New York City Department of Education

Teachers Guide to

Serving in the

New York City Public Schools

Office of Field Services, Staffing and Information 65 Court Street-Room 811 Brooklyn, New York 11201

On-line Edition Updated December 2003

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New York City Department of Education

Michael R. Bloomberg Mayor

Joel I. Klein Chancellor

LaVerne Evans Srinivasan Deputy Chancellor

Operations and Planning

Joyce R. Coppin Chief Executive

Division of Human Resources

Denise J. Hallett Director

Division of Human Resources Office of Field Services, Staffing and Information

Constance J. Cuttle Division of Human Resources

Publications and Communications

On-line Edition Updated December 2003

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T H E N E W Y O R K C I T Y D E P A R T M E N T O F E D U C A T I O N

J O E L I . K L E I N , Chancellor DIVISION OF HUMAN RESOURCES CENTER FOR RECRUITMENT AND PROFESSIONAL DEVELOPMENT

65 Court Street Brooklyn, NY 11201 Dear Colleague, Approximately 80,000 teachers serve in the New York City public schools, teaching 1.2 million children in 1200 school sites located throughout the five boroughs of the most culturally diverse city in the world. Our students and their families look to the citys public schools to provide a high quality education to each child. The Division of Human Resources is committed to providing high quality service and support to the teachers, supervisors and related support staff responsible for the education of the citys public school students. We have created the Teachers Guide to Serving in the New York City Public Schools to provide you with employment information that will help you throughout your career with the New York City Department of Education. This edition has been updated December 2003 and includes Personnel Memorandum No. 6 which covers Spring 2004 sabbaticals. I also urge you to make use of the Departments website www.nycenet.edu, the Division of Human Resources website www.nycenet.edu/offices/dhr/ and www.teachny.com to keep abreast of changes in Department of Education policies and procedures and to learn about the various opportunities open to you as a New York City public school teacher. Our goal is to recruit, induct, retain and sustain highly qualified teachers, supervisors and related support staff dedicated to providing our students with a rigorous, standards-based education that prepares them to be successful and productive citizens of our city, our state and our nation. We are glad you are a New York City public school teacher. Together we make a difference in the lives of the students we serve. Sincerely, Joyce R. Coppin Chief Executive

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Table of Contents

Beginning Employment with the NYC Department of Education

Introduction 7 Recruitment 7 Application Process 7 Regularly Appointed Teachers 7 Types of New York State Certification 8 Full Time Substitutes 9 Day-to-Day Substitutes 9 Websites for Additional Information 9

Health Insurance and Blood Program

Health Care Coverage 10 Summary Program Description of the NYC Health Benefits Program 10 Health Insurance Plans 10

o New Enrollments 11 o Transfer Period 11 o Dependents 12 o Coverage While on Leave 12 o Retirement Coverage 13

UFT Welfare Fund 13 Employee Blood Program 13

Salary

Salary Increments 14 Salary Schedule(s) 14 Longevity Increases 14 Salary Step Placement 15

o Eligibility 15 o Equated or Anniversary Date 16 o Types of Prior Allowable Experience 17 o Full Time and Other-Than-Occasional Per Diem Substitutes 19 o Salary Credit While on Leave 19

Salary Differentials o Types of Differentials 20 o Filing Time Period 21 o Required Documentation 21

Approved Foreign Language Translation Services 22 Assistance 22

Payroll

Pedagogical Payroll Q-742 (Q Bank) 24 o Deductions from Gross Pay 24

Direct Deposit Program 24 Lost Checks 25 Loss of Preparation Periods 25 Additional Compensation for Teachers in Shortage License Areas 25 Name, Tax and Other Changes 26 OP 85 directions and form 27

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Teacher Attendance/Timekeeping Attendance 29

o Cumulative Absence Reserve (CAR) 29 o Earning Sick Leave 29 o Reporting Absence (Calling in Sick) 29 o Self Certification of Attendance 30 o Approving Absence Due to Illness 30 o Absence for Reasons Other Than Illness 30 o Unauthorized Absence 30 o Lateness, Absence and Fractional Absence 30 o Application for Excuse for Personal Illness 31 o Borrowing Days 31 o Status While on Sick Leave 32 o Grace Period 32 o Absence Due to Childrens Disease 33 o Non-Attendance Days 33 o Extended Rights and Benefits for Military Leave 35 o Line of Duty Injury 36 o Reporting an Accident 38 o Criteria for Determination of Line of Duty Injury Status 39

Leaves Without Pay 41

o Types of Leaves without Pay 42 o Filing Procedures 44 o Failure to Report After a Leave Without Pay 45

Leaves With Pay 45 o Types of Leaves with Pay 45 o Terminal Leave and Termination Pay 45

Pedagogical Service

Department of Education Policies 48 o Non-Discrimination Policy 48 o Chancellors Regulations 48

Discrimination/Harassment 48 Pupil Behavior and Discipline-Corporal Punishment 48 Verbal Abuse 49 Child Abuse 49 Tobacco Products and Smoke-Free Air Policy 50 Conflicts of Interest 50

Mentoring o Regulatory Requirements 51 o Record Keeping Requirements 51 o Mentoring Models 51

Probation

o Completion of Probation Report 52 o Reduction of Probation (Jarema Credit) 52 o Application for Reduction of Probation 52 o Discontinuance of Probation 52

Rating Pedagogical Staff Members 52

o Evaluation and Rating 53 o Implications of an Adverse Rating 55 o Appeal from An Adverse Rating for All Pedagogical Employees 56

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Tenure o Definition of Tenure 58 o Traveling Tenure 58

Transfers for Pedagogues

o Types of Transfers 58

Sabbaticals o Requesting a Sabbatical 60 o Guidelines and Types of Sabbaticals 60 o Sabbatical Rate of Pay 64 o Return from Sabbatical Provisions 64 o Sabbatical Waivers 65

Working Outside DOE 65 Working for the DOE 65

o Sabbatical Approval/Denial 66 o Return from Sabbatical 66

Resignation and Reinstatement

o Types of Reinstatement 66

Excessing 67 o Employee Profile 67 o Article 17 of UFT Contract 69

Ending Service 76

o Layoff 76 o Retirement 76

Teachers Retirement System 77 Termination Pay 77 Work Waivers (Section 211 and Section 212) 78

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Beginning Employment with the NYC Department of Education

Introduction The New York City Department of Education actively seeks highly qualified, dedicated and committed individuals with New York State teacher certification to teach in the New York City public schools. We are including a brief overview of the recruitment, application and hiring process as well as a brief review of types of New York State teacher certification in the hope that you will become an advocate to others who may be considering a teaching career in the New York City public schools.

Recruitment The New York City Department of Educations Division of Human Resources/Center for Recruitment and Professional Development conducts national teacher recruitment on college campuses, at regional conferences, job fairs and events, and through local job fairs in collaboration with districts/ instructional divisions. The Division also conducts international recruitment. Teaching vacancies are advertised on the website www.teachny.com or through the Division of Human Resources website which can be accessed through www.nycenet.edu Application Process Applicants can submit information on-line (www.teachny.com) or go directly to a Regional Operations Center. A Human Resources Assistant evaluates a candidates transcript and certification documentation. Prospective eligible candidates are interviewed by a district/operations center Personnel Liaison and then sent to a school where a vacancy exists to be interviewed by the principal. When a state certified applicant has been interviewed and offered a job, the individual begins the hiring process with a Human Resources Assistant, who provides the individual with an application package. The applicant returns the completed application package to the Human Resources assistant who reviews the application and attached documentation for completeness and accuracy. It is then forwarded it to the Division of Human Resources, Office of Applicant Services, at 65 Court Street for final processing, including fingerprint clearance. When an applicant is cleared, the newly hired teacher is issued a file number and a city certificate or license. S/he is then entered into the Human Resource and payroll systems.

File Number: A file number is issued by the Division of Human Resources to an

individual who has been offered a specific job when the application process has been completed, including fingerprint clearance. It is used for payroll and other data purposes related to an individuals employment with the New York City Department of Education. A persons file number, like a social security number, does not change regardless of whether or not the individual changes licenses or moves into a different job title.

