JERSEY CITY PUBLIC SCHOOLS

Transcription

1 JERSEY CITY PUBLIC SCHOOLS Employee Handbook

2 NOTICE OF DISCLAIMER This Employee Handbook is for general informational use only. The handbook is not a contract, and it does not contain any promises or agreements by the School District, nor does it give any additional rights to the employee. Employees are entitled to only those rights as provided in the applicable collective bargaining agreement or by law. The School District has the right to change any aspect of the Handbook at any time consistent with collective bargaining agreements and the law.

3 Human Resources Message The purpose of this manual is to facilitate the flow of information between staff members and the Human Resources Department. We hope it will answer many of your questions as they apply to your employment with the Jersey City Public School District. Included in this resource Handbook are important phone numbers and other information useful to you throughout your career with the Jersey City Public School District. We value your opinion and invite you to communicate with us on any issue not addressed in this manual.

4 IMPORTANT PHONE NUMBERS Jersey City Public School Department Directory Accounts Payable: Mail Room Adult Education: Medical Department: Affirmative Action: Concentra: Athletics: Payroll: Bilingual/ESL/World Languages: Pensions: Budget: Instructional: CASPER Non-Instructional: Certification Mentor Program / / Purchasing: Tuition Reimbursement: Security: Degree Status: Halstead Street: Early Childhood: West Side Avenue Ed Tech/Help Desk: Special Education Intake: Employee Assistance (EAP) Student Record Room: Food Services: Student Assistance: Health Benefits: Transportation: Human Resources Workers Compensation: Instructional: Zero Tolerance: Non-Instructional: Home Instruction: Leaves of Absence Instructional: Non-Instructional

5 DISCRIMINATION / SEXUAL HARASSMENT POLICIES The Jersey City Public Schools * Office of Affirmative Action * District Office 346 Claremont Avenue, Room 607 * Jersey City, NJ * Overview The Jersey City Public Schools disapproves of all acts or patterns of discrimination and/or sexual harassment of students and employees, and will not tolerate violations of the law pertaining to such acts. Discrimination Policy Statement It is the policy of the Jersey City Public Schools not to discriminate on the basis of race; creed; color; national origin or ancestry; age; sex; affectional or sexual orientation; marital status; liability for service in the Armed Forces of the United States; atypical hereditary, cellular, or blood trait of any individual; or disability in its programs (vocational education programs included) or activities and employment policies as required by Title IX of the Education Amendments of 1972, N.J.A.C. 6:4-1 et seq. of the New Jersey Administrative Code, and PL , ADA of Reporting Discrimination/Sexual Harassment Procedure Any employee who believes he/she has been subject to discrimination and/or sexual harassment should refer to District Standard Operating Procedure (S.O.P.) # which sets forth the procedures for filing a complaint. An employee can obtain a copy of the S.O.P. by contacting his/her immediate supervisor or the district s Office of Affirmative Action at Questions If you have any questions about these procedures or what constitutes discrimination/sexual harassment, please contact your immediate supervisor or the district s Office of Affirmative Action at

6 MEDICADE FRAUD, WASTE AND ABUSE LAWS Employee Education About False Claims Recoveries MEDICAID FRAUD, WASTE AND ABUSE LAWS Section 6032 of the Federal Deficit Reduction Act of 2005 NOTIFICATION OF FEDERAL & STATE FALSE CLAIMS LAWS- COMPLIANCE WITH SECTION 6032 OF THE FEDERAL DEFICIT REDUCTION ACT OF 2005 The purpose of this notification is to provide information about the role of certain federal and state laws in preventing and detecting fraud, waste, and abuse in state and federal health care programs as a condition of receiving NJ Family Care/Medicaid Title XIX payments. It applies to all employees, contractors, and agents of the Jersey City Public Schools. A. Procedure for Reporting Fraud, Waste or Abuse: 1. If you are an employee at the Jersey City Public Schools or an employee of a contractor or agent of Jersey City Public Schools and believe that there is fraud, waste or abuse in Medicaid, Medicare or other health care program receiving federal funds, or in any health care program involving state funds, you can do one of the following in addition to the current procedures that you follow: a. You may report directly to your supervisor. Your supervisor will then report this up the chain of command to be forwarded to the Director for review and appropriate action. Your supervisor(s) will keep your name confidential to the extent possible, while an inquiry is being conducted. b. Call the toll-free NJ Fraud and Abuse Hotline at FRAUD5 ( ) and report any information about fraud, waste or abuse in Medicaid, DDD Community Care Waiver, NJ FamilyCare, General Assistance or any other program for which the Division of Medical Assistance and Health Services (DMAHS) is responsible in whole or in part. You can either speak to the hotline operator, or leave a message if the operator does not answer. You do not have to give your name if you do not want to. You might also receive a reward if your call leads to a recovery. c. Call the toll-free hotline established by the federal Office of Inspector General in the U.S. Department of Health and Human Services to report any fraud, waste or abuse involving Medicare or any other health care program involving only federal funds. That hotline number is HHS- TIPS ( ). For more information about this hotline and about other ways to contact the Office of Inspector General, you can go to 2. If you report fraud, waste or abuse, you are protected as a whistleblower under a state law from any punishment or other retaliation. This state law is known as the Conscientious Employee Protection Act, and is described in the notice issued by the New Jersey Department of Labor and Workforce Development that can be found at

