person other than the Parent or the Child Reports an Allegation to an Employee • •
• • •
Promptly notify the parent of the child that an allegation of child abuse in an educational setting has been made. Promptly provide the parent with a written statement setting forth parental rights, responsibilities and procedures prepared in accordance with the Commissioner’s regulations (8 NYCRR §100.2(hh)). Ascertain from the reporting employee the source and basis for the allegation and complete that portion of the Report Form. Promptly provide a copy of the completed Report Form to the District Superintendent. Promptly forward a copy of the completed report form to appropriate law enforcement authorities. The report to law enforcement may not be delayed by reason of inability to contact the District Superintendent. 5
According to NYSED, in all cases where a Report Form is forwarded to the appropriate law enforcement authorities and the employee or volunteer alleged to have committed an act of child abuse holds a certification or license issued by the Department, the District Superintendent must also refer such report to the Commissioner of Education.
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CHILD ABUSE IN AN EDUCATIONAL SETTING CONFIDENTIAL REPORT OF ALLEGATION SUBJECT CHILD
PARENT OF SUBJECT CHILD
Name Last Address
First
Name
MI
Address (if different)
School Grade Sex (M, F, Unknown) Age or Birthday (Mo/Day/Yr) SOURCE OF ALLEGATION (Check as Appropriate) 1 Child
1 Parent 1 Other - Name
__ Relationship to Child (if any)_______________
ALLEGED PERPETRATOR (EMPLOYEE OR VOLUNTEER) Name School Building
School District/Charter School _______School Position
_____
SPECIFIC ALLEGATION Use this space to provide information to describe or explain the circumstances surrounding the allegation. (attach additional sheets if necessary)
REPORTER INFORMATION Name School District /Charter School School Address School Telephone Relationship to Child (if any)_____________________________ 1 1 1
Teacher 1 School Guidance Counselor 1 School Nurse 1 School Psychologist Administrator 1 School Board Member 1 School Social Worker School personnel required to hold teaching or administrator license or certification
Date Submitted to Administrator ____/_____/____/ Signature____________________________________
FOR ADMINISTRATOR USE ONLY
FOR SUPERINTENDENT/CHARTER SCHOOL CHIEF ADMINISTRATOR OF SCHOOL USE ONLY
Reasonable Suspicion _______No
_______Yes
Date Submitted to Superintendent /Charter School Chief Administrator_____/_____/_____
Reasonable Suspicion _______No
_______Yes
Date Submitted to Law Enforcement _____/_____/_____
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Name/Signature _______________________________ Date Submitted to Law Enforcement _____/_____/____ Name/Signature ________________________________
Name/Signature________________________________ _ Date Submitted to Commissioner
/
/
Name/Signature________________________________ _
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DIGNITY FOR ALL STUDENTS ACT (DASA) DASA prohibits discrimination against and/or harassment of students on school property and at school functions by students and/or employees. DASA provides that it is the duty of all school personnel to report incidents of any such behavior to their building principal, other administrator or the Dignity Act Coordinator in their building. See the Rockland County BOCES DASA resource page for more information, contacts and response procedures: http://www.rocklandboces.org/human-resources/nysdignity-for-all-students-act/
GENERAL The Board of Cooperative Educational Services of Rockland County is the legal entity through which component school districts combine their resources to carry out studies, develop specialized facilities, and offer programs throughout the region. The State Education Department visualizes BOCES as a vehicle for broadening educational offerings among its component districts, and also for the regionalization of research, experimentation, and programs through contacts among neighboring BOCES. Our Board is constantly seeking from component districts evidence of need for new programs and takes leadership in making suggestions for innovation to the districts. It brings worthwhile ideas to practical fruition. The Board of Cooperative Educational Services concerns itself with the total educational scene in Rockland County - - public, private, and parochial -- and with the total community, from the affluent to the disadvantaged. The extent of its activities and programs is circumscribed by law and by the rules and regulations of the State Education Department. There is every reason to believe that legislation and regulations will continue to enlarge the shared services concept, particularly vital in a time when school districts are experiencing serious fiscal challenges that must be addressed.
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EQUAL EMPLOYMENT OPPORTUNITY Rockland BOCES does not discriminate against any employee or applicant for employment because of race, color, religion, gender, age, national origin, disability, military status, genetic information, sexual orientation, gender identity, or on any other basis prohibited by law. Employment decisions will be made on the basis of each applicant’s job qualifications, experience, and abilities. Employees with questions or concerns relating to discrimination on any of the basis listed above should contact the Assistant Superintendent for Human Resources. JOB VACANCY ANNOUNCEMENTS Announcements of job vacancies by position and location are distributed on a regular basis and posted at the central administration building, program offices, and on OLAS. EMPLOYEES REQUIRED TO HAVE A COMMERCIAL DRIVER’S LICENSE Any employee whose duties require a commercial driver’s license (CDL) is subject to drug and alcohol testing. Teachers, coaches, or other employees who primarily perform duties other than driving are subject to testing requirements when their duties include driving. Concerns relating to alcohol and drug policies and related educational material should be addressed to the Assistant Director of Transportation. VOLUNTEERS The Board of Education and Rockland BOCES recognize that a meaningful and relevant volunteer program supports programs and provides opportunities for more efficient use of resources. The volunteers serve without compensation or employee benefits except for liability protection under the insurance program. The Building Administrator will oversee the selection and utilization process. A list of building level volunteers should be forwarded to the Office of Human Resources and should be updated monthly. The District Superintendent (DS) or Chief Operating Officer (COO) will provide a list of volunteers to the Board of Education for review. The DS or COO reserve the right to approve or reject volunteer applications submitted.
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POSTING OF MATERIALS All materials to be posted on Rockland BOCES property must be approved by the Building Administration and must conform to the adopted Policy or established guidelines. The District Superintendent or Chief Operating Officer will make the final determination in situations needing clarification of District Policy. All materials displayed in the classroom must be directly related to the curriculum. The building principal must approve materials to be put in the hallway. Outside organizations or individuals must gain approval from the District Superintendent, Chief Operating Officer or designee prior to the distribution or posting. CUSTODIAL WORK ORDERS Any request for custodial services involving repairs to building, grounds and equipment should be submitted using the Work Order Form established for Rockland BOCES. Situations identified as an emergency by a Building Administrator should be handled as a priority and communicated to the Facilities Manager. PUBLIC COMPLAINTS Constructive criticism of programs is welcomed by the Rockland BOCES Board of Education when it is motivated by a sincere desire to improve the quality of the educational program or to equip the schools to do their tasks more effectively. Although no members of the community will be denied the right to bring their complaints to the Board, they will be referred to the proper administrative channels for solution. Exceptions may be made when the complaints concern Board actions or Board operations. The Board expects staff to receive complaints courteously and to make a proper reply to the complainant. COMPENSATION Paychecks are distributed bi-weekly according to the Payroll Calendar. Teachers may choose either of two methods of pay distribution (22 or 26 pays - notify Payroll). See the BOCES Staff Association (BSA) Contract. Choice of option should be made at the time of employment or prior to the start of the school year. All other employees shall be paid in accordance with their particular Contract provisions. All employees are requested to be paid via direct deposit. 11
Withholding exemption (W-4 and IT-2104) forms obtained from the Office of Human Resources are to be completed by each new hire. Anyone wishing to change their exemptions must submit a new W-4 and IT-2104 form to the Office of Human Resources. This submission will generate the change in your payroll deductions. RETIREMENT Full-time certificated employees are mandated to join the New York State Teachers' Retirement System (NYSTRS); enrollment in the NYSTRS is optional for substitute certificated or part time certificated employees. All classified employees (civil service staff) have the option to join the New York State Employees' Retirement System. Enrollment in either retirement system entails mandatory salary deductions. Anyone wishing information about retirement system enrollment should call Extension 4714 (for civil service employees) or Extension 4715 (for certificated employees). TAX SHELTERED ANNUITIES (TSA) A tax-sheltered annuity, referred to as a 403b plan, enables employees to have monies deducted from their salaries in order to accumulate extra savings and extra funds for retirement. The advantage to the employee is that the income taxes on the amounts withheld by BOCES will be deferred. The earnings on the contributions made will also be tax deferred. A tax-sheltered annuity program is available to all Rockland BOCES employees through The OMNI Group (third party administrator). Please visit the OMNI website www.omni403b.com and click on Participants. Under Employer Plan info, locate Employer State (New York), Employer Name (Rockland BOCES) from drop down buttons. Click on Show Details for a complete listing of participating vendors. Each interested employee is responsible for contacting a vendor and establishing a TSA account. All necessary forms are available for downloading and a complete list of all approved vendors is on the website. Forms may also be obtained from the Payroll Department. Once completed, the form must be forwarded to the Payroll Department for processing.
