Certificated Administrative Personnel
Terms & Conditions
Effective July 1, 2018
These BOCES Administrators who are covered by these Terms & Conditions of Employment are as follows:
- Director, Special & Alternative Education
- Director, Career & Technical Education
- Director, Adult Education & Grant Development and Maintenance
- Director, Mid-Hudson Regional Information Center
ARTICLE 1 – SALARY RANGES
Salary ranges shall be used as a general guideline for establishing salaries for positions noted above. They are based on the general principal that no individual shall be paid a base salary in excess of that paid to the District Superintendent. The District Superintendent has the sole responsibility of recommending initial salaries and subsequent salaries to the Board of Education on an annual basis. The District Superintendent may deviate from these guidelines, and notify the Board of the same, when in his/her judgment it is necessary to secure or retain the most qualified person for any particular position.
Base Salary Range ~ 74% - 90% of the District Superintendent’s Base Salary.
ARTICLE 2 - LEAVE BENEFITS
a. Employees must make every attempt to utilize all earned vacation time during the year in which it was awarded. Requests for carry-over and payment for unused vacation time should be the exception and not the rule, and should occur because agency business prevented the employee from utilizing all of his/her earned vacation time, which should be explained/documented to the District Superintendent in writing when submitting requests for either carry-over or payment. The District Superintendent shall decide to approve or disapprove each submitted request and such decision is not subject to grievance under the Provisions of Article 7.
b. For all employees covered by this agreement:
Twenty-four (24) vacation days shall be credited to each employee on July 1 of each school year. Such day shall be earned at the rate of two (2) days per month. For individuals who commence their employment after July 1st, the amount of days credited to them on their first day of employment shall be prorated.
There is to be no carryover of unused vacation days or payment for unused vacation days except under the conditions noted in Article 2 (1) a above.
c. Employees who separate from Ulster BOCES shall be entitled to payment for earned, but unused vacation leave at their per diem rate. Payment will be made within 30 days of separation from service. Should it be determined that an employee has used more vacation time then earned, then the overuse value will be deducted from the employee’s final paycheck.
d. The District Superintendent may deviate from these guidelines, and notify the Board of the same, when in his/her judgment it is necessary to secure or retain the most qualified person for any particular position.
2. SICK LEAVE
Sixteen (16) days per year for personal illness or illness in the “immediate family” which shall be credited on July 1 of each year but such days are earned at a rate of 1.30 days per month.
a. “Immediate family” shall mean father, mother, brother, sister, spouse, children, grandchildren, grandparents, legal guardians, mother-in-law,
and father-in-law, stepparents, stepchildren, stepbrother, stepsister or a person of significant relationship residing in the household.
b. Unused sick leave shall accumulate to 246 days, (an administrator’s work year).
c. Employees who retire from Ulster BOCES for the purpose of receiving benefits from the New York State Teachers’ Retirement System shall be entitled to buy out sick leave days under the following provisions:
1. 0-49 unused sick days. There will be no cash payout. 25% of the accrued will be deposited in the sick bank the remaining 75% will be returned to the district.
2. 50-151 unused sick days (101). Will be liquidated at $75.00/day (maximum $7,575.00).
3. 152 -246 unused sick days (94). Will be liquidated at $90.00/ day (maximum $7,575 + $8,460 = $16,035).
d. Any monies paid out under this provision will be directed to a non elective 403-b plan.
3. SICK LEAVE BANK
A sick leave bank was established on July 1, 1979, with an initial deposit of 30 days.
a. Administrators may contribute two (2) days per year with no bank limit.
b. Administrators who suffer catastrophic personal illness may use days from the bank after their own sick leave is exhausted.
c. Decisions on the use of days shall rest with a committee of two (2) members of the administrative team who will make a recommendation to the District Superintendent.
d. Upon separation from the agency an administrator who is not eligible for reimbursement of unused sick days may have those days contributed to the sick bank.
Up to five (5) days may be taken, for each occasion, for deaths in the “immediate family.”
