3.4 Faculty and Staff Attendance

Faculty and Staff Attendance

 A teacher who arrives in the school on time should be in the classroom ready to teach at the beginning of his/her first assigned teaching period. Teachers are expected to arrive to all their assignments at least one minute before the start of class (as per the UFT contract).

Storm Day Procedures

 

This is a summary of the main points of Chancellor’s Regulation B-110 and an explanation of the procedures we will follow at A. Philip Randolph Campus High School

 

NOTIFICATION

The Chancellor will make the citywide decision to close or delay the opening of schools during stormy weather or other emergency situations. The decision will be made as early as possible prior to 6:30 A.M. on the affected day. Radio and TV stations will be notified as soon as possible prior to 6:30 A.M. Staff and parents should listen to information broadcast by news radio stations WINS (1010 AM) and WCBS (880 AM).

 Extent and Scope of Authorized Citywide Delays in School Openings

 In the case of a delayed school opening, the Chancellor will announce a two-hour opening delay for students citywide. Teachers should report at their normal time. On such days, we will use a modified bell schedule, as follows:

 Period 2:    10:00 - 10:40    Class

Period 3:    10:45 - 11:25    Class

Period 4:    11:30 - 12:10    Class/Lunch

Period 5:    2:15 - 12:55      Class/Lunch   

Period 6:    1:00 - 1:40        Class/Lunch   

Period 7:    1:45 - 2:20        Class/Lunch   

• All personnel have the responsibility and obligation to report to work at the normal starting time despite the delayed opening.
• This schedule includes all lunch periods to provide access to food for students and faculty.
• A delayed opening will be automatically considered an emergency condition regarding class coverages and may require modified teaching conditions based on staffing needs.
• All field trips and after school activities are cancelled on delayed opening days.
• Normal attendance reporting standards apply (absences and lateness’s) based on the later starting time. In the event that a storm intensifies during the school day, the Chancellor will notify all superintendents and radio and television media of an earlier dismissal schedule. This information will then be given to school principals.

 

 

Lateness

School lateness procedures are based on Chancellor’s Regulation C-601 and Chancellor’s Memorandum #13 (10/20/87). They are as follows:

1. Pedagogical staff members who are running late must call the Main Office (212) 926 - 0113 as soon as possible to allow the school time to arrange for coverage.
2. Pedagogical staff members who arrive late must punch in to annotate their arrival time in the main office and notify their immediate supervisor.
3. Staff late due to transportation delays may pick up a transit delay form OP201 (Pink) in the main office. It is the staff member’s responsibility to obtain verification of the delay from the Transit Authority (or L.I.R.R. or Metro North, etc.) and then submit this form to the Payroll Secretary so that the lateness involved can be expunged.
4. The principal is cognizant that severe weather conditions and major transit problems could cause delays and does consider this when reviewing staff lateness; the principal or his/her designee will make a notation on the late sheet for severe weather conditions or major transit delays.
5. Staff member who are late two or more times during a month (not including severe weather conditions or verified transit delays) will receive a warning letter from the principal. It tardiness continues, a follow up disciplinary conference will be conducted. If the pattern continues, salary may be docked in accordance with Chancellor’s Regulations. Also, as per Chancellor’s Memorandum #13, an individual with a continued pattern of lateness will be required to use a time card and clock in on a daily basis.
6. It is important to note that attendance and punctuality are components of the Annual Rating process and poor attendance and punctuality may result in an unsatisfactory annual rating.
7. A teacher with a special situation, which leads to lateness, should speak with the principal to see if a mutually determined course of action can be decided upon.

 

Faculty and Staff Absence

If you know you are going to be absent (for jury duty, personal business, scheduled medical procedure, etc.), it is your responsibility to leave lesson plans and materials for your substitute with your department supervisor. Absentee lessons should be kept on file and replenished when utilized. Any student work collected by your substitute and left for you should be graded as a homework/classwork assignment and returned to the students so that they realize that work done even when you are absent will be counted.

 

Personal Illness

On regular instructional days, if you are going to be absent, call the DOE SUBCENTRAL phone line - (718) 935-6740. Instructions are listed below in the “Teacher Quick Reference Guide.” For all absences, please call APRCHS’ absentee number - (212) 926 - 0210 prior to 6:30 A.M. You can call much earlier – the voicemail is active at all times. In order to verify that a substitute can be assigned to your classes, we need early notification; otherwise, your colleagues will be assigned coverages for your classes. If for some reason the phone number above is inoperative, call the Assistant Principal of Organization’s office (212) 926 - 1640 and leave a message. If you are aware that you will be absent in advance, please notify the Payroll Secretary so appropriate arrangements for substitute coverage can be made in advance. Whenever you are absent due to illness, on your first day back in school, please report to the Payroll Secretary in Room 105 to sign for your absence.