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EMPLOYMENT ELIGIBILITY VERIFICATION As a result of the Federal Immigration Reform & Control Act of 1986, all new staff members must complete Form I-9, Employment Eligibility Verification (see next page), and must produce documents establishing identity and employment eligibility no later than their third working day (see page 9 for list of acceptable documents). These forms are available in the Office of Human Resources. Additionally, in accord with the Safe Schools Against Violence in Education Act (Project SAVE), all prospective BOCES employees must be fingerprinted and cleared for appointment by the New York State Education Department in order to be appointed. Prior to being cleared for employment, a prospective employee may receive, subject to the applicable regulations of the Commissioner of Education, either a conditional appointment or an emergency conditional appointment which are both subject to a final determination as to clearance by the State Education Department. The New York State Education Department has established a fee (currently $102.00) payable by certified check, money order, or credit card, to cover the cost of processing fingerprints.
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CERTIFICATION Administrators, supervisors, teachers, and teaching assistants must meet certain certification requirements of the New York State Education Department to be employed and maintain their positions. The Board of Cooperative Educational Services must report each year, to the State Education Department, the certification status of each professional staff member. Certification regulations are strictly enforced by the Rockland County BOCES and the Division of Teacher Education and Certification in Albany. The regulations for certification as a teacher and as a teaching assistant have changed and will continue to change over the next few years. All candidates for a teaching certification must be fingerprinted prior to the certification being issued. All new employees must be fingerprinted and cleared by the New York State Department of Criminal Justice Services and the FBI prior to the start of employment. In addition, two, 2-hour courses - “Child Abuse” and “School Against Violence in Education” (“SAVE”) - concerning the identification and prevention of violent behavior and the Identification of Child Abuse and a six-hour Dignity for All Students Act (“DASA”) workshop must be completed by all prospective teachers and teaching assistants, and current teachers obtaining a new certification. Information about these courses may be obtained from our Professional Development Center or Office of Human Resources. Each administrator, supervisor, teacher, and teaching assistant is personally and professionally responsible for maintaining a valid certification and ensuring that a copy of the current certificate is on file in the Office of Human Resources. HEALTH INSURANCE Empire Plan Processing of new employee forms and inquiries are handled by the Benefits Department. When hired, all eligible new staff members must contact the benefits office by calling (845) 627-47l6 (internal extension 4716) to set up an appointment to complete the required forms for health insurance. If you apply for health insurance within the first month of employment, your insurance will usually become effective the first of the month following your first month of employment. If you do not apply for health insurance within the first month of employment, there will be a 3-month waiting period before your coverage will begin. An identification card will be mailed to all new enrollees and their eligible dependents. The card will include the identification number. Our group number is 30500 and does not appear on the card. If you do not wish health insurance, there is a declination form you must complete. Please see the Benefits Coordinator to determine if you are eligible for a payment for declining health insurance. 19
Please notify the benefits office should there be any changes in your dependent status. The following types of dependents are eligible for coverage under your health insurance enrollment: o Your domestic partner. o o Your spouse or a legally separated spouse is eligible for coverage under the program, but a former spouse is not. o o Your children under 26 years of age. o o Your unmarried child 19 years of age or older who is incapable of selfsupport by reason of mental or physical disability and who became so incapable before reaching 19. The eligibility of such a dependent should be established as early as possible. This should be done at the time of your enrollment if the child is age 19 when you first enroll in the program; eligibility for continued coverage should be established at the time of the child's 19th birthday. The form “Statement of Disability Dependent 19 Years of Age or Older” is available from the benefits office. All health benefits are under the Empire Plan, but are broken up into divisions as follows and can be reached by calling 1-877-769-7447: Empire Blue Cross/Blue Shield New York Service Center P.O. Box 11815 Albany, NY 12211-0815
Hospitalization Coverage
United Healthcare P.O. Box 1600 Kingston, NY 12402-1600
Medical/Surgical Coverage
CVS Caremark
Prescription Drugs
Value Options P.O. Box 1800 Latham, NY 12110
Mental Health and Substance Abuse
Upon retirement, if you meet the requirements, you can continue in the group plan; there is a contribution charge for all retirees.
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CAFETERIA PLAN BENEFITS (IRS CODE SECTION 125) FLEXIBLE SPENDING ACCOUNTS Employees are eligible to participate in Flexible Spending Accounts offered under IRS code Section 125. These accounts allow employees to put money aside on a pretax basis for Unreimbursed Medical Costs and Dependent Care. A third party administrator (currently Take Care by Wage Works) handles employee claims made on these accounts. INSURANCE PREMIUMS This option enables employees to pay certain insurance premiums on a pretax basis (i.e., health and dental insurance). SUPPLEMENTAL INSURANCE BENEFITS At their own expense, employees may enroll in the supplemental insurance program(s) through AFLAC. Premiums for these programs may be paid through payroll deduction and may be offered on a pre-tax basis. Current programs being offered are Personal Cancer Indemnity, Short-term Disability, Life, Dental and Hospital Protection. ENROLLMENT -
New Employees will have 30 days from their date of hire to elect enrollment in the Cafeteria Plan Benefits.
-
all employees will have the opportunity to elect/change enrollment during the annual open enrollment period.
PLAN YEAR The plan year runs from January 1 through December 31. COBRA (The Consolidated Omnibus Budget Reconciliation Act) Information concerning the Continuation of Coverage Law and the State Health Plan and Dental Plan is available from the Benefits Department. Employees or employees’ dependent(s) who were previously enrolled and are not covered under any other health plan may continue coverage for a limited period of time at full premium rates plus a 2% administration fee. Notification to the Benefits Department (627-4716) must be made within sixty days of the employee’s or employee's dependent(s)’ loss of previous coverage. 21
DENTAL INSURANCE When one year of employment has been completed, staff members who have completed an enrollment form will be automatically enrolled in the dental plan. The effective date of coverage will be the first day of the month following the one-year anniversary date. At the time of enrollment, benefits and method of processing claims will be explained. Dental claims are processed through Delta Dental under group #10098NY. The address and phone number is: Delta Dental of New York P.O. Box 2105 Mechanicsburg, PA 17055 1-800-932-0783 Please notify the benefits office should there be any changes in your dependent status. The following types of dependents are eligible for coverage under your dental insurance enrollment. •
Your spouse. (A legally separated spouse is not eligible for coverage under the program).
•
Your unmarried children under 19 years of age.
•
Your unmarried children 19 years of age or older but under 23, who depend on you for their support and who are full-time students at a secondary or preparatory school or college or other accredited educational institution. No one will be eligible as a dependent while covered as an employee or while in military service.
•
An unmarried child 19 years or over may continue to be eligible as a dependent if he cannot support himself because of mental illness, developmental disability, mental retardation, as defined in the mental hygiene law, or physical handicap that began before age 19, or age 23 if the child is a student and he is mostly dependent on you for support and maintenance. Proof of these facts must be given to your employer within 31 days if it is requested. Proof will not be required more than once a year after the child is 21.
•
Dependents in military service are not eligible.
