Unleashing Potential
in our Community
EMPLOYEE HANDBOOK
2023-2024
Updated July 1, 2023
Table of Contents
SECTION 1: WELCOME 6
BOARD OF EDUCATION 6
EXECUTIVE LEADERSHIP TEAM 6
WHO WE ARE 7
OUR PURPOSE 7
OUR VALUES 7
WHAT WE DO 7
HOW IT WORKS 9
PURPOSE OF THIS HANDBOOK 9
CALENDARS 10
SECTION 2: EMPLOYMENT PRACTICES 10
BARGAINING UNITS 10
BEHAVIOR IN THE WORKPLACE 10
CERTIFICATION STATUS 11
CONTACT WITH THE MEDIA 11
DIGNITY FOR ALL STUDENTS ACT 11
EMERGENCY PROTOCOLS 12
EMPLOYEE-SUPERVISOR COMMUNICATION 12
EMPLOYMENT OPPORTUNITIES 12
EQUAL EMPLOYMENT OPPORTUNITY 12
EXIT INTERVIEWS 13
HEALTH, SAFETY AND SECURITY 13
HIV/AIDS 13
LEAVING EMPLOYMENT 13
MENTOR PROGRAM 14
NOTICE OF NON-DISCRIMINATION 14
PROHIBITING DISCRIMINATION AND HARASSMENT 14
REDUCTION IN FORCE 15
RESIGNATION 15
RETIREMENT 15
SAFE SCHOOLS 15
SEPARATION BENEFITS 15
STAFF EVALUATION 16
UPDATING YOUR PERSONAL INFORMATION 16
USE OF BOCES MATERIALS 16
WEATHER/EMERGENCY CLOSINGS 16
WORKERS’ COMPENSATION 17
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SECTION 3: BENEFITS 17
BLOOD DONATION 17
BONE MARROW DONATION 17
CANCER SCREENING 17
EMPLOYEE ASSISTANCE PROGRAM (EAP) 18
FLEXIBLE SPENDING PLAN 18
GROUP INSURANCE 18
NEW YORK STATE DEFERRED COMPENSATION - 457(b) 19
PENSION PLANS 19
RETIREMENT PLAN – 403(b) or 457(b) 19
SECTION 4: ATTENDANCE AND ABSENCE MANAGEMENT 19
ATTENDANCE AND ABSENCE MANAGEMENT 19
BEREAVEMENT LEAVE 21
NURSING MOTHERS 21
FAMILY & MEDICAL LEAVE ACT (FMLA) 21
HOLIDAYS 22
HOURS OF WORK 22
JURY DUTY 22
LEAVE OF ABSENCE 22
MILITARY LEAVE 23
PERSONAL & FAMILY DAYS 23
RELIGIOUS HOLIDAYS 23
SICK DAYS 23
SICK BANK REQUEST 23
VACATION 23
SECTION 5: PAY PRACTICES 24
DIRECT DEPOSIT 24
EXPENSE REIMBURSEMENT 24
PAYROLL PERIOD 24
SALARY DEDUCTIONS 24
TRAVEL & VEHICLES 24
SECTION 6: CONDUCT & POLICIES 24
ACCIDENT REPORTING 24
AFTER HOURS FACILITIES PROBLEMS 25
CELL PHONE 25
CODE OF CONDUCT 25
CODE OF ETHICS 25
COMPUTER USE 25
CONFERENCES AND WORKSHOPS 26
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DISPOSAL/TRANSFER OF FIXED ASSETS 26
DRESS CODE 26
DRUG FREE WORKPLACE 26
ENERGY CONSERVATION 27
FIELD TRIPS 27
FINGERPRINTING 27
HOUSEKEEPING AND MAINTENANCE REQUESTS 27
IDENTIFICATION BADGES 28
INFORMATION SECURITY BREACH AND NOTIFICATION 28
KEYS 28
OATH OF ALLEGIANCE 28
PERSONNEL FILE ACCESS AND REVIEW 28
POLICIES AND GUIDELINES 28
PRINT SHOP COPY CENTER - COPYRIGHTED MATERIALS 29
PUBLIC USE OF BOCES FACILITIES 29
PURCHASING 29
RECORDS REQUESTS 29
REIMBURSEMENT FOR PERSONAL PROPERTY DAMAGE 30
RELEASE OF EMPLOYMENT INFORMATION 30
REQUIRED NOTIFICATIONS 30
SALES REPRESENTATIVES/SOLICITORS 30
SCHOOL SAFETY PLANS AND TEAMS 30
SECURITY MEASURES 30
SMOKING/VAPING/TOBACCO USE 31
SOCIAL NETWORKING 31
STAFF MAIL AND EMAIL 31
STAFF MEETINGS 31
STUDENT DISCIPLINE 31
STUDENT PRIVACY 32
TECHNOLOGY REPAIRS 32
USE OF BOCES-OWNED PROPERTY FOR PERSONAL REASONS 32
VEHICLE USAGE 33
VISITORS 33
EMPLOYEE HANDBOOK: ACKNOWLEDGEMENT FORM 34
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Dear Colleague,
Welcome to the Cayuga-Onondaga BOCES! On behalf of all of us at the BOCES, we are so
glad you’ve decided to join our team. We believe that every employee contributes directly to
our BOCES' ability to support our Purpose and Values.
This handbook was developed to help acquaint you with various policies, procedures, and
benefits, and to describe the expectations Cayuga-Onondaga BOCES has for all of our
employees. You should familiarize yourself with the contents of the handbook and refer to it
as necessary throughout your employment.
We hope that you will take pride in being a member of our organization and that your
experience with BOCES will be challenging, purposeful, and joyful!
Feel free to contact me with any questions you may have, regarding the information
contained in the handbook. Again, welcome to Cayuga-Onondaga BOCES!
Respectfully,
Megan Popkess
Director of Human Resources
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SECTION 1: WELCOME
Cayuga-Onondaga BOCES
BOARD OF EDUCATION
Melinda Quanbeck, President
Colleen Borza, Vice-President
Board of Education Members
Regional Education Center
1879 West Genesee Street Road
Auburn, NY 13021
(315) 253-0361
Office Hours 8:00 a.m. - 4:00 p.m.
Employee work schedules vary depending on the specific job assignment.
EXECUTIVE LEADERSHIP TEAM
District Superintendent/CEO
Brian K. Hartwell, Ed.D.
Deputy Superintendent
Jessica Docteur
Director of Personnel Relations
Randy J. Ray
Assistant Superintendent for Management, Regional Services, & Finance
Douglas Tomandl
DIRECTORS
Director of Career & Technical Education
Scott Bradley
Director of Human Resources
Megan Popkess
Director of Instructional Support Services
Pamela Horton
Director of Special Education
Susan Lynch
Please click here to view our organizational chart.
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COMPONENT DISTRICTS
Individual District Information
Auburn Enlarged City School District
Cato-Meridian Central School District
Jordan-Elbridge Central School District
Moravia Central School District
Port Byron Central School District
Southern Cayuga Central Schools
Skaneateles Central School District
Union Springs Central School District
Weedsport Central School District
WHO WE ARE
We are a non-profit governmental agency that uses the power of a cooperative to help school
districts have access to high quality services at an affordable cost.
OUR PURPOSE
To unleash potential in our community
OUR VALUES
● Be adventurous
● Be collaborative learners
● Be solution-driven
● Be joyful in our work
WHAT WE DO
All BOCES across the state share a common mission: to prepare diverse populations for
successful roles in a new global society. The Cayuga-Onondaga BOCES offers many exciting
and highly effective programs and services to the school districts that we serve. We
accomplish this by providing cost-effective shared services to school districts while initiating
collaborations to close gaps in student achievement.
Check out our Services Guide to see some of the services we provide!
We help Students Thrive with Non-Traditional Programs
Career & Technical Education
● We offer vocational instruction and related support services to students in 18 different
career and technical education areas. Students benefit from career and personal
counseling, job placement, and basic skills tutoring to transition from high school to
work and/or postsecondary education.
Special Education
● The BOCES Special Education Department provides specialized services to students
with disabilities from component districts and districts outside of the region as
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approved through cross-contracting procedures. Services address a variety of physical,
academic, and social emotional needs and occur both at the Regional Education
Center and within component schools. Student participation occurs as a result of
recommendations made by the Committee of Special Education.
