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Table of Contents

1. Introduction        2

2. District Information        2

Board of Education        2

Board Policies        2

District Philosophy, Mission, and Goals        2

3. Employment/Employee Conduct and Welfare        3

Equal Employment Opportunity        3

Employee Code of Ethics (Policy No. 300)        3

Sex Discrimination Including Sexual Harassment        6

Freedom of Speech and Political Activities        7

Use of Tobacco Products        7

Policy on Employee Substance Abuse        7

Employee Assistance Program        7

Internet, Technology, and Network Acceptable Use        8

Inclement Weather and Emergency Protocol        10

Safety and Security        11

Dress Code        13

5. Time and Attendance, Absences and Leaves        13

General Guidelines        13

Accruals        14

Summary of Time and Attendance Systems        15

Absence Approval Requirement and Family and Medical Leave Act Absences        15

Submission Procedures for Employee Absences *new as of January 2025*        15

Absence and Leave Types        16

Extended Leave Types        17

5. Payroll        23

Payroll Deductions        23

Payday        24

6. Employee Benefits        29

Pension        29

Change of Name/Address Procedure        31

Open Enrollment Period        31

Health Insurance        31

Life Insurance        31

COBRA: Continuation of Group Health Insurance Coverage        32

Wage Continuation Plan        33

7. Workers’ Compensation        34

8. Separation from Employment        37

Resignation/Retirement        37

Termination Pay        37

Worker’s Compensation        38

Unemployment        39

9. Key Contacts and Resources        39

10. Employee Acknowledgement of SDP Employee Handbook        40

1. Introduction

The School District of Philadelphia (‘District”) Employee Handbook is a document that provides employees with information relative to their employment and the Board of Education policies and procedures. It is not intended to be a comprehensive handbook that reflects all processes and procedures. It does include items most referenced by employees. All sections of the handbook reference actual policies while certain sections include both an overview of policies and actual policies.

The handbook may be updated as necessary. All District employees shall have access to this handbook. Employees are expected to review the handbook and reference it as needed. For specific information regarding various departments of the District, employees should visit their departmental websites on a regular basis for the most up-to-date information.

The content of this handbook is not intended as a contract of employment. The policies, rules, and benefits described therein are subject to change at the discretion of the District at any time.

The District reserves the right to lawfully terminate the employer-employee relationship at any time. The handbook does not supersede obligations in any collective bargaining agreement. 

2. District Information

Board of Education                                    

The Board of Education (“Board”) is the governing body responsible for overseeing all policies and budgetary decisions of the District. It also serves as the authorizer for all charter schools in Philadelphia. The Board is composed of nine Board Members who are appointed by the Mayor and confirmed by City Council.

Board Policies                                      

District policies are used as governance tools for the Board, and as resources for District administrators, employees, students, parents, family members, residents, community members, and other stakeholders. Employees are expected to review all Board Policies and work with a sponsoring office for needed support.

All Board policies and their accompanying Administrative Procedures are available here.

Employee Policies Section 300 include important information for employees related to code of ethics, use of social media and electronic communications, conduct and reporting requirements, freedom of speech and political activities, leave information, and procedures to report harassment and discrimination of employees.

District Philosophy, Mission, and Goals

Vision

To prepare students to imagine and realize any future they desire.

Mission

All sectors of public education in Philadelphia will work with urgency to provide every student with the opportunity to achieve positive life outcomes in partnership with diverse families, educators, and community members who are valued and respected.

District Core Values

The School District of Philadelphia Strategic Plan                                    Accelerate Philly is the roadmap for serving our students, families, staff, and community over the next five years. Click here to view the Strategic Plan.

3. Employment/Employee Conduct and Welfare

Equal Employment Opportunity                            

The District has been and remains committed to the principle and practice of equal employment opportunity for all persons without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, ancestry, national origin, marital status, disability, veteran status or other classification protected by law, consistent with job qualifications and safe performance of work requirements.

References:

Employee Code of Ethics (Policy No. 300)                              

The Board has a paramount vision for the District: “The School District of Philadelphia will deliver on the rights of every child in Philadelphia to an excellent public school education and ensure all children graduate from high school ready to succeed.” To make this ambitious vision a reality, all District employees (collectively referred to as “we,” “us,” or “employees” throughout this document) must pursue excellence in everything we do, with the understanding that our highest priority is educating and developing students. Further, because we are public servants entrusted with a critical mission, we must build and preserve public confidence by performing our roles with integrity and ethics.

Key Ethical Principles

The purpose of this Code of Ethics (“Code”) is to describe these high-level ethical principles that

must govern us in performing our roles:

  1. Conduct activities in full compliance with the law, this Code, and District policies and procedures;
  2. Interact respectfully and fairly with all co-workers, students, families, and community members;
  3. Protect all confidential information;
  4. Be honest and forthright;
  5. Use District resources and positions only for District purposes;
  6. Maintain integrity of school time and property and avoid use of District resources for inappropriate political purposes;
  7. Avoid even the appearance of improper influence or potential conflict of interest, paying special attention to the following:

a. gifts and favors,

b. employment of family members by the District,

c. spending and contracting activities,

d. paid work during District employment,

e. paid work after leaving District employment, and

f. financial interest statements; and

  1. Report any suspected improper conduct.

Employees are to review the entire Employee Code of Ethics linked Employee Code of Ethics (Policy And Attachment For Policy No. 300) . For questions regarding the Code of Ethics, please ask your Building Supervisor/Principal or the Office of Talent at 215-400-4600 or email questions to Ethics@philasd.org.

 References

Procurement Protocol

District employees must discharge their duties impartially so as to assure fair competitive access to School District procurement by responsible contractors. They should conduct themselves in such a manner as to foster public confidence in the integrity of the School District’s procurement process.

Improper Conduct Regarding Students                             

Reporting Improper Conduct                                     

District employees shall protect students and safeguard the public’s trust by reporting unethical, illegal, or dangerous conduct to any supervisor with whom the employee feels comfortable or to the Director of Human Resources. Supervisors who receive such reports shall report the matter to the Director of Human Resources. This obligation to report misconduct arises whenever a School District employee has personal knowledge that another employee’s conduct constitutes: 

  1. A violation of the law or this code;
  2. Gross mismanagement; 
  3. A significant waste of funds; 
  4. An abuse of authority; 
  5. A substantial and specific danger to public health or safety; or 
  6. Other conduct that could injure the reputation of the District or subject it to liability.

A School District employee shall not file frivolous or unsubstantiated complaints regarding misconduct of other employees, nor shall they abuse the process by which misconduct may be reported.

Prohibition of Retaliation. School District employees shall not use or threaten to use official authority or influence to discourage, restrain, or interfere with any other employee from reporting facts believed to constitute improper, unethical, or illegal conduct nor shall they harass, punish, or retaliate against any employee who has made a good faith complaint.

Confidentiality

Compliance                                            

A District employee shall uphold all laws and regulations of the United States, the Commonwealth of Pennsylvania, and all other applicable government entities and the policies, procedures, rules, and regulations of the School District, including applicable collective bargaining agreements.

Enforcement

Violations of this Code of Ethics may result in administrative or disciplinary actions including suspension or dismissal as well as referral to appropriate authorities for civil and/or criminal prosecution. Determinations made with respect to potential violations of the Code of Ethics shall in no way preclude or replace any other legal action or grievance procedures under any applicable collective bargaining agreement that may be warranted by the conduct.

Sex Discrimination Including Sexual Harassment 

Board of Education Policy 248 and 348 relate to sex discrimination, sex-based harassment and retaliation. Policies and related administrative procedures can be found here.

Policy 248: Harassment and Discrimination and Administrative Procedures: Students

Policy 348: Harassment and Discrimination and Administrative Procedures: Employees

The name and contact information for the District’s Title IX Deputy Coordinator for inquiries related to Title IX and Policy 348 is: Dr. Jayme Banks, Interim Chief, Student Support Services: employeetitleIXcomplaints@philasd.org 

Freedom of Speech and Political Activities                    

Reference: Policy 320 

Use of Tobacco Products

Reference: Policy 323 and its Administrative Procedures 

Policy on Employee Substance Abuse                          

The BOE recognizes that the abuse of alcohol and chemical substances has an adverse effect on work performance and the health and welfare of its employees. Moreover, problems associated with substance abuse are affecting all areas of society, and most especially, the children we serve. Therefore, the BOE adopts Policy 351, Alcohol, Drug and Substance Abuse Policy in an effort to prevent the abuse of alcohol and chemical substances by all of its employees.  

Reference: Policy 351 Alcohol, Drug, And Substance Abuse

Employee Assistance Program                             

The District encourages its employees experiencing difficulty with alcohol or controlled substance abuse to seek assistance in their efforts to control such problems and to achieve rehabilitation. It remains the employee’s responsibility to initiate efforts to seek assistance before the stage at which his/her work performance is impaired and leads to disciplinary action.