Regularly Appointed Teachers Regularly Appointed Teachers are certified by the New York State Education Department and have been processed and appointed by the Department of Education to fill a specific vacancy in a particular license (subject and grade level) area at a particular school. They have taken

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and passed the Oral Interview test at the region/school level and hold a New York City Regular License. Teacher Certification Teachers may begin service under one of the following New York State teaching certificates. Types of New York State Certification

The New York State Provisional Certificate is the credential issued to an individual who has met all requirements including academic preparation/coursework, student teaching, state mandated workshops in Child Abuse Identification and School Violence Prevention and Intervention and applicable tests in the New York State Teacher Certification Examination program series. (For information regarding the specific testing requirements visit the Office of Teaching Initiatives www.highered.nysed.gov/tcert/) In addition, the individual must meet fingerprinting and moral character requirements. The provisional certificate is an entry level certificate issued in a specific subject/grade title which is valid for 5 years. During the 5 years, the teacher must complete the requirements for a permanent certificate.

The New York State Permanent Certificate is issued upon meeting the following

requirements: all requirements for provisional certification have been met; two years of satisfactory teaching in a public or non-public school; a completed Masters degree; a qualifying score on the applicable (www.highered.nysed.gov/tcert/)New York State Teacher Certification Examinations. (Tests vary by certificate title.)

The Transitional B Certificate is a New York State certificate issued to participants in

an alternative certification program approved by the New York State Education Department such as Teach for America, the NYC Teaching Fellows Program (www.nycteachingfellows.org), and the Peace Corps. This non-renewable certificate is valid for up to three years. Individuals who enter teaching under a Transitional B Certificate and who intend to continue teaching beyond three years are expected to complete all course work requirements and pass all required tests within the three year time frame to meet eligibility requirements for New York State provisional certification.

The Transitional E Certificate is a three year, non-renewable certificate that allows

individuals who do not hold valid provisional or permanent Career & Technical Education certificates to be employed for three years in the Career & Technical title for which they have the requisite occupational experience and a written commitment from a public school district or BOCES for employment as a teacher.

The Internship Certificate is available only to individuals enrolled in a Graduate

Internship Program at a participating college or university. After completion of 50% of the Masters degree program requirements (usually 18-24 credits), an individuals college/university may recommend him or her for a New York State internship certificate which is valid for two years as long as the teacher remains in good standing as a student at the university/college and as a teacher in his/her school.

The Limited Certificate is valid for one year only and will expire on August 31, 2004.

It is available only to uncertified teachers serving under a State Temporary License who are employed by the New York City Department of Education for the entire 2002-2003 school year and who will have passed the LAST, ATS-W and the CST (Content Specialty Test) in their certification area by September 1, 2003. (Log onto www.teachny.com for specific testing requirements for each certification area.)

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Teachers who serve under a Limited Certificate are expected to complete all outstanding coursework deficiencies prior to the expiration date of the certificate, thus becoming eligible for New York State provisional certification.

An Exchange Permit is a two year, non-renewable permit issued by the New York

State Education Department to international teachers who have a Bachelors degree in education approved by the New York State Education Department and who are certified as teachers in their home countries.

A Conditional Provisional Certificate is issued by the New York State Education

Department to teachers certified in other states that have an interstate agreement with New York State. These teachers must pass all required New York State Teacher Certification Examinations within two years of the effective date of their Conditional Provisional Certificate.

Day-to-Day Substitute Teachers

An Occasional Per Diem Certificate (or OPDC) is the teaching certificate valid only for day-to-day substitute work. In order to qualify for an OPDC, an individual must have a Bachelors degree. The individual must be nominated by a principal or regional Operations Center using a Vacancy Form 950 to have the person serve on a day-to-day basis only.

The person holding an OPDC is known as a day-to-day substitute or Occasional Per Diem teacher who may serve in any New York City public school at any grade level and in any subject area. Employment is not restricted to a particular district or instructional division. Individuals serving as Occasional Per Diems do not receive benefits and are paid per diem contractual salary rate only for actual days worked.

If an Occasional Per Diem teacher exceeds forty days of substitute service in one school year, the teacher is required to take six credits of professional education courses unless all education requirements have been satisfied. These courses must be in accordance with an OPD Education Plan that is created as part of the process of obtaining an OPDC. Completion of the six credits of professional education by August 31st (of the school year in which the forty days was exceeded) is required for renewal of the OPDC for the following school year.

Websites for Additional Information:

For information regarding state certification log onto the New York State Education Department website www.nysed.gov/tcert

Information about Department of Education vacancies, incentive programs, the hiring

process, etc. can be found at www.teachny.com and at www.nycenet.edu/offices/dhr/

Information about the Department of Education, including a link to the Division of Human Resources can be found at www.nycenet.edu

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Health Insurance and Blood Donor Program Health Care Coverage Included in the benefits package provided to regularly assigned employees of the Department of Education are health care coverage and optional membership in a blood donor program. An application for a health insurance plan must be submitted within 31 days of employment in order for coverage to begin on the date of employment. A late application will be given a later effective date and waiting periods will be imposed unless extenuating circumstance dictate otherwise. Hourly and provisional employees (with the exception of pedagogues) are eligible for health coverage the first pay date after 90 days of employment. Optional benefit riders are available to increase coverage and are necessary for those employees on the management benefit plan to insure prescription coverage. Summary Program Description of the New York City Health Benefits Program The City of New York Office of Labor Relations Employees Benefits Program publishes an annual Summary Program Description of the New York City Health Benefits Program. This publication includes a complete description of all health benefit plans, comparison charts, health plans for Medicare enrollees, eligibility, enrollment and general information, employee assistance programs, basic plan and optional rider costs and an application for retirees. It may be viewed and downloaded from www.nyc.gov/html/olr/html/healthb/hompg_frm.html It is also available from the Division of Human Resources Office of Health and Welfare which distributes copies to schools where they are available from the payroll secretary. To access the Health Benefits Program log onto www.NYC.gov. Choose City Services and Agencies and then select the Office of Labor Relations. Health Insurance Plans Regularly assigned employees of the New York City Department of Education are eligible to choose one of the following health insurance plans for which the Department pays the entire cost of basic coverage:

HIP-Prime GHI, GHI-CBP/Empire Blue Cross Blue Shield

Regularly assigned employees may also choose one of the following plans. These plans require a payroll deduction for the basic plan:

Aetna Inc. HMO or Aetna GPOS Cigna Healthcare GHI/HMO (formerly Wellcare) Empire HMO/Empire EPO HIP-Prime POS VYTRA Healthnet

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Brochures describing each of the plans and an application form (ERB) are available from school payroll secretaries or timekeepers and/or may be downloaded from the Division of Human Resources website: www.nycenet.edu/offices/dhr/benefits/ New Enrollments UFT employees and employees with prior employment status and no break of service with any city agency are entitled to be covered by health insurance from the first day of employment with the New York City Department of Education.

Employees who wish to be covered from the first day of employment must apply within 30 days by completing an ERB (Health Benefits Application) that is available from the school secretary. Dependent documentation, if applicable, must be attached.

o Types of required documentation required include:

birth certificates for dependent children marriage license for spouse domestic partnership certificate for domestic partner Registrars letter with raised seal from college to cover dependents

ages 19-23 who are full time college students enrolled for at least 12 credits per semester

All other employees are entitled to health insurance coverage the first day of the pay

period following completion of 90 days of continuous employment. Employees who wish to have health coverage beginning on that date should submit an ERB within the first 90 days of employment.

If the spouse or domestic partner of a Department of Education employee covers the

employee under a City family policy, the Department of Education employee must waive her/his health insurance within 30 days or the DOE employees health insurance will be terminated. Double City coverage is not permitted. However, if the spouse or domestic partner does not work for a city agency simultaneous coverage is permitted.

If a married employee wants to apply for individual coverage, the individual must

complete Section E and indicate NO for To be covered by employee/retiree? If a married employee wants to cover her/his spouse, s/he must indicate YES and submit a copy of the marriage license.

All applicants applying for health insurance must sign Section H on the ERB.

Only applicants participating in the Waiver-Buy Out program sign Section I. In

addition, they must complete a current years Medical Spending Conversion form which entitles them to a predetermined cash allotment dispensed in June and December of each year in which they participate in the program.

Section J is to be completed by the Payroll Secretary/Timekeeper only.

Transfer Period Once a health insurance plan is selected, employees may not change or add optional benefits until the next transfer period which generally occurs once a year in October with an effective date of the first payroll date in January.

