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Excessed Staff Selection System ( ESSS) January 2009

Excessed Staff Selection System ( ESSS) January 2009. A Message from the Chancellor. Dear Colleagues,

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Excessed Staff Selection System ( ESSS) January 2009

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  1. Excessed Staff Selection System (ESSS) • January 2009

  2. A Message from the Chancellor • Dear Colleagues, • When we ended the forced-placement and bumping of teachers in 2005, we enabled you to build teams of educators in your schools who share a vision and can work together to achieve shared goals. Three years after this historic change, Mayor Bloomberg and I remain firmly committed to maintaining your right to determine which teachers are best for your schools and your students. • While this commitment is important to us, it does not come without costs. When we eliminated the forced-placement of excessed teachers, we created a large—and growing—expense. Though the overwhelming majority of excessed teachers find jobs, each year since 2006, some excessed teachers have not found regular teaching positions and have been placed in the Absent Teacher Reserve (ATR) pool at full salary. •  Especially because of the difficult fiscal situation we face, we must make sure that we spend every dollar well, and we must look for any savings that will not have a negative impact on our ability to serve our students. That’s why we recently worked with the United Federation of Teachers to reach an agreement that provides a number of incentives for principals to consider teachers and others in the ATR pool for regular positions. • I continue to strongly support your efforts to build the most effective teams possible, and would never want you to hire anyone for your school who you do not believe will make a positive contribution to student learning. At the same time, I am confident that there are qualified educators in the ATR pool who would be good matches for many of your schools’ vacancies. I strongly urge you to, and it is my strong preference that you, consider and interview candidates from the ATR pool for vacancies before considering outside candidates. To facilitate this process, your ISC will give you lists of ATRs and their license areas and contact information. • Here are the details of our agreement with the UFT: • We will provide a substantial subsidy to schools that hire centrally-funded ATRs. Central DOE will initially pay the difference between the ATRs actual salary and a starting teacher's salary, and the difference between actual salary and the following step on the salary scale (e.g. step 2A in the second year) for a period of eight years. • Until November 15, 2010, central DOE will pay half the starting teacher's salary that the school would otherwise pay, so that the cost to the school will be approximately $23,000 per year. • These subsidies apply to ATRs hired on November 1 in the calendar year in which they are excessed, or thereafter, and do not apply to ATRs hired by the school from which they were excessed.Principals who fill vacancies during the school year after November 1 can hire ATRs provisionally. If this happens, the principal or the ATR can opt to have the ATR returned to the ATR pool at the end of the school year. This can happen regardless of seniority. (If both the principal and teacher want the teacher to remain in the school beyond the end of that school year, the teacher will become a regularly-appointed teacher in the school with full seniority rights.) The subsidies outlined above will not apply to provisionally hired ATRs. The subsidy would apply, however, if the teacher becomes regularly-appointed teacher the following year. •  The subsidies being provided should eliminate any budget-related concerns you might have when considering hiring veteran ATRs to fill vacancies. And the provisional hiring option provides you with a way to fill vacancies during the school year with certified teachers while giving you and your ATR an opportunity to determine if the ATR is a good fit for your school. If you find and hire good candidates from the ATR pool, you will not only build teaching capacity at your school, but you will also help to mitigate the impact of our budget situation on schools and students.  •  At www.nycboe.net/schools/principals/weekly/20081209/atr_qa.doc, you can find answers to frequently asked questions on the new incentives for hiring ATRs. If you have questions about the details of this new initiative, please contact your HR partner. As always, I also look forward to hearing from you directly. • Joel I. Klein

  3. Agenda • Excessed Staff Selection System Overview and Process • Includes Two types of Excesses: • Centrally Funded Excesses (CFE) – school eligible for a hiring subsidy • Non-Centrally Funded Excesses – school not eligible for a hiring subsidy • Enhancements to the ESSS to Hire Subsidy-eligible CFE Funded Excesses • School Subsidy & Permanent Hiring of ATRs • School Subsidy & Provisional Hiring of ATRs • Question and Answer Session

  4. Excessed Staff Selection System Overview • The Excessed Staff Selection System (ESSS) is a tool to help you identify current UFT pedagogues in excess interested in transferring to your school. It contains information on centrally-funded and non-centrally funded excesses. • The ESSS has been enhanced to facilitate consideration and selection of centrally-funded excesses and staff at phasing out schools that would result in the school receiving a subsidy for hiring. • Candidates may apply to specific vacancies or to particular schools. • Vacancies are created in Galaxy which automatically feed to the ESSS. • Schools can enter additional information in ESSS further describing position to candidates.