In partnership with the District, Lyra Health provides District employees with coaching and therapy on how, when, and where employees need it. Lyra will provide District employees and family members with eight coaching or therapy sessions per person per calendar year and Lyra providers integrate into the SDP Independence Blue Cross Keystone HMO and Personal Choice PPO plans so employees can continue with the same provider and only pay in-network copays. Learn More.

Internet, Technology, and Network Acceptable Use                     

Purpose: Policy 815 Acceptable Use of Internet, Technology, and Network Resources governs the acceptable use of internet, technology and network resources for its employees and students (“users”), such as School District e-mail and the Internet. This access to internet and technology resources is provided to students and staff with an understanding that it is a necessary piece of building core academic knowledge, and it is to be used to promote safe and welcoming learning environments.

Access Rights and Privileges: The District has the right to place reasonable restrictions on the use of equipment, resources and material that students and employees access or post through District systems. Students and employees are also expected to follow what is set forth in the District’s rules and regulations governing conduct, disciplinary code, and the law in their use of the District’s systems, technologies (including District-issued computers, Chromebooks, or mobile phones), equipment and network, as defined in Board Policy 815 (Acceptable Use of Internet, Technology, and Network Resources), Board Policy 717 (District-Issued Mobile Communications Devices), and Board Policy 717.1 (District-Issued Computers and Portable Computing Devices). This access has not been established as a public access service or a public forum. All access and rights are privileges granted by the District. Users shall have no expectation of privacy in anything they create, store, send, delete, receive or display on or over the District’s internet, applications, systems, computers or network resources, including personal files or any use of the District’s internet, computers or network resources, including stored files and email.

All District employees and students will have access to the Internet through the District’s private network. Acceptable Use Agreements (AUA) are issued electronically to all authorized users who access District systems using a web portal, including the Employee Portal, Student Portal, and Parent Portal. The AUA is an electronic agreement that establishes the rules and guidelines that govern use of District technology resources, including but not limited to, District internet, applications and systems, and other technologies. An AUA must be reviewed and accepted by any authorized user accessing a District-issued account.

Review and acceptance of the appropriate AUA is required at the following times:

Guests/contractors are not automatically eligible for a District email account. E-mail or network access accounts may be granted if directly sponsored by a District administrator.

Unacceptable Uses 

The following list is not exhaustive and is only representative of the types of actions or behaviors that are not permissible using any District technology resources including, but not limited to, internet/network, applications, and District-issued computers, Chromebooks, cell phones, etc. Users found in violation of applicable board policies may face disciplinary action, up to and including termination, and, where applicable, referral to law enforcement.

Users May Not:

  1. Use the District’s private network to access material that is profane or obscene (pornography of any kind), that advocates illegal acts, or that advocates violence or discrimination towards other people (hate literature).
  2. Post personal information on the Internet about themselves or other people. Personal contact information includes address, telephone, school address, work address, pictures or video bites, clips, etc.
  3. Attempt to gain unauthorized access to any other computer system. This includes attempting to log in through another person’s account or access another person’s files.
  4. Deliberately disrupt or harm hardware or systems, interfere with computer or network performance, interfere with another’s ability to use equipment and systems, or destroy data.
  5. Use the District’s private network to engage in illegal acts such as arranging for a drug sale or the purchase of alcohol; engaging in criminal gang activity; threatening the safety of a person; accessing or sharing unauthorized copyrighted music, movies, and other intellectual property; etc.
  6. Utilize peer-to-peer file-sharing applications or execute programs to facilitate the downloading or exchange of copyrighted or unauthorized music, movies, and other materials.
  7. Use the District’s private network to solicit information with the intent of using such information to cause personal harm or bodily injury to another or others.
  8. Post information that could endanger an individual or cause personal damage or a danger of service disruption.
  9. Knowingly or recklessly post false or defamatory information about a person or organization.
  10. Intentionally seek information on; obtain copies of; or modify files, other data, or passwords belonging to other users.
  11. Directly or indirectly make connections that create “backdoors” to the District, other organizations, community groups, etc. that allow unauthorized access to the District’s network.
  12. Use obscene, profane, lewd, vulgar, rude, inflammatory, hateful, threatening, or disrespectful language.
  13. Engage in personal attacks, including prejudicial or discriminatory attacks.
  14. Harass another person. Harassment is persistently acting in a manner that distresses or annoys another person. For more information, please refer to Board Policy 249 (Bullying/Cyberbullying).
  15. Re-post a message that was sent to them privately without permission of the person who sent them the message.
  16. Forward or post chain letters or engage in “spamming.” Spamming is sending an annoying or unnecessary message to a large number of people.
  17. Install or reproduce unauthorized or unlicensed software on District resources.
  18. Plagiarize works that they find on the Internet or other resources.
  19. Use technology resources and the Internet for private business activities or unreasonable personal use.
  20. Use the District’s private network for political lobbying.

Cybersecurity Obligations

The School District is a custodian of sensitive data belonging to students, employees, and parents. As such, the District has a responsibility to safeguard this data from unauthorized use, disclosure, disruption, modification, or destruction. Board Policy 829 (Information Security) governs the District’s cybersecurity posture and defines the Office of IT’s responsibility to promote the confidentiality, integrity, and availability of the information assets owned and operated by the District.

Users are responsible for the use of their individual access account(s) and District-issued technology (computers, cell phones, etc.) and should take all reasonable precautions to prevent others from being able to use their account(s) or computer devices, including coworkers, friends, or family. Under no conditions should a user provide his/her password to another person.

Users must take cybersecurity awareness training on an annual basis. Any user identified as a security risk or having a history of violating this or any other Acceptable Use Policy may be denied access to the District’s private network, or be required to take additional cybersecurity training before being given access to the District’s private network again.

Attempts to log on to the District’s private network or any other network as a system administrator are prohibited.

Users shall report any suspicious technology incidents, including emails, employee behavior or student behavior to abuse@philasd.org

Filtering

As required by law and in recognition of the need to establish a safe and appropriate computing environment, the District will use filtering technology to prohibit access, to the degree possible, to objectionable or unsuitable content that might otherwise be accessible via the Internet.

Due Process

The School District will cooperate fully with local, state, or federal officials in any investigation concerning or relating to any illegal activities conducted through the District’s private network or using District owned or issued technology.

Employee violations of the District Acceptable Use Policy will be handled in accordance with law, Board of Education Policy, and/or collective bargaining agreement(s), as applicable.

Administration

The Chief Information Officer and designees have the responsibility and authority for the development, publication, implementation, and ongoing administration and enforcement of the policies, processes and techniques required to protect the SDP’s technology systems and services from unauthorized access, loss, or misuse.

School principals have the responsibility to establish a plan to ensure adequate supervision of students. They are also responsible for interpreting and enforcing this policy at the local level. Local management has the responsibility to interpret and enforce this policy.

Administrative Procedures for Referenced Policies

Inclement Weather and Emergency Protocol                           

When inclement weather or an emergency occurs, the safety and well-being of our students, staff, and working families is our top priority. To the greatest extent possible, the School District of Philadelphia strives to keep schools open for in-person learning to accelerate student achievement.

The Superintendent, or his/her designee, will make the decision regarding school scheduling modifications (closure, delay, early dismissal, cancellation of after-school programs, cancellation of after-school athletics) pending a recommendation from the Chief Operating Officer. The Chief Operating Officer makes a recommendation after doing the following within 24-48 hours of an expected weather event:

  1. On the evening before severe winter weather or extreme heat is forecasted, activate the Operations Division Communication and Coordination (C2) Center to collect the information and data necessary to maintain situational awareness of the severe winter weather’s potential impact, or heat index.
  2. The District’s Extreme Heat Emergency Response Procedures are activated when outside temperatures are forecasted to reach or exceed 85℉ for one or more consecutive days. To minimize last-minute disruption for our students, families, and staff, our goal is to make scheduling decisions as early as possible and no later than 24 hours in advance.
  3. As a member of the City of Philadelphia’s Office of Emergency Management Services (OEMS) team, receive input from the City of Philadelphia, National Oceanic and Atmospheric Administration’s (NOAA) National Weather Service, SEPTA, and any other impacted agencies.
  4. Coordinate with the Archdiocese of Philadelphia Schools, Mastery Charter Schools, and neighboring districts and provide superintendent with summary report.
  5. Receive feedback from the Office of School Safety and the Facilities Management teams after they have surveyed road networks in the vicinity of District schools to assess trafficability for school buses, school vans, and automobiles, as well as assessing the serviceability of walkways and sidewalks on school grounds.
  6. Confer with the SDP Emergency Response Team (Deputy Superintendent for Academics, Deputy Superintendent for Operations, Chief of Staff, Chief of Communications, and Chief of School Safety) to finalize the school opening, and to share the delay or closure recommendation with the Superintendent.
  7. Additionally, when schools are closed for one or more days, the Deputy Superintendent for Operations makes a recommendation (to return to school on time, to return with a delay, or to remain closed) after School-based and District staff verify building readiness for District facilities within 24 hours of an expected return to school.