7 a. If you are a whistleblower, you can also file a lawsuit called a qui tam action in federal court under a federal law known as the Federal False Claims Act. You can also file such an action in either federal or State court under the New Jersey False Claims Act. These laws also protect you from punishment or other retaliation, and if you are successful, you are entitled to receive a percentage of the recovery. These laws are described in more detail below. B. Information on Relevant Federal and State Statutes The following information is provided for reference purposes only. Refer to the actual statute for the complete requirements. 1. Federal False Claims Act, 31 U.S.C The Act establishes liability when any person or entity improperly receives from or avoids payment to the Federal government--tax fraud excepted. In summary, the Act prohibits: a. Knowingly presenting, or causing to be presented to the Government a false claim for payment; b. Knowingly making, using, or causing to be made or used, a false record or statement to get a false claim paid or approved by the government; c. Conspiring to defraud the Government by getting a false claim allowed or paid; d. Falsely certifying the type or amount of property to be used by the Government; e. Certifying receipt of property on a document without completely knowing that the information is true; f. Knowingly buying Government property from an unauthorized officer of the Government, and; g. Knowingly making, using, or causing to be made or used a false record to avoid, or decrease an obligation to pay or transmit property to the Government. Any individual or entity engaging in any of the seven categories of prohibited actions listed in 31 U.S.C. 3729(a), including the submission of false claims to federally-funded health care programs, shall be liable for a civil penalty which currently is not less than $5,500 and not more than $11,000 per false claim, plus three times the amount of damages sustained by the federal government. The amount of the false claims penalty is to be adjusted periodically for inflation in accordance with a federal formula. The U.S. Attorney General may bring an action under this law. In addition, the law provides that any whistleblower may bring an action under this act on his own behalf and for the United States Government. These actions, which must be filed in U.S. District Court, are known as qui tam actions. The Government, after reviewing the complaint and supporting evidence, may decide either to take over the

8 action, or decline to do so, in which case the whistleblower may conduct the action. If either the Government or the whistleblower is successful, the whistleblower is entitled to receive a percentage of the recovery. If prosecuted by the federal government, these qui tam actions are generally handled by the various U.S. Attorney s Offices, or by the U.S. Justice Department. Whistleblower Protections: 31 U.S.C. 3730(h) provides that any employee who is subject to retaliation or discrimination by an employer in the terms and conditions of employment because the employee lawfully sought to take action or assist in taking action under this act shall be entitled to all relief necessary to make the employee whole. This includes reinstatement with seniority restored to what it would have been without the retaliation or discrimination, double the amount of back pay, interest on back pay, and compensation for any special damages sustained as a result of the employer s actions, including litigation costs and reasonable attorney s fees. 2. Federal Program Fraud Civil Remedies Act, 31 U.S.C Provides federal administrative remedies for false claims and statements, including those made to federally funded health care programs. Current civil penalties are $5,500 for each false claim or statement, and an assessment in lieu of damages sustained by the federal government of up to double damages for each false claim for which the Government makes a payment. The amount of the false claims penalty is to be adjusted periodically for inflation in accordance with a federal formula. 3. New Jersey Medical Assistance and Health Services Act Criminal Penalties, N.J.S. 30:4D-17(a)-(d) Provides criminal penalties for individuals and entities engaging in fraud or other criminal violations relating to Title XIX-funded programs. They include: (a) fraudulent receipt of payments or benefits: fine of up to $10,000, imprisonment for up to 3 years, or both; (b) false claims, statements or omissions, or conversion of benefits or payments: fine of up to $10,000, imprisonment for up to 3 years, or both; (c) kickbacks, rebates and bribes: fine of up to $10,000, imprisonment for up to 3 years, or both; and (d) false statements or representations about conditions or operations of an institution or facility to qualify for payments: fine of up to $3,000, or imprisonment for up to 1 year, or both. Criminal prosecutions are generally handled by the Medicaid Fraud Section within the Office of Insurance Fraud Prosecutor, in the N.J. Division of Criminal Justice.

9 Civil Remedies, N.J.S. 30:4D-7.h., N.J.S. 30:4D-17(e)-(i); N.J.S. 30:4D-17.1.a.: In addition to the criminal sanctions discussed in section 3 above, violations of N.J.S. 30:4D-17(a)-(d) can also result in the following civil sanctions: (a) unintentional violations: recovery of overpayments and interest; (b) intentional violation: recovery of overpayments, interest, up to triple damages, and, as indicated in section V.D.8, below, a penalty (which was increased from $2,000 to $5,500 to $11,000) for each false claim as a result of the NJ False Claims Act. Recovery actions are generally pursued administratively by the Division of Medical Assistance and Health Services, with the assistance of the Division of Law in the N.J. Attorney General s Office, and can be obtained against any individual or entity responsible for or receiving the benefit or possession of the incorrect payments. In addition to recovery actions, violations can result in the exclusion of an individual or entity from participation in all health care programs funded in whole or in part by the N.J. Division of Medical Assistance and Health Services. Recovery and exclusion can also be obtained as part of a criminal prosecution by the Medicaid Fraud Section of the N.J. Division of Criminal Justice. 4. Health Care Claims Fraud Act, N.J.S. 2C: & 4.3; N.J.S. 2C:51-5 Provides the following criminal penalties for health care claims fraud, including the submission of false claims to programs funded in whole or in part with state funds: a. A practitioner who knowingly commits health care claims fraud in the course of providing professional services is guilty of a crime of the second degree, and is subject to a fine of up to 5 times the monetary benefits obtained or sought to be obtained and to permanent forfeiture of his license; b. A practitioner who recklessly commits health care claims fraud in the course of providing professional services is guilty of a crime of the third degree, and is subject to a fine of up to 5 times the pecuniary benefit obtained or sought to be obtained and the suspension of his license for up to 1 year; c. A person who is not a practitioner subject to paragraph a. or b. above (for example, someone who is not licensed, registered or certified by an appropriate State agency as a health care professional) is guilty of a crime of the third degree if that person knowingly commits health care claims fraud. Such a person is guilty of a crime of the second degree of that person knowingly commits 5 or more acts of health care claims fraud, and the aggregate monetary benefit obtained or sought to be obtained is at least $1,000. In addition to all other criminal penalties allowed by law, such a person may be subject to a fine of up to 5 times the monetary benefit obtained or sought to be obtained; d. A person who is not a practitioner subject to paragraph a. or b. above is guilty of a crime of the fourth degree if that person recklessly commits health care claims fraud. In addition to all other criminal penalties allowed by law, such a person may be subject to a fine of up to 5 times the monetary benefit obtained or sought to be obtained.