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Dependents Dependents covered through a teachers health plan are a teachers spouse and unmarried children under age 19 or to age 23 for fill time students. A teachers domestic partner may also be covered. If a teacher wishes to add dependents after coverage becomes effective, a new application (ERB) must be submitted within 31 days of marriage, or the birth of a child in order for coverage to begin on the date of the event. (A copy of the birth certificate or marriage license must accompany the ERB.) Late applications will result in a later effective date. An ERB and a copy of the individuals Domestic Partnership Registration Certificate issued by the City Clerk are required to add a domestic partner to a teachers health plan. After the domestic partnership application is approved and accepted, a letter is provided to the individual that can be used to enroll his/her domestic partner in the UFT Welfare Fund. Note: Unless a domestic partner is a dependent within the meaning of the Internal Revenue Code, the amount paid by an employer attributable to coverage of a domestic partner is treated as part of the participants gross income for Federal tax purposes. If a teacher wishes to remove a dependent, the same process must be followed. A copy of the divorce papers, signed and dated by the court, must be submitted with the ERB (& to drop coverage for a divorced spouse. Divorce papers may be submitted at any time. Note: Double city coverage is not permitted. If a teacher has a spouse who is employed by the New York City Department of Education or another city agency, each may be covered separately or as a dependent on the others policy, but they may not cover each other. Eligible children must all be enrolled as dependent of one parent. Coverage While on Leave Appointed Teachers: If a teacher takes a leave of absence without pay due to personal illness, health insurance may be continued under SLOAC (Sick Leave of Absence Act Coverage -SLOAC). The school secretary uses an EB1054 (Health Benefits Transmittal form) for the SLOAC transaction. Welfare fund coverage is continued for up to one year. In the case of personal illness, all sick days in the teachers Cumulative Absence Reserve (CAR) must be exhausted before SLOAC coverage may begin. For pregnancy related disability leave, health insurance coverage continues for a maximum of 4 months. CAR days must be used until the baby is 5 weeks and 6 days old. If CAR days remain in the teachers bank at that time, the teacher will be entitled only to a Family Medical Leave Act (FMLA) leave for a total of 12 weeks of paid and/or unpaid coverage. (Full time employees who have been on payroll for 12 months are eligible for up to 12 weeks of leave of absence.) If there are no CAR days in the bank, the teacher may apply for a SLOAC as along as a doctors note certifying a pregnancy disability is placed in her personnel file. If a teacher stops receiving a paycheck for any other reason, there will be an opportunity to convert coverage to a direct payment contract (COBRA). COBRA applications are made available by the payroll secretary/timekeeper and are completed and mailed by the employee directly to the carrier. A terminated employee has 60 days from the date of termination to forward the application to the carrier, who will bill the employee.

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An employee who returns from a leave of absence of more than one year must complete and submit a new ERB and applicable supporting documents for new enrollment in a health plan. An EB1054 must be completed by your school secretary when:

A teacher returns to work from a leave of absence of less than one year. A teacher who was not entitled to July and/or August coverage must be reinstated

in order to begin health care coverage the first day she or he returns to work. A teacher returns to work in a new title to inform the Office of Health and Welfare of

the change. A teacher who returns from maternity/child care leave should submit a new ERB and

documentation for new dependent. NOTE: The payroll secretary/timekeeper is the only person permitted to complete this form. If the form is not properly completed and an ERB is not attached, the form will be returned to the teacher. Retirement Coverage Health insurance coverage is continued if a retiree receives a pension from a retirement system maintained by New York City and has had at least ten years of credited service in that retirement system. Some Welfare Fund benefits also continue upon retirement. To continue health care coverage at retirement, an ERB form must be completed and filed by the teachers payroll secretary/timekeeper or mailed to the Office of Health and Welfare at 65 Court Street. UFT Welfare Fund Teachers and other pedagogues are entitled to supplementary benefits such as prescription drugs, dental and optical procedures, etc. through the United Federation of Teachers Welfare Fund. A UFT Welfare Fund enrollment card may be obtained from:

United Federation of Teachers 52 Broadway-7th Floor

New York, New York 10004 A UFT member may log onto the union website www.uft.org for detailed information about the Welfare Fund and to download Welfare Fund forms. Employee Blood Program The New York City Department of Education participates in the City Donor Corps, a voluntary blood donor group in which members donate blood at least once per year. In return, members, spouse, children to age 19, unmarried children to age 23 if full time students, parents, grandparents and spouses parents and grandparents are provided with coverage in the event blood donations are needed. Employees may obtain an enrollment card from the schools payroll secretary/timekeeper or the Office of Health and Welfare at the Division of Human Resources. The date of a members first blood donation is the effective date of coverage. For further information, log onto www.nyc.gov/html/dcas/html/blood.html

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Salary Salary Increments Salary Increments for teachers and other pedagogical staff in the New York City Public Schools are governed by the Department of Educations collective bargaining agreements with the United Federation of Teachers and the Council of Supervisor and Administrators depending on pedagogic title. The rules for salary credit are outlined in Chancellors Regulations C-500 and C-545. These regulations are available in all schools and on the Department of Education website www.nycenet.edu The UFT contract covers: teachers, school secretaries, paraprofessionals, attendance teachers, guidance counselors, psychologists, social workers, laboratory specialists, and adult education teachers. Salary Schedule(s) The most recent salary schedules for teachers and other non-supervisory pedagogical personnel may be downloaded from www.teachny.com and/or from www.uft.org Listed horizontally across the top of the salary schedule are salary differentials. A teacher can move horizontally across the schedule as s/he increases her/his level of learning. Listed vertically down the left hand side of the schedule are salary steps. A teacher moves a step for each semester of satisfactory service. Longevity Increases Only a regularly appointed teacher may receive longevity increases. After Step 8B, longevity increases are listed for 10, 13, 15, 18, 20, and 22 years of service in the New York City public schools. The increase is issued when an individual completes the indicated number of years. Employees become eligible for longevity payments on the employees longevity eligibility date. The salary increase for longevity should be reflected in the payroll check generated for the pay period following the employees eligibility date. A longevity increase becomes part of the teachers base salary and is immediately pensionable. Service in the calculation of longevity time includes:

Regular appointed full time service Regular substitute service Recertified service Annualized service under a Certificate of Competency (with a basic license) Per diem service (85-169 days=1 term) Salary credit or outside experience if granted prior to April 12, 1971

The following types of service are not included in calculating longevity credits even though they are included in the calculation of seniority lists:

Layoff time Service as a paraprofessional Service on a per session basis Inactive time for which no seniority credit is granted Veterans credit Blind disability credit

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Service with a Certificate of Competency without a basic license The Office of Payroll Administration will change the employees salary step to include the longevity amount retroactive to the effective date on the pay period following the date of the individuals date of eligibility. When a teacher receives a longevity increase, it is reflected through the use of Salary Code Step Suffixes:

Number of Years Longevity Salary Code Suffix 10 years C or D 15 years E or F 13 years G or H

18 years I or J 20 years K or L 22 years M or N Currently a teacher reaches maximum salary when s/he has earned a Masters degree plus an additional 30 credits and has 22 year of satisfactory service in the New York City public schools. Failure to Receive Longevity Increase If a pedagogue has not received her/his longevity increase, the school payroll secretary / time keeper must submit a Payroll Inquiry Form to the Division of Financial Operations, Office of Payroll Administration which will review the employees record and make appropriate adjustments as necessary. Salary Step Placement for Teachers Eligibility Full time teachers in the New York City public schools fall into two categories:

Appointed teachers (sometimes referred to as regularly appointed) Non-appointed teachers (sometimes referred to as regular substitutes)

Appointed New York City teachers are eligible for salary steps based on both prior experience as a teacher outside the New York City Department of Education and for prior non-teaching experience for certain licenses. Appointed teachers may be credited with a maximum of seven and a half years for prior full-time teaching experience up to Step 8b. (They are also eligible for salary differentials based on earning additional academic credits and/or degrees beyond the Bachelors.) When a teacher is appointed, s/he is expected to submit an application for salary step placement regardless of whether or not s/he has prior full-time teaching experience and regardless of whether or not s/he previously filed a claim as a non-appointed teacher. Note: If an appointed teacher does have prior full-time teaching experience, s/he may claim service performed preceding her/his date of appointment. Non-appointed teachers may apply for salary step placement based upon prior teaching experience performed outside the New York City Department of Education up to a maximum of three years (Salary Step 4A) experience. Non-appointed teachers are eligible for salary

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differentials based on earning additional academic credits and/or degrees beyond the Bachelors.

Regardless of whether you are an appointed or non-appointed teacher, your prior teaching experience must have been paid, full time, approved, satisfactory regular teaching service in a day school, grades K-12 performed after the conferral of your Bachelors degree. Full-time, approved, and appropriate college teaching service may also be claimed and if found eligible will be awarded at a rate of one semester of service for one year of full-time college teaching. (Adjunct and/or part time college teaching is not accepted.)