The Compass Program
● We offer students in grades 7-12 an opportunity to receive highly engaging academic
instruction, with an additional emphasis on career exploration. Small group
instruction, project based learning, and a positive, supportive setting are components of
this program.
eLearning Academy
● We offer online courses to earn high school credit.
Day Care Services and Universal PreKindergarten
● We offer children aged six weeks to five years old quality care and early education.
Adult Education
● Our adult education programs provide the community with high quality opportunities
for personal development and lifelong learning in a cooperative environment.
We Support the Work of School Districts
Instructional Support Services
● We provide service and support to the BOCES and the nine component school
districts to effectively integrate programs, technology, and services that promote
quality teaching and learning.
Professional Development Unit
● We offer numerous regional and job embedded professional learning opportunities in
the areas of curriculum, instruction, assessment, and data.
School Library Systems
● We strengthen, support, and advocate for the development of quality school library
programs.
Labor Relations
● We support districts with contract management, grievances, arbitrations, and
negotiations.
Print and Copy Services
● We provide a full range of professional copy services.
Safety and Risk Management
● We offer compliance assistance and a comprehensive safety and risk management
consultation program.
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The Cayuga-Onondaga BOCES Teacher Center
● We provide a variety of services and programs to enhance the professional development
of teachers.
We Expand Opportunities through Regional Partnerships
Business and Education Partners
● Strong business and educational partnerships prepare students for the workplace of
today and tomorrow. Students gain work-based learning experiences, explore jobs at
career fairs and are even matched with employers seeking workers.
Innovative, Real-World Learning
● Year-round, students engage in creative hands-on, project-based learning. Teachers
and staff benefit from a host of professional development opportunities aimed at
helping them prepare students for college, careers, and life beyond high school.
Community Connections
● Shared services and support help districts and municipalities solve challenging
problems and achieve a level of quality, efficiency and effectiveness that would not be
possible alone. Partnerships with local businesses and industry help us identify ways
to work together to build a stronger regional community and economy.
HOW IT WORKS
BOCES services are created when two or more school districts have similar needs that can be
met by sharing staff members, classroom/office space equipment, time or expertise. School
districts receive BOCES aid from the state to encourage them to share resources and to obtain
economies of scale. BOCES cannot levy taxes. All monies come from services delivered to
school districts or from grants. Component districts share in the administrative and capital
costs of BOCES.
Like public school systems, Cayuga-Onondaga BOCES is governed by a policy-making
board of education. The members of our board serve 3-year terms; they are elected by
component school district boards through a special vote held each April.
PURPOSE OF THIS HANDBOOK
This handbook includes practices that employees are required to adhere to in their day-to-day
job responsibilities. Employees are expected to support the Cayuga-Onondaga BOCES
purpose and values, creating a climate and culture that embraces continuous improvement and
excellence in everything we do, regardless of assignment or location.
Employees must understand that this handbook only highlights and summarizes some of our
current policies and procedures. For detailed information on each topic, you can contact your
immediate supervisor, or the Office of Human Resources.
Please consider the most current version of this document as the official Cayuga-Onondaga
BOCES Employee Handbook. This handbook is a fluid document and sections will be
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revised, rescinded, amended or supplemented based on changing conditions, policies and
procedures. Cayuga-Onondaga BOCES reserves the right to change, delete or amend any
statement made in this handbook unilaterally and without notice. The Office of Human
Resources is the owner of the handbook and responsible for making changes. The most
current version of this handbook will reside on the website with the amended date posted on
the cover. Employees may review all board policies by clicking here or by navigating to the
Board of Education page on our website. https://www.cayboces.org/Page/15
We are always looking for ways to improve communications with our employees. If you have
suggestions for ways to improve our employee handbook or employee relations in general,
please feel free to send them to the Director of Human Resources.
CALENDARS
Visit the BOCES calendar page on the website to view dates of the Board of Education
meetings and BOCES-wide trainings. This link also connects to a comprehensive listing of
office holidays and the BOCES school calendar that includes Recess Days, Regents Exam
Days, 3-8 NYS Assessment Days, Teacher Orientation, Conference Days and Opening/Last
Day of School. Employees should consider assessment dates when planning events or activities
that involve school staff.
SECTION 2: EMPLOYMENT PRACTICES
BARGAINING UNITS
Many staff members at the Cayuga-Onondaga BOCES have the option to be a member of a
bargaining unit. Eligible employees are given the opportunity to join their bargaining unit
during the onboarding process. Bargaining unit representatives are available to support you, if
you have any questions.
Teachers’ Union
Matt Champlin: Co-President
Heath Ferris: Co-President
CSEA
Jason David: Labor Relations
Specialist
Administrators
Kimberly Campagnola: President
Non-Instructional Staff (NINS)
Michael Pohl: Representative
BEHAVIOR IN THE WORKPLACE
People who work together have an impact on each other's performance, productivity and
personal satisfaction in their jobs. In addition, the way in which our employees interact with
outside individuals and organizations who engage with Cayuga-Onondaga BOCES will
influence the success of those relationships.
Because employee conduct has a broad impact on all aspects of our ability to deliver on our
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purpose and values, we expect all employees to act in a professional manner and uphold the
highest ethical standards while carrying out their duties and responsibilities and/or
representing Cayuga-Onondaga BOCES at all BOCES worksites and business or social
functions.
Although it is impossible to give an exhaustive list, some examples of professional conduct
include:
● treating coworkers and colleagues with patience, respect and consideration;
● refraining from rude, offensive or outrageous behavior;
● being courteous and helpful to others;
● communicating openly with supervisors, managers and coworkers.
Unprofessional conduct will be addressed in a manner consistent with applicable policies and
procedures.
CERTIFICATION STATUS
Staff members are expected to maintain a current NYSED certification for all required
positions. Knowledge of certification status, expiration dates, grade-levels, etc. is the
responsibility of the employee. Failure to maintain a current certification will affect the
employee’s employment status with BOCES. Teachers are reminded to review and utilize the
NYSED TEACH system for certification and personal profile updates as necessary. If you
have questions regarding certification, please contact our regional certification officer,
Audrey Ryerson. [email protected]
CONTACT WITH THE MEDIA
The Cayuga-Onondaga BOCES Board and District Superintendent will make every
reasonable effort to cooperate with the media by providing accurate information about
BOCES operations, to the extent permitted by statute and regulation. Only the District
Superintendent or his/her designee may speak with representatives of the media.
DIGNITY FOR ALL STUDENTS ACT
The Cayuga-Onondaga BOCES takes reports of harassment, bullying, cyber bullying or
discrimination very seriously. Any school employee who witnesses or receives reports of
harassment, bullying, cyberbullying or discrimination are required to promptly notify a DASA
Coordinator, within one school day after receiving the report or witnessing the incident, and
file a written report no later than two school days after making the oral report. The DASA
Coordinator is required to report all incidents of bullying, cyberbullying, or bias-based
harassment to both the Cayuga-Onondaga BOCES District Superintendent and the NYS
Department of Education. The DASA Reporting form, and the Discrimination, Harassment &
Academinc Compliant Form can be found on the website under Legal Notices.
The Cayuga-Onondaga BOCES DASA Coordinators are as follows:
Mr. Scott Bradley
Director/Principal of Career and Technical Education
CTE Main Office
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(315) 255-7640
Ms. Susan Lynch
Director of Special Education
Special Education Office, Room 319
(315) 255-7686
Mr. Drew Yakawiak
Principal of Alternative Education & Regional Summer School
Compass Office, Room 115
(315) 255-7630
EMERGENCY PROTOCOLS
Employees at Cayuga-Onondaga BOCES are expected to become familiar with all site-based
protocols and be able to follow proper procedures. Employees must review and follow the
safety plan for the building(s) in which they work. Emergency response plans include general
guidelines to be followed, major responsibilities during an emergency, and the staff
designated to carry out those responsibilities.
Practice drills for evacuation, shelter-in-place, hold-in-place and critical incidents will be
conducted periodically. School-based staff should remind students of the importance of each
of these drills and explain why it is important to practice for emergencies using such drills. If
you have questions about what to do in an emergency, please contact your supervisor.
EMPLOYEE-SUPERVISOR COMMUNICATION
Communicating openly with supervisors and coworkers is an important aspect of professional
workplace conduct. Employees who have questions or concerns are expected to bring them in
an appropriate manner to their immediate supervisor for resolution. Appropriate chain of
command should be exhausted prior to seeking resolution from the next level of
administration. For example, teacher aides and assistants should bring questions or concerns
to the attention of the teacher before speaking to the principal.