10 5. The Uniform Enforcement Act, N.J.S. 45:1-21. b. and o. Provides that a licensure board within the N.J. Division of Consumer Affairs may refuse to admit a person to an examination or may refuse to issue or may suspend or revoke any certificate, registration or license issued by the board who as engaged in dishonesty, fraud, deception, misrepresentation, false promise or false pretense, or has advertised fraudulently in any manner. 6. N.J. Consumer Fraud Act, N.J.S. 56:8-2, 56:8-3.1, 56:8-13, 56:8-14 and 56:8-15 Makes unlawful the use of any unconscionable commercial practice, deception, fraud, false pretense, false promise, misrepresentation, or the knowing concealment, suppression, or omission of any material fact, with the intent that others rely upon it, in connection with the sale, rental or distribution of any items or services by a person, or with the subsequent performance of that person. This law permits the N.J. Attorney General, in addition to any other penalty provided by law, to assess a penalty of not more than $10,000 for the first offense and not more than $20,000 for the second and each subsequent offense. Restitution to the victim also can be ordered. 7. Conscientious Employee Protection Act, Whistleblower Act, N.J.S.A. 34:19-4 New Jersey law prohibits an employer from taking any retaliatory action against an employee because the employee does any of the following: a. Discloses, or threatens to disclose, to a supervisor or to a public body an activity, policy or practice of the employer or another employer, with whom there is a business relationship, that the employee reasonably believes is in violation of a law, or a rule or regulation issued under the law, or, in the case of an employee who is a licensed or certified health care professional, reasonably believes constitutes improper quality of patient care; b. Provides information to, or testifies before, any public body conducting an investigation, hearing or inquiry into any violation of law, or a rule or regulation issued under the law by the employer or another employer, with whom there is a business relationship, or, in the case of an employee who is a licensed or certified health care professional, provides information to, or testifies before, any public body conducting an investigation, hearing or inquiry into quality of patient care; or c. Provides information involving deception of, or misrepresentation to, any shareholder, investor, client, patient, customer, employee, former employee, retiree or pensioner of the employer or any governmental entity.

11 d. Provides information regarding any perceived criminal or fraudulent activity, policy or practice of deception or misrepresentation which the employee reasonably believes may defraud any shareholder, investor, client, patient, customer, employee, former employee, retiree or pensioner of the employer or any governmental entity. e. Objects to, or refuses to participate in, any activity, policy or practice which the employee reasonably believes: i. is in violation of a law, or a rule or regulation issued under the law or, if the employee is a licensed or certified health care professional, constitutes improper quality of patient care; ii. iii. is fraudulent or criminal; or is incompatible with a clear mandate of public policy concerning the public health, safety or welfare or protection of the environment. N.J.S.A. 34:19-3. The protection against retaliation, when a disclosure is made to a public body, does not apply unless the employee has brought the activity, policy or practice to the attention of a supervisor of the employee by written notice and given the employer a reasonable opportunity to correct the activity, policy or practice. However, disclosure is not required where the employee reasonably believes that the activity, policy or practice is known to one or more supervisors of the employer or where the employee fears physical harm as a result of the disclosure, provided that the situation is emergent in nature. 8. New Jersey False Claims Act, N.J.S.A. 2A:32C-1 et seq. The New Jersey False Claims Act (NJFCA) was enacted in January, 2008 and became effective in March It has similar provisions to the federal False Claims Act. For example, The Attorney General may bring an action against an individual or entity that makes a false claim. In addition, the NJFCA also allows for individuals to bring a private right of action in the name of the State against wrongdoers and be able to collect a penalty from those wrongdoers. Under the NJFCA, the civil penalties were increased from to $2,000 per false or fraudulent claim to the federal level which is currently $5,500 to $11,000 per false or fraudulent claim under the NJ Medical Assistance and Health Services Act. The NJFCA provides that a person will be liable for the same penalties as under the federal False Claims Act but to the State of NJ if that person: a. Knowingly presents or causes to be presented to an employee, officer or agent of the State, or to any contractor, grantee, or other recipient of State funds, a false or fraudulent claim for payment or approval;

12 b. Knowingly makes, uses, or causes to be made or used a false record or statement to get a false or fraudulent claim paid or approved by the State; c. Conspires to defraud the State by getting a false or fraudulent claim allowed or paid by the State; d. Has possession, custody, or control of public property or money used or to be used by the State and knowingly delivers or causes to be delivered less property than the amount for which the person receives a certificate or receipt; e. Is authorized to make or deliver a document certifying receipt of property used or to be used by the State and, intending to defraud the entity, makes or delivers a receipt without completely knowing that the information on the receipt is true; f. Knowingly buys, or receives as a pledge of an obligation or debt, public property from any person who lawfully may not sell or pledge the property; or g. Knowingly makes, uses, or causes to be made or used a false record or statement to conceal, avoid, or decrease an obligation to pay or transmit money or property to the State. In addition to the above, the NJ False Claims Act has whistleblower protections within it similar to the ones under the federal False Claims Act. C. Phone numbers for Obtaining Additional Information: New Jersey Medicaid Fraud and Abuse Hotline: Toll Free Centers for Medicare and Medicaid Services:

13 DEGREE STATUS PROGRAM Overview The Jersey City Public Schools Higher Degree Status Program rewards employees for continuing their education by increasing their salary. An employee should refer to his/her collective bargaining agreement to determine their eligibility. Eligibility Process You may obtain a higher degree application form from the Jersey City Public School s Intranet or by contacting the Instructional Division of the Human Resources Department, which is located at: 346 Claremont Avenue - Floor 3-R Jersey City, NJ Fill out the top half of the form for a Master s Degree, and list the 32 credits if applying for a Master s Degree plus 32. Contact your university/college and request that they mail you a sealed official transcript of the degree conferred. Return the completed form with the sealed transcript attached, to the Human Resources Department at the above listed address. Deadlines All documents and forms must be postmarked no later than December 1 st to be eligible for the higher degree status reward beginning September 1 st. OR All documents and forms must be postmarked no later than April 1 st to receive the higher degree status reward beginning February 1 st. NOTE: All deadlines are retroactive. If an employee submits a higher degree form by December 1 st, he/she will be eligible for the degree status standing and reward beginning September 1 st of that same year. Questions? If you have any questions regarding the program or the status of your application, please contact the Instructional Division of the Human Resources Department at or If you have any questions regarding the specific benefit amount that you are entitled to, please refer to your collective bargaining agreement. The amount is subject to change each school year and varies depending on the program for which an employee applies. Should you incur a problem with regard to payment of the higher degree stipend on your paycheck, please contact the Instructional Division at or

14 PROFESSIONAL DEVELOPMENT - TUITION REIMBURSEMENT Overview The Jersey City Public Schools offers a generous tuition reimbursement program to encourage certain full-time employees (as specified in their collective bargaining agreements) to further their education. The goal is to sharpen the skills of the staff, further their professional development, and foster an improved learning environment for our students. Requirements for Tuition Reimbursement An individual must be a full-time Jersey City Public Schools employee. An employee must take courses that work toward a higher degree relevant to his/her position and/or professional development. An employee must earn a grade of B or higher. Courses must be taken at an accredited college or university. Reimbursement Process Employees who qualify for this benefit will receive reimbursement as detailed in their collective bargaining agreement. A Tuition Reimbursement Form may be obtained from the Jersey City Public Schools Intranet or by contacting the Human Resources Department at The following documentation must be submitted in order to qualify for tuition reimbursement: An original receipt from the university/college confirming payment of the course taken; The original transcripts certifying the grade and course taken; A completed tuition reimbursement form; The employee should bring the original receipt, transcripts, and completed reimbursement form to the Human Resources Department which is located at 346 Claremont Avenue, Floor 3-R, Jersey City, NJ. Deadlines To be eligible for tuition reimbursement for the spring/summer semester, an employee must submit all documentation no later than September 30 th of the same year. To be eligible for tuition reimbursement for the fall/winter semester, an employee must submit all documentation no later than February 28 th of the following year. Questions? Please refer to the collective bargaining agreement for any questions they may have regarding specific reimbursement amounts. If further information is required, please contact the Human Resources Department at

15 LEAVES OF ABSENCE Overview Full-time Jersey City Public Schools employees may be eligible for several types of leaves of absence. The parameters, descriptions, and guidelines for such leaves are detailed in their collective bargaining agreements. Questions? If you have any questions regarding the leave of absence application process, please first refer to your collective bargaining agreement. If you have questions regarding the leave of absence process, your return date, a leave of absence denial, etc., please contact a Human Resources Department representative as follows: Instructional personnel: Non-instructional personnel: Medical Department: or If you have not been compensated for days you have been absent, and feel you should be, please contact the Payroll Department at

16 EMPLOYEE ASSISTANCE PROGRAM ( EAP ) Corporate Counseling Associates 475 Park Avenue South, 5 th Floor New York, NY Overview The Jersey City Public Schools offers an Employee Assistance Program (EAP) through Corporate Counseling Associates (CCA), which provides a free assessment and referral service for employees who are troubled with personal issues. Issues the Program Addresses Marriage difficulties Family difficulties Emotional problems Alcohol abuse Depression Drug or other substance abuse Eating disorders Financial difficulties Gambling problems Stress-related problems Contact Information If an employee is experiencing a personal problem that is interfering with his/her ability to perform on the job effectively, efficiently, or safely, he/she can contact the EAP hot line at , 24 hours a day, 7 days a week. A professional counselor will help with any questions or concerns the individual may have. If necessary and with the employee s consent, an appointment will be scheduled to recommend a course of action. Hours of Operation The EAP is open Monday through Friday from 9:00 AM to 5:00 PM. After-hours and weekend appointments are available whenever necessary for the employee s convenience and comfort. Transportation The facility is easily accessible by public transportation. Please contact the EAP to find out the most convenient travel route.