IMPORTANT NOTE: The New York City license application has been revised to include the application for salary step placement for all newly hired teachers effective May, 2003. On the application, all newly hired teachers with prior full-time teaching experience (or full time related non-teaching experience for certain licenses) are asked to indicate service performed prior to his/her hire to ensure proper salary step placement. Appointed Teachers - Time is Money: Your Equated or Anniversary Date An Appointed Teachers Equated or Anniversary Date When an appointed teacher files a completed salary step application, s/he will be issued an equated or anniversary date. This anniversary date is extremely important. It is one of the two dates (March 1st is the other) each year on which the individual will advance to the next salary step until the individual has advanced to the last step of the salary schedule. Appointed teachers must apply within 6 months of appointment to avoid a late filing date. If an individual files after 6 months, s/he will be issued a late filing date. Her/his first payment on the new salary step will begin on the first day of the month after the application has been submitted. Late applications are not eligible for retroactivity to the date of appointment. What It Means to Lose Retroactivity: A Tale of Two Teachers

Teacher A and Teacher B are appointed on September 1, 2001. Teacher A files a completed salary step application on November 15, 2001, well within 6 months of appointment. Because Teacher A filed within 6 months of her appointment, she will receive 10 weeks (from 9/1/01 through 11/15/01) of retroactive pay at her new salary step. Teacher B doesnt file a completed salary step application until March 25, 2002 almost a full month beyond the 6 month time frame. Her new salary step begins on the first day of the month (April 1, 2002) after the application was submitted. Teacher B has lost 7 months of retroactive pay at her new salary step. Remember: Late applications are not eligible for retroactivity. Failure to File If you are an appointed teacher and you fail to file an application, you will receive an anniversary date that corresponds to the date of your appointment but you will lose any retroactive money you may have been entitled to for prior allowable service.

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What It Means If You Fail to File: Loves Labors Lost Bill Smith served in the New York City public schools for 4 years as a satisfactory non-appointed (regular substitute) teacher beginning September 1, 1997. When he was appointed on September 1, 2001 he filed a salary step application. His was credited with his four years of regular substitute service and his anniversary date is September 1, 1997. He is paid on salary step 5A. Mike Love also served in the New York City public schools for 4 years as a satisfactory non-appointed (regular substitute) teacher beginning September 1, 1997. When he was appointed on September 1, 2001 he failed to file a salary step application. He is paid on salary step 4A. He will move beyond salary step 4A at the rate of 1 step per year instead of 2 steps per year until he files a salary step application and claims prior allowable teaching experience for the NYC Department of Education. As soon as his salary step application is processed, he will get credit for his teaching service and be put on his correct salary step. When he files he will get an anniversary date of September 1, 1997. However, he will never recoup the money he lost because failure to file means loss of retroactivity. The New York City Department of Education requires every new appointee to file a salary step application within six months in order to receive retroactive pay to the date of appointment. Types of Prior Allowable Experience Prior Allowable Teaching Experience Outside the NYC Department of Education Requirements:

In order to be creditable, teaching experience must have been full-time for at least one complete school term (semester).

Teaching experience must have been paid, full-time, approved, satisfactory regular teaching service in an accredited day school, grades K-12 after the conferral of your Bachelors degree.

Full-time, approved, and appropriate college teaching service may be claimed and if found eligible will be awarded at a rate of one semester of service for one year of full-time college teaching. (Adjunct and/or part time college teaching is not accepted.)

Note: Only teachers of Common Branches, Early Childhood, Homebound, and Special Education may claim regular Pre-Kindergarten teaching service. The Division of Human Resources or its representative will contact the employers to confirm all prior teaching experience. Reminder: A newly Appointed Teacher must file a claim even if s/he filed while serving as a Preparatory Provisional (uncertified) Teacher. Prior, Allowable, Related Non-Teaching Experience (including satisfactory, related experience performed in the military service) Requirements:

A minimum of one calendar year of non-teaching experience

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Non-teaching experience must be in a position that is reasonably related to your Department of Education license area

Only full-time work is creditable

Note: Service as a paraprofessional or as a teachers aide is not creditable for salary credit. Appointed teachers may claim allowable experience gained prior to their date of appointment. Teachers in one of the following license areas may qualify for prior allowable related non-teaching experience salary credit: Accounting and Business Practices Library Attendance Teacher Mathematics Biology Physics Chemistry Science Distributive Education Shop Subjects/Trades Earth Science Special Education licenses (all) Home Economics Stenography and/or Typewriting Industrial Arts Technical Subjects The Division of Human Resources or its representative will contact employers to confirm all prior experience listed. A teacher may also contact former employers to alert them that the Division will request verification of work experience. Note: Appointed teachers must file claims even if they filed while serving as non-appointed teachers. Prior Allowable Pedagogical Experience Performed for the New York City Department of Education Newly Appointed teachers must submit an application for salary step placement to claim salary step credit for allowable, satisfactory day school service performed prior to the date of appointment whether in Pre-K 12 schools or adult education. Service in summer or evening schools is not accepted. Per Diem Service is creditable only if the teacher worked at least 85 aggregate days to receive one term of credit. This service is only credited in blocks of 85 days. Non-appointed teachers may complete an application to claim allowable service in adult education rendered prior to the date of their original placement on the regular (bi-monthly) payroll. All regular substitute (non-appointed) service is automatically credited by the payroll division. Non-appointed (regular substitute) teachers cannot receive credit for per diem service. Per diem service is creditable only if you worked at least 85 aggregate days to receive one term of credit. This service is only credited in blocks of 85 days. After the Application is processed A non-appointed teacher will receive a Certificate of Outside Experience on which s/he may be granted from one to a maximum of six salary steps. This will be stated on the certificate. The certificate will also contain the effective date of the salary credit. An appointed teacher will receive a Certificate of Salary Status. It will list the salary step on which s/he has been placed as well as an effective date. This certificate will also have a

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column labeled Equated Date which establishes the month in which the individual will advance a salary step on the salary schedule. Note: If a teacher receives a certificate and doesnt receive an increase in pay, s/he should ask her/his payroll secretary to contact Pedagogic Payroll regarding the processing of the increase. At this point, the teacher must work with the Pedagogical Payroll Office to process the salary increase. Salary Step Information Full Term and Other-Than-Occasional Per Diem Substitutes Full term and other-than-occasional per diem substitutes who fill full time vacancies are compensated at the first salary step in Schedule C1 (or at the salary step and rate as may be payable pursuant to a certificate of salary fixation issued by the Chancellor.) Such per diem substitute teachers will advance to the next step in the salary schedule upon completion of 175 school days of service and on March 1, following the completion of 175 school days of service. They may not move beyond salary step 4A. Full term and other-than-occasional per diem substitutes who fill regularly scheduled part time positions are compensated for each full day of service at the rate of one two-hundredth of the first salary step of Schedule C1 (or at the salary rate of one two-hundredth of such salary step of Schedule C1 and rate as may be payable pursuant to a certificate of salary fixation issued by the Chancellor.) Such full-time per diem substitute teachers will advance to the next step in the salary schedule upon completion of 175 school days of service and on March 1, following the completion of 175 school days of service. They may not move beyond salary step 4A. Salary Credit While On Leave A teacher on a leave of absence without pay may work up to four days per week at per diem service. Salary credit for per diem service performed while on a leave of absence is granted at the rate of 1 term for every 85 days (up to Step 8B per the current collective bargaining agreement). Please see the section Leaves Without Pay for a complete listing of the types of leaves for which up to 2 years of salary credit is granted. A complete guide to salary step placement and salary differentials for non-supervisory pedagogical personnel may be downloaded from www.teachny.com Salary Differentials Teachers are eligible for salary differentials based on academic achievement. Salary differentials are based on the current collective bargaining agreement. (Note: A teacher who does not qualify for payment under any differential listed below is paid on C1.) The current salary differentials are: C2 First Differential = Bachelors Degree + 30 hours C2+ID = Bachelors Degree + Intermediate Differential C2+PD = Bachelors Degree + Promotional Differential (earned MA or equivalent) C2+ID+PD = Bachelors Degree + Promotional Differential + Intermediate Differential C6 Second Differential = Bachelors Degree + Masters Degree + 30 hours