EMPLOYMENT OPPORTUNITIES
Employees are encouraged to explore career development opportunities at Cayuga-Onondaga
BOCES. All employees are encouraged to gain the necessary skills, training and work
experience needed to qualify for advancement opportunities. BOCES believes in internal staff
development and promotion whenever practicable and appropriate. In all cases, the
best-qualified candidate for the position will be selected as determined by the hiring
committee’s recommendation and the approval of the District Superintendent. Available
positions will be announced via postings and placed in Employment Opportunities on the
BOCES website. In order to be considered for a position, employees must apply prior to the
application deadline as specified on the announcement.
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EQUAL EMPLOYMENT OPPORTUNITY
Cayuga-Onondaga BOCES provides Equal Employment Opportunities (EEO) to all
employees and applicants for employment without regard to race, color, religion, gender,
sexual orientation, national origin, age, disability, marital status, amnesty, or a veteran in
accordance with applicable federal, state and local laws. Cayuga-Onondaga BOCES complies
with applicable state and local laws governing non-discrimination in employment in every
location. This policy applies to all terms and conditions of employment, including, but not
limited to, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of
absence, compensation, and training. Improper interference with the ability of
Cayuga-Onondaga BOCES employees to perform their expected job duties is not tolerated.
EXIT INTERVIEWS
Upon separation of employment, employees are encouraged to email the Office of Human
Resources or call 315-255-7682 to schedule an exit interview, or complete the Exit Interview
Questionnaire. Exit interviews will provide employees the opportunity to provide candid
comments and suggestions that may help make BOCES a stronger organization. Employee
comments may be reviewed confidentially with the District Superintendent.
The Office of Human Resources will email an exit survey to departing employees shortly
after separation. The exit survey will provide the opportunity for employees to provide
confidential, anonymous comments and suggestions. Responding to the survey is voluntary
and will only be used to improve our organization.
HEALTH, SAFETY AND SECURITY
All employees are issued a Cayuga-Onondaga BOCES badge. Employees should always wear
their badge when moving about the building so that they can be identified as a BOCES
employee. Employees should visit the Safety and Risk Management page on the website to
view additional information regarding safety and security.
Employees located at other BOCES facilities, or embedded in component district buildings
should become familiar with the health, safety and security contacts and procedures for the
building(s) in which they are located.
HIV/AIDS
The Cayuga-Onondaga BOCES Board of Education recognizes the privacy rights of students
diagnosed with HIV infection or AIDS and their right to a free and appropriate public
education. The Board also supports the rights of HIV infected employees to privacy and
reasonable accommodations; the rights of all non-infected individuals to a safe environment
free of any significant risks to their health; and the rights of all students to instruction
regarding the nature, transmission, prevention, and treatment of HIV infection, pursuant to
the Commissioner’s Regulation, Part 135.3.
LEAVING EMPLOYMENT
When your employment with Cayuga-Onondaga BOCES ends, we expect you to return all
BOCES property to your direct supervisor. All Cayuga-Onondaga BOCES materials and
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equipment in the possession of the employee are to be returned prior to the effective date of
separation. Cayuga-Onondaga BOCES reserves the right to take any lawful action to recover
or protect Cayuga-Onondaga BOCES property.
MENTOR PROGRAM
New teachers are supported through the BOCES Mentor Program as a way to help ease the
transition from teacher preparation to practice. Goals of the program are to increase teacher
retention and professionals' skills to improve student achievement. The Mentoring Plan is
available for review to learn more about the purpose, eligibility, requirements and application.
NOTICE OF NON-DISCRIMINATION
The Cayuga-Onondaga BOCES does not discriminate on the basis of an individual’s actual or
perceived race, color, religion, creed, ethnicity, national origin, citizenship status, age, marital
status, partnership status, disability, predisposing genetic characteristics, sexual orientation,
gender/sex, military status, veteran status, domestic violence victim status or political
affiliation, and additionally does not discriminate against students on the basis of weight,
gender identity, gender expression, and religious practices or any other basis prohibited by
New York state and/or federal non-discrimination laws in employment or its programs and
activities. The BOCES provides equal access to community and youth organizations. Inquiries
regarding the District’s non-discrimination policies should be directed to:
Randy Ray, Director of Personnel Relations and
Civil Rights Compliance Officer
1879 West Genesee Street Road Auburn, NY 13021
(315) 255-7683
PROHIBITING DISCRIMINATION AND HARASSMENT
Each member of BOCES administration is responsible for providing equal educational and
employment opportunities in an environment which is free from discrimination, including
harassment and intimidation. Furthermore, employees are responsible for respecting the
rights of their co-workers. If you experience any job-related discrimination or harassment by
employees (including Board of Education members and contractors), volunteers or students,
as well as any third parties who are participating in, observing, or otherwise engaging in
activities subject to the supervision and control of BOCES, promptly report the incident to
your supervisor. If you believe you have been treated in an unlawful, discriminatory manner
or have been unlawfully harassed, promptly report the incident to your supervisor.
Discrimination or harassment may be based on your actual or perceived race, color, religion,
creed, ethnicity, national origin, citizenship status, age, marital status, partnership status,
disability, predisposing genetic characteristics, sexual orientation, gender (sex), military
status, veteran status, domestic violence victim status or political affiliation. You may visit
the website to fill out the Cayuga-Onondaga BOCES Discrimination, Harassment &
Academic Complaint Form and submit it to your supervisor. If you believe it would be
inappropriate to discuss the matter with your supervisor, report it directly by contacting the
Director of Human Resources. You may also contact the Title IX Coordinators or the Civil
Rights Compliance Officer. Once made aware of your complaint, Cayuga-Onondaga BOCES
is committed to commence an immediate, thorough investigation of the allegations.
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Complaints will be handled in a confidential fashion, and to the extent possible and
practicable, will be investigated thoroughly and resolutions will be recommended. An
employee may contact this office without fear of retaliation regarding his or her employment
status. However, frivolous or fraudulent complaints will not be entertained and may result in
disciplinary action. Employees are encouraged to refer to Board of Education Policy 2420
Non-discrimination and Anti-harassment, Policy 2430 Title IX and Sex Discrimination, and
Policy 5121 Sexual Harassment of BOCES Personnel. You may also refer to the Legal
Notices on our website.
REDUCTION IN FORCE
In the event of a reduction in force, Cayuga-Onondaga BOCES will notify affected
employees within specified times subject to contractual agreements and related policies,
regulations and procedures. Persons who want information on insurance coverage or who
have other questions or concerns are welcome to contact the Office of Human Resources.
RESIGNATION
In the event of a resignation, employees must give written notice to their direct supervisor and
send via email to the Office of Human Resources. As a courtesy, employees are encouraged
to notify BOCES as soon as practicable when the decision has been made to resign from
employment with BOCES. Teachers, teaching assistants, and administrators are required to
give thirty (30) days’ notice of their separation date as required under Education Law.
Cayuga-Onondaga BOCES requests from all other staff at least two (2) weeks’ notice of their
separation date. Employees are encouraged to review their Collective Bargaining Agreement
for additional information.
RETIREMENT
All employees who intend to retire are required to provide written notification similar to
resigning. Members of the New York State and Local Retirement System (ERS) or the New
York State Teachers' Retirement System (TRS) are advised to see a representative of their
system at least 90 days before the intended retirement date. The respective representative will
assist employees in completing required forms and determining approximate retirement
allowance. Members should refer to websites listed under “Retirement” on the Human
Resources page on the website.
SAFE SCHOOLS
Cayuga-Onondaga BOCES employees are mandated by New York State to complete
compliance training on an annual basis in addition to various organization-wide trainings that
support workplace conduct, professional expectations and internet security. Visit the
SafeSchools website to see the online software program that our organization uses to
administer these training sessions. The various trainings may consist of a video, PDF and/or a
document to review (or combination thereof); and several are followed by a short quiz. All
employees are expected to complete required training annually.
SEPARATION BENEFITS
When an employee resigns or is terminated from Cayuga-Onondaga BOCES, he/she has the
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right to continue health, dental and vision coverage for himself/herself or for his/her
dependents for a total of 36 months. During this period, the former employee pays the full
share for the health, dental and vision insurance premiums. The coverage is the same as it was
during active employment. This is called COBRA.
Employees have 60 days from the date their normal coverage terminates, or from the date of
their COBRA (Consolidated Omnibus Budget Reconciliation Act) notice letter, to email the
Office of Human Resources of their wish to enroll in COBRA coverage.
