I. P UR POSE: To provide guidance to Principals on School-Based and District Staffing, Certification, and Highly Qualified in the FY12 FSF budget process. II. C ITY SCHOOL S E SSE NT IAL : Resources that Promote High Achievement for Every Student III. G OV E R NING POL ICY/R EGUL ATOR Y I MPLICATIONS: Baltimore City School Board Rules, Union Contracts, COMAR IV. I MPL E ME NT AT ION G UIDELINES: A. Reviewing your Current Staffing Roster 1. Status of Current Staff Members As you consider staffing for next school year, there are several things that you should keep in mind as you review your current school rosters. You should first validate the statuses of all of your current staff members. Below is a summary of the various statuses that may impact your current staff: a. Leave of Absence extended leaves (e.g. Maternity, Child Care, Medical, Military etc.) must be requested on a City School Request for Leave Form and submitted to the Office of Benefits Management Leaves Section. All forms must have appropriate signatures and must be submitted at least 30 days prior to the end of the school year. This status should be selected only if the employee has already initiated a leave request. b. Non Renewal Performance - This status should only be selected if a recommendation for non-renewal will be submitted in accordance with FSF III, Guidance Non Renewal of Contracts for Probationary and Conditionally Certified teachers. Contractually, this status may not be selected for tenured teachers. Removal of tenured teachers requires due process and is not done via the non-renewal process for probationary and conditional teachers. c. Non Renewal Certification This status should only be selected for staff that received notification from the Office of Teacher Licensure and Highly Qualified regarding their certification status and continued employment with City Schools. The Office of Human Capital will take final action on all teachers who fail to meet certification requirements and keep you informed of all final steps in regards to the impacted staff member. d. Resignation -This status should be selected if the employee has indicated an intent to resign. Employees must still submit the Resignation Statement Form through the school principal to the Office of Human Capital. The Resignation CITY SCHOOLS FAIR STUDENT FUNDING GUIDANCE OFFICE OF HUMAN CAPITAL SY 2012 PAGE 1
Statement Form is located on the intranet under Departments - Human Resources Forms. e. Retirement This status should be selected if the employee has indicated his/her intent to retire at the end of the school year. Staff intending to retire must have finalized appropriate paperwork with the Office of Benefits Management Retirement Section at least 45 days prior to the effective date of the planned retirement. f. Promotion Incumbent is being promoted to another position. g. Voluntary Transfer Incumbent has been approved for a voluntary transfer and has secured a new school assignment for the 2011-2012 school year. If a staff member has been approved but has not secured another assignment, it is OHC s expectation that this staff member will stay on your school s staffing roster. B. District Required Positions Schools must include and budget for the following positions or provide respective services as part of their school staffing model in the following areas: 1. Clerical office personnel (in accordance with the PSRP agreement) a. Schools must staff their administrative office with a School Secretary or an Office Assistant. Non instructional assistants cannot be used in lieu of school secretaries or office assistants. b. These are tested positions and candidates must meet minimum requirements. The Office of Human Capital maintains list of eligible candidates. For more information, please contact Elaine Reaves at ereaves@bcps.k12.md.us or Michelle Smith at imsmith@bcps.k12.md.us. 2. Librarian (please refer to FSF #108 for more information) 3. Guidance counselor (please refer to FSF #109 for more information) 4. Visual and performing arts teacher art, music, theater, dance (please refer to FSF #203 for more information) 5. Physical education (please refer to FSF #138 for more information) 6. World Languages Middle School and High School Only (Middle Schoolsplease refer to FSF #122 for more information) 7. Teacher mentor (please refer to FSF #203 for more information) 8. Custodians (please refer to FSF #523 for more information) C. Budgeting for New Positions After reviewing your current staffing roster, there may be new positions that you want to create based upon your budget and student enrollment needs. CITY SCHOOLS FAIR STUDENT FUNDING GUIDANCE OFFICE OF HUMAN CAPITAL SY 2012 PAGE 2