 

Personal Business

Require a minimum of four days advance notice and the approval of the Principal. (Forms are available in room 105). Personal business days are to be used to conduct business which conflicts with your school schedule and which cannot be scheduled for any other time. Unforeseen last minute personal business situations will be taken into consideration on an individual basis.

 

Religious Observance

Require two weeks advance notice and the approval of the Principal. You may apply for the religious observance day as non-attendance (The price of a per diem substitute is deducted from your pay) or as personal business for religious reasons (a day is deducted from your cumulative absence reserve). Both forms are available in 105, the Principal’s office.

 

School Business Meeting

If you are going to miss all or part of a school day because of required attendance at a school system meeting or workshop or because you are going on approved school trip with your class, you must inform the secretary in Room 105 and complete the OP 201 form two weeks in advance.

 

Jury Duty

Serving on a jury is a right and a privilege. Unfortunately, to do so during the school year is often disruptive to your students’ education. You can usually apply for four or more postponements of jury duty or re-schedule the duty for a less disruptive time. If you would like to do this, see the Principal’s Secretary in Room 105 for an official letter requesting a postponement.

 

Official Policy of the School System

When a faculty or staff members absent for any reason, there is a presumption that students are missing instruction (even though other arrangements are made for class coverage) or that operations are not running as normal. Sick days and personal days are not to be viewed as an accrued property right to be used at the discretion of the teacher. Excessive absence patterns may be used as the sole criteria for an unsatisfactory rating. The school year has numerous holidays and recesses. There are only between 182 and 186 actual school days a year, many of them given over to testing. Please try to limit your absences.

 

Coverages

When a teacher is absent, every attempt is made to call a substitute. However, every teacher may be called upon to cover up to one class per semester (two per year) without additional compensation. If you would like to volunteer for paid coverages, please see the Secretary in Room 1W10.

 

NYC DOE SubCentral

Teacher Quick Reference Guide

 

Sub Central Dial-In Phone Number: (718) 935 - 6740

Sub Central Help Desk Phone Number: (718) 935 - 4410

 

Write in your access I.D.: (your file number)

Your pin number: xx xx xx

 

If this is the first time you are registering your file number will be in your pin number. You will be prompted to change it. Suggestion: use your date of birth so you never forget your pin number.

 

Internet Browser: subcentral.eschoolsolutions.com.

 

THE SYSTEM CALLS SUBSTITUTES DURING THESE TIMES

 

                                    Today’s Jobs                 Future Jobs

Monday - Thursday     Starts at 5:30 a.m.         5:00 p.m. - 10:00 p.m.

Friday                          Starts at 5:30 a.m.         None

Saturday                      None                             None

Sunday                        None                             5:00 p.m. – 10:00 p.m.

Holidays                      None                             5:00 p.m. – 10:00 p.m.

 

Reason for Absence

1. Illness
2. Personal DayReligious Observance
3. Jury Duty
4. Military
5. Bereavement/Funeral
6. Graduation
7. Court Subpoena
8. Official DOE BusinessLine of Duty
9. Legislative Hearing
10. Convention/Conference/Meeting
11. Bereavement/Funeral
12. Staff Development
13. Graduation

 

Telephone Access Instructions

Enter your Access ID followed by the (*) star key

 

Enter your PIN followed by the (*) key (If you do not have a PIN, enter your Access ID again, when prompted for your PIN. You will then be able to enter a new PIN to use.)

 

Registration

1. Record your name followed by the star (*) key

Press 1 to accept

Press 2 to Re-enter

Press 9 to Exit and hang up

2. Listen for work locations and job descriptions. If incorrect,, contact the help desk at (718) 935 -4401.
3. If your Pin is the same as your Access ID, enter a new PIN

Enter a Pin at least six (6) digits in length followed by the Star (*) key. (I suggest your birth date).

Press 1 if Correct

Press 8 to Re-enter

Press 9 to Exit and hang up

Menu Options

1 - Create an Absence

2 - Review, Cancel Absence or Modify Special Instructions

3 - Review Work Locations and Job Descriptions

4 - Change Pin/Re-record Name

9 - Exit and hang up

 

Work at Multiple Locations?

1. If you pressed 1 to Create and Absence
2. Enter the location code followed by the star (*) key or wait to hear a list of locations

Press 1 to Accept Location choice

Press 2 to Re-enter

Press 9 to Exit to menu options

 

1 - To Create An Absence

1. Enter dates for the absence

Press 1 if the Absence is only for today

Press 2 if the Absence is only for tomorrow

Press 3 to Enter the dates and times for the absence

Press 9 to Exit to menu options

2. If you pressed 3 to Enter Dates and time

Enter Start Date

Press 1 to Accept the date offered

Press 2 to Enter time

Enter two digits for the hour and two digits for the minutes HH:MM format, Enter 1 for am 2 for pm

Press 9 to Exit to menu options

Repeat procedure for end date and time

3. Enter the reason from page 1 followed by the star (*) key or wait for a list of reasons

Press 1 if Correct

Press 2 to Re-enter

Press 9 to Exit to menu options

4. Record Special Instructions

Press 1 to Record special instructions. Press the star (*) key when done

Press 2 to Bypass this step

5. Request a Substitute

Enter the substitute access IED, followed by the star (*) key

Press 1 to Accept requested substitute

Press 2 if the Substitute has already agreed to work and does not need to be called

 

Press 9 to Exit to menu options

 Press 2 to Re-enter

Press 2 to Bypass requesting a substitute

6. Complete Absence

Press 1 to Receive the Job Number

Record the Job Number. The Job Number is your confirmation.