The initial payment will always be applied retroactively to maintain continuation of coverage.
There can be no break in coverage before or during COBRA enrollment.
STAFF EVALUATION
All employees may be evaluated annually in accordance with applicable statute, regulation or
collective bargaining contracts and the BOCES Annual Professional Performance Review
Plan. Evaluations will be conducted by administrators and/or the employee’s direct
supervisor(s) and sent to the Office of Human Resources to be placed in the employee’s
personnel file or recorded in Frontline. For clarification purposes, employees should consult
with their supervisor with questions regarding their annual evaluation.
UPDATING YOUR PERSONAL INFORMATION
It is good practice to review your personal information periodically and make changes, if
necessary. If you need to make a change to your name or address, complete the Employee
Information Change Form and submit it to Human Resources. Make sure you update your
information in TEACH and with ERS or TRS.
USE OF BOCES MATERIALS
Employees are allowed to use Cayuga-Onondaga BOCES-owned materials and equipment,
including but not limited to laptop computers, electronic communication devices,
audio-visual equipment, landline telephones and cellular telephones for BOCES-related
purposes. Employees are expected to use assigned equipment appropriately and take
reasonable care of such equipment. Telephones are to be used for BOCES business purposes
and anything other than incidental, personal use is prohibited (Board Policy 5410).
WEATHER/EMERGENCY CLOSINGS
In the event of a closure due to inclement weather or other emergency conditions,
Cayuga-Onondaga BOCES notifies all employees through its automated system. Employees
are responsible for keeping contact information up-to-date in the system used by their school
and/or BOCES to ensure that the automated call is received. Refer to the Updating Your
Personal Information section of this handbook. Many departments also maintain phone chains
that are revised annually, or more frequently, to reflect staffing changes. Additionally,
employees are expected to review their collective bargaining agreement provisions related to
weather and emergency closings.
Employees should follow the weather/emergency closing procedure for the location(s) they
are assigned. Questions regarding assigned location or proper procedure should be directed to
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the employee’s immediate supervisor.
Local news stations will be alerted when there is a school closing or delay. WIXT 9, WSTM
3/WTVH 5, and Spectrum News will be notified and can be helpful sources for information.
WORKERS’ COMPENSATION
Workers’ Compensation covers employees who are injured while performing their duties.
Employees should seek medical attention and report the incident as soon as possible to their
supervisor. Employees must also complete the Work Related Injury Form.
If any time off is charged to Workers’ Compensation, employees are required to provide a
doctor’s note. If an employee has not returned to work after 3 working days due to an injury,
the employee is required to submit Doctor’s notes detailing his or her health and treatment
status, including the next appointment date, and stating when the employee is expected to
return to work. A leave of absence request form will need to be completed. If an employee's
absences due to an on-the-job-injury are not documented, the employee may be considered
absent without leave.
Lost time is charged to your sick time. BOCES will ask for reimbursement from the
Worker’s Comp. carrier and sick time will be restored upon receipt of reimbursement
(prorated according to rate paid.) In order to be reimbursable, your sick time must be in
accordance with a written order from a doctor.
SECTION 3: BENEFITS
BLOOD DONATION
Cayuga-Onondaga BOCES employees are allowed to donate blood in any Cayuga-Onondaga
BOCES blood drive at our locations during work hours without the use of any accumulated
time, at least two times per year. Off-premises donations can also be made. Up to 3 hours
annually may be used for this purpose, inclusive of travel time. Employees must complete the
Leave of Absence Request form which must include the original signature of the appropriate
personnel at the blood donation facility. Please follow the procedure for submitting a leave
request in the “Absence Management” section of this handbook. Questions regarding the
appropriate use of this time should be directed to the employee’s immediate supervisor.
BONE MARROW DONATION
Cayuga Onondaga BOCES allows employees seeking to undergo a medical procedure to donate
bone marrow will be granted leave to do so, not to exceed 24 work hours unless agreed to by the
Superintendent or designee. Verification will be required.
CANCER SCREENING
Cayuga-Onondaga BOCES allows an excused leave for up to 4 hours annually for the purpose
of cancer screening. The time off will be considered paid time and will not be deducted from
sick, personal or other accrued time off. Employees must complete the Cancer Screening
Leave Request Form, which must include the original signature of the appropriate personnel at
the screening facility, and returned to Maria Brown in payroll. Please follow the procedure for
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submitting a leave request in the “Absence Management” section of this handbook. Questions
regarding the appropriate use of this time should be directed to the employee’s immediate
supervisor.
EMPLOYEE ASSISTANCE PROGRAM (EAP)
The Employee Assistance Program (EAP) is a resource for employees and their immediate
family members designed to provide highly confidential and experienced help for personal
and/or health problems that affect employee’s lives and the quality of their job performance.
The Cayuga-Onondaga BOCES EAP is supported through Cayuga Counseling Services.
An employee or immediate family member may call Cayuga Counseling directly:
315-253-9795. Mention that you are an employee of the Cayuga-Onondaga BOCES and need
to access the EAP. An appointment will be made for a face-to-face session.
Typical situations encountered by EAP fall in the following areas: family, marital, children,
drugs, codependency, aging, emotional, psychological, financial, legal, occupational,
work-related stress, and the loss of a loved one. EAP maintains confidentiality as required by
federal and state law.
EAP assistance is provided at no cost to all Cayuga-Onondaga BOCES employees. After three
meetings with a counselor, if further professional assistance is needed, insurance coverage may
pay part of the fee for service, or a sliding scale may be available. If you need EAP assistance,
contact the Director of Human Resources.
FLEXIBLE SPENDING PLAN
Eligible employees may enroll in the Flexible Spending Plan, which allows you to increase
your tax savings by placing money into pre-tax reimbursement accounts for uninsured health
expenses and dependent care expenses. If you pay for allowable out of pocket medical
expenses, insurance co-payments, and/or deductibles, or child care expenses, you can use a
Flexible Spending Account.
Employees who utilize a Flexible Spending Account must re-enroll every year. The Flexible
Spending plan year runs from January 1 through December 31 with a Plus Plan year extension
to March 15.
All eligible employees must complete the online Enrollment Application on the Flex Spending
Webpage to participate in the benefit plan. Read the FSA Enrollment Kit for the annual dollar
limit and a list of eligible and ineligible expenses.
Flexible Spending Account claim and reimbursement forms are accessible from the website.
Contact Human Resources with questions.
GROUP INSURANCE
Full-time regular employees are eligible for various group benefit plans in the areas of: Health,
Dental, and Vision Insurance. Employees also have an option to waive health insurance.
Benefits are determined in accordance with the Collective Bargaining Agreements of each unit
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of Cayuga-Onondaga BOCES. Individual or family plans are available for the eligible
employee and eligible dependent(s). Proof of the dependents’ identity is required for
enrollment in any family plan. Specific waiting periods and coverage provisions may apply by
the Plan Administrator for any of the above-mentioned programs.
New employees are required to visit the Employee Healthcare and Benefits page to review all
benefits, and complete and return all benefit applications within 30 days of their hire. There is
an established first eligibility date depending on the Bargaining Unit and date of hire. There is
an open enrollment period each year for health and vision programs, and every two years for
dental insurance; employees should be mindful of the defined open enrollment period.
Responding and applying for various plans is the responsibility of the employee. For further
information regarding group insurance, email the Office of Human Resources or call
315-253-0361, ext. 5819.
BOCES may provide an annual monetary buyout, or an HRA to eligible employees who do not
use a BOCES health plan. A signed waiver and proof of insurance coverage must be submitted
to Human Resources by the last day of September, annually, or within 30 days after the loss of
coverage. Refer to your bargaining agreement for specific information.
NEW YORK STATE DEFERRED COMPENSATION - 457(b)
Employees of Cayuga-Onondaga BOCES have the option to enroll in NYS Deferred
Compensation. Additional information including steps to enroll are found at the Omni Group
page on our website.
PENSION PLANS
Cayuga-Onondaga BOCES is a participant in the Career Retirement Plan of the State of New
York. The following pension plans are available based on type of employment:
● Certified employees are able to join the New York State Teachers’ Retirement System
(NYSTRS). Visit the New York State Teachers’ Retirement System website for
information about membership and benefits.
● Civil Service appointees are able to join the New York State & Local Retirement
System (NYSLRS) (commonly known as NYS Employees’ Retirement System).
Visit the New York State & Local Retirement System website for information
about membership and benefits.
