SYRACUSE CITY
SCHOOL DISTRICT
ADMINISTRATIVE
BULLETIN
No. 1
August 19, 2015
Distribution: General
1.
725 Harrison Street
Syracuse, NY 13210
The Syracuse City School District hereby advises students, parents, employees and
the general public that it is committed to providing equal access to all categories of
employment, programs and educational opportunities, including career and technical
education opportunities, regardless of actual or perceived race, color, national origin,
Native American ancestry/ethnicity, creed or religion, marital status, sex, sexual
orientation, age, gender identity or expression, disability or any other legally
protected category under federal, state or local law.
Inquiries regarding the District’s non-discrimination policies should be directed to:
Executive Director of Student Support Services, Civil Rights Compliance Officer/
Syracuse City School District/ 725 Harrison Street/ Syracuse, NY 13210/ (315) 4354131/ Email: CivilRightsCompliance@scsd.us
SCHEDULE FOR OPENING OF 2015-2016 SCHOOL YEAR
September 1-3
Superintendent’s Conference Days
Full day for all staff
September 8:
Schools in session – Full day for students
Kindergarten, Elementary, and Secondary
September 1st (Tuesday), 2nd (Wednesday) & 3rd (Thursday) – Teachers will follow a full-day teacher
schedule. Staff will be involved in planning and preparation activities for the opening of school.
September 8th (Tuesday) – All students report for a full day of school.
Children, whose fifth birthday occurs on or before December 1, midnight, may be admitted to kindergarten
at the beginning of each school year in September. Please be sure to check birth certificates to verify age.
Children entering kindergarten or transferring from another school district must be immunized. It is
imperative that immunization records are checked to verify this mandate.
2.
NOTICES CONTAINED IN THIS ADMINISTRATIVE BULLETIN
For your reference, the following are captions of the notices that make up this bulletin (in the order in which
they appear):
• Schedule for Opening of School – page 1
• Semi-Monthly Paydays – page 4
• Time Schedules (Elementary, Middle and
High Schools) – page 2
• Employee Absences (Medical Reasons, Religious
Observance, and Excused) – pages 5, 6 and 7
• Professional Development Days – page 2
• Change of Name and/or Address – page 8
• In-Service Education Courses – page 3
• Proof of Certification – Teachers and
Teaching Assistants – page 8
• Report Card Schedules (Elementary, Middle
and High Schools) – page 3
• Tax-Sheltered Annuities – page 8 and 9
Administrative Bulletin No. 1
August 2015
3.
–2–
TIME SCHEDULES
The arrival and dismissal time schedules for the Syracuse public school elementary, K-8, and secondary grades
during the 2015-16 school year will be as follows:
Elementary Schools
(Delaware Primary, Delaware Academy, McCarthy at Beard and
McKinley-Brighton) .................................................................................................. 8:00 am to 2:00 pm
(Hughes, Salem-Hyde, LeMoyne, Meachem, Syracuse Latin and Webster) .............. 9:00 am to 3:00 pm
Pre-K-8 Schools
(Huntington, Roberts, Edward Smith – Elem Level) ................................................. 9:00 am to 3:00 pm
(Huntington, Roberts, Edward Smith – Middle Level) .............................................. 8:00 am to 2:50 pm
Middle Schools
(Clary, ELMS and Grant) ............................................................................................ 7:50 am to 2:26 pm
Middle School Alternative Program @ Phoenix Center)........................................... 7:40 am to 2:00 pm
High Schools
(Corcoran, Fowler, PSLA @ Fowler, Henninger, Institute of Tech, Johnson, and
Nottingham) ............................................................................................................... 7:50 am to 2:26 pm
iZone Schools
(Frazer) .................................................................................................................... 8:00 am to 3:30 pm
(Danforth and Westside Academy) ............................................................................. 8:00 am to 3:36 pm
(Bellevue, Porter, Seymour and VanDuyn) ................................................................ 8:30 am to 4:00 pm
Cohort 5 Schools
(Franklin, Dr. King and Dr. Weeks) ........................................................................... 8:30 am to 4:10 pm
(HW Smith Pre-K-8 – Elem and Middle) ................................................................. 7:45 am to 3:25 pm
(Lincoln) .................................................................................................................... 8:00 am to 3:45 pm
4.