•
Upon retirement, dental coverage will cease on the last day of the month of formal retirement. (See COBRA, previous page.)
All health benefits will cease on the last day of the month of termination of employment.
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STUDENT INCIDENT REPORT Student Incident Each staff member should become familiar with the Student Incident Report, which is designed to enable staff members to report incidents involving students, whether or not such incidents involve personal injury. This form should be used in the event that a student is involved in any incident or activity that is unusual or of such a nature that a report is required (see page 24 for a copy of the Student Incident Report form). The top two sections of the Incident Report Form should be completed by the appropriate staff member. If no personal injury is involved, the report should then be forwarded to the program supervisor for further action. Personal Injury to Students Every precaution should be taken to avoid accidents. Conditions that are (or could be) dangerous should be reported immediately to the program director. Instruction in safety should be given whenever appropriate. If an accident involving a child should occur, a program supervisor is to be notified immediately and the nurse is to be summoned. No statements should be made to any non-BOCES personnel without the approval or involvement of the program supervisor. If First Aid is required on an immediate or emergency basis, in the absence of a nurse, it should be administered by a teacher or staff member. If the incident does necessitate medical attention, the student’s parent(s) and/or family physician should be notified as soon as possible. School personnel should not provide any type of medicine (including aspirin) to students. It is vital that every accident be reported to the nurse as soon after the occurrence as possible. Refer to the Emergency Response Manual, which is located in your supervisor's office. This manual has specific instructions for various injuries. In the event that a student is injured, the Student Incident Report should be completed in its entirety. The form should then be routed as follows: Student Services: To the Supervisor for review, then forwarded to the Assistant Superintendent for Student Services; Career & Technical Education: To the Principal of Career & Technical Education.
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HEALTH & SAFETY Emergency Response Plans The safety and well-being of the students and staff of Rockland BOCES is a priority. Although emergencies and disasters can never be predicted, development and maintenance of Emergency Response Plans (ERPs) for all Rockland BOCES campuses are in place to help minimize the impact from such occurrences. These building-level tactical plans contain responses and mitigation procedures to occurrences such as fire, acts of violence, civil emergencies and natural disasters; students and staff periodically practice multi-hazard drills. The ERPs are updated on an annual basis through the collaboration of the Chief Emergency Officer, each Campus Safety Team and Administrators; these plans must remain confidential and are not subject to the Freedom of Information Law (FOIL). Photo Identification Card and Key Card 1) Issuance of Photo Identification Card and Key Card: A Rockland BOCES photo identification card and key card (used to grant employees access into their building) will be issued to all BOCES employees by the Health & Safety Department. New employees will receive their cards at the time of hire. It is the responsibility of each respective BOCES supervisor and/or director to ensure these cards are issued to each employee and that each employee visibly wears them during BOCES working hours. 2) Lost Photo Identification Card and/or Access Card: When a Rockland BOCES-issued photo identification card and/or key card is lost by any BOCES employee, it is that employee’s responsibility to immediately report this loss to their supervisor or director, who, in turn, must immediately notify the BOCES Health & Safety Department so that a new card(s) can be issued. BOCES employees who lose either of these forms of identification will be provided a replacement one, at no charge, in the first instance. A $10.00 replacement fee will be assessed for each following instance where identification is lost. 3) Terminated or Resigned Employees: Upon either the termination or resignation of an employee from Rockland BOCES, it is the responsibility of that employee’s supervisor and/or director to collect the individual’s photo identification card and key card and to return these items to the Health & Safety Department.
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SEARCHES/DRUG TESTING Searches in the workplace, including accessing an employee’s desk, BOCESowned computer, file cabinets, or work area to obtain information needed for business purposes, may occur and do not require the employee’s permission. Employees should have no expectation of privacy in those places. EMPLOYEE INJURIES In order to comply with Federal, State, and County regulations with regard to employee injuries/illness and matters of occupational safety, the following procedures are outlined: Employees should immediately report to the nurse all injuries sustained during employment with regard to the individual accident. The employee/nurse will ensure that a “Report of Employee Accident” Form is completed. Once the form is completed, the employee/nurse shall forward the form to the appropriate offices in accordance with the following directions: A.
The employee/nurse shall forward the accident report to the building supervisor. The supervisor shall forward the original to the program director’s office who, in turn, will forward the original to the Human Resources Office, attention: Employee Benefits. The employee benefits office in Human Resources will complete the form(s) and forward appropriate materials to the Workers’ Compensation Board and BOCES insurance carrier.
B.
Employees should choose their own medical facilities, making certain to advise doctors and hospitals that BOCES is the employer and that workers’ compensation insurance is in effect. If the injury/illness results in lost time, the employee benefits office in Human Resources should be advised of the actual or anticipated period of disability, and the date the injury/illness occurred. Notification must be in writing. A copy of the “Employee Accident Report” Form that is to be used is attached for your information.
C.
For any incident in which the employee was injured by what he/she believes to be an “unprovoked assault”, an additional “possible unprovoked assault” form must be forwarded to the Human Resources office attention Employee Benefits. These forms are available from your supervisor and the Employee Benefits office in Human Resources. The BOCES may require that the employee be examined by the BOCES physician.
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MAJOR WORK-RELATED ACCIDENTS As required under 12 NYCRR Section 801.39, whenever a work related accident occurs that is fatal to one or more employees, or which results in the hospitalization of two or more employees, the employer shall report the accident immediately, or in no case later than one hour after he/she becomes aware of the accident, to the nearest office of the New York State Department of Labor, Division of Safety and Health. 1.
When and where appropriate, the on-site administrator shall immediately contact the appropriate emergency personnel (i.e., police, fire, etc.).
2.
The supervisor shall immediately report the incident to the central office administration for appropriate follow-up as articulated in the Emergency Manual.
3.
The Health and Safety Department, located at 65 Parrott Rd., West Nyack, NY, should be immediately informed of the incident. The appropriate forms and reports shall be completed.
4.
Nothing at the scene of the accident should be moved or altered, except when needed to remove persons or render emergency care, until the Department of Labor or other authorities have approved.
28
29
30
INSTRUCTIONS
1.
If you do not see a doctor immediately, but do find it necessary to visit a doctor at a subsequent time, you must immediately inform Employee Benefits in the office of Human Resources upon seeing the doctor.
2.
Be sure to inform the doctor/hospital that injury is a “Workers’ Compensation” claim (DO NOT USE YOUR PRIVATE INSURANCE) and the billing should be sent to :
Wright Risk Management 333 Earle Ovington Blvd., Suite 505 Uniondale, NY 11553 (516) 227-2300, ext. 2433 Policy #W862825
3.
When reporting your absence to the Registry, please report it as a “Work Related Injury” and give the date the injury occurred. This is extremely important because you may receive a reimbursement of sick days used.
4.
If you are aware that your injury may keep you home for a long period of time, please notify your immediate supervisor and Employee Benefits in the Office of Human Resources.
FLOW OF EMPLOYEE ACCIDENT REPORT FORMS: -
Employee completes the Report of Employee Accident form and gives it to the School Nurse.
-
School Nurse faxes a copy of the form to the Human Resources Benefits Office at: (845) 623-1859 and forwards the original form to the employee’s supervisor for signature.
-
Employee’s supervisor forwards the original form to the Assistant Superintendent or Division Head for signature.
-
Assistant Superintendent or Division Head forwards the original form to Human Resources Benefits Office for processing and filing.