17 WORKERS COMPENSATION Overview The Jersey City Public Schools provides workers compensation coverage for its employees. An employee may be eligible for payment of medical expenses incurred if he/she is injured on the job or develops a job-related illness. An employee may receive some salary compensation if he/she is unable to work due to a job-related injury or illness. Workers Compensation Program If you are injured on the job, you should immediately notify the school nurse or your supervisor about your work related injury so that a report might be filed on your behalf. Together with the nurse or supervisor you should call to report the claim. A delay in reporting your claim might result in a loss of benefits. Every accident must be reported whether or not you need medical treatment or miss time from work. When you call the number they will ask you the following. Date, time and place of injury How the injury occurred and how it was work related The type of injury Your social security number Names of all witnesses As soon as your injury is reported, the coordinated services begin. If you need medical treatment after calling in the first report, in most cases, you should report to either CONCENTRA at 574 Summit Avenue in Jersey City or the nearest Emergency Room. Concentra will provide the following All medical care and maintain continuity of care Initiate referrals to appropriate specialists Assess your ability to return to work after each visit Provide timely reports and communication The medical department will Monitor your medical treatment plan Provide information to you, your supervisor and the claims representative Coordinate your return to work The claims agency will Determine the compensability of your claim Communicate the status of the claim with you Authorize payments of related bills and indemnity wages Remember, unauthorized treatment with a health care provider that is not authorized will not be covered through workers compensation benefits. All treatment MUST be authorized by the Claim Agency. The focus of the District s workers compensation program is to assist you to reach the goal of maximum medical improvement and be returned to work. Questions? If you have a question regarding your workers compensation benefits, please refer to your collective bargaining agreement. If you still have questions, please contact the Medical Department at or

18 PAY SCHEDULE Overview Every Jersey City Public Schools employee is paid his/her regular salary semi-monthly as outlined in his/her collective bargaining agreement. Direct Deposit The Jersey City Public Schools provides direct deposit of paychecks as a benefit to all employees. This resource allows an employee to have his/her paycheck deposited directly into a checking and/or savings account(s). The money is credited to an employee s account each payday. He/she will receive a statement indicating the gross pay, net pay, and all deductions. Direct deposit eliminates the need for a trip to the bank to deposit a paycheck and makes the pay immediately available, even if the employee is away from work. If you have any questions regarding Direct Deposit, please contact the Payroll Department at Replacement Checks Lost or damaged payroll checks will be replaced. The replacement process will depend on the individual circumstance. If an employee loses his/her check or if it is damaged, he/she should notify the Payroll Department at The Payroll Department will provide the employee with additional information to obtain his/her check and will void the lost or damaged check. Questions? If you have any questions regarding your salary, what step on the salary guide you are on, or if you believe you are listed on the wrong step, please contact the Human Resources Department at If you feel that your paycheck amount is incorrect, have an issue regarding deductions, require a replacement check, or need information regarding direct deposit, etc. please contact the Payroll Department at

19 INSTRUCTIONAL LEVEL PROMOTIONS Overview The Jersey City Public Schools offers a variety of promotions throughout the year for instructional personnel. These opportunities are open to all employees who qualify and possess the experience and criteria described in the job posting(s). The Jersey City Public Schools is an equal opportunity employer. Job Postings When an opportunity becomes available, a job posting appears online at The Jersey City Public Schools website These postings will detail and outline the job description, the posting number, the requirements, the deadline for applications, and the procedure for applying. Job postings are distributed as needed- there is no specific date or time when they are released. Our external job application link is Application Process Every job posting will be very explicit and should outline everything an employee needs to know about the job and its requirements. (Based on the criteria required for the position, the department or appropriate staff will interview eligible candidates). Questions? If you have questions regarding a job posting, please contact the department that posted the opening. The specific department is best suited to answer any questions regarding the particulars of the position.

20 NON-INSTRUCTIONAL LEVEL PROMOTIONS Overview The Jersey City Public Schools may offer a variety of promotions throughout the year for non-instructional personnel. These opportunities are open to all employees who qualify and possess the experience and criteria described in the job posting(s).. The Jersey City Public Schools is an equal opportunity employer. Job Postings When an opportunity becomes available, a job posting appears online at the Jersey City Public Schools website These postings will detail and outline the job description, the posting number, the requirements, the deadline for applications, and how to go about applying. Job postings are distributed as needed- there is no specific date or time when they are released. Our external job application link is Application Process Job postings are explicit and will outline what an employee needs to know about the job and its requirements. An employee should not submit an application if he/she does not have the experience or requirements necessary to fulfill the position. (Based on the criteria required for the position, the department or appropriate staff will interview eligible candidates). Testing To be promoted, in addition to complying with the experience and other criteria listed in the posting, eligible candidates will be required to pass a N.J. Civil Service Commission examination. The exams, test dates, and the test locations are administered and coordinated by the N.J. Civil Service Commission. Eligible candidates will be furnished with the required information regarding the examination by the N.J. Civil Service Commission. The Commission s website is Questions? If you have any questions regarding a job posting or promotional opportunity, please contact the department seeking to fill the position. If you have additional questions, you may contact a Human Resources Department representative as follows: Security, Maintenance, Custodial, Food Service: Clerical, Teacher Aides: If the department that was applied to is not listed above, please refer to the job posting. If you have questions regarding N.J. Civil Service Commission examinations or transfer issues, please contact the Human Resources Department at or