Press 9 to Exit to menu options

Press 2 to Review absence information.

 

2- To Review/Cancel Absence or Modify Special Instructions

Hear the job information

Press 1 to Hear absence information again

Press 2 to Modify special instructions

Press 3 to Cancel the absence

Press 8 to Hear the next absence

Press 9 to Exit to menu options

If you pressed 2 to Modify special instructions

Press 1 to Delete

Press 2 to Re-enter

Press 9 to Exit

Press 9 to exit and hear next absence

If you pressed 3 to Cancel the job

Press 1 to confirm the cancellation request

If a substitute is assigned to the absence

Press 1 for the System to call the assigned substitute

Press 2 to Not have the system call the substitute

Press 9 to Exit and hear next absence

Press 9 to exit and hear next absence (without canceling)

Once you confirm a request to cancel the job, you MUST wait for “Job Number has been cancelled”

3 - To Review Work Locations and Job Description

Hear a list of your work locations and job descriptions

4- To Change Pin or Re-Record Name

Press 1 to Change your PIN

Press 2 to Change the recording of your name

Press 9 to Exit to menu options

 

If you pressed 1 to Change your PIN

Enter a new PIN at least six (6) digits in length, followed by the (*) key
Press 1 if Correct
Press 8 to Re-enter
Press 9 to Exit to menu options

If you pressed 2 to Change the recording of your name Record your name. Press the star (*) key when done

Press 1 to Accept

Press 2 to Re-record name

Press 9 to Exit to menu options

 

Internet Browser Access Instructions Sign In

Open your browser and access the SubCentral SmartFind Express Sign In page. Review the messages above the Sign In page. Review the message above the Sign In. Enter your Access ID and PIN. Review additional announcements on your home page, if any.

 

To Create an Absence

Choose the Create an Absence link

Important Note: Items in BOLD are required to complete an Absence and receive a job number.

• Select the location
• Select the classification
• Choose from the drop down menu
• Select the reason for this absence from the drop down menu
• Select Start and End Dates for your absence
• Enter the dates with forward slashes (MM/DD/YYYY) or use the calendar icon
• Select Start and End Times for your absence. Default times are listed
• To change defaults, enter time in HH:MM am or pm format
• Ensure that the correct time is entered. If the times for the substitute are different than the absences times, please enter the adjusted time
• Multiple Day (Recurring) Absence. Select the Modify Schedule button.
• Your default work schedule is shown. Remove the checkmark(s) from the Work Days boxes that do not apply to this absence
• Modify daily schedule and/or times for absence and substitutes
• Select the Continue button
• Request a particular substitute
• Enter the substitutes access ID number or use the Search feature to find the substitute by name
• Indicate if the requested substitute has accepted this job
• Yes = substitute is prearranged and will not be called and offered the job
• No = call will be placed and the substitute will offer the job
• Enter the special instructions for the substitute to view
• Select the Continue button
• Select the Create Absence button to receive a Job Number. Please record this job Number

 

To Review/Cancel Absence or Modify Special Instructions

Choose the Review Absences link to review past, present and future absences or to cancel an absence. Follow these steps:

• Select the format for absence display: List or Calendar view
• Search for Jobs: Enter specific date range (MM/DD/YYYY) or Calendar icon, or enter job number or leave blank to return all your absences
• Select the Search Button
• Select the Job Number link to view job details on future jobs

From the Job Details Screen

• Special instructions can be updated on future jobs. Modify the special instructions and select the Save button
• To cancel your job, select the Cancel Job button
• If a substitute is assigned to your absence and you want the system to notify them of the job cancellation (by calling them), place a checkmark in the box prior to the question “Notify the Substitute of Cancellation?”
• Select Return to List button to return to the job listing

 

SIGN OUT AND INTERNET BROWSER INFORMATION

• At any time during the session, the Sign Out link can be selected to end the session and disconnect from SubCentral SmartFindExpress. Selecting the browser’s back button or going to another site on the Internet does not disconnect the session from SubCentral SmartFindExpress.
• To ensure security and privacy of information, use the Sign Out link to disconnect from SubCentral SmartFindExpress, and close the Internet browser when you finish with your session.

 

Important Note: Do Not use the browser’s BACK button to navigate to screens. Navigation buttons are on the bottom of SubCentral SmartFindExpress screens, such as the Return to List and Continue buttons.