Weather/Emergency Communication Timelines and Protocols

Day in Advance Notification Timeline

  1. By Noon – Issue a message to alert District administrators to remind students to take home their Chromebooks and medications from the nurse’s office.
  2. By 3:00PM – A conference call with the SDP Emergency Response Team to finalize the school opening, delay or closure recommendation to share with the Superintendent.
  3. By 5:00PM – Superintendent finalizes school opening, delay, or closure decision.
  4. By 7:00PM – Update SDP Board President and Mayor’s Chief of Staff.
  5. By 8:00PM – Superintendent confirms final school opening, delay, or closure decision.
  6. By 9:00PM – Launch communications cascade to issue a message and announce the decision for school opening, delay or closure (email, text, district website, and media outreach).

Day of Notification Timeline

  1. By Noon day before – Issue a message to alert District administrators to remind students to take home their Chromebooks and medications from the nurse’s office.
  2. By 3:45AM – A conference call with the SDP Emergency Response Team to finalize the school opening, delay or closure recommendation to share with the Superintendent.
  3. By 4:00AM – Superintendent finalizes school opening, delay, or closure decision.
  4. By 4:15AM – Update SDP Board President and Mayor’s Chief of Staff.
  5. By 4:30AM – Superintendent confirms final school opening, delay, or closure decision.
  6. By 4:45AM – Launch communications cascade to issue a message and announce the decision for school opening, delay or closure (email, text, district website, and media outreach).

Resource: Inclement Weather and Emergency Protocol

Safety and Security

Incident Reporting 

The Office of School Safety is responsible for maintaining the accuracy and integrity of the School District’s incident reporting requirements, serious incident reports will be generated/completed by submitting an email with all pertinent information to the Incident Control Unit (ICU) at seriousincident@philasd.org or by calling the Incident Control Unit at 215-400-6100. ICU will be available by phone on school days between the hours of 7:30 AM and 4:00 PM.

 

Procedure

When submitting incident information to the ICU, please include/have available the following:

Once the ICU is provided sufficient information and the incident report is completed, Incident Control Unit personnel will provide the incident code and classification.

Appropriate school-based personnel (Administrator, Climate Manager, Dean of Students, or designee) will continue to initiate all reportable school related incidents as done in the past. Incidents where an Office Discipline Referral (ODR) is generated in Infinite Campus (SIS): A resolution of “Referral to ICU” will be applied to that incident which will generate an ICU Control number. This resolution is only applied to one defendant, not multiple.

Once the ICU Control number is generated, the Administrator, or designee, will contact the ICU via email seriousincident@philasd.org or phone (215) 400-6100 and provide the control number and all related pertinent information, as outlined above.

Incidents where an Office Disciplinary Referral (ODR) is not generated in Infinite Campus:

Email all pertinent information, as outlined above, directly to the Incident Control Unit at

seriousincident@philasd.org or call the Incident Control Unit at (215) 400-6100.

A name and a good contact phone number for the person reporting is requested when sending the

email to seriousincident@philasd.org in the event additional questions arise or additional information

is needed and a confirmation email will be sent to the reporter and Principal upon completion.

Anyone who is unsure or needs guidance/assistance with any incident reporting process, can email

their questions or concerns to seriousincident@philasd.org.

Incidents to be reported include those which: 

  1. Affect the health, safety and welfare of the students, employees, and visitors; 
  2. May be of a criminal nature; 
  3. May generate public concern; or 
  4.  Occur to and from school; inside school; on school property; or during After School Programs, Evening School, Saturday School Programs, and other related school functions.

Examples of incidents that should be reported: 

  1. Injuries or illness to students such as fractures; injuries to the head, eyes, or teeth; heavy bleeding; loss of consciousness; cessation of breathing; or human/animal bites; 
  2. All incidents involving the possession or use of a weapon;
  3. Assaults or threats to students, employees, or visitors. The report should indicate if the victim will press charges;
  4. Persons found in possession of, selling, or using drugs and/or alcohol; 
  5. Bomb threats, moral offenses (unauthorized electronic devices possessed by students), and weapons offenses; 
  6. Unauthorized person(s) entering school property during or after school hours; 
  7. Theft, burglary, or robbery of property which belongs to the school, school personnel, students, or visitors; 
  8. Accidental property loss or damage due to fire, water, natural disaster, or human actions; 
  9. Vandalism against school property committed by students, school employees, or visitors; 
  10. Arrest of students, school employees, or visitors; 
  11. Any incident that, in the judgment of the administrator, may affect the efficient operation of the school or administrative office; 
  12. Any work-related injury or illness reported by an employee; 
  13. Rumors of impending disturbances and indications of increasing tensions in the school or community must also be reported promptly to the Regional Office, School Safetyupervisor, and local police Captains.

If any emergency occurs (fire, vandalism, etc.) the Building Engineer and/or Facilities Area Manager will be notified of the situation. The Facilities Area Manager and/or Building Engineer will notify the administrator. A copy of the incident report will be forwarded to the Administrator, Facilities Area Manager and Building Engineer.

Incidents must be reported immediately if they are of such a serious nature that assistance is needed from the Office of School Climate and Safety and/or the police, or if the incident may have negative parental or public awareness connotations.

The Office of School Climate and Safety will notify the Office of Communications when there is a possibility that the communications media may seek information regarding the incident.

Note: Incidents listed above that are deemed to be of a less serious nature by the principal or administrator must also be reported following the procedure outlined above except that securing the control number from the Incident Desk may be made within two working days following the incident.

Dress Code

Due to the range of positions district-wide, the SDP does not have an all-inclusive formal dress code. However, all employees are required to report to work dressed in a manner that reflects positively on the professional image of the District and is appropriate for their position.

Administrators and supervisors are held accountable for maintaining this code. If, in the judgment of an administrator or supervisor, an employee is not appropriately dressed for the workplace, the administrator or supervisor has a responsibility to direct the employee to leave the district premises until they are properly dressed.

If you have any questions as to what is appropriate to wear to work, please contact your administrator, supervisor, or union representative.

5. Time and Attendance, Absences and Leaves

Punctual and regular attendance is expected of all District employees and is critical to the operational and educational programs. This section outlines District guidelines pertaining to attendance and absences. Employees have various absences afforded to them. Absences may also be based on employees’ role and union type (e.g., Holidays, Vacation Days).

Excessive absence on the part of School District of Philadelphia (SDP) employees may have a negative effect on the services provided by the SDP, on the instructional program, the continuity of instruction to all pupils and the morale of other employees. When reporting an absence, the information outlined in this section provides the employees with guidance related to the notification and submission of forms related to absences and latenesses

General Guidelines

It is the District’s expectation that employees must accurately record their daily attendance in Kronos (the District’s ERP timekeeping system). All employees are required to use their District ID to swipe in and out daily using a kiosk at their work location. The Oracle Absences module and/or Frontline (AESOP) for school-based staff will be used to record absences.

 

The Department’s Manager/Principal will review and approve time, prior to payroll submission. In the event of an error, the employee must notify their manager/principal prior to payroll submission.

All Employees will:

Principals/Department Managers are responsible:

In the event of discrepancies, timekeeping entries will be considered an official record. Knowingly falsifying documentation for time worked or absences may be subject to disciplinary action, up to and including termination.

Accruals

Vacation (12-month employees)

 

Reduced Vacation for Extended Absence

Length of Service

Vacation Days

Monthly Accrual

Bank Maximum

Appointed between Jan 1 – Apr 30

5 days

0.83

10 days

6 months to 4 years

10 days

0.83

20 days

4 to 8 years

15 days

1.25

30 days

8 to 15 years

20 days

1.67

40 days

Over 15 years

22 days

1.83

44 days

 

Summary of Time and Attendance Systems

Employee Portal Application

System Name

Purpose

Kronos (UKG)

  • All employees use District IDs to swipe in and out on Kronos kiosk
  • Enter change requests for missed or incorrect punches
  • Allows timekeepers/secretaries and managers/principals to submit and approve

Frontline (Aesop)

  • School-based staff utilize Frontline (Aesop) to record personal leave, personal illness, and illness in family by calling in the absence at 215-261-5523 or entering it by accessing the Frontline Substitute Services application in the Employee Portal.
  • Those absences will flow to the Oracle Absences module.

Absences Module in Oracle ERP System

  • Enter non-Frontline absences
  • See absence approval workflows
  • View absences balances
  • Information submitted will automatically connect to Kronos

Absence Approval Requirement and Family and Medical Leave Act Absences

Based on the absence type, employees may need to secure prior approval from their supervisor and/or from Talent. All employees are required to request approval for applicable absences and leaves. When utilizing Personal Leave (F01), which is premised on unforeseen circumstances, employees should give timely notice or updates to their supervisor. The purpose of this requirement is to allow sufficient time to consider the request; to decide whether it may be granted; to determine the rate of salary deductions, if any; and to notify the school or department of the decision.