21 EMPLOYEE ACCESS TO PERSONNEL FILES Overview A personnel file exists for all Jersey City Public Schools employees. The file contains all the information gathered on an employee from the inception of employment from teaching certificates to performance evaluations. An employee is entitled to view the contents of his/her personnel file by making an appointment with the Human Resources Department. Personnel File Viewing Procedure To view a personnel file, an employee must put his/her request in writing. All requests must be sent to the Administrator of Human Resources at the Human Resources Department, 346 Claremont Avenue, Jersey City, NJ, Upon receipt of the request, the Administrator of Human Resources will grant permission for an employee to view his/her personnel file. The personnel records office will then contact the employee and schedule an appointment to come in and view their personnel file. Rules and Procedures An employee is forbidden from entering the file room. When viewing a personnel file, someone from the personnel records office will accompany the employee. An employee is NOT allowed to view his/her personnel file alone. An employee is NOT allowed to remove any documents from his/her personnel file. An employee may request copies of any document(s) within his/her personnel file for a nominal fee. When an employee has completed reviewing his/her file, the employee will be asked to sign a receipt. Questions? If you have any questions about the personnel file viewing process, please contact the Human Resources Department at However, if you need copies of documents contained within your file, please send a written request to the Administrator of Human Resources at the above address. Upon receiving the written request, a member from the personnel records office will contact YOU to arrange a meeting at a mutually convenient time. Note: NO personnel information will be given over the telephone. Furthermore, files may not be accessed unless a written request has been made.

22 RESIDENCY REQUIREMENT Effective September 1, 2011, the State of New Jersey enacted The New Jersey First Act P.L.2011, c.70 (N.J.S.A.52:14-7). The New Jersey First Act mandates that all employees of state and local government, including school districts, must reside in the State of New Jersey, unless they are exempted. If a current employee wishes to move out of New Jersey, they should apply in advance, for an exemption rather than move without consent; since once the employee moves out of state, the law applies to them as well. Any employee requesting an exemption from the N.J. First Act should send a detailed letter with supporting documentation to: The Office of the Chief Counsel to the Governor, State House, P. O. Box 001, Trenton, N.J., The full text of this law can be viewed at the following website: Bills PL11.70.HTM

23 Overview ALTERNATE ROUTE AND TRADITIONAL ROUTE CERTIFICATION PROCESS The State of New Jersey mandates that new teachers must possess a Standard Certificate, a Certificate of Eligibility (CE) or a Certificate of Eligibility with Advanced Standing (CEAS) to teach. New teachers with a CEAS will receive certification by completing the traditional route to certification residency program, and new teachers with a CE will receive certification by completing the alternate route to certification residency program. Each program incorporates different requirements and procedures. However, all new teachers must: Be registered with the New Jersey Department of Education and obtain a certificate of eligibility for a provisional teaching license. The address is as follows: State of New Jersey, Department of Education Office of Licensing and Academic Credentials CN 500, Trenton, NJ , ATT: Alternate Route The State s website is: Alternate Route Certification Process Alternate Route teachers have demonstrated competence in the subject matter but do not possess the education-oriented college degree, preparation, and classroom experience to be certified teachers. The Alternate Route process is as follows: New teachers employed with a CE have a thirty-four (34) week residency toward certification; The principal will assign a mentor to each new teacher to be a resource and guide for the new teacher. New teachers must complete two hundred (200) hours of formal instruction in educational methodologies and strategies at an N.J.D.O.E. approved regional training site. New teachers are observed during the first ten (10) weeks after they take charge of the classroom; New teachers will be observed at a minimum of two more occasions over the remaining twenty (20) weeks of the program; The principal will formalize the Summative Evaluation document with a recommendation for licensure (any correspondence or grades from the university/college should be included with this documentation); The principal will confirm that payment of appropriate fee (s) was made to the mentor (s); The principal will return all documentation to the Human Resources Department; and The alternate route teacher is instructed to apply on-line (at the above mentioned website) for their Standard license. Questions? If you have any questions regarding the Alternate Route process, please contact the Instructional Division of the Jersey City Public Schools Human Resources Department at or

24 Traditional Route Certification Process Traditional Route teachers have demonstrated competence in the subject matter by earning an education-oriented degree and completing a teacher preparation program (including student teaching). The Traditional Route process is as follows: New teachers hired with a CEAS have a thirty (30) week residency toward certification; The principal will establish a support team, of which he/she is a member, with at least one experienced, licensed teacher in a non-evaluative/non-supervisory capacity; New teachers are observed during the first ten (10) weeks after the provisional teacher takes charge of the classroom. The principal may assign a mentor for the thirty (30) week residency; however, whoever provides the support to the new teacher must be compensated by the new teacher for the services provided; New teachers will be observed at a minimum of two more occasions over the remaining twenty (20) weeks of the program. Human Resources requires these visits be documented by completion of the mentor/teacher contact form which requires sign-off by both the mentor and the new teacher; The principal will formalize the Summative Evaluation document with a recommendation for licensure (any correspondence or grades from the university/college should be included within this documentation) The principal will confirm that payment of appropriate fee (s) was made to the mentor (s); The principal will return all documentation to the Human Resources Department; and The traditional route teacher is instructed to apply on-line (at the above mentioned website) for their Standard license. Questions? If you have any questions regarding the Traditional Route process, please contact the Jersey City Public School s Human Resources Department at or Permanent Certification The recommendation for a standard permanent certification can ONLY be made by the principal, but must be submitted to the Human Resources Department for review and submission to the State Board of Examiners. The Human Resources Department will forward the recommendation, and any other required documents, to the New Jersey Department of Education. Prompt Payment It is imperative that all fees and costs are settled before the new teacher files for certification. If payments are delayed or delinquent, the principal will hold recommendation for certification and summative evaluation until payment is confirmed. Resignation Any new teacher who resigns before the certification process is completed, but has received documented visitations, is still responsible for paying compensation to mentors/experienced teachers at a prorated amount. Hours Please be aware that time counted toward completion of the residency program is restricted to time in active service. For example, leave time and extended absences may extend completion of the certification process.