RETIREMENT PLAN – 403(b) or 457(b)
Cayuga-Onondaga BOCES 403(b) and 457(b)Plan allows all full-time and part-time
employees to participate in order to save a portion of their compensation for retirement.
Employees are encouraged to review his/her Collective Bargaining Agreement and visit the
Omni Group page on our website for additional information and resources about program
participation. You can enroll in these benefits at any time.
SECTION 4: ATTENDANCE AND ABSENCE MANAGEMENT
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ATTENDANCE AND ABSENCE MANAGEMENT
Please understand the importance of demonstrating a positive attendance pattern and the role it
plays in providing quality programs and services. As employees of Cayuga-Onondaga
BOCES, we are all role models and want to reinforce how our attendance affects our ability to
deliver on our Purpose and Values.
Employees are expected to arrive at work at or before they are scheduled to start and be at
their assigned work location productively engaged in BOCES business by the scheduled start
time. Cayuga-Onondaga BOCES views attendance as an important part of the employee’s
evaluation. Questions regarding work schedule or assigned location should be directed to the
employee’s immediate supervisor.
All employees are responsible for maintaining accurate attendance records and reporting all
absences in accordance with their department’s procedures. Any employee who is absent from
their assigned work location without approval may result in disciplinary action. Please visit the
Leaves of Absence page on the website for additional information regarding reporting an
absence and managing your attendance.
Please note that time without pay is not approved without the express permission of the
Superintendent or his/her designee. Taking time without pay without approval may lead to
disciplinary action, including termination.
REPORTING UNPLANNED ABSENCES when a substitute is NOT required
All employees (who do not require a substitute) must inform their immediate supervisor as
soon as possible when they are going to be absent. Employees must record their absence in
Wincap or on their timesheet, daily. Please check with your supervisor for your department’s
specific procedures.
REPORTING UNPLANNED ABSENCES when a substitute is required
On days when school is in session, morning calls requiring a substitute should be placed AS
EARLY AS POSSIBLE in order to secure appropriate substitute coverage. Please check with
your immediate supervisor for your department’s specific procedures. All employees are
responsible for recording their absence in Wincap or on their timesheet, daily, within 48 hours
of the absence.
REPORTING PLANNED ABSENCES
Employees are required to receive advance approval for planned absences from their
supervisor. Planned absences include personal days, vacation days, jury duty, military leave,
religious holidays, time for cancer screening, etc. Employees should refer to the applicable
bargaining unit contract for eligibility and time requirements for these requests.
Cancer Screenings require submission of the Cancer Screening Leave form found on the
website. Part of the form must be completed by a physician or facility at the appointment.
Employees should sign the completed form and send it to Maria Brown in payroll, prior to the
end of the pay period after the appointment.
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Employees should visit the Leaves of Absence page on the website to access required leaves of
absence forms and refer to their respective bargaining unit contract for additional information.
RECORDING ABSENCES AND ATTENDANCE
Employees are required to maintain an accurate and up-to-date record of their own attendance
throughout the year. There are different absence and attendance reporting systems and
procedures for BOCES employees as described below. New employees will be given
instructions when they are hired regarding what system or procedure to use for absence and
attendance reporting. All employees should also consult with their supervisor for attendance
protocols that are specific to their department.
A. ABSENCE PROCEDURES FOR EMPLOYEES WHO USE WINCAP
Most employees report their absences using WinCapWeb. New employees will be
contacted by the business offices with a username and password to access WinCap
during onboarding. WinCap is used for attendance reporting purposes and to access
online paycheck information, W-2s, submit/review leave requests, and view
attendance history and balances. BOCES employees are able to access WinCapWeb
via the Internet 24 hours a day, 7 days a week. Employees are responsible for their
own attendance reporting and should not share their login information with other
employees. The Staff Tutorials on the website are available to provide training for
how to use WinCap Web.
Employees are expected to submit their absence request into WinCapWeb as soon as
they become aware of an absence. Planned absences can be submitted in advance.
Unplanned absences must be submitted as soon as possible, or within 48 hours of the
absence. If you need help changing an absence recorded in WinCapWeb, please
contact Maria Brown in payroll. All staff are expected to follow the procedures of
their department for reporting all absences.
B. ABSENCE PROCEDURES FOR EMPLOYEES WHO USE TIMESHEETS
Some employees record their absences on their timesheets. All timesheets are checked
and approved by supervisors. All staff are expected to follow the procedures of their
department for reporting all absences.
BEREAVEMENT LEAVE
BOCES employees may be entitled to bereavement time based on the information contained in
their specific collective bargaining agreement. Employees must document the time off
according to their collective bargaining agreement and the “Absence Management” section of
this handbook.
NURSING MOTHERS
All Cayuga-Onondaga BOCES full-time and part-time employees working 20 hours or more
are entitled, upon request, to take at least 20 minutes of paid break time once every 3 hours
for expressing breast milk. More time will be granted if needed, if the employee has a
reasonable need to do so. Such break time may run concurrently with regularly scheduled
break time or meal times. An employee may be required to postpone scheduled paid break
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time for no more than thirty minutes, if they cannot be spared from their duties until
appropriate coverage arrives. Cayuga-Onondaga BOCES shall make every reasonable effort to
provide a private and sanitary location. Employees should consult with their Supervisor before
using work hours to express breast milk, to ensure that it does not interfere with required
duties or necessary operations. You can view NYS’s Policy on the Rights of Employees to
Express Breast Milk in the Workplace by clicking on this link.
FAMILY & MEDICAL LEAVE ACT (FMLA)
The Family Medical Leave Act of 1993 (FMLA) allows eligible employees to take up to 12
weeks of job-protected time off for a qualifying situation. Eligible employees must have been
employed by BOCES for at least 12 months and have worked at least 1,250 hours in the prior
12 months.
FMLA leave shall be granted for the following reasons:
● the birth and care of a newborn child of the employee;
● the adoption or foster placement of a child;
● to care for an employee’s spouse, domestic partner, parent, or son or daughter
with a serious health condition;
● due to a serious health condition that makes the employee unable to perform
the essential functions of the employee’s job;
● for a qualifying exigency as defined in law and regulation, arising out of the
fact that the spouse, domestic partner, son, daughter, or parent of the employee
is on active duty.
Employees may find additional information about the Family Medical Leave Act on the
website. If you are experiencing a qualifying situation and considering FMLA Leave, it is
recommended that you contact Human Resources to discuss the FMLA process and options
available to you.
HOLIDAYS
Cayuga-Onondaga BOCES recognizes all holidays as outlined in each Collective Bargaining
Agreement. When a holiday falls on a weekend, Cayuga-Onondaga BOCES may designate the
Friday preceding or Monday following as the observed holiday, at its discretion. BOCES
employees are paid for the stated holidays as outlined in the Collective Bargaining Agreement
for each unit. Visit the Calendar page on the website for a comprehensive listing of holidays
and specific closures for the school year and refer to the “Calendar” section of this Employee
Handbook for more information.
HOURS OF WORK
Although Cayuga-Onondaga BOCES offices are generally open from 8:00 a.m. until 4:00 p.m.
each day, certain employees may be assigned to different work schedules and/or shifts outside
of normal office hours depending on division, location etc.
JURY DUTY
Cayuga-Onondaga BOCES supports employees called to fulfill their civic duty to serve jury
duty. Employees must follow the attendance reporting instructions in the “Absence
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Management” section of this handbook and provide their immediate supervisor with a copy of
the jury summons upon receipt of such summons. Adequate proof of service must be provided
in order to receive a regular salary during an absence for jury duty. Upon returning to work,
employees must provide their immediate supervisor with verification from the court of the
number of days served on the jury and any additional information related to this absence. All
pay received for jury duty must be submitted to the District Superintendent.
LEAVE OF ABSENCE
Employees may request a leave of absence without pay and are expected to review their
Collective Bargaining Agreements for specific details related to requests for approved leaves.
If you are considering a leave of absence, it is recommended that you speak to your supervisor
and if needed schedule a meeting with an HR Representative to discuss the process and the
options that are available to you. Employees may also refer to the leave of absence protocol
found on the website.
MILITARY LEAVE
Military leaves are governed by federal and state law, and will be treated in accordance with
relevant regulations, and must be granted when applicable. Where reasonably possible,
employees must give advance notice that they will be taking a military leave of absence.
Employees must document the time off according to their collective bargaining agreement and
the “Absence Management” section of this handbook (Board Policy 5552).