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OCCUPATIONAL SAFETY AND HEALTH ISSUES BOCES has established an ongoing safety and risk management program in an effort to comply with Federal, State and County regulations and to provide a place of employment that is safe and free from recognized hazards. It is important that all employees perform their jobs in a safe manner. Listed below are the contact persons for various issues regarding occupational safety and health. Issues regarding safety and health, at the building level, are to be initially addressed with the supervisor/principal of the program; if further action is deemed appropriate, the following individual(s) should be contacted by the supervisor/principal of the program: Issue
Contact
Phone #
Asbestos
John Gulino
627-4762
Right to Know
John Gulino
627-4762
Emergency Planning
John Gulino
627-4762
Infection Control
John Gulino
627-4762
General Safety
John Gulino
627-4762
Recycling
Timothy Adams
627-4752
Pesticides
Timothy Adams
627-4752
Components of the Rockland BOCES safety program require that all employees – both new and existing – receive various types of safety training at the time of hiring and on an annual basis. All employees will annually receive information regarding the safety training classes that they must complete; this is to be done online, and in some cases, via live instruction. The Safety and Risk Management Department will maintain all employee-training records and submit compliance reports to Human Resources regularly; supervisors will also be provided with summary reports of the training status of their employees and will be responsible for ensuring that employees complete the required training.
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OSHA-MANDATED SAFETY PLANS Rockland BOCES is also required to have safety plans on each of our campuses as mandated by the Occupational Safety and Health Administration (OSHA). These include: a Hazardous Communications Plan, an Exposure Control Plan, a Lockout Tagout Plan, a Confined Space Plan, a Hazard Assessment Plan, and where applicable, a Chemical Hygiene Plan. These plans are updated and/or recertified on an annual basis by the Rockland BOCES Safety & Risk Management Department to adhere to any new requirements set forth by OSHA; each are available to be viewed by our employees during normal business hours. INFECTIOUS DISEASE – BLOOD BORNE PATHOGENS In accordance with Federal and State regulations, employees that have a reasonably anticipated exposure to blood or body fluids, as a function of their job, shall be afforded by the BOCES the protection outlined in the most current regulations and guidelines. Environmental Issues 1. It is prohibited to bring onto district property or to use on district property any of the following substances: Pesticides Insecticides Fungicides Rodenticides Pest Control Materials Cleaning Products Solvents Chemicals Please be advised that in certain instances bringing these materials to work may not only create an unsafe situation; it could result in criminal violations of both State and Federal Laws. Should you have any pest-related problems, please notify your building supervisor and the situation will be addressed. Should you have any concerns regarding the cleaning or sanitation of the facilities, please contact your supervisor.
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EMPLOYEE ASSISTANCE PROGRAM An Employee Assistance Program (EAP) is an employee benefit designed to provide a highly confidential source of help for people whose personal and/or health problems seriously affect their lives and may be reflected in the quality of their job performance. The Board of Cooperative Educational Services and its employees recognize the need for making help available for employees to overcome physical, mental, emotional, or healthrelated problems that could affect their ability to fulfill their responsibilities and maintain an excellent educational program. EAP, a referral and counseling service for Rockland BOCES employees and members of their immediate families, is such a program. If you or a member of your family are experiencing financial, family, emotional, mental, or legal problems; health-related problems; work-related stress; or the use of alcohol or other drugs, you are urged to contact the Employee Assistance consultant (845-638-8880). There is a booklet on the program available in the Office of Human Resources. POLICY - SEXUAL HARASSMENT AND REGULATIONS The Rockland BOCES policy on Sexual Harassment can be located on the Rockland BOCES website at: http://www.rocklandboces.org/board-of-education/board-policies/ Policy #0110 - “Sexual Harassment” Title VII of the 1964 Civil Rights Act and Title IX of the 1972 Federal Education Act prohibit discrimination on the basis of race, color, sex, age, or national origin. It is our policy to regard sexual harassment as a very serious matter and prohibit it at Rockland BOCES by any person and in any form. If you believe you have been sexually harassed, notify your supervisor. Employees shall not engage in prohibited harassment, including sexual harassment, of other employees or students. While acting in the course of their employment, employees shall not engage in prohibited harassment of other persons, including board members, vendors, contractors, volunteers, or parents. A substantiated charge of harassment will result in disciplinary action. Employees who believe they have been discriminated or retaliated against or harassed are encouraged to promptly report such incidents to the campus principal, supervisor, or appropriate district official. If the campus principal, supervisor or district official is the subject of the complaint, the employee should report the complaint directly to the superintendent. A complaint against the district superintendent may be made directly to the Board. 34
SCHOOL POLICIES All staff is responsible for attending mandated trainings and for knowing and following school policies. Copies of all policies are not included in this booklet but can be found in the Policy Book of Rockland BOCES. Policy books are available in Directors’ offices, District Clerk’s office and the Office of Human Resources. Policies may also be accessed on the Rockland BOCES website at: http://rboces.campusdemo.net/home/board-ofeducation/board-policies/
While all policies are important, listed below are some of the policies which are most often reviewed: Code of Conduct (#5300) Student Attendance (# 5700) Sexual Harassment (#0110) Non Fraternization (#9630) Disclosure of Wrongful Conduct (#9645)
Fingerprinting of New Employees (#9245) Administration of Medication (#5420-R) Reporting of Child Abuse (#9620) Tobacco Use (# 1530)
Note: The Code of Conduct may be accessed at the Rockland BOCES website at: http://www.rocklandboces.org/files/2015/10/BOE_Policies_5300CODE-OFCONDUCT2015-1rdpwhh.pdf
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NON-FRATERNIZATION POLICY
36
WRONGFUL CONDUCT POLICY
37
38
39
CODE OF ETHICS A copy of the BOCES’ Code of Ethics can be found in Appendix A. EMPLOYEE CONDUCT AND WORKPLACE INFORMATION Personal Appearance and Demeanor You are an essential partner in the educational operation of the Rockland BOCES and, as such, you serve as a role model for students within the system. This is an important responsibility. Your dress and grooming should be appropriate to your position. As a BOCES employee, you often provide the public the first, and sometimes the only impression of the BOCES. You may greet the public by telephone or in person. Information must be accurate and should always be exchanged in a courteous manner. Complaints or criticism should be handled with tact. If you are uncertain how to handle a situation, please talk with your principal or supervisor. It is also expected you show the same courtesy and respect to your fellow employees, and to students. REPORTING ABSENCES Regular attendance of all employees is critical to the success of the BOCES programs. It is expected that sick leave will be used only when staff members are too sick to perform their duties. However, it is understood that there are circumstances that make absences unavoidable. Your union contract may provide for limited leave days for illness in your family, bereavement, and other specified reasons. When absences are necessary, it is each individual employee’s responsibility to report their absence into AESOP in a timely manner (ideally before the school day begins). Only if/when an employee experiences difficulty in entering the absence themselves, may they request assistance from the Teachers Registry or their program’s Attendance Monitor.
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To report your absence, please use the following procedure: A.
B.
Whom to Notify Staff Category
Contact
Phone #
Special Ed./Career Ed. Instructional Staff (Teachers, Teacher Assistants, Crisis Assistants, Related and Itinerant Staff)
School Registry
Via the AESOP web-site or phone 800-942-3767
Clerical Staff (all programs)
School Registry
Via the AESOP web-site or phone 800-942-3767
All other BOCES Staff
Supervisor
Department Number
When To Make Notification Calls can be made to the AESOP System 24 hours per day, 7 days per week. Absences requiring substitutes must be reported by 6:00 a.m. of the morning of the absence. Whenever possible, such absences should be reported to the system prior to the day of the absence.
C.
Information To Supply On Your Absence Follow the AESOP prompts as you call into the automated system. Using the web-site is easier and highly recommended.
Appendix B contains the AESOP Phone System Instructions for Substitutes and Internet instructions. SICK BANK BASA, BSA and BTAA unit members who have depleted all of their paid sick time due to serious illness or injury may submit an application to request approval to withdraw days from the Sick Bank. A committee will review the application and determine approval or denial of the request. *Refer to the BASA, BSA and BTAA contracts for more details regarding the Sick Bank.