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C6+PD = Bachelors Degree + Masters Degree +30 C2 First Differential: The teacher with an approved Bachelors degree has earned an additional 30 semester hours of credits or has earned an approved Masters degree. These credits (undergraduate or graduate) may have been earned prior to the conferral of the Bachelors degree but cannot be credits used toward or required for the Bachelors degree. If any credits were earned prior to the conferral of the Bachelors degree, an original letter signed by the schools registrar and bearing the school seal must identify the exact number of credits required for the degree and the number of excess credits. NOTE: All New York City Department of Education and NYSUT in-service courses are acceptable for the C2 First Differential. (BA +30) C2 +ID: This salary differential is paid only to teachers with an approved Bachelors degree who have earned 60 credits but have not yet earned 36 credits in an area of specialization or a Masters degree. PD Promotional Differential: The teachers approved Bachelors degree and the same 30 hours of credit (undergraduate or graduate) as are acceptable for the C2 First Differential, except that the teacher who has earned NYC Department of Education in-service credits may submit only G credit in-service courses. The Promotional Differential includes 36 semester credit hours (undergraduate or graduate) in any of the approved areas of specialization (a list of approved areas of specialization is provided at the end of this document) or an approved Masters degree. A course may be credited for both the 30 semester and the 36 semester hour requirements. (C1 + PD) NOTE: You may only apply for the Promotional Differential when you have at least 30 credits beyond those required for your Bachelors degree. ID Intermediate Differential: The teachers approved Bachelors degree and an additional 60 semester hours of credits. If any credits (undergraduate or graduate) were earned prior to the conferral of the Bachelors degree, an original letter signed by the schools registrar and bearing the school seal must identify the exact number of credits required for the degree and the number of excess credits. All G level in-service courses are acceptable. (BA + 60) C6 Second Differential: Teachers of shop subjects (trade teachers), technology education (industrial arts), business subjects, and related technical subjects may qualify with a Bachelors degree and 60 additional credits, including all Department of Education in-service courses and excess credits. C6+PD: Teachers in any license may qualify with an approved Bachelors degree plus an approved Masters degree plus 30 semester hours (undergraduate or graduate) that are in addition to those required for the Masters or an approved Doctorate issued by a recognized college or university. (MA + 30). The additional 30 credits must be earned after the conferral of the Bachelors degree and may include both G credit and P credit in-service courses. (Teachers of Shop Subjects, Trade Teachers, Technology (Industrial Arts) Education, Business Subjects, and Related Technical Subjects may qualify with a Bachelors Degree and 60 additional credits, including all in-service and excess credits.) NOTE: Effective September 1996, a teacher may qualify by earning full National Board for Professional Teaching Standards (NBPTS) certification.

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Filing Time Period Applications for salary differentials must be filed within 6 months of completing course work. Course work Completed in Date of Completion Last Date for On-Time Filing Fall Semester January 31st July 31st. Spring Semester June 30th December 29

th

Summer Semester August 31st February 28th

Applications filed after these dates will result in late effective dates and loss of retroactivity. Therefore, if a teacher files a complete application after the six month period, s/he shall receive an effective date of the first day of the month following the date of submission of the complete application and 60 additional credits, including all Department of Education in-service courses and excess credits. Newly appointed teachers who apply within six months of their date of appointment will receive an effective date retroactive to their appointment date provided all courses were completed prior to the date of appointment. A regularly appointed teacher who returns from an approved Leave of Absence, or withdraws a resignation, or rescinds a retirement and is reinstated and who files a complete application within six months of the effective date of such action (return to work/reinstatement) shall receive an effective date retroactive to the date of such action. Note: A teacher can expect to see an increase in her/his salary rather quickly. However, it may take several paychecks before s/he receives retroactive pay if entitled to retroactivity. If a teacher does not receive retroactive pay after a few paychecks, the school payroll secretary should file an Inquiry with Payroll on the teachers behalf. Required Documentation Beginning in June 2003 a teacher currently employed by the Department of Education who applies for a salary differential must attach to the application form all original student transcripts that document eligibility to receive the salary differential even though some or all of the transcripts may have been submitted previously for a prior differential. These documents will be scanned into a database. Note: If you do not attach all original student transcripts, your application is incomplete and cannot be processed. It will be returned to you. Once your documents have been scanned, if you apply for another differential you must submit only those transcripts that document additional course work completed after the date on which your original transcripts were submitted (scanned). If you were hired after May 2003, you must submit transcripts with your application. Thereafter, you must submit only those transcripts that document additional course work completed after the date on which your original transcripts were submitted. Reminder: If a teacher is submitting excess credits at either the undergraduate or graduate level, s/he must attach to the application an original letter signed by the registrar of the college/university and bearing the school seal that identifies the exact number of credits required for the degree and the number of excess credits. Applications for salary differentials must include original student transcripts. Grade reports and computer printouts are not accepted.

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Note: For foreign documents only, the New York City Department of Education will accept copies of foreign transcripts only if they are notarized and accompanied by a notarized English language translation from one of the following translation services:

Approved Foreign Education Translation Services

New York California Globe Language Services, Inc. Center for Applied Research Evaluation 319 Broadway & Education, Inc New York, New York 10007 P.O. Box 20348 Phone: (212) 227-1994 Long Beach, California 90801 Fax: (212) 693-1489 Phone: (562) 430-1105 World Educational Services, Inc. Education Evaluators International P.O. Box 745, Old Chelsea Station P.O. Box 5397 New York, New York 10113-0745 Los Alamitos, California 90720-5397 Phone: (212) 966-6311 Phone: (562) 431-2187 Fax: (212) 966-6395 Fax: (562) 493-5021 Evaluation Service, Inc. Educational Records Evaluation Service P.O. Box 1455 777 Campus Common Road-Suite 200 Albany, New York 12201 Sacremento, California 95825 Phone: (518) 672-4522 Phone: (916) 449-9570 Fax: (518) 672-4877 Fax: (916) 448-3737 California Delaware The Foreign Educational Document Service International Consultants of Delaware, Inc. P.O. Box 4091 109 Barksdale Professional Center Stockton, California 95304 Newark, Delaware 19711 Phone: (209) 948-6589 Phone: (302) 737-8715 Fax: (302) 737-8756 Florida Illinois Josef Silny & Associates, Inc. Education Consultants Foreign Academic Credentials Service P.O. Box 248233 P.O. Box 400 Coral Gables, Florida 33124 Glen Carbon, Illinois 62034 Phone: (305) 666-0233 Phone: (618) 288-1661 Fax: (305) 666-6395 Washington Wisconsin Foundation for International Service, Inc. Educational Credential Evaluators, Inc. University of Washington P.O. Box 514070 Queen Anne Square, Suite 503 Milwaukee, Wisconsin 53202-3470 P.O. Box 352238 Phone: (414) 289-3400 Seattle, Washington 98195-2238 Fax: (414) 289 3411 Phone: (206) 543-0735 Assistance The UFT provides assistance to its members in completing salary differential applications. If an UFT member still has questions after speaking with a schools UFT Chapter Chair, the UFT has five borough offices which are open on school days between the hours of 3:30 p.m. and 6:00 p.m. The UFT borough offices are located at: UFT Bronx Office UFT Queens 2500 Halsey Avenue 97-77 Queens Boulevard Bronx, New York 10461 Rego Park, New York 11374 718-379-6200 718-275-4400

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UFT Brooklyn Office UFT Manhattan 335 Adams Street 52 Broadway Brooklyn, New York 11201 New York, New York 10004 718-852-4900 212-598-6800 UFT Staten Island 4456 Amboy Road Staten Island, New York 10312 718-605-1400

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Payroll Teachers are paid on the Q Bank payroll. It is a semi-monthly payroll on the 1st and 16th of every month for a total of 24 pay periods per year. Deductions from Gross Pay Mandatory deductions from an individuals gross pay include federal, state, city and Medicare taxes. Gross pay may be reduced by additional deductions that include, but are not limited to:

Social Security (FICA) (depending on individuals status and 403B participation) Union Dues Health Insurance Insurance purchased through the individuals union Automatic deductions for U.S. Savings Bonds Pension and/or TDA contributions and/or Loans Municipal Credit Union deductions Tax levies and/or garnishments such as Family Court Contributions to a unions political initiatives

Questions regarding an other than mandatory deduction should be addressed to the appropriate agency listed below: Pension, TDA, and Pension Loans NYC Teachers Retirement System (TRS)

55 Water Street New York, New York 10041

212-442-5520

Board of Education Retirement System (BERS) 65 Court Street-Room 1602 Brooklyn, New York 11201

718-935-8555 Municipal Credit Union Municipal Credit Union

Call 212-669-8555 for address of local borough office City/Family Court Deductions/Refunds Garnishments IRS Tax Levies Social Security (FICA) refunds Stop Payments and Check Updates (for checks held/not cashed beyond 3 months)

NYC Comptrollers Office 1 Centre Street Room 200 New York, New York 10007

212-669-8555

Direct Deposit Direct deposit of an employees net pay directly into her/his bank account is available to all annual employees and to per diem employees. During the annual enrollment period, an employee must submit a Direct Deposit Application/Change form and a copy of a voided check for the account to which s/he wishes the deposit to be made. (Note: The same form is used to change information or to cancel participation in the program.) If an employee decides to change the account designated for direct deposit, s/he must submit the form indicating the change and wait until the change has been made before closing the previous bank account. (If an account is closed before the change is made, rejected paychecks will be returned by the bank. This process usually takes three business days. The Department of Education will contact the employee when a replacement check has been received. Emergency checks will not be issued.