Such requests must be prepared by the applicant on the proper form/system and submitted to the principal or administrator for approval. The SEH-3 Form: Request For Personal Illness When Requesting Personal Illness or Illness In The Family Absence Exceeding Three (3) Working Days is appropriate for personal illness or illness in the family for more than three consecutive work days.

Submission Procedures for Employee Absences *new as of January 2025*

School-Based Staff Actions:

Central Office Staff Action:

Absence and Leave Types

Personal Leave

Personal Illness

Illness in Family

Certain leaves for the illness of an immediate family member may be approved. The FMLA poster describes guidelines. Contact Leaves, Accommodation & Wellness at 215-400-4660 for details on how to apply.

The term immediate family member refers to a spouse or partner, son, daughter, father, mother, brother, sister, grandfather, or grandmother. Relationship through marriage is equivalent to a relationship by blood. Residence in the same house, however, will not place the employee within the provision of this regulation where the degree of relationship is more distant than those above specified.

Documentation required for absence for illness in the family is the same as documentation for personal illness.

Funeral

Allowable lengths of absences are as follows for the death of a family member:

Allowable lengths of absences for other deaths: 

Period of Mourning

When a period of mourning is religiously required, employees will be paid 1/3 of base pay for each working day’s absence beyond the time allowed, for a maximum of five days without loss of salary. A letter from the head of the congregation must be submitted to verify the requirement.

Employee’s Own Graduation 

An employee may attend their own graduation with no loss of salary. Available Personal Leave must be used for the attendance at other graduations, or else a full loss of salary will occur.

Court Appearances 

Jury Duty

 Religious Holiday

Unexcused Absence

Extended Leave Types                                   

Family and Medical Leave Act                                   

All covered employers are required to display a poster prepared by the United States Department of Labor summarizing the major provisions of the Family and Medical Leave Act (FMLA). Under this Act, employees may be eligible for unpaid, job-protected leave due to certain family and medical reasons. Approved FMLA protection runs simultaneously with your personal illness or illness in the family leave.

The District provides employees with the right to take unpaid, job-protected leave for specific family and medical reasons. Employees are eligible if they have worked for the District for at least 12 months and have completed 1,250 hours of service during the previous 12 months. Eligible employees may take FMLA leave for the birth and care of a newborn child, the adoption or foster placement of a child, a serious health condition, or caring for a spouse or child with a serious health condition. Employees are entitled for up to 12 weeks of unpaid leave in a 12-month period. FMLA leaves run concurrent with other approved absences. A medical certification is required to validate the need for leave. Employees are entitled to return to their same job or an equivalent position with equivalent pay, benefits, and other terms and conditions.

To request FMLA leave, contact fmla@philsd.org. Completed forms must be returned to the office of Leaves, Accommodations and Wellness.


Documentation of reasons for a leave of absence such as a physician’s signed certification, jury duty/summons letter of illness or disability shall be attached/presented by the employee. Contact the Office of Leaves, Accommodation & Wellness at 215-400-4660 for additional information.

Employees on leave may not engage in any remunerative activity. Non-compliance will be a basis for employee dismissal from service.

Records of attendance shall be maintained for each employee. Absences and reasons for the absences shall be noted. These records shall be part of the evaluation of the employee’s service.

Illness Due to Pregnancy

Employee Action:

Reports should be mailed via US Mail to:

The School District of Philadelphia

Leaves, Accommodations & Wellness, Suite 134

Dr. Constance E. Clayton Education Center

440 North Broad Street

Philadelphia, PA 19130

Reports may also be emailed to employeehealth@philasd.org

Employees are eligible for six weeks of sick leave after a vaginal delivery and eight weeks after a Cesarean, “C” section. A “C” section must be documented by a letter from the doctor confirming the surgery. Personal Illness days in the employee’s bank and/or the wage continuation benefit will be used for the period of this leave, if available.

In the event that the disability no longer exists, the employee may request to be placed on Parental Leave of Absence without further payment of benefits in accordance with collective bargaining agreements, or the employee shall be required to return to work.

Extended Absence—No Wage Continuation Benefits

Employees who do not elect to participate in the wage continuation program, who have been on continuous absence because of illness, and who are unable to return to duty at the expiration of their accumulated personal illness days may be eligible for an unpaid leave of absence equal to the difference between the number of accumulated personal illness days and a full work year. If, at the end of this unpaid leave, the employees are unable to return to service immediately, service may be terminated. Medical benefits coverage is extended during the first three months of such unpaid leave.

Extended Absence—Wage Continuation Benefits

Employees who have been on continuous absence because of illness and are unable to return to duty at the expiration of their accumulated personal illness days may be eligible for benefits under the voluntary wage continuation program if they have become participants of the program. As part of the program, employees have a non-paid waiting (Corridor) period, depending on the number of days in their personal illness banks. Employees who have been on continuous absence because of illness and are unable to return at the expiration of their accumulated personal illness and are enrolled in wage continuation may be eligible to 6 months of leave, paid at 75%.

Click here for more information concerning wage continuation and union eligibility.

Re-establishment Guidelines

  1. If absent under wage continuation for 6 weeks - 3 months: employee must return to work for 3 consecutive months before being considered eligible again for a full 26 weeks of wage continuation benefits. The employee can take a maximum of 4 absences (personal leave, sick and illness in family) during the 3-month re-establishment period.
  2. If absent under wage continuation for 3 months - 6 months: employee must return to work for 6 consecutive months before being considered eligible again for a full 26 weeks of wage continuation benefits. The employee can take a maximum of six absences (personal leave, sick and illness in family) during the 6-month re-establishment period.
  3. If the employee does not complete the re-establishment period, they will only be entitled to the wage con balance as of their return to work.

Participating in Other Activities While on Sick Leave                            

Employees are reminded that sick leave, including wage continuation, should only be used for non-work-related illness or injury. Employees on sick leave should not engage in any remunerative activity or activity that is not consistent with their need for sick leave. Non-compliance may be a basis for disciplinary action.

Note: All employees returning to work from an extended period of illness must receive approval from Leaves, Accommodation & Wellness prior to returning to work.

 

Sabbatical

General Information

Contact the Talent Office to verify eligibility for sabbatical leave.

Public School Employees’ Retirement System Regarding Sabbaticals

As defined by the Public School Employees’ Retirement System (PSERS), in order to retain service credit for the period of the sabbatical, a member must return to the employer that granted a sabbatical leave for a period equal to at least one school term immediately following the end of the leave to retain the full sabbatical service credit.

PSERs defines the school term as 180 days, regardless of the fiscal year or the number of days the member is contracted to work. Unless prevented by illness or physical disability, employees who fail to return shall forfeit all benefits for the period of the leave, and retirement deductions shall be returned to the School District. Illness or physical disability is subject to verification.

Leave for professional development must be in accordance with the following provisions:

  1. Employees requesting such leave must submit a detailed plan describing the professional development activities to be undertaken.
  2. Courses must be directly related to professional responsibilities as determined by the BOE prior to approval. Any changes in the courses or plan also require prior approval.
  3. Courses and activities must be encompassed by the following educational domains:
  1. Subject matter teaching
  2. Equity among a diverse student population
  3. Nature, extent, and uses of student measurement
  4. Social and psychological aspects of education
  5. Leadership and professionalism of education
  6. Courses which may be approved based on the submission of course descriptions and the applicability of course content
  1. Courses must be taken for credit. Applicants must successfully complete the equivalent of nine graduate or 12 undergraduate semester hours at accredited institutions of higher education or 180 hours of professional development activities during each ½ year of the educational leave (proportional combinations of courses and activities may be requested).
  2. Summer courses for ten month employees or courses taken outside the sabbatical period are not acceptable.
  3. Employees must provide the School District with satisfactory evidence that the approved plan for professional development was fully followed during the leave. Official transcripts or written verification of attendance at activities must be presented.
  4. Employees who fail to comply with the approved educational plan, unless prevented by illness or physical disability, shall forfeit all benefits for the period of the absence. Illness or physical disability is subject to verification.

Leave for restoration to health must be in accordance with the following provision:     

  1. Applicants are required to provide documentation from their attending physician including appropriate specialists.
  2. Such documentation must include all dates of treatment, type of treatment, and a current report. This leave may be granted at any time during the school year for an equivalent period of one half school year.
  3. If, at the end of a sabbatical for one half school term or its equivalent, employees are unable to return to school service because of illness or physical disability, employees, upon written request prior to the expiration of the original leave, may be entitled to a further leave for one half school term or its equivalent.

Military Leave

Annual Reserve Training

Employees are expected to make a sincere effort to take their military training during their vacation or on non-school days so as not to interfere with the school program. Employees initiate this leave by completing the Document Records (DR) for Military Leave Request in the Oracle ERP system (ERP Help & Resources). The District leave administrator will process this request and assign the appropriate leave code in the Oracle ERP system. The employee will receive a notification when the request is approved. The school principal or employee’s manager will receive an email and system FYI notification upon employee submission of the request and when the leave manager approves the leave. A copy of the official orders should be submitted at least two weeks before the leave. The District leave administrator will process this request and assign the appropriate leave code in the Oracle ERP system.