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SICK BANK FORM
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SCHOOL CLOSINGS During inclement weather, when it will be necessary for classes to be closed, Radio Stations WVOX (1460AM), WRCR (1300AM), WFAS (1230 AM), AND WHUD (100.7 FM), and 1640 the County Emergency Radio Station will carry an announcement early in the morning of the particular day in question. Closing will also be listed on the Rockland BOCES website www.rocklandboces.org and on News Channel 12. When a school district is closed, any BOCES classes located within that district are automatically canceled. When a school district is closed because of hazardous driving conditions within that district on a day when BOCES classes are scheduled, the BOCES students from that district will not be required to attend any BOCES classes at any location, and BOCES transportation will not be provided. When five or more Rockland County districts are closed on a day when BOCES classes are scheduled, the BOCES complex at 65 Parrott Road, and classes at Hilltop, Nyack/BERC will also close. Those BOCES classes operating within those local school districts remaining open and the itinerant and district-based teachers serving those local schools will abide by the operating procedures of those districts. BOCES staff members will abide by the existing BOCES agreements in their negotiating unit. REIMBURSEMENT FOR TRAVEL AND BUSINESS EXPENSE The following regulations shall apply for reimbursement for expenses actually and necessarily incurred by BOCES employees in the performance of their official day-to-day duties. It shall be the duty of the Assistant Superintendent for Business & Operations Services to provide any forms required by these regulations and to see that the regulations are enforced. All employees must obtain prior approval from their immediate supervisor/principal for all travel. The program director shall monitor the activities of his/her staff and approve the reimbursement of expenses. Such approval shall indicate that the expense was incurred for a legitimate BOCES activity and that funds are available. All claims are subject to review by the Business Office. To be in compliance with Board Regulation R-4139, requests for reimbursement for meals, lodging, travel and other expenses shall be made at least monthly and must be submitted no later than the 10th of the month following the travel expense. (Example: Claims for period September 1st to the 30th must be submitted by October 10th.) Claims submitted late will not be paid. There will be no exceptions. The judgment of the employee shall be applied as to “necessary and reasonable”; however, it should be understood that claims are subject to audit and adjustment and shall be filed in accordance with the following guidelines: 43
Meals a.
b.
1.
BOCES employees will be reimbursed for their "reasonable and necessary" expenses during the normal hours of employment under the following circumstances: 1.
When having a meal with an out-of-town official, including an official of a component district, when the meal is for the purpose of having a meeting at which eating was an incidental part.
2.
When attending, or participating in, a regularly scheduled meeting of an organization held for school business purposes.
3.
When having a meal as a part of an interview process, a BOCES employee will be reimbursed for the candidate's and his/her own meal.
Except as stated above, BOCES employees will not be reimbursed for expenses under the following circumstances: 1.
Employee's own meal when entertaining a visitor or guest.
2.
Meal expenses of visitors, guests and other employees.
3.
When meals are held primarily for social purposes, such as retirement dinners.
4.
The purchase of alcoholic beverages.
Mileage BOCES will reimburse employees for authorized business mileage from one place of business to another, either within or outside of the County, but not for commutation from home to work or from work to home. The reimbursable rate shall be in accordance with IRS regulations. To be in compliance with Board Regulation R-4139, all vouchers for mileage expense shall be made at least monthly and must be submitted no later than the 10th of the month following the travel expense. (Example: Claims for period September 1st to the 30th must be submitted by October 10th.) Claims submitted late will not be paid. There will be no exceptions. Vouchers must be approved by the supervisor/principal.
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If an employee serves in more than one school during a school day, mileage shall be figured from the school where he/she first reports to the other school. Mileage for attendance at required meetings and any legitimate business for BOCES shall be computed from the school where the employee last served. The distances stated on the Mileage Chart (pp. 46-48) have been updated and are based on calculations from Mapquest. Employees must submit Mapquest or Google Maps printouts for non-local destinations not listed in the staff handbook. Miscellaneous Expenses (Receipts Required)
2.
a.
No employee is authorized to obligate BOCES for purchase of gifts, such as flowers, greeting cards, presents or other items of a personal nature, either for employees or non-employees. No such expenditures will be reimbursed.
b.
Reimbursement may be made for gratuities, limited to 15%, per Rockland BOCES Policy. Tips may be included with amounts reported for meals, or treated as a separate expenditure.
c.
All supplies and materials for which employees are reimbursed shall become the property of BOCES.
d.
Reimbursement shall be denied for claimed expenses not covered by original receipts, gratuities excepted.
Federal and State Projects Expenditures of funds derived from Federal and State funded projects are subject to the same regulations as are General Fund expenditures, except when the approved projects state otherwise.
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MILEAGE CHART The following mileage’s have been clocked and will be used by the Accounts Payable Department in processing claims for mileage reimbursement. FROM BOCES Main Campus Parrott Road “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “
NO. OF MILES ONE WAY
TO Bardonia Elementary Birchwood Elementary BOCES Ed Resource Center (BERC) Cherry Lane Elementary Chestnut Grove Elem. (Clarkstown CSD) Chestnut Ridge Middle School Clarkstown High School North Clarkstown High School South Connor (Richard P.) Elementary Correctional Facility, New City Cottage Lane Elementary School East Ramapo Central (Admin) Eldorado Elementary Elmwood Elementary Evans Park Elementary Farley Elementary School Felix Festa Middle School Fieldstone Middle School Fleetwood Elementary Franklin Avenue Elementary Good Samaritan Hospital. Grandview Elementary Haverstraw Elementary School Haverstraw-Stony Point Admin. Office Helen Hayes Hospital Hempstead Elementary Highview Elementary Hilltop School Program @ Neary Elem Jawonio
46
1.49 3.57 5.46 10.60 1.87 4.58 3.16 1.59 11.78 3.7 6.34 6.63 6.99 6.52 5.01 11.85 .17 9.52 8.76 5.98 11.18 6.5 8.07 9.69 9.45 5.77 3.48 8.3 4.35
MILEAGE CHART – Continued FROM BOCES “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “ “
TO Kakiat Elementary Lakewood Elementary Laurel Plains Elementary Letchworth Village Liberty Elementary Lime Kiln Elementary Lincoln Avenue Elementary Link Elementary Little Tor Elementary Miller, George Elementary Montebello Elementary Nanuet Middle School (MacArthur Barr) Nanuet Senior High School New City Elementary Neary Elementary (Hilltop School) No. Garnerville Elem. (NRCSD Admin) North Rockland High School Nyack Hospital Nyack Middle School Nyack Senior High School Pearl River Middle School Pearl River High School Pomona Middle School Pomona Mental Health Putnam/N. Westchester BOCES Ramapo Central Admin. Office (Hillburn) Ramapo High School Rockland Community College Rockland Learning Center – New City Rockland Mental Health Center – Pomona Rockland Psychiatric Center Schaefer, William Elementary Sloatsburg Elementary South Orangetown Middle School Southern Westchester BOCES Spring Valley High School
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NO. OF MILES ONE WAY 4.66 7.74 .98 10.05 5.62 10.11 6.03 2.67 3.48 3.45 10.64 2.91 3.05 2.9 8.3 9.69 10.02 5.4 5.2 4.57 6.58 5.6 6.59 5.33 30.54 15.14 4.84 6.61 5.22 5.33 7.88 8.13 16.7 5.14 22.46 5.47
MILEAGE CHART – Continued FROM BOCES “ “ “ “ “ “ “ “ “ “ “ “ “ “ “
TO St. Agatha’s Home Stony Point Elementary Strawtown Elementary Suffern Middle School Suffern High School Summit Park Hospital (Pomona Complex) Tappan Zee Elementary Tappan Zee High School Thiells Elementary School Upper Nyack Elementary Valley Cottage Elementary Viola Elementary West Haverstraw Elementary West Nyack Elementary Willow Grove Elementary School Woodglen Elementary
BERC “ “ “ “ “ “ “ “ “
Administration (Parrott Road) Correctional Facility – New City Haverstraw Elementary School Hempstead School Rockland Community College (Haverstraw) Rockland Mental Health Center – Pomona Spring Valley High School Suffern Middle School United Church – Spring Valley Willow Grove Middle School
NO. OF MILES ONE WAY 4.54 13.6 .6 11.1 11.6 5.5 8.9 7.7 8.7 6.3 3.8 12.0 9.7 2.6 9.6 4.7
5.46 9.6 8.7 9.6 8.5 9.3 7.3 11.7 7.0 13.4
Please attach Mapquest® or Google Maps® verification for any location not listed above.