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A Direct Deposit Net Pay Enrollment Form can be downloaded from the New York City Office of Payroll Administration at www.nyc.gov/html/opa/ System Stop Payment and/or Reversal of Direct Deposit If an employee in the direct deposit program is not entitled to receive a check or checks, a principal may authorize a system stop payment which is entered by the payroll secretary. Although the individual may receive a pay stub, the funds are not deposited to her/his account. A principal may also authorize a reversal to checks deposited to an individuals bank account when the employee is not entitled to the payment. A reversal is processed by the payroll secretary/timekeeper at the request of the principal; funds directly deposited are removed from the individuals bank account. Lost Checks If an employee loses a paycheck, s/he must immediately notify her/his payroll secretary/timekeeper who must submit a request for a stop payment for a lost check to the Department of Educations Office of Payroll Administration. The City of New York will issue a replacement check when the lost check investigation is complete, usually between six and eight weeks after a lost check report. Emergency checks cannot be issued during this time. If it is determined that a lost check was cashed, the employee must sign an affidavit claiming forgery. Loss of Preparation Period(s) The contract between the Department of Education and the United Federation of Teachers provides for teacher preparation periods. A teacher may be asked by the principal to cover another teachers class during her/his preparation period once in a school year without additional compensation. Thereafter, the teacher may be asked to cover another teachers class during his/her prep period and will be paid for the coverage. In elementary schools only when a prep period is lost due to standardized testing, the prep period must be rescheduled within five days or the teacher is compensated (at the rate of pay for coverage as stipulated in the UFT collective bargaining agreement in effect at the time) at the end of the month for each lost preparation period at the contractual rate of pay. Appropriate records must be kept (the School Record of Teachers Absence may be used) to ensure proper compensation of teachers who have lost preparation periods. Per diem teachers are compensated for loss of preparation periods. Additional Compensation for Teachers in Shortage License Areas In accordance with the Agreement between the Department of Education and the United Federation of Teachers, the Chancellor may authorize a particular school to permit teachers to provide additional service in lieu of preparation periods in license areas deemed to be shortage areas. Teachers eligible under this provision are those regularly appointed teachers in the shortage license area with a full teaching load as defined in the Agreement. Applications of such teachers shall be approved in the order of their seniority. If at any reorganization period no regularly licensed and appointed teacher in the shortage area applies to fill an authorized position, then the position may be offered to other teachers in the school in the following order:

1. Regularly appointed in another license area with certification in the shortage license area

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2. Provisional with certification in the shortage license area 3. Regularly appointed in another license area, but with experience teaching in the

shortage license area 4. Provisional with experience teaching in the shortage license area.

Shortage license areas are:

Deaf and Hard of Hearing- monolingual and bilingual (Spanish only) Limited Vision- monolingual and bilingual (Spanish only) Bilingual Special Education (Spanish and Haitian Creole) Spanish junior high and high schools Auto Mechanic- high schools Carpentry- high schools Mathematics- junior high and high schools General Science- junior high schools Chemistry and General Science- high schools Earth Science and General Science- high schools Biology and General Science- high schools Physics and General Science- high schools Nursing- high schools Reading- day schools English as a Second Language-elementary and secondary *Speech Improvement monolingual and bilingual (Spanish and Haitian Creole)

*Note: Only Teachers of Speech Improvement are authorized to provide related services in the areas of speech diagnosis and/or therapy. Teachers of Speech are not considered appropriate providers in accordance with compliance procedures. Schools which are authorized to permit teachers to perform additional service must inform all eligible staff members of the availability of such service and must select teachers in seniority order. Seniority is computed in accordance with the excessing rules of the UFT agreement. Teachers approved and scheduled to teach in lieu of preparation periods shall be paid at the rate set forth in the agreement per semester as a special per session payment if they are scheduled to teach five periods per week.. Teachers approved and scheduled to teach fewer than five periods per week or less than a full term will receive a pro-rata special per session payment. The decision of the Chancellor not to authorize implementation of these provisions in a shortage license area in a particular school shall be final and not subject to the grievance and arbitration provisions of the Agreement. Name, Tax and Other Changes To make a change to an individuals name, address or number of tax deductions or to correct a social security number, an OP85 must be completed. The OP85 form may be downloaded from the Division of Human Resources website www.nycenet.edu/offices/dhr/ and must be submitted to the:

Division of Human Resources Human Resource System OP 85 Unit Room 604

65 Court Street Brooklyn, New York 11201

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OP 85 FORM INSTRUCTIONS

1. Top Section - Employee Identification Data 1. Fill in Last Name, First Name and Middle Initial - REQUIRED

Fill in Social Security Number REQUIRED Fill in Date Of Birth REQUIRED Fill in EIS ID / File Number - if applicable

2. Center Section - Biographical Data

Fill in item(s) to be added or changed. Please include telephone number to update our records.

3. Center Section - Tax Data

Upon employment with the NYC Department of Education, a new employee will be required to complete an OP 85 form for name, address and tax data entry purposes. In addition, ALL new employees must complete both a W-4 (Federal) and IT-2104 (State) form. Upon completion, any tax form(s) must be returned to and kept on file with the secretary/timekeeper at your school.

All changes in tax status require a W-4 (Federal) and/or IT-2104 (State) form be completed and

filed with the secretary/timekeeper at your school.

Indicate all fields exactly as you want the deductions on your check, not just the item being changed. (This will eliminate data entry errors while processing your request.)

Tax changes must include the selection of the payroll(s) to which the change should be applied.

Circle the appropriate payroll code(s).

Identify the tax status and number of tax exemptions for Federal and State/City separately. You may request a different status and exemption on Federal and State. The entry in State automatically defaults to the City field. Data entry is not permitted in the City field.

An OP 85, W-4 and/or IT 2104-E forms with a properly notarized Withholding Certificate

Affirmation must be completely filled out, without any alteration, for the following requests: Federal exemptions of 11 to 19, OR New York State exemptions of 15 to 19, OR

Full tax-exempt status.

The additional Federal, State and City deduction amounts for annual pedagogues, annual educational paraprofessionals, Per Diem and hourly E-Bank employees may now be requested separately. Additional withholding is applied per check.

The request should be in a DOLLAR AMOUNT up to and including $150.00. The amount that

is entered on the OP 85 will be the TOTAL amount deducted. Additional amounts ARE NOT added to an existing deduction. If Additional Deduction amounts are to be removed, put a 0 (zero) in each applicable field.

4. Bottom Section - Required Signatures

Sign and date the form (if requesting a name change, sign your new name). Form must be signed by payroll secretary or notarized.

Draft: February 5, 2000

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Telephone No. (718) 935-2278

New York City Department of Education Division of Human Resources 65 Court Street Room 604 Brooklyn, N.Y. 11201

Personnel Change Form OP-85

LAST NAME _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ First Name and Middle Initial _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _

SOCIAL SECURITY NO. EIS ID / FILE NUMBER DATE OF BIRTH _ _ _/ _ _ _/_ _ _ _

PLEASE ENTER ONLY NEW INFORMATION BELOW

SOCIAL SECURITY NO. FIRST NAME / MIDDLE INITIAL / LAST NAME TELEPHONE NUMBER STREET ADDRESS APT. NO. CITY STATE ZIP CODE RESIDENCE CODE A CITY P NON CITY EMAIL ADDRESS

CIRCLE EACH PAYROLL TO WHICH A TAX CHANGE SHOULD BE APPLIED: Q740Q ANNUAL PEDAGOGUE (S-PAY CYCLE) DE470 PER SESSION PEDAGOGUE

EBANK ED PARAPROFESSIONAL (P-PAY CYCLE) DE170 PER DIEM PEDAGOGUE

HOURL HOURLY E-BANK (B-PAY CYCLE) Federal State City NUMBER OF TAX EXEMPTIONS TAX STATUS A=Single B=Married

$ _ _ _ _ _ _ _ _ _ _

$_ _ _ _ _ _ _ _ _ _

$_ _ _ _ _ _ _ _ _ _ ADDITIONAL WITHHOLDING

MAXIMUM $150 EACH (Applied Per Check)

TAX CHANGES FOR

ADMINISTRATIVE AND CUSTODIAL

EMPLOYEES MUST BE FORWARDED

TO APPROPRIATE TIMEKEEPER

Under Penalty of Perjury, I certify that the number of Withholding exemptions and allowances claimed on this certificate, and on the W-4 form and/or IT2104 form, which I have

completed for the school records, does not exceed the number to which I am entitled.