1. Hiring new school-based personnel (except for Assistant Principals, Department Heads, Office Assistants III, School Secretary I, School Secretary II, Educational Associate/10 month, Educational Associate/12 month, Staff Associate/10 month, Staff Associate/12 month) a. Schools may participate in various job fair events held by the Office of Human Capital throughout the months of May, June, July, and August to hire recommended staff. If the staff member is already a part of City Schools, then the employee will not need to fully complete the preemployment processing. School administration will need to complete a Recommendation to Hire form and submit to the Office of Human Capital for verification. b. Schools interested in hiring external staff must ensure that all candidates are referred to the Office of Human Capital s application system, irecruitment, through the City Schools website and meet teacher licensure guidelines. i. If the candidate is a teacher, the candidate must possess the following to meet certification guidelines: Transcripts of a complete educational degree Successful passing of Praxis I and II exams in selected content area 3 letters of professional references Copy of professional licensure Verification of all teaching experiences (in and out of state) c. If the candidate is a vocational teacher candidate, candidate must possess experience in the respective trade as well as documentation of education. d. If the candidate is a non-paraprofessional or paraeducator candidate, candidate must successfully meet the certification requirements set forth below. i. Non-instructional paraprofessional Copy of a high school diploma 3 letters of professional reference ii. Instructional paraprofessional (para-educator) High school diploma and MD qualifying scores on the Parapro test OR Official documentation of 48 college credits or AA degree e. It is the responsibility of each school to ensure that assignment of both teacher candidate and instructional paraprofessionals (paraeducators) aligns to the requirements of Highly Qualified standards. Please refer to the Highly Qualified Determination Guide for more information CITY SCHOOLS FAIR STUDENT FUNDING GUIDANCE OFFICE OF HUMAN CAPITAL SY 2012 PAGE 3
regarding Highly Qualified and assistance with determining teacher placements within core academic subjects. The Determination Guide and web training can be found at on Teacher Support System (TSS). Below is a direct link to all HQ resources. http://www.bcpss.org/bbcswebdav/xid-1342331_4. 2. Hiring for all other school-based personnel a. Assistant Principals: Assistant Principals are School Board approved positions. Those selected for these positions must be qualified. For example, the candidate must successfully pass the district s Assessment Center for Assistant Principals or be rated satisfactory. For more information regarding the AP Assessment Center, the current AP eligibility list, or any other questions related to assistant principals should email Tia Halstead at tlhalstead@bcps.k12.md.us. b. Department Heads: Department Heads are School Board approved positions. Those selected for these positions must hold Admin I Certification. While Department Head classifications are contractually determined by the number of full-time teachers in the department, (i.e. Department Head I - 16 or more teachers; Department Head II - 10 to 15 teachers; Department Head III - 7 to 9 teachers; Department Head IV - 4 to 6 teachers) schools may select one of the two following positions for budget planning purposes: Department Head General Education and Department Head Special Education. An average cost for each will be utilized. Their appropriate classification will be determined at the time of their selection and presentation to the Board for approval. c. Office Assistant III, School Secretary I, School Secretary II: Employee/Candidate must meet testing requirements. Office of Human Capital maintains a list of eligible employees. For further information regarding eligibility, please email Elaine Reaves at ereaves@bcps.k12.md.us or iesmith@bcps.k12.md.us. d. Educational Associate /10mth, Educational Associate /12 mth: Employee/Candidate must meet certification requirements. Position qualifications are outlined in job descriptions. e. Staff Associate /10 month, Staff Associate /12 month: Employee/Candidate must meet all requirements as outlined in job descriptions. D. Eliminating Positions from the Budget Based on programmatic decisions, schools may determine the number of positions to be decreased. CITY SCHOOLS FAIR STUDENT FUNDING GUIDANCE OFFICE OF HUMAN CAPITAL SY 2012 PAGE 4
1. Librarians, social workers, guidance counselors, hall monitors, school resource specialists, and fine arts staff should be retained. (Please refer to appropriate FSF academic guidance documents for additional information) 2. Locked positions are not available for elimination. Additional special education positions purchased by schools only can be considered for elimination with review and approval from the Office of Special Education. 3. Surplus positions are not considered for elimination since they are not budgeted at your school. 4. Long-term substitutes may not be used to fill vacant positions. Vacant positions must be filled by employees from the eligibility pool. Vacancies currently occupied by long-term substitutes should only be filled by highly qualified teachers. 5. Staff with unsatisfactory year-end evaluations cannot be displaced from their current school. Those with only mid-year unsatisfactory ratings will need approval from the Office of Human Capital in order to be displaced. 6. Employees who are in danger of not meeting the Attendance and Reliability Policy are not allowed to be eliminated. 