5. PERSONAL LEAVE
a. Three (3) days per year may be taken for personal or business matters that cannot be taken care of outside regular working hours.
b. All personal days may be requested without reason at least three (3) business days in advance of each anticipated absence. Personal leave shall not be available for days immediately preceding or following a vacation, holiday or another personal day except with approval by the District Superintendent.
c. Any unused personal days will be converted to sick days.
6. WORK DAYS/HOLIDAYS
Two hundred forty six (246) work days with fifteen (15) paid holidays.
7. JURY DUTY
Employees who are called for jury duty will be paid their full salary for the period of time served.
ARTICLE 3 - INSURANCE & RETIREMENT BENEFITS
1. HEALTH INSURANCE
The Board shall contribute towards the cost of health insurance for the employee and their eligible dependents in one of the following plans: Empire Alternative PPO, Empire EPO 20, MVP or equivalent should the district discontinue its participation with these plans. The district contribution shall be according to the following schedule:
89% - effective July 1, 2015
85% - effective July 1, 2018
84% - effective July 1, 2019
The employee shall pay the balance of the premium due.
For employee hired prior to July 1, 2018, in recognition of the employees increased level of contribution to the cost of health insurance premiums, employees will have added the equivalent dollar amount of the increase of their premium contribution to the cost of health insurance, to their base salary for the 2018-2019 and 2019-2020 school years. The adjustment shall be added to the base salary after the calculation of the salary increase in each school year.
When an active employee predeceases a spouse, the spouse is eligible to continue the health insurance plan in which the active employee enrolled until such time as they remarry and/or become eligible for other coverage. The surviving spouse is responsible for 102% of the cost of the health insurance premium.
The District Superintendent may deviate from these guidelines, and notify the Board of the same, when in his/her judgment it is necessary to secure or retain the most qualified person for any particular position.
2. RETIREMENT BENEFITS
a. For employees hired before August 16, 2013 to any administrative position covered by these terms and conditions, upon retirement into the New York State Teachers Retirement System (NYSTRS), immediately upon the termination of employment from Ulster BOCES, and after a minimum of seven (7) continuous years as an administrator at Ulster BOCES, the Board will pay the full cost of health insurance coverage for the individual and their spouse during the period of retirement They shall be entitled to 100% reimbursement of Medicare Part B payments during their period of retirement. In addition, if an employee retires under a family plan, the employee will be entitled to 100% reimbursement of Medicare Part B payments made on behalf of their spouse, during the period of retirement.
b. For employees hired on or after August 16, 2013, to any administrative position covered by these terms and conditions, upon retirement into the New York State Teachers Retirement System (NYSTRS), immediately upon the termination of employment from Ulster BOCES, and after completing ten (10) continuous years as an administrator at Ulster BOCES, the Board will pay the full cost of health insurance coverage for the individual and their spouse during the period of retirement.
c. The District Superintendent may deviate from these guidelines, and notify the Board of the same, when in his/her judgment it is necessary to secure or retain the most qualified person for any particular position.
3. HEALTH INSURANCE BUY OUT
Any employee who voluntarily elects to not participate in or withdraws from a District health plan or anyone who voluntarily changes from a family to a single coverage while eligible for family coverage shall receive annually the sum equal to 50% of the net savings realized by the District as a result of this change in coverage. The sum shall not exceed $2,400 unless three (3) or more members opt for the buyout then the sum shall increase to $4,000. This buy out shall be payable to the employee in his/her final paycheck of the fiscal year. In the event that a “change in life circumstance” occurs and such employee finds it necessary to re-subscribe to the original coverage, this will be permitted.
4. DENTAL/VISION INSURANCE
The Board shall pay the full cost for dental/vision insurance for an active employee and his/her eligible dependents. Upon retirement from Ulster BOCES with at least seven (7) continuous years as an administrator at Ulster BOCES and retires into the New York State Teachers' Retirement System the Board will contribute ten percent (10%) of the cost of dental/vision insurance for the retiree and his/her eligible dependents. Also, employees meeting the above criteria may opt to use the monetary value of unused sick days (as defined in Article 2.(2)(C) - Sick Leave) towards their share of the dental/vision insurance premiums.