  5. Accessing the System • New enhancements to ESSS will open Thursday, February 5, 2009 Where can you access the system? • Principal’s portal http://intranet.nycboe.net/DOEPortal/Principals/default.htm • DOE Intranet • Who has access to the system? • Principals should log on using a DOE-network computer which will automatically bring them to the ESSS page for your school.

  6. ESSS Enhancements - Homepage • NOTE TO PRINCIPALS: • New features are now available to assist you in recruiting staff in excess that will qualify your school to receive a subsidy. These features are a result of a recent agreement between the Chancellor and the UFT to provide financial incentives to schools that hire centrally funded excessed staff. The Chancellor’s message on this agreement is available here. • To see a list of Frequently Asked Questions concerning the financial incentives, please click here.

  7. ESSS Enhancements – My Applicants Click here to see employees that applied to your school or a specific vacancy within your school New Status category called “Subsidized” Flag added Flag added

  8. ESSS Enhancements – Full Profile Updated text

  9. ESSS Enhancements – Available Applicant Report New column

  10. ESSS Enhancements – All Excessed Staff Click this link to see all staff currently in excess Select “Subsidized” to find all subsidized employees citywide Will show “Subsidized” for eligible candidates Indicator for those who have submitted an application for transfer

  11. Hiring Centrally-Funded Excessed Staff • The New York City Department of Education ( DOE) and the United Federation of Teachers have entered into a Memorandum of Understanding  (MOU) dated November 18,  2008, to facilitate the hiring of centrally funded excessed staff into school positions.  • PERMANENT SELECTION OF STAFF • If the CFE-funded employee in excess is selected and accepts a position as a permanent hire, the school will be eligible for a financial incentive: • In return for hiring a centrally funded excessed staff member, a school will be eligible for a financial discount while  the staff member remains in the school. The financial incentive will last up to a maximum of  8 years , in accordance with the terms of the  MOU .  • This represents a permanent hire, the employee becomes a regular part of the hiring school’s table of organization. Since this is a permanent, not a provisional, hire, the individual will become part of the regular school organization. • Reminder: Hiring of excessed non-CFE funded (or excessed non-phasing out school) staff is a permanent hire that is not eligible for any subsidy.

  12. Subsidy Letter # 1 Generated by the Excessed Staff Selection System:For use to hire a centrally funded excess as a permanent employee in the school organization  • Dear Colleague •      The New York City Department of Education ( DOE) and the United Federation of Teachers have entered into a Memorandum of Understanding  (MOU) dated November 18,  2008, to facilitate the hiring of centrally funded excessed staff into school positions.   In return for hiring a centrally funded excessed staff member, a school will be eligible for a financial discount while  the staff member remains in the school. The financial incentive will last up to a maximum of  8 years , in accordance with the terms of the  MOU .  •  This letter is being written to confirm that in accordance with this  MOU , you are being offered  a position in this school to become a regular part of our school organization.  Your  signature below constitutes your acceptance of this offer.  By accepting  this position it is mutually understood  that you will no longer be designated as an  excessed  employee but will become a regular member of this school, with all the rights that come with such a placement.   On behalf of our school I welcome you and look forward to working with you to further the education of our students.  •  Very truly yours, • __________________________ •  Principal        / date • I accept this offer and understand that once accepted I will be placed in this school as a regular member of the school staff.  • ___________________________ • Employee /. date

  13. Hiring Centrally-Funded Excessed Staff • PROVISIONAL SELECTION OF STAFF • If the CFE-funded excessed employee is selected and accepts a position on a provisional basis, the employee will be a regular member of this school’s staff and organization for only the current year. • At the conclusion of this year, the employee will have the option of informing the principal, in writing no later then June 1, that he/she does not wish to remain as a regular member of this school organization and prefers to return to his/her previous status as a centrally funded excessed employee.  • In addition the school principal can, no later then June 1, notify the employee, in writing,  that he/she  will not exercise the option to retain the employee as a regular member of this school organization and that the employee will be returning to his/her prior status as a centrally funded excessed employee.  • If neither the employee nor the school takes any action by June 1 of the school year, the employee will be considered a regular member of this school organization  and  no longer a provisional hire. • As such your school will be eligible for a financial incentive  in connection with your hiring as per the MOU .  •  Reminder: Hiring of a non-CFE funded excessed (or non-phasing out school excessed) employee is a permanent hire that is not eligible for any subsidy. There are no provisional hires of non-CFE funded staff.