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REIMBURSEMENT FOR CONFERENCE OR WORKSHOP ATTENDANCE The following regulations shall apply for reimbursement of expenses actually and necessarily incurred by BOCES employees in the performance of their official day-to-day duties. It shall be the duty of the Assistant Superintendent for Administration to provide any forms required by these regulations and to see that the regulations are enforced. Prior written approval must be obtained from the District Superintendent at least three (3) weeks prior to the planned attendance at a conference. A "conference" is defined as a conference, convention, workshop, seminar, or school. Reimbursement shall be made for registration, meals, lodging, travel and other expenses on the Conference Request/Reimbursement Form in accordance with the following rules: 1.
Application Procedure for Conference Attendance a.
Application for attendance at any conference shall be made on the form provided. Two copies of said form shall be completed in full and both forwarded to the employee’s immediate supervisor/principal for review.
b.
Upon review by the immediate supervisor/principal, two copies of the form shall be forwarded to the program director, then to the appropriate Assistant Superintendent for their review and ultimately to the District Superintendent for approval/disapproval.
c.
If approved by the District Superintendent, a copy shall be returned to the employee via that employee’s director. Copy 2 must be forwarded to the Purchasing Department with a requisition form.
d.
The employee’s best estimate shall be made of all expenses expected to be incurred. Approval by the program director shall indicate that funds are currently available to cover such expenditure.
In the event that the employee should fail to attend the approved conference, the white copy of the Conference Request Form shall be forwarded to the Business Office clearly indicating that the conference was not attended. This will provide input to adjust unencumbered travel and expense moneys.
2.
Reimbursement 49
3.
a.
The white copy of the Conference Request/Reimbursement Form shall be submitted together with all other documentation as initialization of the reimbursement procedure.
b.
Claims for expenses must be supported by receipts showing that expenses were actually incurred and by written justification explaining usual expenditures. Expenses should not exceed the amount(s) estimated on the white copy of the Conference Request Form.
c.
BOCES employees are expected to expend “reasonable” and necessary amounts for meals, rooms, transportation, and other necessary expenses (to be supported by receipt).
d.
Entertainment expenses in any form are not reimbursable.
e.
Reimbursement for alcoholic beverages or any items of a personal nature is prohibited.
Travel If a BOCES car is to be used, such request must be cleared with the Supervisor of Transportation. Other commercial travel arrangements may be made through BOCES and billed directly to the organization. These arrangements must be cleared through the Central Office. Use of private auto will be reimbursed at a rate in accordance with IRS regulations.
4.
Any employee attending a conference as defined in this regulation shall be expected to provide a written report outlining the activities of the conference and stating the benefits of the conference for the employee and, ultimately, to BOCES. It shall be the responsibility of the program director to insure that any benefits gained through attendance at the conference shall be shared with other members of the program to the extent feasible. It is anticipated that from time to time, employees may be requested to make oral or written presentations regarding conference attendance to the Board of Education. PERSONAL LEAVE REQUESTS
Requests for Personal Day requests must be electronically submitted through AESOP. Except in the case of emergencies, Personal Day Requests must be filed at least five (5) working days prior to the day(s) requested. After the employee electronically submits the form, it will be routed to the employee’s direct supervisor and attendance monitor. The supervisor provides Level 1 approval and the request is electronically submitted to the Assistant Superintendent for Human Resources for final approval or denial.
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Once the request is either finally approved or denied, the employee will receive an email notification, but they can also track their Personal Day Request on their individual AESOP account. The attendance monitor can also assist in tracking the request (via the AESOP “Absence Approval Status Report”) if needed. Except for verifiable emergencies, Personal Days may not be taken on a day adjacent to a holiday or school recess. Personal Days may only be taken in half-day or full day increments (not in hours). UNPAID LEAVE No employee will be allowed to take unpaid leave time without the express written consent of the District Superintendent or the Executive Director of Human Resources. "REQUEST FOR LEAVE WITHOUT PAY" forms are available on the Rockland BOCES website under Staff Resources and from the Office of Human Resources. If your Request for Leave Without Pay is approved, it is still necessary for you to report your absence in the usual way. Personal Illness - Physician's Statement All employees should forward to the Office of Human Resources a physician's note after they have been absent three (3) consecutive workdays. BOCES POLICIES AND REGULATIONS Every administrator has a compilation of BOCES Policies and Administrative Regulations. Anyone wishing to review these may do so in any supervisor/principal's office, or in the office of any other administrator. FAMILY AND MEDICAL LEAVE ACT OF 1993 FMLA requires covered employers to provide up to 12 weeks of unpaid, jobprotected leave to "eligible" employees' for certain family and medical reasons. Employees are eligible if they have worked for the BOCES for at least one year, and for 1,250 hours over the previous 12 months. Full-time teachers who must prepare for class outside of working hours will be considered to have met this 1250-hour threshold. FMLA time is not additional leave, but includes the use of sick time for extended illnesses.
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Basic Leave Entitlement FMLA requires the BOCES to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons: • • • • •
For incapacity due to pregnancy, prenatal medical care or child birth; To care for the employee’s child after birth, or placement for adoption or foster care; To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition; For a serious health condition that makes the employee unable to perform the employee’s job; or For a qualified exigency related to the military service of the employee’s spouse, child, or parent. Qualified exigencies include issues relating to shortterm deployments, military ceremonies, seeing the service member during furloughs, attending to childcare issues caused by deployments, postdeployment activities, etc.
In addition, FMLA requires the BOCES to provide up to 26 weeks of unpaid, jobprotected leave to eligible employees to care for a current member of the military, or veteran who was a member of the military within the last five years, for whom the employee is a spouse, son or daughter, parent, or next of kin, for the serviceperson’s or veteran’s service-related serious injury or illness. For more information regarding the FMLA, please contact the Office of Human Resources at (845) 627-4712. GRADUATE COURSE APPROVAL FORM Graduate Course Approval Forms can be located on the Rockland BOCES website under Staff Resources or by contacting the Office of Human Resources. All Course Approval Forms must be submitted well in advance of the Course start date as prior approval is required for purposes of salary advancement. REQUESTS FOR SALARY CHANGE CREDIT REQUESTS FOR SALARY CHANGE BECAUSE OF ADDITIONAL EDUCATIONAL CREDITS forms are available on the Rockland BOCES website under Staff Resources or from the Office of Human Resources. The form should be submitted to the Assistant Superintendent for Human Resources for approval pursuant to contractual language. Official transcripts and appropriate course approval forms (see Staff Association Agreement) must be on file in the Office of Human Resources no later than October 1 or March 1, in order for additional increment to be approved. 52
CAREER TECHNICAL EDUCATION DEPARTMENT Instructors who maintain service departments (where service or articles are bought and sold to customers in live-work projects) shall complete two copies of an earnings sheet and deposit funds with the Treasurer. Checks should be deposited immediately. A bound receipt book is given to Career Technical Education clerical staff who maintain service department cards. The original copy shall be given to the customer, the second copy shall remain with the instructor, and the third copy shall be turned into the Business Office with the funds to be deposited along with any void receipts. The State Finance Law does not permit schools to extend credit to any individuals. Therefore, all service accounts must be paid for at the time of rendering, or prior to the service. BUDGET The annual budget is prepared by the Board of Education and the administration. Work on the annual budget usually begins early in the school year. Directors will be given special forms and general guidelines by the Central Business Office. The Assistant Superintendent for Administration then develops a composite budget statement for analysis by the District Superintendent, who, in turn, delivers this to the Board of Education for study. The Board reviews the program budgets with the Assistant Superintendents/Directors of the programs. The final budget document is presented at a Budget Hearing of County School Boards in April, and adopted by the BOCES Board. The administrative budget is voted upon by the local component school boards. All budgets are then adopted by the BOCES Board. It is important that each staff member involved in budget construction make every effort to stay within allocated budget categories during each fiscal year. If an item has not been budgeted for, it may not be purchased, except in emergency situations. GENERAL REQUISITIONING AND PURCHASING PROCEDURES All items will be purchased through the office of the Purchasing Department. Steps to be followed in requisitioning material are: 1.