25 MENTOR PROGRAM Overview The mentor program uses tenured instructional personnel to provide direction, guidance, and support to provisional teachers (all new teachers) for the initial year of employment with the Jersey City Public Schools. This will provide extensive on-thejob guidance, support, and interaction between the new teacher and the mentor regarding professional issues, growth and development. All alternate route and traditional route teachers are considered new or provisional teachers. Mentor Process A traditional and alternate route provisional teacher will be assigned an experienced teacher/mentor by the site principal. The site principal or support team chairperson must sign every formal evaluation document required for completion of the residency program by the New Jersey Department of Education. Documents and/or more information are available in the site general office or at the Human Resources Department s certification office. After the mentor completes the initial 20-day process, the traditional route provisional teacher is required to pay the mentor a fee. The mentor will ask the traditional route provisional teacher to sign a form stating that the 20-day period is over and that payment has been made. Upon completion of the school year, the provisional teacher (alternate route and traditional route) is required to pay the experienced teacher a fee. Prompt Payment It is imperative that all fees and costs are settled with the mentor and/or experienced teacher before the new teacher files for certification. If payments are delayed or delinquent, the principal will hold recommendation for certification and summative evaluation until payment is confirmed. Questions? If you have any questions regarding your mentor, experienced teacher, forms, or mentor payment amounts, please contact your site principal. If you still have unresolved questions, please contact the Human Resources Department s certification office at

26 BENEFITS Overview The Jersey City Public Schools provides to all full-time employees a comprehensive health benefits plan that includes health, dental, prescription, and vision plans. The State Health Benefits Program (SHBP) determines eligibility for coverage and an employee is not covered until he/she enrolls in the SHBP. Minimum Contribution for Health Coverage Employees enrolled in the SEHBP will be required to contribute a minimum of 1.5 % of their annual base salary towards the cost of their medical coverage. The minimum contribution is in addition to any premium paid for dental, vision, or other health benefit. Enrollment Process Complete a New Jersey State Health Benefits Program application, located in the Human Resources Department health benefits office. The telephone number is or If an employee does not enroll all members of his/her family within 60 days of the time he/she first becomes eligible for coverage, the employee must wait until the next open enrollment period. Open enrollment periods generally occur once a year. Information regarding the duration of the open enrollment period and effective dates of coverage is announced by the Division of Pensions and Benefits. Their telephone number is Eligible Dependents A spouse and / or unmarried children under age 26 who live with the employee; this includes children who are away at school as well as divorced children living at home and dependent upon the employee for support. If an employee is divorced, the children who do not live with him/her are eligible if the employee is legally required to support those children. Stepchildren, foster children, legally adopted children, and children in a guardian-ward relationship (provided they live with the employee and are substantially dependent on him/her for support; affidavits of dependency and legal documentation are required with enrollment forms for these cases). If a child is not capable of self-support when he/she reaches age 26 due to mental illness, mental retardation, or a physical disability, coverage under the SHBP may be continued (an employee must obtain and complete a Continuance for Dependent with Disabilities form from the Division of Pensions and Benefits by January 31 st of the next year). Dual HMO Enrollment State regulations prohibit two employees who are married and are both SHBP members from enrolling under any two of the SHBP s HMO plans. One spouse may belong to a SHBP HMO as an employee or as a dependent - but not as both. Two employees married to each other cannot both cover the same children as dependents under any two SHBP HMO plans.

27 Change of Coverage To change or upgrade health coverage, an employee must contact the Human Resources Department health benefits office and complete a New Jersey Health Benefits Program application. An employee can change his/her coverage under the following circumstances: Marriage (must file within 60 days after marriage); A new child (must file within 60 days after birth); A change in family status involving the loss of eligibility of a family member (separation, divorce, death, child marries, no longer lives with the employee, turns 26; An employee moves out of the plan s service area (must change within 30 days of move); An employee goes on a leave of absence and cannot afford the coverage (coverage may be reduced as well); An employee spouse or eligible dependent s employment status changes resulting in a loss of coverage (have within 60 days from the date of event to file); or A covered child, under the age of 26, has divorced and moved back into the household and is dependent on the employee (must file within 60 days after the child has returned home). Effective Dates of Coverage There is a waiting period of two full months following the date of hire before an employee s and eligible dependent s benefits coverage begins. For example, if an employee begins work on September 1, his/her coverage will take effect on November 1 st, except: If an employee has at least two months of service on the date when the employer joins the SHBP, the employee s coverage starts on the date the employer enters the program. If an employee has an annual contract, is paid on a 10-month basis, and begins work at the beginning of the contract year, his/her coverage will begin on September 1 st. If an employee was enrolled in the SHBP with his/her previous insurance and the coverage is still in effect the day he/she begins work with the current employer (COBRA coverage excluded), an employee s coverage begins immediately to avoid a break in coverage. NOTE: Coverage changes that involve the addition of dependents are effective retroactive to the date of the event (marriage, birth, adoption, etc.) provided the application is filed within 60 days of the event. Deletion of dependents coverage is effective on a timely or prospective basis, depending upon receipt of the application by the Health Benefits Bureau. Transfer of Employment If an employee transfers from one SHBP eligible employer to another, including transfer within state employment, coverage may be continued without interruption, provided: An employee is still covered by the SHBP (COBRA coverage excluded) when he/she begins his/her new position. An employee transfers from one participating employer to another An employee files a new New Jersey State Health Benefits Program Application.