PROFESSIONAL DEVELOPMENT DAYS
In addition to regularly scheduled holidays, there will be certain days and half days when students will not be
required to attend classes. These days are legally allowable Superintendent’s Conference Days or half days for
staff planning and/or parent conferences. Each school should keep parents informed on a timely basis when
school will not be in session for students. The following are Superintendent’s Conference Days and Districtwide half days when students will not be required to attend school.
All Buildings
November 3, 2015
November 4, 2015
November 19, 2015
December 23, 2015
January 29, 2016
June 23, 2016
June 24, 2015
Half Day
No School
Half Day
Half Day
No School
Half Day
No School
Parent-Teacher Conferences
Superintendent’s Conference Day
Parent-Teacher Conferences
Professional Development/Comp
Superintendent’s Conference Day
Professional Development
Superintendent’s Conference Day
Administrative Bulletin No. 1
August 2015
5.
–3–
IN-SERVICE EDUCATION COURSES
In-service education bulletins/offerings will be posted in Teachscape (www.teachscape.com/login) and the
Syracuse Teacher Center website (www.syracuseteachercenter.org) as courses are approved.
Registration is accepted by registering through Teachscape Learn.
6.
REPORT CARD SCHEDULES
Report Card Dates Pre-Kindergarten
Period Ends
Reports Out
January 22 (first report)
February 2nd
June 23 (second report)
June 23rd
Report Card Dates Elementary Level
Period Ends
Reports Out
October 30 (first report)
November 19 or at Parent-Teacher Conference
January 22 (second report)
February 2
April 8 (third report)
April 19 or at Parent-Teacher Conference
June 23 (fourth report)
June 23
Report Card Dates Middle Level
Period Ends
Reports Out
October 30 (first report)
November 19 or at Parent-Teacher Conference
January 22 (second report)
February 2
April 8 (third report)
April 19
June 23 (fourth report)
June 23
Interim Report Dates: October 9 • December 15 • March 9 • May 24
Report Card Dates High School
Period Ends
Reports Out
November 10 (first report)
November 18
January 29 (second report)
February 8
April 8 (third report)
April 15
June 24 (fourth report)
June 27
Interim Report Dates: December 16 • March 9
Administrative Bulletin No. 1
August 2015
7.
–4–
SEMI-MONTHLY PAYDAYS
The following are the semi-monthly paydays for City School District personnel for the 2015-2016 school year.
2015/2016 Syracuse City School District Pay Schedule
Deadline For
Timecard
Submittal
Pay Period
End Date
6/30/2015
7/15/2015
7/31/2015
8/14/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/30/2015
11/13/2015
11/30/2015
12/15/2015
12/30/2015
1/15/2016
1/29/2016
2/12/2016
2/29/2016
3/15/2016
3/31/2016
4/15/2016
4/29/2016
5/13/2016
5/31/2016
6/15/2016
7/15/2015
7/31/2015
8/15/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/31/2015
11/15/2015
11/30/2015
12/15/2015
12/31/2015
1/15/2016
1/31/2016
2/15/2016
2/29/2016
3/15/2016
3/31/2016
4/15/2016
4/30/2016
5/15/2016
5/31/2016
6/15/2016
6/30/2016
Check Date
7/15/2015
7/31/2015
8/14/2015
8/31/2015
9/15/2015
9/30/2015
10/15/2015
10/30/2015
11/13/2015
11/30/2015
12/15/2015
12/30/2015
1/15/2016
1/29/2016
2/12/2016
2/29/2016
3/15/2016
3/31/2016
4/15/2016
4/29/2016
5/13/2016
5/31/2016
6/15/2016
6/30/2016
6/30/2016
Exception Reason
15th is on a Saturday
31st is on a Saturday
15th is on a Sunday
Thanksgiving Holiday 11/25-11/27
31st is a Holiday
31st is on a Sunday
15th is Holiday
30th is on a Saturday
15th is on a Sunday
21 Check Refund
Additional information concerning payroll may be obtained by contacting the Payroll Department (ext. 4191).