All items or services to be requisitioned must be identified as to quantity, specifications, and cost.
2.
Requisitions must be submitted on the special forms provided for this purpose - one copy of which will be retained by the employee.
3.
All requisitions must be approved by appropriate Director or Supervisor and submitted to the Purchasing Department. 53
4.
The Purchasing Department will order material. The Accounts Payable Department will then send a copy of the purchase order to the Director for the employee for whom the material is ordered.
5.
All items requisitioned will be delivered to the proper location. It will be the employee's responsibility to check the material immediately and return the yellow receiving copy of the purchase order, packing lists and all copies of invoices to the Accounts Payable Department with notations of any missing items, damage during shipment, or of any items not meeting specifications. Each receiving copy must have the employee's signature and printed name, and be dated on the lines provided.
Stockroom Supplies - Certain supplies are common to all programs and classes, such as paper, pencils, pens, etc., and are held in the school's stockroom. All of these items are to be requisitioned on special forms and given to the supervisor or director of the program. Open Accounts - Service Account - Certain inexpensive supplies are used primarily in maintenance and repair. The exact items needed can only be determined as the job progresses. Therefore, it is not feasible to write purchase orders for each of these purchases. The Purchasing Department may delegate its authority to certain employees to buy an item or categories of items on open accounts. The written request will include the item or categories of items; the reasons for setting up an open account(s); the name of the employee(s) to be authorized to make purchases; the name(s) of the vendors from which items can be purchased on an open account; and the approval of the Program Director. TRANSPORTING PUPILS IN DOT-APPROVED ROCKLAND BOCES VEHICLES Requirements for Occasional Drivers transporting students in accordance with regulations of the DMV Section 19A Motor Vehicle and Traffic Law: Occasional Drivers (8 NYCRR 156.3(b)(5)(iv)) Occasional drivers for other than regular routes shall not be required to receive the training (required for school bus drivers); occasional driver shall mean a certified teacher employed by a school district of a Board of Cooperative Educational Services, who are not primarily employed on either a full-time or part-time basis as a school bus driver. In the event that a BOCES staff member does transport a student in a District vehicle, that staff member MUST BE accompanied by another BOCES employee. “Occasional drivers”, as defined by SED, are exempted from school bus driver training requirements and the Physical Performance Test, but must meet all other requirements of 8 NYCRR 156.3, as well as all other requirements of other governing agencies, for example, the appropriate class license for the vehicle driven, NYS DOT 54
Hours of Service Requirements, annual physical exam, character references, knowledge of school transportation laws, and superintendent’s approval. Only certified teachers can qualify as occasional drivers. Drug and alcohol testing may or may not be required, depending on the size of the vehicle being driven. Teaching Assistants may not drive pupils at any time. Employees MAY NOT transport students in their own cars. The Rockland BOCES vehicle insurance policy does not apply to the use of automobiles not owned by BOCES. RULES AND REGULATIONS FOR ITINERANT STAFF Rules and Regulations of Schools The regulations of the individual school apply to each member of the BOCES staff. When the staff member is officially at work in any school, the regulations that govern the other teachers and staff members of that school are equally in effect for the BOCES staff members. Itinerant staff must familiarize themselves with the regulations of their host school. Schedules and Change in Schedules Those staff members responsible for making their own schedules with the schools must report these schedules to their supervisor/director for approval and all the schools involved as soon as their schedules are set. This applies to all staff members who serve in more than one school. Itinerant staff members must provide their schedule by the date assigned to their direct supervisor (the administrator assigned to provide the observations and annual evaluation). If a schedule needs to be amended, it must be done in accordance with the building level principal and then electronically submitted (i.e. via email) to the supervising administrator. All itinerant schedules will be posted on the shared drive. If any school of the individual staff member wishes a change in schedule, contact must be made with the Supervisor/Principal first and then the school or schools involved in order to obtain approval of the change. Once the change is approved, the staff member must notify his/her supervisor/director immediately of the change. This regulation is necessary so that we may always be able to contact the staff member at once concerning Board business or in an emergency. Arrival and Departure from Local Schools The time of the employee's arrival and departure from the individual school is to be determined by the administrator of that school/building. 55
STUDENT ACTIVITY FUND-RAISING/ACCOUNTING No student fund-raising is allowed except by Board-approved student clubs. If a staff member wishes to start an activity, he/she should consult with his/her supervisor. The accounting of such funds must be consistent with the regulations promulgated in the State Education Department's pamphlet "The Safeguarding, Accounting, and Auditing of Extra-classroom Activity Funds." Copies are available in each BOCES building.
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STUDENT ATTENDANCE CALENDAR
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PAYROLL SCHEDULE PAYROLL SCHEDULE 2016-2017 Payroll Info Due In Payroll Office
Payroll Date
Pay Period 10 Month
12 Month
6/24/2016
2 Week Pay 12 Month Employees
7/8/2016
1
7/8/2016
2 Week Pay 12 Month Employees
7/22/2016
2
7/15/2016
1 Week Pay Summer School Employees
7/29/2016
7/22/2016
2 Week Pay 12 Month & 1 Week Pay Summer School
8/5/2016 8/19/2016
8/5/2016
3
8/19/2016
4
9/2/2016
9/2/2016
5
First Teachers- 2 Week Pay
9/16/2016
1
6
“A”
9/30/2016
2
7
9/30/2016
10/14/2016
3
8
10/14/2016
10/28/2016
4
9
10/28/2016
11/11/2016
5
10
11/11/2016
11/25/2016
6
11
11/25/2016
12/9/2016
7
12
9/16/2016
12/9/2016
12/23/2016
8
13
12/23/2016
1/6/2017
9
14
1/6/2017
1/20/2017
10
15
1/20/2017
2/3/2017
11
16
2/3/2017
2/17/2017
12
17
2/17/2017
3/3/2017
13
18
3/3/2017
3/17/2017
14
19
“A”
3/17/2017
3/31/2017
15
20
3/31/2017
4/14/2017
16
21
4/14/2017
4/28/2017
17
22
4/28/2017
5/12/2017
18
23
5/12/2017
5/26/2017
19
24
5/26/2017
6/9/2017
20
25 26
6/9/2017
"D"
6/23/2017
21
Balloon "B" "C"
6/23/2017
22/26
_._. PAYROLL INFORMATION MUST BE SUBMITTED TO THE PAYROLL OFFICE ON THE DUE DATE LISTED. ANY PAYROLL INFORMATION RECEIVED AFTER THE DUE DATE WILL NOT BE PROCESSED UNTIL THE NEXT PAYROLL PERIOD. • "A" NO TSA DEDUCTION “B”
FINAL PAY FOR 10-MONTH CIVIL SERVICE EMPLOYEES ON SCHEDULES B AND C
"C"
FINAL PAY TEACHERS, TEACHER ASSISTANTS CRISIS, TEACHER ASSISTANTS
"D"
FINAL PAY FOR 12-MONTH EMPLOYEES
"E"
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ENERGY CONSERVATION In order to conform with directives from the NYSED (New York State Education Dept.), it is recommended that summer air conditioner thermostats be set no lower than 78 degrees F., and heating thermostats set no higher than 65 degrees F. A list of suggestions to help employees and students deal with these Government mandates has been compiled. They are simple things, which apply to many areas, not only in school, but also at home. It can be an asset to employees and students. The Administration of each building will be responsible for insuring that the Federal/NYS guidelines are being met and adhered to. We will be communicating with you regularly to assist you in the various areas dealing with heating, cooling, and lighting as they apply to the energy saving concept. We will appreciate your daily effort and your cooperation for the benefit of the students and staff here at BOCES. Staff Recommendations 1.