5. WORKERS’ COMPENSATION
If an employee is injured on the job, and sick time is available, his/her absence will be charged to his/her sick leave accrual and he/she will be paid his/her full salary. When his/her sick leave accrual has been depleted, and if the employee is a member of the Certificated Administrative Personnel/UBAA Sick Bank, additional days may be granted at the discretion of the Sick Bank Committee. Any reimbursement of sick time paid to the employee from the Workers' Compensation Board shall be converted to days and returned to the employee or the Sick Bank.
6. DISABILITY INSURANCE
The District has established a group short-term Disability Insurance program that employees may voluntarily join at his/her own expense.
ARTICLE 4 - OTHER BENEFITS
a. Employees hired before July 1, 2012, will receive up to one-half reimbursement toward tuition for courses approved by the District Superintendent as to the applicability and relevance of the degree program or coursework to the objectives of Ulster BOCES. Administrators must be tenured or have completed three years of service with Ulster BOCES to be eligible for reimbursement.
b. Employees hired on or after July 1, 2012, will receive one-half reimbursement toward tuition for courses approved by the District Superintendent up to a maximum of twelve (12) credits annually, (BOCES fiscal year and based on the ending date of the course) at the per credit graduate tuition rate charged by the SUNY system. Administrators must be tenured or have completed three years of service with Ulster BOCES to be eligible for reimbursement.
2. MILEAGE REIMBURSEMENT
Employees who use their personal vehicle for approved business travel will be reimbursed in accordance with the Internal Revenue Service.
3. PERSONAL CELL PHONE USAGE REIMBURSEMENT
Effective July 1, 2012, the Board will discontinue the practice of providing agency owned cell phones to staff members and instead will reimburse administrators for a portion of the monthly cost of using their personal cell phone for agency business. Upon submission of a bill noting a monthly charge for a personal cell phone, up to a $55.00 reimbursement per month will be permitted.
ARTICLE 5 - PAYROLL INFORMATION
1. Employees will be paid on a semi-monthly schedule. All payroll checks shall be electronically deposited by the Ulster BOCES Treasurer into the accounts (maximum two) designated by the employee. The obligation to make direct deposits shall be subject to the requirements of Section 192 of NYS Labor Law and/or other regulations as promulgated by the NYS Division of Labor or the Office of the State Comptroller or by laws enacted by the legislature. All employees shall have access to the WinCap Web system for receiving the record of their payroll information traditionally printed on their paystub.
2. Tax Shelter Annuity and Credit Union Deductions may be withheld by completing the appropriate forms. These forms are located on the Ulster BOCES website under Human Resources.
3. Payroll Deductions may be used for dues payment to professional associations.
4. Longevity Payments
a. Upon the completion of seven (7) years of continuous service as an administrator with Ulster BOCES, a longevity payment of $2,000 shall be paid in addition to the regular salary increase.
b. Upon completion of eleven (11) years of continuous service as an administrator with Ulster BOCES, a longevity payment of an additional $1,000 shall be paid in addition to the regular salary increase.
c. Upon completion of fifteen (15) years of continuous service as an administrator with Ulster BOCES, a longevity payment of an additional $2,000 shall be paid in addition to the regular salary increase.
d. Upon the completion of twenty-three (23) years continuous of service as an administrator with Ulster BOCES, a longevity payment of an additional $2,500 shall be paid in addition to the regular salary increase.
e. It should be clear that the longevity payment is added to the base after the calculation of a salary increase in each year that it is earned. The formula shall be as follows: succeeding year’s salary = ((prior year salary – any paid longevity if applicable) x (1 + percentage increase)) + earned longevity amount. It should also be clear that the longevity payment is both cumulative and continuous (ex. after the completion of years 7 through 10 = $2,000 then after the completion of year 11 = $2,000 + $1,000 and so on).
f. Notwithstanding a, b, c, and d above any employee who transfers from any certificated position within Ulster BOCES to a position represented by this agreement shall have 50% of their years of certificated service with Ulster BOCES counted as credit toward administrator longevity not to exceed five (5) years of credit.