EMPLOYEE SIGNATURE (Include First Name) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ DATE _ _ _ _ _ _ _ TIMEKEEPER PAYROLL SECRETARY SIGNATURE _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ SCHOOL & DISTRICT OR BUREAU _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Telephone# _ _ _ _ _ _ _ _ _ _ _ _ _

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Teacher Attendance/Timekeeping Accurate records of daily attendance, absence and lateness are required to determine the payroll entitlement of each staff member. Chancellors Regulation C-601 outlines polices regarding attendance and service of school staff. Attendance Daily attendance for regularly appointed and regular substitute teachers must be recorded. Per diem substitutes must record their attendance by clocking in and out on a time card. Hourly personnel must complete monthly timesheets. Each absence or lateness must be recorded by the school secretary on the School Record of Teachers Absence which must be signed by the teacher. School Record of Teachers Attendance: Cumulative Absence Reserve (CAR) The School Record of Teachers Attendance is the legal record of a teacher's attendance and cumulative absence reserve. It moves with the teacher if her/his work location changes. Based on the amount of time worked, each pedagogical employee earns sick leave that can be used as needed for days of illness. (See earned sick leave below.) The sick time earned is accumulated in a bank called the Cumulative Absence Reserve (CAR). The CAR is intended to cover absence due to illness, with the exception that a portion of the reserve may be used for personal business (maximum 3 days per year, two of which may be used to take care of a family member per the current collective bargaining agreement.) Earning Sick Leave Regularly appointed teachers earn 10 days per year at the rate of one day for each working month. If employment begins on the 15th day or the month or sooner, one day is credited for the month. If employment is terminated on the 16th of the month or after, one day is credited for that month. The CAR cannot exceed 200 days at the end of June. Three of the ten days per year may be used for personal business. Regular payroll substitute teachers earn a maximum of 5 days per term, one day for each working month. The CAR of a regular substitute cannot exceed 120 days at any time. Long term per diem substitute teachers earn sick leave credit of one day for any month during which the days of per diem employment together with enumerated legal holidays equal or exceed 20 days. A record of sick leave time earned is included on the paycheck stub. Only after 5 consecutive days of service in the same school may sick leave be taken and only with medical certification (not self-certified) for days when the per diem substitute would have been employed were it not for the illness for which the sick leave is claimed. Days earned during per diem service can be transferred to a teachers CAR upon assignment to a regular substitute position or after regular appointment. Occasional Per Diem teachers do not earn sick leave. Reporting Absence (Calling in Sick) A teacher who will be absent from school must notify the school secretary/timekeeper/or the teacher assigned to this role, or the Registry Office before school hours so that coverage by an Occasional Per Diem teacher (day-to-day substitute) can be arranged.

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Self-Certification of Attendance Depending on the requirements of the responsible superintendent and/or the Medical Bureau, an Application for Excuse for Personal Illness (OP 198) must be completed for each occurrence of absence. A regularly appointed teacher is permitted to self-certify up to 10 days of absence per year to be deducted from her/his Cumulative Absence Reserve. Three of these days may be for personal business as opposed to self-treated illness. A regular substitute teacher employed for one term may self-certify up to 5 days of illness; if employed for a full year, s/he may self-certify 10 days, of which 3 may be used for personal business. Approving Absence Due to Illness The Department of Educations Medical Bureau (65 Court Street, Brooklyn, New York 11201) is ultimately responsible for approving an employees absence due to illness. Determination of a pedagogues fitness for service is made by the Medical Bureau. However, absences of short duration may be excused by the principal and need not be referred for medical evaluation and approval by the Medical Bureau. Absence for Reasons Other Than Illness All absence for reasons other than illness, which is not deducted from the CAR, is covered by policies concerning non-attendance and absence without pay. (Please see the sections on Non-Attendance and Absence without Pay below.) All absence from duty must be authorized, either by the principal, superintendent, or the Medical Bureau depending on specific circumstances. Unauthorized Absence An employee who is or will be absent is required to inform the principal promptly of the nature and expected duration of the absence. Teachers who fail to apply for excuse of absence, or whose applications are denied, are considered absent without authorization. Unauthorized absence is reported for payroll deduction and, in addition, may be the subject of disciplinary action to be initiated by the principal or responsible superintendent. A regularly appointed teacher who is absent for 20 consecutive school (business) days without notice may be deemed to have resigned. Note: Chancellors Regulation C-603 delineates policies regarding absent employees. Chancellors Regulation C-606 deals with time off for religious observance. Lateness and Fractional Absence The time for reporting to duty is established by the principal in relation to the requirements of the school and the specific duties of the teacher. A teacher is considered late for duty if s/he arrives after the established time for reporting to duty. If a teacher is not on duty by the time the schools students are present in classrooms, s/he is considered absent. If a teacher arrives after the time students are present in classrooms, it is considered a fractional absence (absence for part of a school day). Fractional absence is the amount of time missed between the time the teacher was required to report to duty and the teachers arrival for duty. Example: A teacher is required to report for duty at 8:30 a.m. Students are in

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the schools classrooms at 8:40 a.m. If the teacher arrives at 8:35 a.m. s/he is considered 5 minutes late. If the teacher arrives at 8:45 a.m., s/he is absent for 15 minutes (fractionally absent.) The principal must review each occurrence of lateness as well as any fractional absence. Both lateness and fractional absence must be recorded on the School Record of Teacher Attendance. If a teachers lateness or fractional absence was due to illness, the time is accumulated for deduction from the teachers CAR. Fractional absences for illness are recorded and tallied to full days for each 6 hours or portion of a day greater than 3 hours and 20 minutes. If a teachers lateness and/or fractional absence is not due to illness, or the teacher has not time available in her/his CAR, the lateness and/or fractional absence must be reported for deduction of the corresponding amount of money from salary. Note: Timekeeping policies are delineated in Chancellors Regulation C-604. Application for Excuse of Personal Illness Chancellors Regulation C-601 addresses attendance and service of school staff. An Application for Excuse of Personal Illness (OP198) is used to apply for authorization of absence including:

Self-certified illness Medically certified illness (Medical certification, when required, can be provided on this

form or separately on a Confidential Medical Report.) Absence due to childrens diseases Absence due to alleged accident in the line of duty Request to borrow sick days Request for a grace period

: For absences from 1 to 10 days an OP 198 is not required unless the principal at her/his discretion asks for its submission. The absence can be approved by the principal and recorded directly on the Record of Absence. If an OP 198 form is required, the secretary must provide the teacher with an OP 198 form. It may be forwarded to the Medical Bureau at any time for review. For absences that extend 11 to 20 days, an OP 198 must be submitted to the Medical Bureau labeled For Information, which permits review at the discretion of the Medical Bureau. A doctors certification is required on the form. The school secretary must collect both the completed form and the doctors certification from the teacher. For an absence of 21 days or more, the OP198, including the doctors certification, must be approved by the Medical Bureau. The school secretary must collect both the completed form and the doctors certification from the teacher and forward it to the Medical Bureau. Borrowing Days Borrowing of days takes place only at the request of a regularly appointed teacher and is never required as a prerequisite for a Grace Period or Leave of Absence. A regularly appointed teacher may borrow sick days to cover absence for illness or personal business

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after all the days in her/his Cumulative Absence Reserve have been used. Note: Substitutes may not borrow sick days. To request borrowed days, a teacher must file an Application for Excuse of Absence for Personal Illness (OP198). The negative balance in a teachers CAR may never exceed 20 days. Each time a teacher borrows sick days, s/he signs an agreement, in addition to the OP198, that the borrowed days constitute a debt which must be repaid to the Department of Education, either through days earned for future service or by payroll deduction during current employment or upon termination of service. Status While on Sick Leave The payroll status of a teacher on sick leave depends on factors such as: the number of days in the individuals CAR; whether or not days have been borrowed; whether or not the individual is in a grace period; whether an individual is on leave without pay. A teacher receives salary credit, and pension credit if regularly appointed, for any period of paid sick leave. A regularly appointed teacher must be placed on inactive pay status if an absence extends beyond the balance of the teachers CAR as supplemented by borrowed days and exceeds one calendar month of approved absence without pay. A regular substitute or a regular payroll per diem teacher is converted to per diem status after 15 consecutive (or non-consecutive days) of absence without pay, starting from the last day of actual service immediately prior to the last absence. Per diem substitutes receive no credit for days of absence. Grace Period A grace period refers to a period of up to 30 days (one calendar month-not 30 working days) of absence without pay for reasons other than personal business. Only two types of leave are eligible for a grace period :