  14. Subsidy Letter # 2 Generated by the Excessed Staff Selection System:For use to hire a centrally funded excess as a provisional employee in the school organization • Dear Colleague, • The New York City Department of Education ( DOE) and the United Federation of Teachers have entered into a Memorandum of Understanding  (MOU)  dated November 18, 2008, which permits the placement   of centrally funded  excessed staff into school positions  on a provisional basis.  By hiring a centrally funded excessed staff member provisionally the school and the employee retain the right to make a decision regarding the continuation of the employee in this school position at the end of the school year.  Hiring a centrally funded excessed staff member  on a provisional basis  does not entitle the school to any financial incentive.  If you become a permanent member of the school (see below) your school will be eligible for a financial incentive  in connection with your hiring as per the MOU  • This letter is to confirm that in accordance with this  MOU you are being offered a position  on a provisional basis  in this school for this year. Your signature below constitutes your acceptance of this offer.   By accepting  the  position in this school,  provisionally , you will be a regular member of this school staff and organization for this year. At the conclusion of this year, you have the option of informing the principal, in writing no later then June 1, that you do not wish to remain as a regular member of this school organization and prefer to return to your status as a centrally funded excessed employee.  In addition the school principal can, no later then June 1, notify you, in writing,  that he/she  will not exercise the option to retain you as a regular member of this school organization and that you will be returning to your status as a centrally funded excessed employee.  Please note that if neither you nor the school take any action by June 1 of the school year, you will be considered a regular member of this school organization  and  no longer a provisional hire. As such your school will be eligible for a financial incentive  in connection with your hiring as per the MOU .  • On behalf of our school I welcome you as a provisional hire and look forward to working with you this school year. • Very truly yours, •  ____________________________________________ • Principal  /      date •  I accept this offer and understand that I will be provisionally hired in this school this year under the terms described above. •  __________________________________________ • Employee / date

  15. Excessed Staff Selection System Process • ESSS helps you identify candidates you would like to interview and hire, with clear indicators of candidates who are and are not eligible for the subsidy. • If a Principal decides to extend an offer to candidate, the transfer must be finalized through Galaxy: • Enter candidate into your school’s Table of Organization. • Be sure you and the candidate sign the letter generated by Galaxy. • As always with any transfer, be sure to get feedback on the candidate’s performance from the current principal of the school where the CFE-funded or non-CFE funded excessed employee as either a full-time teacher or an ATR providing day-to-day substitute coverage.

  16. Role of the HR Partner and Budget Liaison Your HR Partner can help you: • Create vacancies in Galaxy (with help from ISC Officer). • Help you navigate ESSS system & resolve any issues you may have. • Help you identify & screen qualified candidates who have applied to your school. • Explain in greater detail the Memorandum of Understanding (MOU) and the ESSS function, and answer questions regarding the eligibility of your school to select CFE-funded excessed and non-CFE funded excessed employees. • Answer any additional questions. Your ISC- CFN Budget Liaison can help you: • -Understand the budgetary implications of the MOU and how the subsidy applies to your school; • -Answer any additional questions that you may have.

  17. Incentive Funding • The central DOE will initially provide a funding subsidy for the difference between the ATRs actual salary and a starting salary for the title at step 1A. • For teachers in titles that are included in calculating the school’s average teacher salary, the DOE will subsidize difference between the school’s average salary and the starting salary for teachers. • The incentive will be in effect for a period of eight years. • This will be referred to as “Incentive I” in this presentation. • In subsequent years, the incentive subsidy will be similarly calculated, based on the following step on the salary scale (e.g. step 2A in the second year).