For reserve training, there will be no loss of salary for a maximum of 15 calendar days in one year.

Reservists/Members of the National Guard Called to Active Duty 

Enlistment 

Employees’ current assignments may be held for the first 89 days of active duty. After 89 days the current position will no longer be held. Employees may gain reemployment in a position of like seniority and pay.

Employees must apply to return to the District within 90 days of the completion of their active duty.

Employees are entitled to continue to receive full benefits for the first 89 days of the leave. Following the 89-day period, the employee may continue to purchase benefits under the provisions of COBRA. The employee will pay 100% of the group rate premium. Benefits continuation has no specific time limitations. The employee may continue to make benefit payments during the full tour of active duty.

Parental Leave

All new parents, including those by adoption, are eligible for parental leave. Employees initiate this leave by completing the Document Records (DR) for 89-Day Parental Leave Request in the Oracle ERP system (ERP Help & Resources). The District leave administrator will process this request and assign the appropriate leave code in the Oracle ERP system. The employee will receive a notification when the request is approved. The school principal or employee’s manager will receive an email and system FYI notification upon employee submission of the request and when the leave manager approves the leave.


Parental Leave/Unpaid: 89-day leave

An employee is limited to one 89-day leave per school year.

Extended Parental Leave-two years 

Extended Parental Leave-four years 

Disability

Employees may use personal illness and wage continuation. See the Employee Benefits section for more information on this benefit.

Charter School Leave

Employees of the District may request a leave of absence for up to five years in order to work in a Charter School located within the City of Philadelphia, or in a regional Charter School in which the District is a participant.

Additional Guidance

Employee Action:                                       Requests for return to service within the School District from employment in a Charter School must be made in writing to the

Chief Talent Office

℅ Talent Operations

440 North Broad Street, Suite XXX

Philadelphia, PA 19130

5. Payroll

Payroll Deductions                            

Payroll deductions are not required by law but are a service to employees for which the School District bears administrative costs. The School District may, consistent with applicable collective bargaining agreements or administrative rules and upon authorization by an employee in a form and manner approved by the Superintendent or his/her designee, deduct sums specified by an employee from that employee’s periodic wages or salary and remit such sums to a third party named by the employee.

The District will make no deduction from the wages or salary of any employees without written authorization by an employee, except deductions for Federal income and Social Security taxes, State and local income taxes, unemployment taxes, School Employees’ Retirement Fund, court orders, and others required or permitted by law.

Any employee may authorize the District in writing in a form and manner approved by the Superintendent or his/her designee to make periodic payroll deductions for one or more of the following purposes:

Payday               

All District employees are paid on the same schedule, regardless of position and/or union affiliation. Click here to view the Pay Schedule.

Payment Options                                  

There are two forms in which you can receive your wages.

You can receive your pay in a “live” check, or you can elect to have the School District directly deposit your wages into a bank account. All live checks are mailed directly to employees’ home addresses.

If you choose the direct deposit option, you must fill out a “Authorization for Direct Deposit ” form and provide a void check or letter from your bank verifying your account information.

Complete an Authorization for Direct Deposit form online or visit the Payroll office.

Before you make a decision regarding these options, check with your applicable bargaining unit for possible requirements.

Distribution of Paychecks                                     

Paychecks for employees who did not opt for direct deposit will be mailed to the home address on file with the Talent Office at least two days before the check date. Pay checks will not be directed to an address other than the one on file.

Stop Payment                                          

Paychecks are mailed at least two days before the check date. The Payroll Department will accept stop payment requests on errant paychecks beginning the Friday after the check date. Requests may be made in person via telephone or email at payrollhelp@philasd.org. The replacement check will be available within three work days of the date the stop payment is placed. Employees are required to sign an affidavit affirming that they did not receive the check and agreeing to repay the School District if they later receive and cash the check. If an employee knowingly cashes a check on which they placed a stop payment, disciplinary action will be taken. Employees who opt to conduct this process via the mail must return the signed and notarized affidavit before a replacement check will be mailed

Wage and Tax Statement-W2 Forms                                            

W-2 forms are mailed to the employee home address on file with the Talent Office. Mailing will occur prior to January 31 of a given year. W-2 can also be downloaded from the Employee Payroll Information application in the Employee Portal for the 2024 tax year. After that W-2s will be available in the Oracle ERP system (ERP Help & Resources).

Garnishment                                             

The District honors family court, student loan, tax levy and all court ordered garnishments. Employee deductions are forwarded to the garnishing entity on a biweekly basis. Garnishment deductions are effective on the date received or processed. The employee will receive notification from the School District only if such notification is specified in the order. Employees will be charged an administrative fee if allowed by the order, in the amount specified by the order. Deductions withheld in error, due to the late submission of a release order, will be refunded to the employee only if the garnishing entity returns the funds to the School District.

Tax Withholding                                        

Federal tax withholding will follow the W-4 form filed with the Payroll office. A new W-4 form must be filed before an employee’s tax status will be changed. State and city wage tax withholding is based on the address on file with the Talent Office. The employee is responsible for maintaining an accurate home address. Employees can update their W-4 by completing the W4 Updates Document Records (DR) in the Oracle ERP system. ERP Help & Resources.

Understanding Your Paycheck                              

How to Access & Read Your Pay Stub/Statement

Pay statements can be viewed in the Pay application of the Oracle ERP system. (ERP Help & Resources)

Top Portion: This section contains identification and payment information for the employee

Pay Portion-Middle Left Section                                       All pay events are listed in this section of the check. Each type of pay is listed separately. Base pay for your regular position will be listed first, then reserve, if appropriate. This is followed by leave pay, extra curricular pay, overtime and other pay events.

Most Common Pay Categories:

Deduction Portion – Middle Right Section                              Deductions can be separated into three categories. Mandatory deductions, which include taxes and retirement, must be withheld. The percentages are set by the governing agency. Voluntary deductions, which include insurance and charities, are withheld at the employee’s direction. Ordered deductions are the result of a court or garnishment order. These are withheld and terminated only at the direction of the administering agency. If you have questions about a deduction on your check, contact the administering office. Deductions below followed with an (*) are administered by Payroll. Deductions with an (#) are administered by Benefits Management.

Deductions – Type of deduction.

Amount – Total withheld for this paycheck. A minus indicates a refund of money previously withheld.

YTD Amount – Total withheld for the calendar year.

The most common deductions are: 

Leave Banks – Lower Left Section                                 Only accrued leave is listed in this section. Certain types of leave of which a certain amount is automatically available to all employees, including Illness in the family, and jury duty, are not listed.                     

Leave Types: 

Taxable Fringe Section - Lower right portion                              Taxable fringes are benefits paid for by the employer, but taxable to the employee. The listed figure is not paid to you, only added to your taxable earnings.

Taxable Benefits- Type of benefit. There are two: 

Sample Paycheck

Payroll Department

440 North Broad Street, Suite G4 

Philadelphia, PA 19130 

payrollhelp@philasd.org Telephone: 215-400-4490 Fax: 215-400-4491 

Section VI: Employee Benefits

6. Employee Benefits

Pension

Pension Enrollment

The School District of Philadelphia (SDP) is a participant of the Public School Employees’ Retirement System (PSERS). PSERS is an agency of the Commonwealth of Pennsylvania who administers the pension plan for Pennsylvania’s public school employees. PSERS refers to employees as members. The pension is mandatory for all employees scheduled to work 25 hours or more a week. There are many benefits to being enrolled:

Employees who begin contributing to PSERS July 1, 2019 or later are automatically enrolled in a hybrid plan contributing to both PSERS (a Defined Benefit plan, or DB), as well as Voya Financial Inc. (a Defined Contribution plan, or DC). The default retirement plan is called Class T-G where there are two deductions from the pay with one going to the PSERS account (DB plan), and the other to the Voya account (DC plan).

Hourly paid employees are not required to contribute to the pension. Hourly paid employees who choose to remain enrolled, and work 500 hours in one school year will become a member of PSERS. Hourly paid employees who are enrolled and do not work at least 500 hours by June 30 will receive a refund of contributions annually. PSERS notifies members directly once the refund is expected. Hourly workers who do meet the 500 hours in one school year will become a member of PSERS automatically and must remain a member each year following.

Employees have 90 days from their first day of work to switch to one of two other plans: Class T-H (which is the same as Class T-G but a lower deduction) and Class DC, which are only contributions to Voya (this class does not have a pension). Switching to a different class is a lifetime enrollment that is irrevocable. If a new member does not switch to a different class, PSERS will assume the members wants to remain in Class TG which is also a lifetime, irrevocable enrollment.