PERSONAL & FAMILY DAYS
Cayuga-Onondaga BOCES employees may be entitled to personal and/or family days based on
the information contained in each Collective Bargaining Agreement. Personal days may only
be used for reasons defined in each collective bargaining agreement and are expected to be
submitted in advance according to the instructions in the “Absence Management” section of
this handbook.
RELIGIOUS HOLIDAYS
Cayuga-Onondaga BOCES employees may be entitled to religious holiday leave days based
on the information contained in each Collective Bargaining Agreement. Religious days may
only be used for reasons defined in each collective bargaining agreement and are expected to
be submitted in advance according to the instructions in the bargaining agreement and
“Absence Management” section of this handbook.
SICK DAYS
Cayuga-Onondaga BOCES may provide paid sick time based on the information provided in
each unit’s Collective Bargaining Agreement. Sick leave may be taken only when an employee
is unable to be present for work due to their own illness or other medical related
circumstances. Cayuga-Onondaga BOCES reserves the right to request that the employee
furnish a doctor's note or other reasonable proof when absent for three (3) consecutive days or
when circumstances warrant according to the Collective Bargaining Agreements.
Sick days are provided for illness of the employee. Employees should use their personal days
or vacation days for non-illness related time off. Sick days may be accumulated and carried
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over from year to year based on the terms of each Collective Bargaining Agreement.
Employees may be required to submit to a medical examination to determine their physical or
mental capacity to fulfill their duties.
SICK BANK REQUEST
Employees may request days from a sick bank if they have donated time, and exhausted all
accumulated time and illness continues. Employees should refer to their Collective Bargaining
Agreement for eligibility, requirements and instructions.
VACATION
Full-time 12 month employees with benefits are entitled to vacation days in accordance with
the Collective Bargaining Agreement of each unit. Vacation time must be requested and
approved by the employee’s supervisor.
SECTION 5: PAY PRACTICES
DIRECT DEPOSIT
Payroll direct deposit is available and recommended for all employees. Employees wishing to
utilize this option should complete the Direct Deposit Authorization form on the website.
Direct deposit slips can be viewed or printed from WinCapWeb. Direct deposit is a convenient
and secure way to quickly access your pay.
EXPENSE REIMBURSEMENT
Cayuga-Onondaga BOCES employees must have written authorization from an administrator
prior to incurring an expense on behalf of BOCES. No employee may enter into any form of a
contract without approval from the District Superintendent or his/her designee. Staff who
travel as part of their work must complete the appropriate claim forms. The completed claim
forms must be accompanied by original receipts and approved by your direct supervisor in
order to be reimbursed.
PAYROLL PERIOD
Employees are paid by check typically on the 15th and the 30th of each month. If a regular
payday falls on a holiday, every effort will be made to have paychecks ready for distribution
the day before. Visit the Payroll page on the website for information, including the payroll
schedule, Timesheet, and Direct Deposit Request Form. Employees are encouraged to
participate in the Direct Deposit program for ease and convenience of timely paycheck receipt.
Questions regarding payroll should be directed to the Payroll Office.
SALARY DEDUCTIONS
Two types of deductions are made from your paycheck: mandatory and voluntary. Mandatory
deductions are made in accordance with federal and state income tax laws. Mandatory
deductions include taxes, retirement contributions, social security, Medicare, and dues for
bargaining units (as applicable). Voluntary deductions are optional and may include health
insurance premiums, Flex Spending Account Program, Deferred Compensation account/403(b)
Tax Sheltered Savings.
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TRAVEL & VEHICLES
Cayuga-Onondaga BOCES employees and members of the BOCES Board of Education will
be reimbursed for reasonable, actual and necessary out-of-pocket expenses that are legally
authorized and incurred while traveling for BOCES-related activities. Employees should
submit a Mileage Claim Form for reimbursement.
SECTION 6: CONDUCT & POLICIES
ACCIDENT REPORTING
Safety is a priority at Cayuga-Onondaga BOCES. Employees who witness a student being
injured at one of the BOCES locations are expected to report the accident immediately to the
school nurse and the supervisor.
BOCES employees who are injured on the job should report the injury to their immediate
supervisor, Human Resources team by phone or email (Human Resources) and complete the
Work Related Injury Form. Furthermore, employees should review the Worker’s
Compensation section of this Employee Handbook as it relates to injuries.
AFTER HOURS FACILITIES PROBLEMS
The Operations and Maintenance Department has a supervisor on call 24 hours a day, 7 days a
week. If there is an urgent facilities-related issue that becomes evident after normal business
hours (loss of building heat, vandalism, flooding, etc.) and an O&M staff member is not
available, contact your supervisor.
CELL PHONE
Cayuga-Onondaga BOCES staff members whose positions are deemed by the District
Superintendent, or designee, to require a district-owned cell phone to conduct BOCES business
through email, voice communications or other electronic services, may be assigned a
BOCES-owned device. Employees who have been assigned a device should refer to Board of
Education Policy 4322 for guidelines and usage agreements (Board Policy 4322). Some
employees may be eligible for cell phone reimbursement, monthly.
CODE OF CONDUCT
The Cayuga-Onondaga BOCES Board of Education endeavors to provide a safe and orderly
school environment that supports high quality education without disruption or interference.
Responsible behavior by students, teachers, other BOCES/district personnel, parents and other
visitors is essential to achieving this goal. Board of Education Policy 2410 defines the
expectations for acceptable conduct on school property and identifies the possible consequences
of unacceptable conduct, ensuring that discipline, when necessary, is administered promptly and
fairly (Board Policy 2410). To view the Code of Conduct, click here.
CODE OF ETHICS
The Cayuga-Onondaga BOCES Board of Education is committed to avoiding any situation in
which the existence of conflicting interests of any officer or employee may call into question
the integrity of the management or operation of BOCES. Every officer and employee must
adhere to the Code of Ethics detailed in Board of Education Policy 5110. The Code of Ethics
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set forth by the BOCES Board of Education includes details regarding gifts; confidential
information; conflicts of interest; representation before the Board or BOCES; disclosure of
interests in matters before the Board; investments in conflict with official duties; private
employment; future employment; and BOCES employment (Board Policy 5110).
COMPUTER USE
Cayuga-Onondaga BOCES Board of Education Staff Acceptable Use Policy 5410 sets forth
the rules and regulations that govern the use of the BOCES electronic resources for staff.
Policy 6315, and 6316 include acceptable use and conduct of students and prohibited activity
of students on both personal and BOCES issued electronic devices. Board of Education Policy
7271 on Internet Safety Regulation includes definitions, blocking and filtering measures,
monitoring of online activities, training and reporting of violations. All staff must sign to
acknowledge that you’ve read, understand, and agree to adhere to the Acceptable Use Policy.
This will be part of the mandatory compliance training to be done at the beginning of the
school year, or upon employment at the BOCES (Board Policies 5410, 5411, 6315, 7271).
CONFERENCES AND WORKSHOPS
Cayuga-Onondaga BOCES administration recognizes the importance of balancing employee
needs for professional growth and the needs to maintain quality educational programs and
services. Consequently, BOCES supports employee attendance at approved meetings,
workshops, seminars, and conventions outside BOCES both during and after school hours.
Employees should visit the Professional Development Unit page on the BOCES website to view
the Frontline Professional Learning Catalog to see professional learning opportunities that are
available through the PDU, Instructional Support Services, School Library Systems, and the
Teacher Center.
Employees should submit requests to attend workshops to their supervisor or building
principal well in advance of the requested conference. Employees should complete and submit
to their immediate supervisor the Conference and Travel form. Substitute arrangements may be
made for employees attending conferences or workshops at the direction of an administrator.
Be sure to consult your administrator to verify coverage has been secured and refer to the
Travel & Vehicles section of this handbook for travel guidelines.
DISPOSAL/TRANSFER OF FIXED ASSETS
Procedures are in place for the disposal or transfer of Cayuga-Onondaga BOCES property.
Property for disposal should be damaged, defective, outdated or deteriorated to the extent that it
cannot be used for its intended purpose and therefore cannot be utilized by other divisions. The
disposal or transfer of any BOCES property must be approved by the Superintendent or
designee. Please contact your direct supervisor for initial approval.
DRESS CODE
All Cayuga-Onondaga BOCES employees should use professional discretion in wearing attire
that is appropriate for the workplace and student interaction. BOCES employees are expected
to dress neatly and practice good grooming and hygiene. Furthermore, members of
Cayuga-Onondaga BOCES staff are encouraged to exemplify and reinforce appropriate
student dress.