  18. Additional Incentive • Through November 15, 2010, an additional incentive subsidy is available. The central DOE will subsidize half the starting salary for the ATR’s title at step 1A. • In FY 2011, this incentive will be pro-rated from the first day of school through November 15, 2010, lasting approximately 2 ½ months. • This will be referred to as “Incentive II” in this presentation.

  19. Eligibility Requirements • Subsidies apply to centrally-funded excessed staff and all staff excessed from phase-out schools, who are hired on or after November 1 of the calendar year in which they are excessed. • ATRs excessed in calendar years 2006, 2007 and 2008 are eligible for the incentive. • ATRs excessed at any time in calendar year 2009 will not be eligible for the incentive until November 1, 2009. • The subsidy does not apply to ATRs hired by the school from which they were excessed.

  20. Provisional Hires • The subsidies outlined above will not apply to provisionally-hired ATRs. • However, if the ATR becomes permanently assigned to a school’s Table of Organization, the full 8-year subsidy would begin effective the date that this occurs. • If neither the school nor the ATR acts to place the ATR back in excess, the ATR will become part of the school’s Table of Organization and regularly assigned to the school.

  21. New Allocation Category • A new allocation category “TL Salary Subsidy 2017” will be created in Galaxy for funds to be allocated in FY 2009. • The allocation category name will indicate the year when the incentive expires. • For example, subsidies beginning in FY 2009 expire in FY 2017. • Subsidies beginning in FY10 expire in FY 2018 and will allocated in an allocation named “TL Salary Subsidy 2018.” • Each year for eight full years of the subsidy, the school will receive the annualized value of the subsidy in the same allocation category name. • No further funds will be allocated after the eight year period. • Subsidies can end earlier if staff separate from service, or when Incentive II expires on November 15, 2010.

  22. Allocation Process • Funds will be allocated in the new allocation category to each ISC and CFN to be sub-allocated to schools via the transfer utility, based upon school’s hiring eligible staff. • In order to effectively track the funds allocated and possibly recouped due to separations from service, ISC/CFN staff allocating or removing incentive funds will include the following information in the transfer utility item description for each incentive allocation: • Indication of whether the action is a New Hire or a Recoupment of funds when a subsidized ATR separates from service (“Hire” or “Recoup”) • Name, File number, Effective date of action, Title

  23. Subsidy Recoup for Separations from Service • If a subsidized ATR (someone who generates incentive funding) separates from service, the ISC or CFN must recoup any freed-up incentive funding, by removing the pro-rated allocation from the school. • The incentive subsidy funding cannot be re-used by the school for another purpose.

  24. AC: TL Salary Subsidy 2017 • While it is strongly recommended that funds in the “TL Salary Subsidy 2017” allocation be used to fund the ATR, they can be used for any title eligible for the subsidy, provided the school has fully funded the ATR. • This will allow subsidized ATR staff to be assigned and funded by any program in the school, without requiring special action or use of special titles on the Table of Organization (T.O.) • The TL Salary Subsidy 2017 allocation can only be scheduled by ISC/CFN staff on behalf of the school. • Contact your budget liaison for assistance in scheduling these funds.

  25. Subsidized ATR Values on the T.O. • Subsidized ATRs will be valued on the T.O. as follows: • Teachers: School Average Teacher Salary • Other eligible titles: Forecast Actual Salary • Other titles scheduled at average salary (such as mandated speech and counseling, SBST teams, etc.): Average salary for the title and allocation category.

  26. Salary 1A Guide for FY 2009 Hires

  27. Example of Subsidy CalculationsTeachers – Valued at School Average Teacher Salary • Example of cost to school and subsidies for hires through November 15, 2010 (Incentives I & II in effect):

  28. Example of Subsidy CalculationsGuidance Counselors – Valued at Forecast Actual Salary • Example of cost to school and subsidies for hires through November 15, 2010 (Incentives I & II in effect): Note: For titles hired for mandated speech and counseling or SBST teams, the incentive will be calculated based on the average salary for the title and funding.

  29. Impact on School’s Average Salary Calculation • Teachers who generate incentive funding will not be included in the school’s average teacher salary calculation until the 8 year period of their incentive funding ends. • At that time they will impact the school’s average teacher salary for the next year, even if they separate from service before the next year starts. (As is the case with all separations.)