Pension Contributions Prior to July 1, 2019

Employees who began contributing to PSERS for the first time prior to July 1, 2019 are enrolled in one of the following classes: TC, TD, TE, or TF. To confirm, contact PSERS directly or register for their Member Self-Service portal.

Waiving Enrollment

Only employees scheduled to work less than 25 hours a week, and employees paid on an hourly basis, are permitted to waive enrollment. To waive enrollment, employees must register for PSERS Member Self-Service Portal and initiate the waiver. PSERS will review the request to waive, and if approved, will notify the Pension Department. The Pension Department will stop all future deductions and reimburse for deductions already taken.

Shared Risk Pension Classes

Shared risk means that the rate of your pension class can increase or decrease every three years. Members contributing to PSERS for the first time July 1, 2011 or later are auto-enrolled in a shared-risk plan.It will not increase or decrease more than .75 at a time or may not change at all. You will be notified by both PSERS and the SDP if there is a change in the rate of your pension class. For more information on the “Shared Risk Clause” please visit the Pension department or PSERS’ website. If your class enrollment does not indicate “shared risk” this means the rate of your pension class is locked at that rate permanently.

Employer Matching (Employer Contributions to a Retirement Plan)

The SDP does not contribute to the pension (DB plan) with PSERS. This is because the SDP pays over 30% of all employees’ pre-taxed salary to maintain the pension program for 20,000+ employees. That is roughly $430,000,000 paid annually for SDP employees to have a pension.

The SDP does match contributions to the Voya defined contribution (DC) plan. This is based on pre-tax salary and is contributed on the employee’s behalf on each pay.

Vesting

Vesting with PSERS: Being vested in your PSERS, DB Plan means eligibility for a lifetime monthly pension check after termination of employment. This is based on length of employment and age. Otherwise, employees are entitled to only the self-contributions made.

Vesting with Voya: Being vested in the Voya, DC Plan means eligibility of refund of all contributions (plus gains and losses), as well as what the SDP has contributed on the employee’s behalf. In order to be vested with Voya, employees must be enrolled in classes TG, TH or DC and contribute to Voya for at least 3 school years. Otherwise, employees are entitled to only the self-contributions made.

Borrowing from Your Pension

Employees may not borrow from their pension with PSERS, their account with Voya, nor any after tax contributions made to a Voya account while still an employee for the SDP. Employees must be separated from service to receive a refund or monthly payment of contributions.

Absences/Leaves and Your Pension

Some absences and leaves are not reportable to PSERS otherwise none as Non-Retirement Covered Compensation (NRCC). Any salary or days not permitted to be reported is enforced by PSERS. Employees out on any of the below absences or leaves do not receive credit towards your pension for those days:

Employees may be eligible to purchase time they were out on a leave*, took a refund of contributions, or contributed to a public school pension system out-of-state. It may be beneficial to purchase service to help maintain or get closer to “normal retirement” or being vested.

Leaves That Can Be Purchased Back:

This entire process would be completed with PSERS until payments are ready to be made.

Accessing Your Pension After Separation

Employees do not need to notify PSERS of their separation date as they will only accept that information from the SDP. The pension department reports work status changes biweekly and cannot submit a date to PSERS that is in the future.

Change of Name/Address Procedure                        

Employees are required to maintain a current address on file with the School District of Philadelphia. Address changes should be submitted to the Payroll office through updating the Contract Info section of Employee Self-Service in the Oracle ERP system. 

If an employee is eligible for benefits and wishes to use a different name, then they should submit the name change through the Personal Details section of Employee Self-Service in the Oracle ERP system. Once approved by the Benefits team, all internal District systems may need 24 hours to reflect the name change. The School District will also send demographic information, including name changes to various vendors (e.g. IBX, Cigna, Winston). Anything associated with PA Dept of Ed, would not reflect a name change because we do not send information to PA Dept of Ed. (ERP Help & Resources)

Open Enrollment Period                          

Once a year from May 1 to May 31, the SDP Benefits Office offers an open enrollment period for those employees who wish to change aspects of their health insurance. The change will take effect July 1. These changes will be made in the Benefits applications of the Oracle ERP system. Addition or removal of a spouse or dependent and switching insurance plans (if the employee is eligible for such a switch) are options during open enrollment. Addition or removal of a spouse or dependent requires official documentation (i.e., marriage, birth, or death certificate; divorce decree).

Note: At any other time of year, an employee can add or remove a dependent by reporting the qualifying life event in the Oracle ERP system and attaching the appropriate documentation within 30 days of the life event.

Employee Action: Call the Benefits Office for inquiries concerning eligibility to switch insurance plans. (ERP Help & Resources)

Health Insurance                                   

The SDP offers health insurance through Independence Blue Cross. Health insurance is available to certain SDP employees. Coverage varies according to union affiliation, so employees should contact the Benefits Office and their respective bargaining unit’s Health and Welfare Office with health insurance coverage inquiries. SPAP, CASA, and Non-Represented employees receive dental, vision, and prescription coverage from the SDP and should contact the Benefits Office with inquiries.

Employees wishing to add or remove a spouse or dependent with regard to their health insurance can do so through the Oracle ERP system. As a reminder, if a life event such as marriage, divorce or separation, birth, or loss of child’s dependent eligibility occurs, an employee has 30 days after the date of the event to report these life events in the Oracle ERP system to apply for coverage. If the employee wishes to take this action after 30 days, they must wait until the open enrollment period to do so. (ERP Help & Resources)

Life Insurance                                   

Full-time employees can receive life insurance coverage through the SDP. See your applicable bargaining unit agreement for job-specific coverage details. Eligible employees can designate and change beneficiaries in the Oracle ERP system. (ERP Help & Resources)

COBRA: Continuation of Group Health Insurance Coverage                      

The right to COBRA continuation coverage was created by a federal law, the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA).

When an employee loses health coverage with the District, they are most likely entitled to apply for COBRA. COBRA is a temporary continuation of whatever medical coverage in which the employee was enrolled while a part of the District’s group plan. COBRA continuation coverage is a temporary continuation of coverage. Qualified individuals are required to pay 102% premium for coverage.

Certain positions are not entitled to medical coverage to begin with, so employees in those positions are not entitled to COBRA. Employees represented by District 1201/32 BJ should contact their national 32 BJ union for COBRA options. An employee can elect to switch to a cheaper plan but will be unable to switch back to the original plan until the open enrollment period. COBRA covers all eligible dependents that were on the employees’ coverage prior to going on COBRA. See Bargaining Union Contracts for more details of dependents’ benefit eligibility

 If the employee fills out information for just him/herself, the application will be processed for single coverage.

An employee’s medical coverage ends the last day of the month in which they retires, resigns, or loses coverage. COBRA will begin the first of the next month, so that there is no lapse in coverage (i.e. if an employee retires January 1st-31st, medical coverage would end January 31st and COBRA would begin February 1st). An employee has 60 days from the day that the medical coverage ends to return the COBRA application to be eligible to still enroll. An employee can cancel his/her COBRA coverage at any time.

What is a Qualifying Event?                                     

If you are an employee, you will become a qualified beneficiary if you lose your coverage under the SDP’s Plan because either one of the following qualifying events happens: 

How is COBRA Coverage Provided?                                      

Once the Plan Administrator receives notice that a qualifying event has occurred, COBRA continuation coverage will be offered to each of the qualified beneficiaries. Each qualified beneficiary will have an independent right to elect COBRA continuation coverage. Covered employees may elect COBRA continuation coverage on behalf of their spouses, and parents may elect COBRA continuation coverage on behalf of their children.

Retirees and their spouses, with 30 years or more of service or who qualify as superannuated (as defined by PSERS), or are receiving PSERS disability retirement benefits will also be entitled to continue medical health insurance under the Pennsylvania Law Acts 110/43 (COBRA) until age 65, after active employee coverage is terminated by the District.

Questions concerning your Plan or your COBRA continuation coverage rights should be addressed to the Employee Benefits Office. For more information about your rights including COBRA, the Health Insurance Portability and Accountability Act (HIPAA), and other laws affecting group health plans, contact the nearest Regional or District Office of the U.S. Department of Labor’s Employee Benefits Security Administration (EBSA) in your area or visit the EBSA website at www.dol.gov/ebsa (addresses and phone numbers of Regional and District EBSA Offices are available through EBSA’s website).

In order to protect your family’s rights, you should keep the SDP informed of any changes in the addresses of family members. You should also keep a copy of any notices you send.

Notification                                                 

It is not necessary to contact Employee Benefits at the time of your separation from employment. The District will mail notification of the COBRA election to the employee’s home address prior to the termination of benefits. If this notice is not received within a timely manner, please feel free to call the Employee Benefits Office at 215-400-4630 for more information.

Wage Continuation Plan                                  

Wage Continuation is the School District of Philadelphia’s (SDP) salary continuation program. You may elect coverage to protect yourself from sustained salary loss due to an illness or non-work related injury that extends beyond your sick time. Expectant mothers may use this benefit to continue their salary for 6-8 weeks from the date of birth of the baby. *Enrollment in the Wage Continuation program does not guarantee eligibility of use. Select this coverage during hire or open enrollment in the Benefits section of the Oracle ERP system. Review the “How Do I Use the Benefit?” section for more information.