Restoration of Health (H/R) Maternity Child Care (M/C)

A grace period maintains the individuals full time status and benefits. To enter a grace period, the individuals CAR balance must be zero or in the negative (through borrowed days). When the CAR of a regularly appointed teacher is exhausted and the teacher continues to be absent for personal illness, the absent teacher may apply for a Grace Period by submitting an OP 198 which is forwarded to the Medical Bureau. (Example: A teacher has used up all her/his sick days (CAR) on November 12th. The teacher can be absent without pay (grace period) from November 13th to December 12th with no break in service. If the teacher is still ill on December 13th, an application for a Leave of Absence Without Pay for restoration of health would have to be submitted to begin on December 13th. A teacher must use all the sick days in her/ his CAR before taking any days without pay for illness. A regularly appointed teacher has the option to borrow days before commencing absence without pay (days of grace.) Note: A regularly appointed teacher is not required to borrow days. If a teacher chooses to borrow sick days to cover excused absence for illness, the maximum that may be owed at any time is 20 days. The teacher may borrow fewer than 20 days before taking grace days.

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During absence without pay (grace period) a deduction of 1/25th of the monthly gross salary is made for each day of work lost. No deduction is made for a holiday or weekend occurring within a grace period or period of absence without pay. An approved Grace Period is noted on the teachers Record of Absence as absence without pay. No more than one Grace Period may be granted to an individual during any school year. Note: A grace period may not be taken on the first day after returning from summer vacation, sabbatical, leave of absence without pay or prior to retirement. One day is earned to an employees CAR balance during a 30 day grace period. This one day earned may be used as a sick day or personal day immediately following the conclusion of the grace period.

An adjustment to the individuals check will be made to take into account the Grace period. In a Grace Period when there is a Break in Service, a regular paycheck will be generated but the employee is not entitled to the full check. Instead, an adjustment is made based on the weekends and holidays during the grace period. The individuals payroll secretary processes the paycheck for all necessary adjustments. Grace Period for Maternity Child Care Leave An employee may use the days in her CAR, may borrow days, and may take a grace period for maternity child care. For example, an employee is expected to deliver on October 15th. Her last day of service is September 20th. On September 20th she has 3 days in her CAR. She decides to borrow 20 days and takes a grace period. The six week anniversary of her babys birth is November 26th. Her CAR plus the 20 borrowed days plus her 30 grace days are completed on November 26th. (Her CAR was exhausted on September 27th. Her 20 borrowed days were exhausted on October 25th and her 30 grace days were exhausted on November 26th.) Absence due to Childrens Disease A teacher who contracts a childrens disease (e.g. measles, mumps-See UFT contract, Article 16) from work in the line of duty receives unlimited days off until the end of the illness. This absence does not affect the teachers CAR balance. A form OP407 is required regardless of the number of days of absence. Non-attendance Days A non-attendance day does not affect a teachers CAR balance. In most cases, non-attendance can be approved by the principal. However, in some instances (detailed on the back of the application) approval by the superintendent is required. Absence as non-attendance is recorded on the School Record of Teacher Absence, but it is not considered absence for the purposes of rating. There are a number of categories that fall under the general heading of non-attendance days. Attendance at a Convention or Conference: The teacher is approved to attend a

conference, convention, meeting or training session. o An Application to Attend School Meeting or Convention Outside New York City

(OP221) must be completed by the teacher and submitted to the principal for approval or disapproval and signature.

Court Subpoena: An employee is subpoenaed to appear in court

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Death in Family: A teacher is allowed up to four work days absence for a death in the immediate (grandparent, parent, sibling, spouse, domestic partner, child, grandchild, or parent of a spouse or any relative residing in the employees household) family. The fifth and all subsequent days will be deducted from the employees CAR. In Extenuating Circumstances, up to an additional nine days may be permitted. This time off must be approved by the teachers district office/organization center. Travel time allows up to five days beyond the four days absence permitted for a death in the immediate family to travel to and from the funeral. Additional travel days must be approved by the district office/organization center.

Funeral: A teacher is allowed one day for the death of someone not in the employees

immediate family (brother or sister-in-law, son or daughter-in-law, niece, nephew, aunt, uncle, or spouses aunt or uncle or grandparent who is not a member of the immediate family as defined above. Time is also granted up to one day for the funeral of a co-worker.

Graduation: One day is granted for the graduation of a member of the immediate

family. Extenuating circumstances may provide an extra travel day for a single graduation if approved by the district office/organization center.

Jury or Grand Jury Duty, or Jury Duty Qualification: Time is unlimited for the

length of the jury duty or jury duty qualification. Legislative Hearing: Time is granted for the period required for the hearing on official

Department of Education business. Line of Duty Injury: A line of duty injury does not affect the individuals CAR unless it

is disapproved. A doctors note must be submitted for a line of duty injury and the Medical Department requires documentation and forms. If disapproved, each day of absence will be deducted from the CAR or pay.

Military Duty: When an employee is called for military service, the first 30 days of

service are paid with no deduction from the CAR. (See Extended Rights and Benefits for Military Leave below.)

Quarantine: If an employee is quarantined, the time needed for the quarantine is

granted. Requirement of School System: Time is granted upon approval for the period

required when an employee is called to central headquarters on official business such as a medical exam or interview.

School Visits and Meetings in New York City: Up to three school days per school

year may be used for observing school activities in other schools or for attending a professional conference.

Student Suspension: Time is granted for the duration of the meeting to attend a

student suspension hearing/meeting. Summer Training: Time is granted, usually the last two weeks in June, for two weeks

for training. (A summer training memorandum is issued by the Division of Human Resources each year.)

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Transit Delay: This is an approved partial absence due to a failure in some mode of public transportation.

Extended Rights and Benefits for Military Leave New York Citys Extended Military Benefits Package was extended on October 14, 2002. The intent of these extended benefits is to give credit to those Department of Education employees who interrupt their careers to serve their country in time of national need and intend to resume their employment on release from military duty. Eligibility All appointed, provisional, regular substitute and seasonal employees who are members of the organized militia, reserve forces or reserve components of the armed forces of the United States who serve on ordered military duty in Operation Enduring Freedom on or after September 11, 2001 are eligible.

Probationary Period If an employee enters military service before completing a probationary period or is appointed or promoted to another position while on military duty, the time the employee is absent on military duty is considered satisfactory service during probation. Important Note: A probationary pedagogical employee cannot complete probation during military duty. The amount of service required to complete probation will be computed upon the return of the employee to her/his Department of Education position. Duration of Leave Any military leave granted under the extended benefit will commence at the expiration of 30 calendar days or twenty-two work days of military leave provided by New York Military Law and will be issued for up to one year with an automatic extension if the employee is eligible and continues to be in active military service. Staff who are not appointed and who were hired for a specific period (e.g. covering a leave of absence or being hired for one school term or one school year only) are entitled to military leave of absence not beyond the time the employees service would have been terminated had the employee remained in her/his position.

Processing of Military Leaves

For pedagogical employees the a) letter of application for military leave. b) the Military Pay Reimbursement Agreement and c) a copy of the military orders or letter from the Commanding Officer must be forwarded to the Military Leave Unit, 65 Court Street-Room 505, Brooklyn, New York 11201. Extended Benefits In addition to the rights and benefits provided by New York Military Law to receive salary up to a maximum of 30 calendar days or twenty-two work days, eligible Department of Education employees will continue to remain on payroll in active pay status for as long as they are on military leave of absence serving in Operation Enduring Freedom or other ordered military duty in connection with the events of September 11, 2001.

During this time they will receive their full Department of Education salaries and will continue to accrue sick leave and annual leave, where appropriate, which will be credited upon their

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return to service. They will continue to receive their full health insurance benefits and the City will continue to make welfare fund contributions on their behalf. However, in accordance with the Military Pay Reimbursement Agreement, the employee must remit to the Department of Education an amount equal to the amount received in military pay for any days in excess of the statutory entitlement of 30 calendar days or 22 work days. Military pay includes the amount of base pay plus allowances for food and shelter. An employee whose military pay is greater than his/her Department of Education salary must remit to the City an amount equal to his/her Department of Education salary. The empl