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DRUG FREE WORKPLACE
Cayuga-Onondaga BOCES realizes that the misuse of drugs and alcohol impairs employee
health and productivity. Drug and alcohol problems result in unsafe working conditions for all
employees and students. BOCES is committed to maintaining a productive, safe, and healthy
work environment, free of unauthorized drug, marijuana and alcohol use.
The BOCES prohibits the use, possession, sale, manufacture, distribution, or being under the
influence of alcohol, marijuana or any illegal or illicit substance, nor may they use or possess
drug paraphernalia, on BOCES grounds or at BOCES-sponsored events, or any place in which
an employee is working within the scope of his/her employment or duties. Drug paraphernalia
includes, but is not limited to, vapes and electronic cigarettes. The Board has taken this step in
a continued commitment to protect the rights and safety of students.
Any employee involved in the unlawful use, sale, manufacturing, dispensing or possession of
controlled substances, illicit drugs, marijuana and alcohol on school district premises or work
sites, or working under the influence of such substances, will be subject to disciplinary action
up to and including dismissal and referral for prosecution (Board Policy 5150).
ENERGY CONSERVATION
The Cayuga-Onondaga BOCES Board of Education embraces energy conservation and believes
it to be their responsibility to ensure that every reasonable effort is made to conserve energy and
natural resources while exercising sound financial management. The implementation of an
energy management and conservation policy will be the joint responsibility of the Board,
administration, faculty, staff, students, support personnel, and Energy Education. The board is
also committed to protecting and improving the environment by recycling commonly used
materials, waste prevention strategies, and purchasing recycled products when feasible (Board
Policy 4650).
FIELD TRIPS
The Cayuga-Onondaga BOCES Board of Education recognizes the desirability of providing
off-campus experiences that will enhance the educational program of BOCES. Provisions for
field trips in support of instruction may be included in the appropriate department budgets. Field
trip participants should conduct themselves in a manner that reflects positively upon BOCES
and in accordance with the student code of conduct.
Supervisors will share specific guidelines, procedures, and permission forms for
parents/guardians to sign.
FINGERPRINTING
All new employees to Cayuga-Onondaga BOCES must be fingerprinted in accordance with
education law. Fingerprinting information is available through the Office of Human Resources
during the application process for new hires. Candidates recommended for employment may not
begin without full fingerprint clearance, which may sometimes take several weeks. Substitute
teachers, substitute aides, substitute custodians, substitute secretaries, and substitute daycare
workers can be reimbursed for the fingerprinting fee after having worked 10 days at the
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BOCES. In order to process this, the substitute must complete the Fingerprinting
Reimbursement Form and submit it to the business office.
HOUSEKEEPING AND MAINTENANCE REQUESTS
All employees are expected to monitor the condition of their workspace. It is each employee’s
responsibility to report any damage to his or her direct supervisor immediately. Maintenance
requests should be completed and submitted using the maintenance request system. This is
found on the staff resources webpage. At the end of each workday, each employee is expected
to check that windows are closed and locked, lights are turned off and doors locked.
Employees are responsible for maintaining the common areas at each BOCES location and
keeping it in an orderly fashion.
IDENTIFICATION BADGES
The safety and well-being of students and staff is of paramount importance. All staff members
are required to wear the photo ID badge that was issued to them by BOCES during normal
business hours. Employees are encouraged to carry ID badges in the event of the need to travel
to other BOCES buildings and component districts. ID badges are the property of BOCES and
must be returned upon separation of employment.
INFORMATION SECURITY BREACH AND NOTIFICATION
Cayuga-Onondaga BOCES recognizes the rise in identity theft and the need for prompt
notification when security breaches occur. BOCES will not communicate employee “personal
identifying information” to the public. This includes social security number, home address or
telephone number, personal electronic email address, Internet identification name or password,
parent’s surname prior to marriage, or driver’s license number. Board of Education Policy
4672 defines private information and security breach and includes the procedures for
identifying security breaches and methods for notification (Board Policy 4672).
KEYS
Employees will be issued keys for their classrooms as well as any areas for which they have
responsibilities as necessary. Each door lock is uniquely keyed limiting access to staff with
required access. All staff members are responsible for keeping their assigned keys secure at all
times. Keys are not to be loaned to anyone and may not be duplicated. Building key concerns
or related problems should be referred to each building administrator. Other employees should
contact the Assistant Director of Facilities, Al Albring at 315-255-7690. All keys must be
returned upon separation of employment and given to your direct supervisor.
OATH OF ALLEGIANCE
All employees when hired are required to sign an oath of allegiance supporting the Constitution
of the United States and the State of New York and a promise to discharge duties to the best of
their ability.
PERSONNEL FILE ACCESS AND REVIEW
All official employee personnel files are kept in the Office of Human Resources located at the
Regional Education Center. The files typically contain information collected at the time of
employment and include resumes and transcripts, copies of teacher licenses, and any
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noteworthy memos and letters. Employees may review their file by contacting the Office of
Human Resources. Original personnel files are the property of BOCES and are retained by
BOCES even after an employee leaves. Employees should refer to their bargaining unit for
additional information.
POLICIES AND GUIDELINES
Cayuga-Onondaga BOCES is required to follow many federal and state laws. Visit the Required
Legal Notifications page on the BOCES website for more detailed information on your rights
pertaining to federal and state laws, or refer to the posters located throughout the building.
If you have questions or feel your rights have been violated in any way, please contact your
supervisor and/or Director of Human Resources.
PRINT SHOP COPY CENTER - COPYRIGHTED MATERIALS
Cayuga-Onondaga BOCES employees are expected to utilize WebCRD to request copies as
often as possible when reproduction of material is necessary. The link can also be found under
staff resources. Print Shop turnaround time and costs are stated on the Request Form.
BOCES directs its students and staff to comply with the federal copyright law. Federal law
makes it illegal to duplicate copyrighted materials without authorization of the holder of the
copyright, except for certain exempt purposes. Unauthorized reproduction or use of copyrighted
materials by BOCES employees or students is illegal and unethical. Violations of the copyright
law may result in criminal penalties, civil suits and/or disciplinary action. Individuals violating
provisions of the copyright law assume all liability for the action. (Board Policy 7350)
PUBLIC USE OF BOCES FACILITIES
While the Cayuga-Onondaga BOCES building and grounds are maintained primarily for the
purpose of educating students and providing services to component districts, the BOCES Board
of Education recognizes that the building and grounds are a valuable community resource and
believes that this resource should be available to the community for specific uses that will not
interfere with BOCES activities. Board of Education Policy 2280 includes details regarding
permitted uses, allowed groups, and prohibited uses and conditions for use for BOCES facilities
(Board Policy 2280).
Cayuga-Onondaga BOCES has multiple meeting and conference room spaces available for
employee use. To reserve a conference room, visit the Instructional Support Services page on
the website to access the Room Request Form, Room Layout Options, and the Technology
Request Form. Contact Instructional Support Services with questions.
PURCHASING
The Cayuga-Onondaga BOCES Business Department assists staff with the purchasing process
and secures the best prices available for materials, supplies and services. Vendor/contract
information for frequently used contracts for catering, supplies, equipment, library materials,
and travel can be found on WinCap. Employees must complete the Purchase Order Requisition
and obtain approval from their immediate supervisor. Purchase orders will not be authorized
without approval.
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RECORDS REQUESTS
Cayuga-Onondaga BOCES is in possession of records pertaining to employees, students, and
general operations of BOCES. Under the New York State Freedom of Information Law, certain
records may be made available to members of the public upon the proper presentation of a
Freedom of Information (FOIL) request. Please forward any requests for records to your
supervisor.
Cayuga-Onondaga BOCES employees should realize that applicable records include any
information kept, held, filed, produced or reproduced by, with or for the BOCES in any
physical form whatsoever. Employees are required to keep records for the established retention
period. Employees should refer to Board of Education Policy 2310 for more information
(Board Policy 2310).
REIMBURSEMENT FOR PERSONAL PROPERTY DAMAGE
Cayuga-Onondaga BOCES may reimburse employees for personal property that was
damaged during the execution of the employee’s work duties. If this should occur, the
employee should contact their supervisor.
RELEASE OF EMPLOYMENT INFORMATION
Individuals seeking employment verifications and references should email the Office of
Human Resources or call 315-255-7682. Upon proper authorization, only factual, quantitative,
job-related information on current and former employees shall be released to individuals
seeking verifications and references.