CASA, UNITE HERE LOCAL 634, 32BJ/District 1201, SPAP and Non-Represented Employees 

CASA, UNITE HERE LOCAL 634, 32BJ/1201 and Non-Represented employees must apply for Wage Continuation within 30 days of date of hire (effective following successful completion of probation where applicable) or position change; otherwise enrollment/disenrollment will be limited to the annual open enrollment period held in the month of May for a July 1 effective date.

PFT Employees 

New PFT employees may enroll during the first year of SDP service; however, employees will not be eligible for the program until after five months of service, at which time premium contributions will be deducted.

CASA, UNITE HERE LOCAL 634, PFT, SPAP and Non-Represented Employees

Should you become ill and exhaust all accumulated sick leave, at the conclusion of a short waiting period (0-7 days depending on the CBA), you will be compensated a daily amount consistent with 75 percent of your salary for up to 26 weeks, pursuant to SDP approval.

District 1201/32BJ Represented Employees 

Should you become ill and exhaust all accumulated sick leave, at the conclusion of a short waiting period (0-7 days), you will be compensated a daily amount consistent with 75 percent of your salary for up to 26 weeks, pursuant to SDP approval.

For all SDP employees, the cost of the Wage Continuation is dependent upon your amount of accumulated sick leave and salary. Specific information can be found on the Benefits website at https://www.philasd.org/benefits.

Employees at the Director level and above are not entitled to Wage Continuation; however, they are granted 1 year of sick leave at 100% of pay.

Joint Notice of Privacy Practices

The School District of Philadelphia is the plan sponsor of group health plans (referred to as the “Plan” or “Plans”). The Plans are required by law to provide you with a copy of the attached Joint Notice of Privacy Practices (“Notice”).

The Notice Describes How Medical Information About You May Be Used And Disclosed By The Plans And How You Can

Get Access To Your Information. Please Review It Carefully.

This Summary Provides A Brief Overview of the Plans’ privacy practices. The attached Notice describes the Plans’ privacy practices in more detail.

Note: Receipt of the Notice does not mean you are eligible or enrolled under any of the Plans. Eligibility and enrollment are determined by the Plan documents and your elections.

How the Plans Will Use Your Information 

The Plans may use, share or disclose the personal health information they create, receive or maintain about you (“protected health information” or "PHI") for purposes relating to the payment of medical benefits, Plan operations or treatment by a health care provider. The Plans may use or disclose your information in other special circumstances described in the Notice. For any other purpose, the Plans will not use or disclose your protected health information without your written authorization.

Individual Rights 

You have the right to inspect and copy your protected health information, request an amendment of the information, request restrictions on the use and disclosure of the information, request that communications be made to you through alternate means or at an alternative location, and obtain an accounting of the information that the Plan has disclosed. As explained in the Notice, there are certain limitations on and exceptions to these rights.

Questions and Complaints

If you have questions about the Plans’ privacy practices or a complaint about how the Plans are handling your protected health information, you may contact: 

HIPAA Privacy Officer 

The School District of Philadelphia 

440 North Broad Street; Suite 313 

Philadelphia, PA 19130 

hipaa@philasd.org

Click Here to view or print the full HIPAA Privacy Notice.

7. Workers’ Compensation

The District provides employees injured in the scope of their employment workers’ compensation benefits in accordance with the Pennsylvania Workers’ Compensation Act.

Policy Explanation

  1. Nature of Incidents to be Reported—Incidents to be reported include those which affect the health, safety, and welfare of the School District employees related to workplace injuries or illnesses.
  2. Examples of Incidents to be Reported:
  1. A work-related injury or illness is any injury or illness arising out of and during the course of employment.
  2. Incidents described above that happen to District Personnel working at events not on School District property but sanctioned by the District must also be reported.
  3. Injuries listed in (a) above which occur in connection with school sponsored events that take place outside the normal school day must be reported.
  4. Accidents that involve District vehicles must be reported.
  5. Assaults to school personnel must be reported. The report should indicate if the victim will press charges.

Policy Procedure

  1. Every staff member is to report any work-related injury or illness to the principal and his/her supervisor immediately or as soon as is practical.
  2. After emergency steps have been taken, the principal/administrator or designee is to telephone a summary of the incident to the Incident Control Desk (consult School District Telephone Directory), and the Regional Office.
  1. The Incident Control Desk will assign a control number.
  2. The Regional Office should receive the summary of the incident pending the assignment of a control number.
  3. The principal/administrator or designee must immediately call PMA at 1-888-476-2669- to report the injury.
  1. The principal/administrator or designee will complete Form EH-31: Incident Follow-Up Report, using the assigned control number.
  1. This report must be filed within two working days of the incident.
  2. The form must contain specific details of the incident.
  1. The principal/administrator is to distribute Form EH-31 as follows:
  1. Network Office
  2. Security Operations
  3. Law Department
  4. Office of School Services
  5. Office of Risk Management
  6. School or Administrative Office where incident occurred
  7. Employee
  1. If additional information is obtained after the original EH-31 has been filed, it is to be reported on a Form EH-31 using the same control number (copies must be sent to the same offices listed in VII. above).

Regulations Concerning Third Party Administration And Medical Provider Panel        

Effective July 1, 2009, The School District of Philadelphia’s workers’ compensation third party administrator is PMA Management Corp located in Blue Bell PA. In addition, the School District’s medical provider panels are changed effective that date. Procedures remain the same as outlined below:

  1. To claim a work-related injury, you must report your injury to the principal, administrator or principal’s designee.
  2. The principal, administrator or principal’s designee must, in accordance with District policy, contact the Incident Report Desk, complete an incident report and call PMA to report your injury.
  3. Medical treatment is to be sought from the District’s medical panel provider listing.

The Health Care Providers List is available at your work location and should be posted in administrative offices, faculty lounges, employee bulletin BOEs, and first aid stations.

If continued treatment is required, you must use one of the School District’s Designated Panel Providers for the ninety (90) days following your first visit.

If you wish to transfer care from one District medical panel provider to a second or if you wish to seek a second opinion while treating in the first ninety days, PMA is to be contacted and advised of all alternative medical care.

If you treat with a Health Care Provider not on the Designated Panels during these ninety (90) days, the School District is not responsible to pay those costs.

If after ninety (90) days continued treatment is needed, such treatment may be with the Health Care Provider of your choice. However, you must notify PMA, within five (5) days of your first visit with the alternate health care provider, or your medical bill payment may be denied.

Both at time of hire and when you claim a work-related injury, you must acknowledge receipt of the “Employer’s/Employee’s Rights/Obligations” letter that is available at your work location. A copy of this form is included in section 6.4 for reference. This form must be completed, signed, and returned to the Office of Risk Management at the above address.

Inquiries concerning workers’ compensation claims should be addressed to: PMA Management Corp.; 380 Sentry Parkway, Blue Bell PA 19422.

Fraud Provisions—Pennsylvania Workers’ Compensation Act

If it is determined that an employee knowingly and intentionally commits fraud in the filing/pursuit of a workers’ compensation claim, as defined under Section 1102 (1) through (12), they shall be subject to:

The School District has the right to investigate the circumstances of an alleged injury and will pursue false or fabricated claims with all available means at its disposal.

Any information or names of witnesses that would be useful in challenging a claim or uncovering a fraudulent claim should be sent to the confidential attention of the Workers’ Compensation Manager at the Office of Risk Management at the following address.

Office of Risk Management

440 North Broad Street, Suite 325

Philadelphia, PA 19130

Telephone: 215-400-4590 Fax: 215-400-4591

Employer’s/Employee’s Rights/Obligations: 5.1 Policy Statement

The School District of Philadelphia; Employer's/Employee's Rights/Obligations ; Under Section 306 (F.L)(L)(I) of The Pennsylvania Workers' Compensation Act. If you believe that you have been injured while in the course and scope of your employment, you must be aware of the following:

  1. Under this Section of the Act, the employer shall provide payment for all reasonable surgical and medical services, rendered by physicians or other health care providers including an additional opinion when invasive surgery may be necessary, attributable to the work-related injury.
  2.  If the employer has established a list of at least six (6) designated health care providers, four of whom may be a coordinated care organization and no fewer than three of whom shall be physicians, the employee shall be required to visit one of the physicians or health care providers so designated and shall continue to visit the same or another designated physician or health care provider for a period of ninety (90) days from the date of the first visit.
  3. Should invasive surgery for an employee be prescribed by a physician or other health care provider so designated by the employer, the employee shall be permitted to receive an additional opinion from any health care provider of the employee’s own choice.
  1. Note: (A) If the additional opinion differs from the opinion provided by the physician or health care provider so designated by the employer, the employee shall determine which course of treatment to follow provided that the second opinion provides a specific and detailed course of treatment.
  2. Note: (B) If the employee chooses to follow the procedures designated in the second opinion, the procedures shall be performed by one of the physicians or other healthcare providers designated by the employer for a period of ninety (90) days from the date of the visit to the physician or other health care provider of the employee’s own choice.
  1. Should the employee not comply with the above instructions, the employer will be relieved from liability for the payment for the services rendered during the applicable period set forth above.
  2. Following the completion of the ninety (90) day period set forth above, subsequent treatment may be provided by any health care provider of the employee’s own choice, provided that any employee who, following termination of the ninety (90) day period set forth above, is provided treatment from a non-designated health care provider, must notify the employer within five days of the first visit to the health care provider that they have selected.