ARTICLE 5 - IRS 125 - FLEXIBLE SPENDING ACCOUNT
Any employee covered under this policy shall be entitled to the benefits of any flexible plan offered by the district. There will be a $2,550 cap on employee medical contributions and a $5,000 (married filing jointly) or $2,500 (single parent or married filing separately) cap on dependent care contributions unless these caps are reduced by state or federal regulations in which case the revised cap called for by such regulation will be in effect. This plan may be terminated by the District if any net cost is incurred by the District.
ARTICLE 6 - EMPLOYEE ASSISTANCE PROGRAM
The District shall have the right to establish an employee assistance program. Utilization of the Employee Assistance Program may be voluntary, and is confidential and HIPAA compliant.
ARTICLE 7 - GRIEVANCE PROCEDURE
It is the intent of these procedures to provide for the orderly settlement of differences in a fair and equitable manner. The resolution of a grievance at the earliest possible stage is encouraged.
1. Employee shall mean any certificated administrative personnel of Ulster BOCES, as defined on page 1.
2. Immediate Supervisor shall mean the person to whom the employee is directly responsible.
3. Grievance shall mean any claimed violation, misinterpretation or inequitable application of any existing laws, rules, regulations, or policies which relate to or involve the employee in the exercise of the duties assigned. It does not apply to questions involving the employee’s rate of compensation. Questions about retirement benefits, questions relating to disciplinary proceeding or to any matter which is otherwise reviewable pursuant to law or any rule or regulations have the force and effect of law.
Within 30 days of the employee’s awareness of the allegedly grievable situation, the employee shall orally present the grievance to the immediate supervisor who shall orally and informally discuss the grievance with the aggrieved employee. The immediate supervisor shall render a determination within five school days after the grievance has been presented.
If the grievance is not resolved by the immediate superior on the basis of the first stage, then the employee should request, in a written statement, a review of the determination of the immediate supervisor by the District Superintendent. The District Superintendent shall render a decision within five school days after the grievance has been presented.
If the grievance is still unresolved the aggrieved employee may request, in a written statement, a review of the determination of the District Superintendent by the Board of Cooperative Educational Services. The Board shall notify all parties concerned of the time and place when a hearing will be held. Such hearing shall be held within ten school days of receipt of the request. Each party concerned shall have the right to present further statements at such hearing. The Board of Cooperative Educational Services shall render its report to all parties concerned in written form within five school days after conclusion of the hearing. Throughout all stages, the employee shall have the right to be represented by a person or persons of the employee’s choice. All hearings shall be confidential.
ARTICLE 8 - ULSTER BOCES - AN EQUAL OPPORTUNITY AGENCY
The Board of Cooperative Educational Services, Sole Supervisory District of Ulster County (the "District"), complies with all applicable federal and state laws regarding nondiscrimination. The District operates all educational programs and activities in compliance with federal laws which prohibit discrimination based on age, color, religion, gender, sexual orientation, gender identity or expression, genetic information, disability, marital status, veteran status, national origin or race. Title IX of the Education Amendments of 1972 (20 U.S.C. Section 1681, et seq.), among other bases, prohibits public school districts from discrimination against students on the basis of sex. The prohibition against sex discrimination covers sexual harassment, including sexual violence. All inquiries or complaints concerning any form of discrimination may be referred to the District's Compliance Officer, Dr. Jonah Schenker, 175 Route 32 North, New Paltz, New York, 12561 ~ email@example.com ~ (845) 255-3020 or to the Office of Civil Rights of the United States Department of Education.
Note: Benefits are prorated for employees working less than a full year.