  30. Staff at Minimum SalaryForecast Actual Salary Titles • If the subsidized ATR hire is in a title valued at the forecast actual salary (titles other than teacher) and the person makes the minimum salary, the subsidy incentive will expire on 11/15/2010. • At that time the school will be responsible for the full cost of the ATR at new hire rate.

  31. Eight Year Time Period • The eight year period runs concurrent with the person, not the fiscal or school year. • For example: A person hired on November 1, 2008 will be eligible for Incentive I through October 31, 2017, at which time the subsidy will expire. • Pro-rated incentives will be allocated for the first and last years as appropriate.

  32. Calculating & Allocating Subsidies • The Division of Budget Operations & Review (DBOR) has developed a tool to assist ISC and CFN budget staff in determining the amount of funding each eligible ATR generates in each year of the subsidy program. • Principals should contact their ISC/CFN to discuss subsidy calculations for potential hires as needed. • To create a vacancy using subsidy funds, you must first contact your ISC/CFN budget liaison so that funding can be allocated before proceeding with creation of the vacancy.

  33. Updates in Galaxy – Creating a Vacancy

  34. Select the vacancy options at the prompts as appropriate for the hire.

  35. The ATR candidate will not be PTF’d to your school until after you complete this process, so click “Continue” at this prompt.

  36. Enter the SSN or file number of the intended ATR candidate you would like to hire. 0123456

  37. If the person selected is eligible for the subsidy, you will be prompted to indicate whether the person is a subsidized (Permanent) or Provisional hire.

  38. Select the new “Absence Teacher Reserve Excessed Teacher Subsidy Transfer” reason from the Transfer Reason drop-down. 012 34 5678 0123456 JAMES SMITH

  39. Continue providing the usual information requested to create the vacancy.

  40. When all of the prompted questions are completed, “Save” the completed personnel details window. • 34 5678 • 0123456

  41. Continue processing the vacancy item creation by providing the attributes and funding needed as usual and click the round blue SAVE icon. JAMES SMITH

  42. The hiring agreement letter will be displayed automatically, and will contain language as appropriate to the conditions you indicated during the job creation prompts.

  43. If you need to reprint the letter, you can do so by opening the personnel details window and clicking the “document” icon. 123 34 5678 0123456

  44. There is a new indicator on the item “Details” screen, which can be accessed by left-clicking on the bobble-heads on the left side of the T.O.

  45. Frequently Asked Questions www.nycboe.net/schools/principals/weekly/20081209/atr_qa.doc

  46. FAQs on the Agreement Regarding Centrally Funded Excessed Staff • Q. Why did the DOE and the UFT enter into this agreement?   • A. The reason both the union and the DOE wanted an agreement was to encourage principals to consider hiring qualified centrally-funded excessed teachers, guidance counselors, social workers, lab assistants, school psychologists, school secretaries, and speech teachers from the Absent Teacher Reserve ( ATRs) to fill vacancies in order to reduce the overall cost to the school system and permit more funds currently spent on central excessed staff to be available to schools. (Excessed paraprofessionals will continue to be placed in vacancies.)  • Q. Does the agreement mandate that principals hire or interview ATRs?  • A. No. Principals continue to have final say over all teacher hiring decisions and are not mandated to interview excessed teachers prior to selecting candidates. However, because there are likely qualified candidates for many vacancies in the ATR pool, it is the clear preference of the Chancellor that these teachers be considered by principals to fill vacancies in their schools before external candidates are hired. • Q. Does the agreement provide any financial incentives for principals who do hire ATRs to fill vacancies in their schools? • A. Yes. In any school that hires a centrally-funded ATR  on or after November 1 of the calendar year they were placed in excess (other than the school from which they were excessed), central DOE will pay the difference between the actual salary of the teacher and a starting teacher salary, and then in subsequent years central DOE will continue to pay the difference between the actual salary and the subsequent steps on the salary scale (for example, in the second year central DOE will pay the difference between the teacher's actual salary and step 2a on the salary scale). This central subsidy will only terminate after the excessed employee has been in the position for 8 years or sooner if the staff member leaves your school. As we are now beyond November 1st, if a school hires any centrally funded ATR at this time, the school will get the subsidy (unless the ATR is hired provisionally or the ATR was excessed from the school that hires him or her).