Note: Failure to notify the employer will relieve the employer from liability for the payment for services rendered prior to the appropriate notice if such services are determined to have been unreasonable or unnecessary.

Employee Acknowledgement

This form must be returned to: The Office of Risk Management ; 440 North Broad Street, Suite 325 ; Philadelphia, PA 19130

Name (Please Print)________________________________ Signature__________________________________

Social Security Number_______________________ Date________________________

I Refuse to Sign this Document. Witness___________________________

8. Separation from Employment

Resignation/Retirement

School District employees who are planning to resign/retire should submit a Retirement/Resignation request in the Oracle ERP system. This request goes directly to Talent so employees should inform their manager. (ERP Help & Resources)

Employees who are planning to resign/retire should also visit the following sites for more information regarding:

Visit Resign/Retirement page

Termination Pay                                                  

Upon separation from service, The School District of Philadelphia compensates employees for their unused personal leave, personal illness and vacation days that remain in an employee’s leave bank. The value of the compensation is determined by either management directive (for non-represented employees) or by collective bargaining agreements (for represented employees). Employees terminating service under the age of 55 will be compensated via a live check. Employees who have reached, or will reach 55 years of age in the year of termination, will be compensated via contribution to a 403b/457b tax sheltered annuity plan.

Leave Adjustments for Termination Pay                                    

Sabbaticals:                                                  Employees approved for sabbatical leave are required to return to service at The School District of Philadelphia at the expiration of their sabbatical leave (except for those employees approved to retire for medical reasons after a Sabbatical for Restoration of Health), and to remain in service for a period of at least equal to the period of leave. Employees who do not fulfill this requirement are not entitled to termination pay. For example: If an employee is granted a six month sabbatical from September 1 through January 31 and terminates service on February 1, they are ineligible for termination pay.If an employee is granted a six month sabbatical from September 1 through January 31 and returns to service February 1 through June 30, they are entitled to receive termination pay.

Proration:                                                    Final year leave entitlements for personal leave, personal illness and vacation days are proportionately reduced based on date of termination. Personal illness and personal leave days are granted September 1. For example: If a 10 month employee terminates before June 30, personal illness and personal leave will be prorated based on the date of termination. If a 12 month employee terminates before August 31, personal illness and personal leave will be prorated based on the date of termination. The employees in these examples will not be entitled to the full year’s worth of leave days.

Over-usage of leave days: If an employee terminates employment before the end of the school year (June 30 for 10 month employees and August 31 for 12 month employees) and has exhausted all available current leave days, an adjustment will be applied to any available leave.For example: In September an employee is credited with 3 personal leave days and 10 personal illness days. The employee terminates service on March 15. The employee has exhausted both their current year’s personal leave and their current year’s personal illness days, but has 14 days of frozen personal leave days. During the term pay process, Payroll will deduct the over usage of personal leave and personal illness days from the available frozen personal leave balance.

Coded unpaid leave days (five (5) or more consecutively) Employee leave days, (personal illness and personal leave) are prorated for every five (5) or more consecutive days of unpaid coded leave (unpaid coded leave consists of F57, F58, F59, F60, F61, F63, F77 and F99).

Wage continuation:Following a wage continuation (Health insurance) absence of six months or more, an employee’s vacation allotment will be reduced by an amount equal to the employee’s normal vacation allotment for each month of absence (11 or more days count as a month).

Personal leave will be reduced for every 22 days of wage continuation used during the employee's tenure with the school district. For 12 month employees 0.25 personal leave days will be deducted for every 22 days used, for 10 month employees, 0.3 personal leave days will be deducted for every 22 days used.Example 1: If a 10 month employee is out on wage continuation 0.3 will be deducted for every 22 days of absence. For this example, said employee used 328 days of wage continuation during their tenure with the School District. We calculate 328/22 = 14 * .30 = 4.2 personal leave days deducted.

Active employees who previously terminated service but did not receive termination pay will have a personal leave and vacation leave (if applicable) deduction for wage continuation usage during their previous termination period. Example 2: If an active employee used 244 days of wage continuation before terminating in 2009, never received termination pay and returned to work in 2011, personal leave will be deducted for the period worked up to the 2009 termination date. If those 244 days occurred over a consecutive six months or more, the employee’s vacation balance will be reduced accordingly.

For additional information on wage continuation requirements please contact our Health Services department at 215-400-4660.

Worker’s Compensation                                              

Following a worker’s compensation absence of six months or more, an employee’s vacation allotment will be reduced by an amount equal to the employee’s normal vacation allotment for each month of absence (11 or more days count as a month).

Example 3: If a twelve month employee is out on worker’s compensation for 6 months or more (from May through December, eight months) they would lose vacation accrual for that period of absence. For this example said employee accruals 1.25 days of vacation monthly. We calculate 1.25 * 8 = 10 days of vacation deducted.

Active employees who previously terminated service but did not receive termination pay will have a vacation leave deduction for wage continuation usage during their previous termination period.Example 4: If an active 12 month employee used 9 months of worker’s compensation before terminating in 2009, never received termination pay and returned to work in 2011, vacation leave will be deducted for that occurrence of 6 months or more of worker’s compensation usage during the period worked up to the 2009 termination date.

For additional information on worker’s compensation requirements please contact our Worker’s Compensation department at 215-400-4590.

Unemployment

The Unemployment Compensation (UC) Department at the SDP is responsible for responding to all unemployment benefit claims, and attending all necessary hearings filed by a current or previous employee of the SDP. The UC department reviews each case with integrity and sensitivity, and submits all supporting documents to Pennsylvania’s (PA) Unemployment Department.

The SDP does not determine the results of a claim or a hearing, nor can the SDP assist claimants (those who apply for unemployment) with applying. Questions about turnaround time, what documents were submitted by the SDP and next steps should be directed to the PA Unemployment Department.

9. Key Contacts and Resources                                        

Collective Bargaining Units

Union

Contact

CASA-Commonwealth Association of School Administrators

www.casa502.org

855 N. Broad Street Philadelphia, PA 19123

Contact Office: 215-236-7222 | Fax: 215-236-9230

Local 634-School Cafeteria Employees, UniteHere

www.unitehere.org

1415 N. Broad Street, Suite 219, Philadelphia, PA 19122

215-440-0245 Fax: 215-440-0376

Local 634

400 Franklin Avenue, Suite 135 Phoenixville, PA 19460

Legal Fund: 215-656-3600 | Health and Welfare: 215-483-6000

 

8400 Bustleton Avenue, Suite 300

215-342-3300 | Fax: 215-342-0300

PFT-Philadelphia Federation of Teachers

 www.pft.org

1816 Chestnut Street, Philadelphia, PA 19103

215-587-6738

Legal Services Fund: 215-972-0942 | Health and Welfare: 215-561-2722

SEIU Local 32BJ District 1201—Service Employees International Union

www.phillyunions.com/seiu1201

455 N 5th Street, Philadelphia, PA 19103-5605;

215-923-5488

Medical: 877-605-8300

Health and Welfare: 215-627-9220 | Fax: 215-627-9250

Legal: 215-627-7358 | Fax: 215-923-5534

SPAP-School Police Association of Philadelphia

855 N. Broad Street; Philadelphia, PA 19123

215-236-7222 | Fax: 215-236-9230

10. Employee Acknowledgement of SDP Employee Handbook

The School District of Philadelphia Employee Handbook describes important information about the District. It is not a comprehensive document. I understand that I will also access the SDP Website for important information.

Each year, the employee will receive and acknowledge the Employee Handbook. I understand and acknowledge that there may be changes to the information, expectations, and benefits in the Handbook. I understand that The School District of Philadelphia may add new language to the Handbook as well as replace, change, or cancel existing language

 I understand that Handbook changes can only be authorized by the District Administrator or Board of Education.

I understand and acknowledge that this Handbook is not a contract of employment or legal document. I understand and acknowledge that the Handbook does not alter my employment status or guarantee employment for any definite period of time. I have received the Handbook and I understand that it is my responsibility to read and follow the expectations

contained in this Handbook and any future changes made to them.

Employee’s Name (Printed): _____________________________________________________________

Employee’s Signature: ___________________________________________________________________

Date: ____________________________________________________________________________________