In winter, dress warmly to adapt to reduced (65 degrees F.) temperature. Consider keeping a sweater handy at work.
2.
Except for emergencies, do not open windows during operation of heating system. If windows are open in warm weather, do not operate air conditioning units.
3.
Keep doors to corridors closed to prevent drafts in heating season.
4.
Make certain that furnishings, drapes, books, papers, etc. do not obstruct flow of air into and from heating unit.
5.
Turn off electric lights in occupied areas where windows give adequate natural light for the tasks being performed. However, when electric lights must all be turned on due to insufficient natural light (and the room is not benefiting from the "solar light gain" of the sun) close all shades, drapes or blinds. Attempt to minimize window "glare" through means other than closing all shades, drapes or blinds.
6.
When summer air conditioning is operating, close blinds and/or drapes when solar gain through windows is high. Do not set the thermostat lower than 78 degrees F. when thermostat lock boxes are in place. Do not remove covers.
7.
Close all drapes and/or venetian blinds when leaving the room at the end of the day so that they remain closed at night and over weekends. 60
8.
At all times turn off electric lights when leaving an empty room.
9.
Turn off supplemental lighting, such as desk lights, when not in use.
10.
Shut down all electric equipment when not in use. Do not leave electrically powered office equipment, such as copiers "on" all day. Develop schedules for use. Make discriminating use of audio-visual equipment. Specify (energy SMART) "PC" monitors.
11.
Be constantly aware of energy conservation and attempt in any way, no matter how trivial, to conserve the energy supply. Make suggestions. Also, do not waste water; report any water leaks immediately, even if it is as small as a dripping faucet.
12.
Turn off air-conditioning units when not necessary or leaving the area. Do not wait for the cleaner or night person to do this.
Thank you for helping Rockland BOCES’ school facilities buildings and grounds to be as “Green” as possible. Remember, not only will it help reduce our operating costs, but also conserve resources for the future generation we are teaching.
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TELEPHONE DIRECTORY BOARD OF COOPERATIVE EDUCATIONAL SERVICES 65 PARROTT ROAD, WEST NYACK, NY 10994 (845) 627-4700 ADMINISTRATION Chief Operating Officer District Superintendent Assistant Superintendent for Career & Admin. Svcs. Assistant Superintendent for Student Services Assistant Superintendent for Business & Operations Assistant Superintendent for Human Resources Director of Communications & Government Relations Director for Educational Services Facilities Manager Accounts Payable Health & Safety Payroll Personnel - Civil Service Personnel – Teacher/Certified Purchasing Transportation BOCES SPECIAL EDUCATION – BLDG. 10 Dr. Amy Albers Asst. Superintendent for Student Services Julie Larsen Director of Special Education
TELEPHONE 627-4701 TBD 627-4703 627-4790 627-4721 627-4712 627-4705 627-4725 627-4751 627-4740 627-4760 627-4732 627-4714 627-4715 627-4745 627-4754
FAX 624-1764 624-1764 624-1764 627-6124 623-5913 623-3368 627-1764 623-3343 623-0895 623-2530 623-3868 623-2530 623-3368 623-3368 623-5337 627-0895
627-4790
627-6124
627-4749
627-6124
Ancillary Kimberly Taylor Zizette Deutsch
Principal Asst. Principal
627-4769 624-5567
627-6124 627-6124
KAPLAN – BLDG. 9 Gianluca DiMuccio Patricia Caruso Nicole Prisco Francine Rykman
Principal Asst. Principal Asst. Principal Asst. Principal
627-4799 624-5841 627-4777 627-4773
623-2730 623-2730 623-2730 623-2730
627-4724 624-5576 627-4773 348-3518 Ext. 3573
624-5573 624-5573 624-5573 358-9224
624-5562 624-5581
624-5699 624-5699
DISTRICT BASED + ITINERANT (BERC) Yasmin Helou-Care Principal Maryclare Farrington Asst. Principal Elise Rosenberg Asst. Principal Susan Ryan BERC Principal, DistrictBased Secondary DB TSP CBI TECH/TASC - BLDG. 12 Pamela Charles Principal Kathy Ryan Triola Asst. Principal
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BOCES EDUCATIONAL RESOURCE CENTER - (BERC) NYACK TELEPHONE Christopher D’Ambrese Supervisor, Adult 348-3500 Education & Business Services Katherine Mistele Program Administrator 348-3500 Michael Maloney School Resource Officer 627-5843 Joan Raynor Family Resource Center 348-3504 RIVER VIEW HS (BERC) Joyce Mucci
Principal
Jacques Laine
Asst. Principal
HILLTOP + ELEMENTARY DBTSP Christine Ditrano Principal Brenda Torres-Vera Asst. Principal
Principal Asst. Principal
348-3559 624-5699 348-0119
348-3518 X3516 348-3518 X3522
358-9224
942-7554 942-7553
942-7555 942-7555
BOCES CAREER & TECHNICAL EDUCATION CENTER – BLDG. 3 Kim Bell Principal 627-4772 Eric Kurz Asst. Principal 627-4780 Hudson Valley P-TECH Natasha Shea Christina DeClary
FAX 348-3559
680-1484 680-1470
358-9224
623-3412 623-3412
680-1931 680-1931
PUBLIC INFORMATION – BLDG. 4 Scott Salotto
Director of Communications & Government Relations
627-4705
624-1764
627-4762
623-3868
BOCES HEALTH & SAFETY – BLDG. 12 John Gulino
Coordinator
BOCES PROFESSIONAL DEVELOPMENT – BLDG. 10 Dr. Darlene Westinghouse Director of 627-4725 Instructional Services Nicole Scariano SETRC Project TBD Coordinator Laurie Levine Regional SETRC 914/248-2291 Training Specialist (located at PNW BOCES) F. Anthony Hosmer School Library System 627-4826 Coordinator Augustina West Principal Regional 627-4774 Night High School
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623-3343 TBD TBD
623-3343 623-3343
TECHNOLOGY – BLDG. 4 Kaushika Patel Director of Technology
627-4735
623-0347
TELEPHONE 627-4833
FAX 623-1608
627-4756
627-0895
627-4751
627-0895
SCHOOL REGISTRY – BLDG. 4 Vincenza Fitzmaurice
Supervisor
BOCES TRANSPORTATION- BLDG. 5 JoAnne Thompson Assistant Director of School Transportation FACILITIES – BLDG. 5 Timothy Adams
Facilities Manager
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APPENDIX A-BOCES BOARD OFFICE AND EMPLOYEE CODE OF ETHIC
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66
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APPENDIX B- REPORTING ABSENCES Every employee is responsible for reporting his/her absences. Whenever an employee is unable to report to work on a regularly scheduled work day due to illness, bereavement, family illness, an approved personal day, Jury Duty, or any other reason, he/she must report this absence using the AESOP system. AESOP is an automated service that simplifies the process of recording and managing absences and finding substitutes. Aesop is available to you 24 hours a day, 7 days a week and can be accessed via the internet or by phone. How to use Aesop via the internet: 1. Log on to www.aesoponline.com 2. Enter your Aesop personal ID and Pin number where prompted. These numbers will be assigned and given to you from the Teacher’s Registry. 3. You can now enter a new absence right from your Aesop home page under the Create Absence tab. How to use Aesop via the phone: 1. Call toll free at 1-800-942-3767. 2. Enter your Aesop personal ID and Pin number when prompted. 3. Follow the voice menu to enter your absence. Please wait until you receive a confirmation number before you terminate the phone call or close your internet browser window. Your transaction is not complete until you receive a confirmation number. If you have any difficulties, contact the Teacher’s Registry at 845-627-4833.
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