28 Coverage and the Family and Medical Leave Act (FMLA) and New Jersey Family Leave Act (NJFLA) An employee who participates in the SHBP is entitled to have his/her coverage continued while he/she is on family leave. An employee must: Remit, in advance, the portion of the premiums the employee normally pays, if any. To be qualified under the FMLA, an employee must have a personal illness, a newborn child, or need to care for an ill family member and be employed for the last 12 months and have worked 750 hours or made $ in the last year. (The work status does not have to be continuous.) FMLA provides up to 6 weeks in a 12-month period. For the NJFLA, an employee must have a need to care for an ill family member or a newborn child. There is no provision for an employee s own personal illness (NJFLA provides up to 12 weeks in a 24 month period and the employee must have worked 1000 hours). NOTE: If an employee takes a leave for the care of a family member, the FMLA and the NJFLA will run concurrently. Coverage Termination Employees coverage, and the coverage(s) of their dependent(s), will end if: The employee voluntarily terminates coverage; The Jersey City Public Schools terminates coverage; An employee s hours are reduced and therefore no longer qualifies for coverage An employee takes a leave of absence and fails to make required premium payments; An employee enters the Armed Forces and is eligible for government-sponsored health services; The Jersey City Public Schools decides to no longer participate in the SHBP; or The SHBP is discontinued. Coverage for a dependent(s) will end if: An employee s coverage ceases for any of the reasons listed above; The covered employee expires; The dependent is no longer eligible for coverage (when the child marries, moves out of the household, or turns age 26; coverage for children age 26 ends on December 31 st of the year in which they turn 26 COBRA coverage is then available); An employee s payment for coverage is not made on time; or The dependent enterers the Armed Forces. Reinstated Coverage Upon Return from Leave of Absence If an employee s coverage was terminated while on an approved leave of absence, when the employee returns from leave, his/her benefits and those of his/her eligible family members are reinstated after the completion of a New Jersey State Health Benefits Program application. The application must be completed within 60 days after the employee s return to work.

29 Waiver of Coverage Incentive The Jersey City Public Schools is permitted to offer an incentive to employees eligible for coverage under the SHBP to waive coverage due to employment with another employer. The incentive is currently permitted to be up to 25 % of the amount saved by the district or $5,000.00, whichever is less. Questions? If you have any questions regarding your health benefits, please consult the collective bargaining agreement. If you still have questions, please contact the health benefits office at or If you need information regarding the duration of the open enrollment period and effective dates of coverage, please contact the state Division of Pensions and Benefits at If you require a New Jersey State Health Benefits Program application, please visit the Human Resources Department s health benefits office (346 Claremont Avenue) or call or

30 TIME OFF Overview Vacation time, holidays, and/or other days off may be granted to full-time Jersey City Public Schools employees. Each individual possesses a different amount of time due to the length of employment and the rules stipulated in their collective bargaining agreement. Please refer to the collective bargaining agreement to learn more about time off. Questions? If you have any questions regarding the specific procedure for requesting time-off, please contact your immediate supervisor. If you have any questions about how many days off you are entitled to, please consult your collective bargaining agreement. If you have any questions or concerns regarding how many days you have remaining, or can carry over, etc., please contact your site supervisor.

31 ATTENDANCE Overview All employees are expected to be in their departments or classrooms and comply with the district dress code, as mandated by their site supervisor. Any call-in request to be excused (late or absent) must be made to the general office of the school building. All requests should be made at least one hour prior to the employee s scheduled start time to allow enough time to secure substitute personnel. Sickness Full-time Jersey City Public Schools employees are eligible for a specific number of sick days each year. If an employee is feeling ill, he/she should contact his/her school s general office, at least one hour before his/her start time. If the employee feels he/she will be out more than one day, he/she must advise the general office as soon as possible. To find out how many sick days an employee has, he/she should refer to their collective bargaining agreement. If an employee enters the school year at any point after the first day, sick days will be prorated accordingly. Bereavement Employees may be entitled to time off in the event of a death in the family. An employee should refer to his/her collective bargaining agreement to determine the specific amount of time allotted and other details regarding bereavement pay, etc. Attendance Incentive Plan The Jersey City Public Schools offers incentives and bonuses for certain employees who sustain a perfect attendance record. An employee should consult his/her collective bargaining agreement for details. Questions? To find out how many days you have remaining, how many days you have used, how many days have been rolled over or still remain, etc., please contact your immediate supervisor. If you feel you have not been compensated appropriately for a day you were absent, please contact the Payroll Department at Note: Excessive absence and tardiness are subject to disciplinary action. The site supervisor is responsible for any such reprimands and/ or warnings. If you have any questions about this process, please contact your immediate supervisor.

32 NEW ARREST / INDICTMENT REPORTING REQUIREMENTS The New Jersey Department of Education has promulgated a new regulation concerning reporting requirements for all certificated staff members who have been arrested and/or indicted. The regulation (6A:9-17.1) took effect January 5, The regulation provides that all certificate holders (those staff members holding standard, emergency and provisional certificates, all credentials and all holders of certificates of eligibility and certificates of eligibility with advanced standing issued by the State Board of Examiners) must report their arrest or indictment for any crime or offense to the Superintendent in writing within 14 calendar days of the arrest or indictment. The report shall include the date of arrest or indictment and the charge(s) lodged against the certificate holder. Certificate holders must also report to the Superintendent the disposition of any charges within 7 calendar days of disposition. Failure to comply with these reporting requirements may constitute grounds for revocation and suspension of certification. Additionally, failure to report may be grounds for discipline including, but not limited to, termination from employment.