Administrative Bulletin No. 1
August 2015
8.
–5–
EMPLOYEE ABSENCES
a.
Medical Reasons
The following procedures will be followed regarding the absence of employees for a period of five (5) or
more days for medical, maternity, surgical, psychological reasons or those related to worker’s comp.
Three forms must be completed and are referred to as the absence due to personal illness or injury, return
to work and medical action forms. (For those employees going out on Maternity Leave, the maternity
absence form should be used.) These absence and return to work forms are available from your building
secretary or the Health Services website or office located at Central Office. At the end of your leave, you
must come to the Health Services office to obtain a Medical Action Form, which will be sent to your
administrator, clearing you to return to work. You will also receive a copy for your records.
PLEASE NOTE: These forms will be required only if you are out for more than five days unless you have
been given restrictions by your physician. In such cases, forms must be completed by your physician
regardless of the length of disability. If you have restrictions, please call Health Services to make an
appointment before coming in.
If you will be returning to work with lifting limits, crutches, cane, braces, splints, in a cast, or any other
medical peripheral device, please arrange an appointment with the Medical Director in the Health Services
office, well in advance of your expected return to work date. If this is not done early enough, there may be
a delay clearing you to work with any restrictions.
The ABSENCE due to personal illness or injury form is the first form completed by your physician
informing the Health Services office of the reason for your absence and expected length of disability.
Please be sure to fill out the Medical Authorization on the bottom of the form. This will allow
your physician to disclose health information (such as diagnosis, complications, etc.) to Health Services. A
separate Medical Authorization may also be enclosed in case your physician requires more information
before releasing records. All health information is kept confidential in compliance with HIPAA. The
absence form must be sent to the Health Services office immediately. All forms must be filled in
completely and legibly, otherwise they will be returned to you for completion.
The RETURN TO WORK form is to be completed by your physician as soon as your return-to-work date
is determined. This must be “hand carried” into Health Services at the Central Office, Room 104 before
your return to work date. Please inform your physician that we need this form in the Health Services office
as early as possible before your return to work date in order to avoid delay in clearing you to work. All
forms must be filled in completely and legibly, otherwise they will be returned to you for completion.
The MEDICAL ACTION form is the written authorization that allows you to go back to work once you
bring the return to work form to the Health Services office. Please note that even though your medical
provider may have cleared you to return to work, this must first be reviewed by the Health Services
office before returning to duty.
All returning employees must report personally to the Health Services office to receive a medical
action form (“clearance”) form. Health Services will email the form to your administrator, the
administrator’s secretary, the Office of Talent Management and the Payroll Department. You will
also receive a copy for your records.
contd.
Administrative Bulletin No. 1
August 2015
8.
–6–
EMPLOYEE ABSENCES
a. Medical Reasons – contd.
Please be sure to call your immediate supervisor before your return to work so that they can release your
substitute before your return. It is also important that you keep in touch with your immediate supervisor
regarding your medical progress and approximate return to work date.
When an employee is out for five (5) consecutive days or more and at least one of the days is a sick day,
the Medical Director will request medical documentation from the employee’s medical provider.
Employees who are absent more than 5 consecutive days and have not submitted the proper forms to the
Health Services office will be reported to the Payroll Department.
Payroll will stop paying sick leave at that time until paperwork has been received. That employee will be
considered an “unexcused leave without pay.”