REQUIRED NOTIFICATIONS
Concern for safety is a prime consideration of the Cayuga-Onondaga BOCES Board of
Education based on the belief that people are the most valuable resource. The safety and health
of BOCES employees, students, and the public are paramount. As such, Cayuga-Onondaga
BOCES complies with notifications that are required by state and federal law. Visit the Notices
page on the website for detailed information.
SALES REPRESENTATIVES/SOLICITORS
Sales representatives are unable to approach staff members during the school day unless they
have been cleared through a Supervisor. In such circumstances, arrangements are usually made
in advance and coordinated through administration.
SCHOOL SAFETY PLANS AND TEAMS
All Cayuga-Onondaga BOCES buildings are required to keep a current emergency response
plan, which addresses violence prevention, crisis intervention, and emergency response and
management. Taken together, the BOCES-wide and building level plans provide a
comprehensive approach to addressing school safety and violence prevention, and provide the
structure where all individuals can fully understand their roles and responsibilities for
promoting the safety of the entire school community. The plans are designed to prevent or
minimize the effects of violent incidents and emergencies and to facilitate the BOCES
coordination with local, county, and state resources. The plans also address risk
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reduction/prevention, response and recovery with respect to a variety of types of emergencies
and violent incidents that may occur at BOCES facilities. Visit the Safety and Risk
Management page on the website to learn more (Board Policy 4681).
SECURITY MEASURES
All school and BOCES related equipment should be placed in secure, locked storage areas
within each building. Teachers are asked to be sure that each room is locked during lunch,
specials and prior to leaving for the day. All ground floor windows must be closed and locked
at all times. Exit doors are to be closed and locked at all times to prevent unauthorized people
from entering school buildings. Staff members are encouraged to refer all visitors to the
greeter’s desk to sign in and receive a visitor’s pass. BOCES employees should stop and
question persons that are not familiar or without BOCES identification when in school
buildings. BOCES and District security protocols must be followed and enforced at all times.
Employees working in component districts should follow the security measures outlined in that
district.
SMOKING/VAPING/TOBACCO USE
Cayuga-Onondaga BOCES strives to provide a healthy environment for all employees,
students, staff and faculty members. Therefore, BOCES prohibits smoking, vaping, and all
other tobacco use in all BOCES buildings, on BOCES grounds, and in any vehicle used to
transport children or personnel. Additionally, smoking, vaping, and all other tobacco use is not
allowed at any school sponsored activity or event held outside of the normal school hours. This
prohibition applies to everyone, including faculty, staff, students and visitors (Board Policy
4640).
SOCIAL NETWORKING
In general, BOCES employees shall conduct themselves in the virtual or online world just as
they would in all face-to-face human interactions. BOCES personnel shall treat others with
dignity and respect and observe all other BOCES policies and/or established standards of
professional conduct. Employees should refer to Board of Education Policy 5410 for
acceptable use and conduct (Board Policy 5410).
STAFF MAIL AND EMAIL
Employees are expected to check mailboxes (if provided) throughout the day for important
information. Due to confidentiality, students should not be sent to pick up anything from a staff
member’s mailbox. Additionally, staff members are expected to review BOCES and/or school
email regularly. Email continues to be the primary method of communication throughout
BOCES. BOCES email is accessible through the BOCES staff resources webpage for
employees to access during off hours, if desired.
STAFF MEETINGS
Supervisors, principals, directors, and district administrators schedule staff meetings as
needed. Meetings for school-based employees may be held before student arrival or after
student dismissal. Permission must be obtained in advance from the appropriate building
principal or supervisor if an employee is unable to attend a staff meeting. If in doubt about
required attendance, contact your supervisor or building principal for clarification.
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STUDENT DISCIPLINE
Classroom management is primarily the responsibility of the classroom teacher. Firm, fair
rules that are consistently followed will deter student misbehavior. Staff members are all
expected to follow building and district policies and procedures when handling student
discipline. Be sure to review building and department handbooks regarding the specifics of
student discipline.
STUDENT PRIVACY
As an employee of Cayuga-Onondaga BOCES, you may have access to confidential student
information. This means any information that is not generally known to or accessible by the
public. Employees are hereby informed that access to, use of, and dissemination of
confidential information is governed by federal and state law, as well as BOCES policy.
Eligible students and parents/guardians have the right to inspect and review education records,
the right to seek to amend education records and the right to have some control over the
disclosure of information from the education record. Staff members may not complete any
outside paperwork regarding requests for student information without approval from the
principal/director. If a parent/guardian requests information from a staff member, it is
important to bring such information to the building principal immediately. Employees who
work with students should review Board of Education Policy 6250 for definitions and annual
requirements regarding the federal and state laws (Board Policy 6250).
Much of student performance in the school setting (academic or behavioral in nature) should
be considered confidential and not communicated in public forums. Use caution when having
conversations in hallways, faculty rooms, cafeteria, etc. where conversations can be overheard.
Information contained in Individualized Educational Plans (IEP), permanent folders, grade
books, custody papers, etc., should be shared cautiously and only with individuals who have a
need to know. As professionals, employees must respect that certain information is
confidential and should not be used in frivolous conversation. Employees should always
consult their direct supervisor with questions or concerns regarding confidentiality.
The BOCES Board of Education Policy 6250 enacts policies that protect student privacy, in
accordance with the law. This is particularly relevant in the context of the administration of
surveys that collect personal information, the disclosure of personal information for marketing
purposes and in conducting physical exams. Employees are encouraged to review Board of
Education Policy 6250 for additional details and information regarding student privacy and the
release of student information (Board Policy 6250).
TECHNOLOGY REPAIRS
Cayuga-Onondaga BOCES has a dedicated IT team assigned to handle all tech requests
throughout the organization. Instructional Support Services are available to assist you. One way
to ask for assistance is through the Help Desk. For directions on how to use the Help Desk,
review the Help Desk Quick Start Guide. In the Help Desk, you can create a ticket, and track
the status and updates on any requests. Another way to get assistance is through email. Email
technical support staff. You can reach them at 315-255-7668.
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USE OF BOCES-OWNED PROPERTY FOR PERSONAL REASONS
BOCES and school district property, supplies, equipment and tools may not be borrowed or
used for personal projects or private gain.
VEHICLE USAGE
Employees who travel for BOCES-related activities may use their own vehicle for traveling.
Mileage may be reimbursed at the approved state rate. Staff should complete the Mileage Claim
Form, found on the business office webpage to submit claims. Personal cars of teachers and
staff will not be used to transport students except in the event of extenuating circumstances and
authorized by the administration.
VISITORS
All visitors are required to report to the main office upon arrival at school and state their
business. Visitations to classrooms for any purpose require permission in advance from an
administrator. Administrators need to know who is in the buildings at all times. Visitors are
required to sign the office/greeter logbook and to wear a visitor identification badge. Anyone
that notices a non-school employee in a building without a visitor badge should immediately
contact the BOCES front desk or principal’s office and the School Resource Officer, if
available.
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EMPLOYEE HANDBOOK: ACKNOWLEDGEMENT FORM
This employee handbook has been prepared for your information and understanding of the
policies, philosophies and practices of Cayuga-Onondaga BOCES. Please read it carefully.
Upon completion of your electronic review of this handbook, please sign the statement below,
and return to the Office of Human Resources. A reproduction of this acknowledgment
appears at the back of this booklet for your records.
I have accessed an electronic copy of the Cayuga-Onondaga BOCES Employee Handbook,
which outlines the goals, policies, benefits, and expectations of BOCES, as well as my
responsibilities as an employee.
Additionally, I have familiarized myself with the contents of this handbook. By my signature
below, I acknowledge, understand, accept and agree to comply with the information
contained in the Employee Handbook provided to me in electronic format by
Cayuga-Onondaga BOCES. I understand this handbook is not intended to cover every
situation that may arise during my employment; it is simply a general guide to the goals,
policies, practices, benefits and expectations of Cayuga-Onondaga BOCES.
I understand that the Cayuga-Onondaga BOCES Employee Handbook is not a contract of
employment and should not be deemed as such. Furthermore, I understand that updates to this
handbook may take place at any time throughout my employment and the most current
version will reside on the Cayuga-Onondaga BOCES website. I acknowledge that it is my
responsibility to be familiar with these policies and practices and any updates hereto.
_______________________________________
(Employee Name – Printed)
_______________________________________ _____________
(Employee Signature) (Date)
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