Resources for School Secretaries

Updated guidance on COVID-related topics

• Personnel Memorandum #1: Updated Guidance Related to Attendance, Leave, and Timekeeping Policies During COVID-19 (updated Jan. 3, 2022)
• Situation room tips
• Updated DOE guidance for COVID-19-related family leave
• Updated DOE guidance for absences and leaves due to COVID-19
• DOE guidance regarding face coverings
• COVID-19 response updates from HR-Connect
• Updated DOE guidance for COVID testing
• DOE School health policy (updated Jan. 3, 2022)
• Sample home test kit letter — child experiencing symptoms
• Sample home test kit letter — child exposed at school

General resources

• 2023 DOE Attendance Policy
• Promotion in Doubt timeline
• UFT Arbitration Award: Spring Break 2020
• OT/PT Overtime Entry Instructions for Recovery Services
• Materials from the Election Day 2021 School Secretaries Professional Development day
• 2020-21 transfer, discharge and graduation guidelines
• Emergency Family Leave - Instructions for Payroll Secretaries
• Pupil accountant updates and checklist
• OP 44 - Termination pay
• ATS printer installation instruction manual
• Reinstatement after a Leave

Presentations for Secretaries 

• DOE Guidance - Digital Classroom
• Manhattan Field Support end of year training for elementary and middle schools
• Manhattan borough office elementary school programming presentation
• Payroll basics for summer rising
• Payroll virtual professional learning
• Payroll and Cybershift (DOE login required)
• Leaves (DOE login required)

DOE Payroll Administration Memorandums

• Payroll Administration Memorandum #1: Reminder re: new check distribution policy
• Payroll Administration Memo # 3: Direct deposit cancelation, stop payment and reversal procedures
• Payroll Administration Memo #4: Check Distribution Policy (updated Friday, Jan. 15, 2021)
• Payroll Administration Memo #5: Direct Deposit Procedures for Terminated Employees (updated Friday, Jan. 15, 2021)
• Payroll Administration Memo #7: Electronic Delivery of W-2 1127 Waiver and 1095-C forms
• Payroll Administration Memorandum #10: New OP44 Form (Issued March 16, 2022)
• Payroll Administration Memorandum #10 (2020-21): tax changes effective Jan. 1, 2021
• Payroll Administration Memorandum #11: absence codes for COVID-19 vaccine excused leave (updated Thursday, March 18, 2021)
  • Amendment #2 to Payroll Administration Memorandum #11 (issued Thursday, May 13, 2021)
• Payroll Administration Memorandum #12: Timekeeping for COVID-19 Vaccine Volunteer Effort
• Payroll Administration Memorandum #15: Timekeeping for COVID-19 Vaccine Side Effects
• Payroll Administration Memorandum #16: Commuter Benefits Deductions
• Payroll Administration Memorandum #18: Summer Service Processing & Vacation Pay Calculation for Nurses, Therapists and Sign Language Interpreters, 10-Month Employees
• Payroll Administration Memorandum #20: Summer Processing Procedures for Q744 and E745 Employees

DOE Personnel Memoranda

• Personnel Memorandum #2: Updated Guidance Related to Attendance, Leave and Timekeeping Policies During COVID-19 (updated Friday, Jan. 15, 2021)
• Personnel Memorandum #5: Hiring Process for School Secretaries as of October 2014

Resources from the 2019 orientation for new school secretaries:

• Employee Information System quick reference card
• Introduction to the NYC Department of Education
• HR Connect Web Portal instructions
• HR Connect Web Portal features
• Per Session T-Bank quick reference card
• Workers' compensation quick reference card
• Termination Pay Application quick reference card

Resources from the June 2017 professional development day:

• Overview of Emergency Preparedness and Response Planning for School Personnel
• Family and Medical Leave Act (FMLA) Guidelines for Secretaries
• Technology: Promise and Pitfalls
• Workers' Compensation Secretaries Guidelines
• New hiring process for school secretaries (began Oct. 2014)
• New salary schedules based on the 2014 contract
• Workers' Compensation Payroll Guide for Secretaries
• Special Circular 31, Duties of School Secretaries
• Special Circular 16, Bereavement Leave for Pedagogical Employees
• Personal Memo #34: Clarification of Special Circular 16
• Ergonomics for School Secretaries
  The UFT safety and health department created this presentation with helpful pictures and easy-to-understand instructions on how to arrange your work station to reduce the risk of strain and injuries.
• DOE Social Media Guidelines
• Are you a union member?
  If you're unsure about whether you've enrolled as a member of the UFT, here's how to find out.
• Member Help Programs
  The UFT has a number of programs to help members with a variety of life circumstances and challenges, including counseling, support for victims of workplace violence, a HelpLine for members with life-threatening illnesses, homebuying seminars, and a smoking cessation program.