Also, if you are out of work for a prolonged time period, you must send a MEDICAL UPDATE from your
physician to Health Services every six (6) weeks until your return to work. The Medical Director may
require you to fill out a Medical Authorization for Disclosure Form for release of all medical notes/reports
regarding your reason for absence. He/she may also have you make an appointment for a Medical Review
if he/she feels it is necessary.
Summary of Procedure:
1. You inform immediate supervisor of anticipated absence and approximate return to work date.
2. Obtain ABSENCE AND RETURN forms from your building secretary, or at the Health Services
Office at Central Office.
3. Have ABSENCE form completed promptly by attending physician and sent to Health Services at
Central Office immediately.
4. Bring completed RETURN form to the Health Services office at Central Offices, Room 104, as soon
as your physician has determined your “return to work” date.
5. If your physician has given you ANY restriction or you are returning with any assistive devices, call
Health Services to make an appointment before returning to your building.
6. After bringing your RETURN form to the Health Services office, you will obtain your MEDICAL
ACTION form.
7. Call your supervisor and inform them that you will be returning to work.
Should any unusual situations occur, call the Health Services office at 435-4145 or 4146 between the hours of
8:00 a.m. and 4:15 p.m.
Note: The District reserves the right to request a physician’s statement regarding any absence for
medical reasons, regardless of the length of such absence. Further, you may be required,
at the discretion of the superintendent, to be examined by the Medical Director.
MATERNITY: If requesting a maternity leave, please provide your obstetrician/midwife with the required
Maternity Absence Form as early as the first visit in order to be approved for continued work until the actual
date of disability is determined. This form is available from your building secretary, the Health Services
website or at the Health Services Office. You must come to the Health Services office to obtain your Medical
Action Form, which you will need to bring to your supervisor before you can return to work.
contd.
Administrative Bulletin No. 1
August 2015
8.
–7–
EMPLOYEE ABSENCES
a. Medical Reasons – Maternity, contd.
1. If you are going to work up to the date of delivery, have your physician enter the estimated date of
delivery only.
2. If you are taken out of work prior to that date, have your physician fill in the date of onset of absence.
3. If you are taken out of work due to complications with your pregnancy, have the physician fill out
another Maternity Absence form with complications noted.
4. Please be sure to fill out the Medical Authorization on the bottom of the form. This will allow your
physician to disclose health information to Health Services regarding your maternity leave or any
complications that might occur. All health information is kept confidential in compliance with
HIPAA.
When you deliver, it is important that you contact Health Services at ext. 4145 with the date of delivery, as your
maternity leave will begin on that date. Health Services will also need to know if you had a regular delivery or a
C-section. Most maternity leaves last six (6) weeks for a regular delivery and eight (8) weeks for a C-section. If
you are out longer, Health Services will need a medical update from your physician with an explanation for the
extension of your leave. You will also need to notify your supervisor.
If you are taking a Child Care Leave, you must have a medical clearance through Health Services before you
begin this leave. This is done by bringing in the completed return to work form to Health Services office at
Central Office, Room 104.
If you are not taking a Child Care Leave and are returning to work after your 6 or 8 week maternity leave,
Health Services will need the return to work form before your return to work. You will need to personally
bring this into Health Services.
b.
Religious Observance
The District will continue its past practice of granting leave time for religious reasons. The procedure will
remain that an employee will request time off for religious reasons following the building procedure for
reporting absences. Should the absence be prior to a holiday or recess break, a request in writing should be
submitted to the Office of Talent Management one week in advance of the religious holiday or recess.
In the case of teaching personnel, each employee is responsible for contacting SmartFind Express
Substitute Management at (315) 849-3614 or by utilizing the online Substitute website at
https://syracuse.eschoolsolutions.com at least five (5) days in advance of the absence to request a substitute
teacher (if one is deemed necessary).
Any religious observance days that are requested will be charged as personal leave days or may be granted
without pay at the request of the employee.
Personal leave days may not be taken before or after religious observance days, except in cases of family
illness.
c.