  47. FAQs on the Agreement Regarding Centrally Funded Excessed Staff • Q. Are their any other financial incentives? •  A. Yes. Until November 15, 2010, central DOE will also credit the hiring school budget with one-half of the starting teacher's salary that would otherwise be paid by the school as set forth above. As a result, schools hiring centrally-funded ATRs to fill vacancies on or after November 1 of the calendar year they were excessed (other than the school from which they were excessed) will pay only half a starting teacher's salary for that teacher until November 15, 2010, at which time the school will begin paying the salary of the teacher that would apply if s/he were a new hire when selected by the school. For example, let's assume School A hires a centrally-funded excessed teacher on December 1, 2008 to fill a vacancy and that the teacher was excessed by School B in June of 2007 and has been in the ATR pool since that time.  The excessed teacher's actual salary is $83,412 (8b+20 year longevity). School A will be charged $22,765 (half of the $45,530 starting teacher's salary) until November 15, 2010, at which point the additional subsidy will expire. The teacher's actual salary at that time will have increased to $88,258 (8b+22 year longevity), but School A will be charged only $48,835 (step 3a on the teacher salary scale).    •  Q. Do ATRs hired with the incentive bring their seniority with them? •  A. Yes. These teachers would have the same seniority rights (for example as to excessing) as any other appointed teachers, unless they are hired provisionally as set forth below.  • Q. What if a school wants to try out an ATR for a period of time before deciding if they want the ATR to be a regularly appointed teacher in the school? •  A. The agreement also provides that a school can hire a centrally-funded ATR on the school budget provisionally after November 1st for the balance of the school year. At the end of that year the school can place the ATR in excess again, without regard to seniority, and they will again become a centrally-funded ATR. The ATR may also opt to be placed in excess at the end of the school year and again become an ATR. If neither the school nor the ATR acts to place the ATR back in excess, the ATR will become a regularly appointed teacher at that school.

  48. FAQs on the Agreement Regarding Centrally Funded Excessed Staff • Q. If a school hires an ATR provisionally do they get to take advantage of the financial incentive?  •  A. No, not while the teacher is serving provisionally. However if the ATR becomes a regularly appointed teacher in the school the following year, then the school will get the incentive detailed above.  • Q. Is there any provision in the agreement allowing ATRs the chance to apply to transfer to other schools to work as ATRs?  •  A. For schools determined to be able to use an ATR or additional ATRs (based on a formula of one ATR per 500 students) where the principal agrees to accept an ATR or an additional ATR, the school would become available for ATRs to apply to transfer to serve as an ATR. If more then one ATR applies to a designated school, the ATR with the greatest citywide seniority would be awarded the right to transfer to the school to work as an ATR.  • Q. Is there any provision in the agreement allowing ATRs the chance to apply to transfer to other schools to work as ATRs?  • A. For schools determined to be able to use an ATR or additional ATRs (based on a formula of one ATR per 500 students) where the principal agrees to accept an ATR or an additional ATR, the school would become available for ATRs to apply to transfer to serve as an ATR. If more then one ATR applies to a designated school, the ATR with the greatest citywide seniority would be awarded the right to transfer to the school to work as an ATR.  • Q. If a principal agreed to take an ATR or additional ATR in their school, and then decided to hire the ATR to be a regularly appointed teacher in their school, would the principal receive the incentive?  • A. Yes.

  49. FAQs on the Agreement Regarding Centrally Funded Excessed Staff • Q. When will the ATRs be able to apply to those schools that have agreed to accept an additional ATR? • A.  The Division of Human Resources and the Integrated Service Centers are working on the timing of this transfer mechanism and will notify the field shortly. • Q. If a school does not agree to take an additional ATR, does that mean no ATRs can be assigned to that school? • A.  No.  ATRs will continue to be assigned to schools where the number of teacher absences creates a need for a full-time substitute. The ability of ATRs to transfer is limited to a number of schools after ATR assignments have been made.   • Q. Does the agreement specify what ATRs should be doing in schools while they are serving as ATRs? • A. ATRs should be used for push-in, pull-out, intervention, remediation, day-to-day coverage, coverage for long term teacher absences, to reduce class size and such other appropriate teaching assignments. For middle and high schools and eight period elementary schools, ATRs should be programmed for a professional activity like all other teachers in the school.

  50. OTHER QUESTIONS… ?

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