7. Staffs who are on leave may need additional verification by the Office of Human Capital in order to displace that staff member. E. Budgeting for Substitutes Schools are strongly encouraged to allocate funds for substitutes. Every school will likely need a substitute at some point during the school year. 1. Payment of short-term substitutes is charged to the school s budget. 2. Payment of long-term substitutes is charged to the Central Office budget. A long-term substitutes is someone who temporarily replaced a Baltimore Teachers Union (BTU) position assigned to the school for greater than eleven days, but less than 60 days. 3. Schools should be advised that long-term substitutes serving for 4 or more consecutive weeks are considered non-highly qualified and students within that classrooms are subject to receive official notification from the Office of Teacher Licensure and Highly Qualified regarding this non-highly qualified status. 4. A long term substitute cannot be used to fill a valid vacancy. CITY SCHOOLS FAIR STUDENT FUNDING GUIDANCE OFFICE OF HUMAN CAPITAL SY 2012 PAGE 5
F. District Pay Schedule for Substitutes Qualifications Daily Rate Long-Term Daily Rates 30 college credits or more (less than Bachelor Degree) $50.00 Not eligible for longterm monetary AA or Non-degree School of Education Student (minimum 60 college credits) Bachelor Degree or above (without Maryland Teacher Certification) Bachelor Degree or above (with Maryland Teacher Certification) adjustment $60.00 Not eligible for longterm monetary adjustment $75.00 $100.00 $85.00 $110.00 Special Education * $150.00 $150.00 G. Temporary Employees Temporary employment is defined as personnel who are hired for short-term assignments to fulfill staffing needs for a defined period of time. Any requests for temporary employment that would extend for more than 90 working days must be approved by the requesting department s chief officer. Temporary employees are atwill employees and, as such, can be terminated without notice, at any time. Under no circumstances can temporary employees begin work prior to receiving notification from the Office of Human Capital. 1. Definitions The following definitions are applicable to temporary employment only and may not be applied to regular employment categories. a. Temporary: Employment is intended to meet short-term operational and instructional support needs except as provided in section 3 - Exceptions below. b. Tutor: Employee who conducts one-on-one or small group (less than 10 students) supplemental support. 2. Restrictions a. Temporary employees may not be used in any capacity involving the direct delivery of instruction. CITY SCHOOLS FAIR STUDENT FUNDING GUIDANCE OFFICE OF HUMAN CAPITAL SY 2012 PAGE 6
b. Under no circumstance can a temporary employee be hired in lieu of or to displace a regular City Schools employee or those on lay-off status. This, however, does not preclude temporary employees from being considered for a permanent position as long as they apply, meet all minimum requirements and are selected for the position. c. Full time regular City Schools employees cannot be paid temporary employment adjustments to serve as custodial workers, security personnel, or other functions unrelated to their primary responsibilities, except as provided in section 3 below. d. Temporary employment adjustments cannot be paid to ten-month employees during the summer months, except as otherwise provided in section 3 below. e. Temporary employees receive only mandatory benefits as required by law and are not eligible for fringe benefits such as paid leave, health insurance, etc. Temporary employees are paid only for hours worked. 3. Exceptions to the 90 day limitations The following categories of temporary employment are not subject to the 90 workday limitations that are typically present for central office temporaries: CONTACT INFORMATION: a. School based positions that provide support for the improvement of the instructional program or direct enhancement of student learning or achievement such as tutors. b. Specialty Instructors: Adjunct instructional positions in select disciplines where there are limited numbers of qualified persons available for appointment such as performing arts professionals or vocational tutors. c. Special Education positions which are necessary for compliance with existing regulatory directives and agreements involving the delivery of services for special needs student populations. d. After School Academy/Extended Day Program positions created to support the extension and augmentation of the instructional program beyond the normal school day. Name of Contact Person: Ami Magunia, Manager-School Based Staffing Phone Number: (443)642-4060 Contact Email: amagunia@bcps.k12.md.us CITY SCHOOLS FAIR STUDENT FUNDING GUIDANCE OFFICE OF HUMAN CAPITAL SY 2012 PAGE 7
Name of Contact Person: Tenia Rogers, Manager Central Office Staffing Phone Number: (443)642-4057 Contact Email: trogers@bcps.k12.md.us Name of Contact Person: Carla Simons, Manager-Licensure and Highly Qualified Phone Number: (443)642-4530 Contact Email: csimons@bcps.k12.md.us Name of Contact Person: Damon Robinson, Supervisor Pre-Employment Phone Number: (443)642-4067 Contact Email: dgrobinson@bcps.k12.md.us CITY SCHOOLS FAIR STUDENT FUNDING GUIDANCE OFFICE OF HUMAN CAPITAL SY 2012 PAGE 8