Excused
Permission for personnel (all employees of the Syracuse City School District) to be absent from duties in
the Syracuse City School District for meetings, conferences, workshops, and reasons other than those
which are spelled out in the applicable contractual agreement negotiated with the Board of Education must
be obtained from the Chief Talent Officer or the chief officer of the department to which the employee is
assigned. The Superintendent of Schools will authorize travel for those staff members not assigned to a
department.
Administrative Bulletin No. 1
August 2015
9.
–8–
CHANGE OF NAME AND/OR ADDRESS
Change of name, address or phone numbers should be completed by the employee on the District’s Employee
Self Service (ESS) online portal at https://ess.scsd.us/psp/ESS/ESS/signon.html?&. Personnel having difficulty
accessing ESS should contact the Office of Talent Management at 435-4171 for assistance.
Requests for changes of address to post office boxes must include the employee’s actual residence address per
the Board of Education.
All name changes must be filed by the employee with the Social Security Administration for proper wage
reporting and issuance of a new Social Security card.
The Office of Talent Management cannot stress too strongly the vital importance of all personnel making
prompt and proper notification of any change of name, address and/or telephone number. Innumerable
problems have been encountered in the past because such information has not been available to the District.
This has resulted in the misdirection of important mail and/or other priority information to employees.
In the event that a person has an unlisted telephone number, please file that number in the Office of Talent
Management for emergency use. Confidentiality will be respected.
Additionally, you should also notify the Internal Revenue Service and the New York State Department of
Taxation and Finance of any change of name or address.
10. PROOF OF CERTIFICATION – TEACHERS AND TEACHING ASSISTANTS AND ADMINISTRATORS
Each teacher, teaching assistant and Administrator is responsible for submitting, to the Office of Talent
Management, proof of eligibility for employment as a certified teacher, teaching assistant or administrator.
In each case, official transcripts and other credentials are required to be submitted to the Office of Talent
Management for verification of certificates awarded.
It is important that all records of certification are on file in each individual’s personnel file, along
with an update of any additional college and professional development hours obtained. INDIVIDUALS
FAILING TO MAINTAIN APPROPRIATE CERTIFICATION WILL BE PLACED ON UNPAID LEAVE
FROM THEIR POSITION, OR TERMINATED FROM THEIR POSITION.
11. TAX-SHELTERED ANNUITIES
Tax-Sheltered Annuities
If you wish to start a 403(b) or a 457 account, or you wish to make a change to your present deduction amount,
necessary paperwork should be submitted to OMNI Group, the District third party administrator, a minimum of
30 days prior to your requested change date. An OMNI Salary Reduction Agreement (SRA) must be completed
for all 403(b) or 457 transactions. The SRA can be obtained on the OMNI website at www.omni403b.com, with
your financial advisor, or by calling the Office of Talent Management at 435-4171.
a.
New 403(b) or 457 –– you must complete paperwork with your agent/company first. The District has a list
of approved vendors with whom you may choose to invest. The District is not affiliated with any
companies and, therefore, cannot initiate an account on your behalf.
contd.
Administrative Bulletin No. 1
August 2015
–9–
11. TAX-SHELTERED ANNUITIES – contd.
b.
Changes to existing 403(b) or 457 –– you may increase or decrease your TSA payroll deduction at any
time during the calendar year by submitting a new SRA to OMNI Group.
c.
Canceling a 403(b) or 457 –– you must submit an SRA to OMNI Group to stop an existing 403(b) payroll
deduction. Once this deduction is stopped, it will be necessary for you to complete a new SRA if you wish
to begin a 403(b) at any future date.
d.
Please Note: It is necessary that the SRA for any addition, change, or cancellation of a 403(b) or 457
payroll deductions be completed and signed by the employee. Incomplete forms must be returned to the
employee and could delay processing of your request.
********
SHARON L. CONTRERAS, Ph.D.
Superintendent of Schools