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DAILY UPDATE #24 -- 4/16/2020
- AASD OFFICE CLOSURE
AASD will be sending out a Daily Update, Monday-Friday, throughout the school closure period. The Weekly Update will continue as usual on Thursdays with the typical news and information for AASD members. The AASD Office will remain closed during the period of time the schools/district are closed. AASD staff will be working remotely and can be reached at the contact information at the end of this Update.
AASD has created a Google Form for AASD Members to report issues, questions or concerns regarding work-related issues and the COVID-19 virus. Any issues, questions or concerns submitted via the Google form will be shared daily with the District. AASD will then share the answers to issues, questions or concerns submitted as those answers are received from the district. You may also share your gratitude for another AASD member, district personnel, etc. via the same link.
The link to share issues/questions/concerns/gratitude is:
https://docs.google.com/forms/d/e/1FAIpQLSeVSsqBQSHboCdgqbnpaucUY--DHKjosG8MAmRuCxawzB4blg/viewform?usp=sf_link
Please do not share this link outside of AASD membership (classified and certificated management/supervisors). The link will be active until this crisis is over. PLEASE CHECK THE DISTRICT’S WEBSITE TO ENSURE YOUR ISSUE/QUESTION/ CONCERN HAS NOT ALREADY BEEN ADDRESSED THERE.
NOTE: All previous AASD Daily Updates and Weekly Updates are located on the AASD Website www.aasdcs.org if you need to refer back to them for information.
- Q and A (Thursday, April 16, 2020) (Questions were submitted by AASD members; the answers are from the District. AASD publishes the answers as they are received from the District.)
Q -- No answers have been given about report cards from this latest grading period. What are we doing?
A -- AR 5121.1 Grades-Evaluation of Student Achievement During Emergency Closures and E 5121.1 Emergency Waiver have been posted to the district webpage at https://www.sandiegounified.org/policies-procedures
- SPECIAL GRATITUDE
If an AASD member has a department or individual that deserves special recognition during this time of crisis, please use the link above for reporting issues/questions/concerns/gratitude to show your gratitude for the department or individual. AASD will publish that special thanks in our next Daily Update.
- DISTRICT COMMUNICATIONS
The following information was sent out today to Timekeepers from Payroll. For AASD members who have been required to physically report to a site since March 19, please keep track of the hours physically onsite and work with your supervisor and timekeeping to ensure those hours are paid at the negotiated rate of time and a half.
Hello Timekeepers,
As we continue to work through bargained agreements and policies and procedures regarding everything payroll and the district closure, we wanted to provide some updated information to you regarding reporting hours and absences for our monthly salaried employees and substitutes. First, we know how difficult this transition has been as it has been just as difficult for those of us supporting you. We will continue to work to provide answers to your questions as soon as we can. There have been delays in doing just that as we must have accurate answers before we can provide them and that has been a challenge to get to. That said, below are some additional pieces of information since the last correspondence we had with you on March 20 which is also included below. The conditions in that March 20 notice remain in force. We are working with our payroll specialists at the same time we are working with you on all of this. Please continue to work with them on individual questions and we will do our best to keep finding answers.
Bargained Agreements (all agreements are available on the Labor Relations web site on the Staff Portal)
- SDEA MOU Impacts and Effects of COVID-19 Pandemic Signed 3/23/2020 (SDEA MOU Impacts andEffects of COVID-19 Pandemic
This agreement outlines compensation, benefits and leave during the closure.
- SDEA MOU Distance Learning Due to School Closures During COVID-19 Pandemic Signed 4/2/2020 (SDEA MOU Distance Learning Due to School Closures)
This agreement speaks to how the parties will operate while distance learning is in force. Please review this agreement in its entirety. Pay special attention to language included in Section 4. Workday and Hours and Section 9. Compensation Evaluation.
- CSEA MOU Impacts and Effects of COVID-19 Pandemic Signed 4/2/2020 (CSEA Impacts and Effects of COVID-19 Pandemic)
This agreement outlines several things including paying unit members and leave provisions associated with HR 6201, The Families First Coronavirus Response Act enacted into law on March 18.
- AASD MOUs Impacts and Effects of COVID-19 Pandemic signed 4/9/2020 for both Classified and Certificated Bargaining Units (AASD Certificated MOU; AASD Classified MOU).
These agreements outline several things including paying unit members and leave provisions associated with HR 6201, The Families First Coronavirus Response Act enacted into law on March 18.
- POA MOU Impacts and Effects of COVID-19 Pandemic signed 4/9/2020 (POA MOU Impacts and Effects of COVID-19 Pandemic)
Sick Leave for all Monthly/Salaried Employees: The direction provided in the notice on March 20 remains in force. Please continue to use the alternative sick leave code described in that notice, 19 SLC, for employee illnesses. This code should also be used for the conditions described in the CSEA, AASD and POA agreements included above as it relates to HR 6201. Please review those sections carefully.
Hazard Pay for Employees Required to Report to a School Site/Department and/or Employees who are Required to Come into Contact with the Public Paid at One and a Half (1.5) Times their Standard Rate of Pay: This will be a new reporting requirement for timekeepers using new Time Reporting Codes. The Codes are shown below (being added to PeopleSoft HCM today). This type of pay will need to be reported in hours based on only the number of hours that an employee is required to report to a school site/department and/or who are required to come into contact with the public/other employees. Attached to this message is a chart that provides examples of how to report this time. Please make sure you are reporting this type of pay on the appropriate job record for the assignment that meets these conditions. There is no separate account string to be used for this. Finance will be making expense transfers following payroll transactions.
We know this is not an easy task especially going back to March 16. My best advice to all of you is to develop a tracking mechanism in coordination with your supervisor. I would recommend keeping something as simple as an Excel spreadsheet that documents the employee, the dates worked, the hours that were required to worked at a site or department and document the supervisory approval on that spreadsheet. This should be maintained by each site as an auditable back-up document. You should also be using the comments field on the timesheet more than you ever have before.
Use for |
Time Reporting Code |
Short Desc |
Description |
Earnings Code |
Short Desc |
Description |
| Regular Salaried Hours and Additional Straight Time |
HZ19 |
HZD PAY |
L - CVD19 HZD PAY (.50) |
HZP |
HZD PAY |
L - CVD19 HZD PAY (.50) |
| Double Time OT 2.0 |
HZ19D |
HZD OTD |
L - CVD19 HZD/OTD (1.0) |
HZD |
HZD OTD |
L - CVD19 HZD/OTD (1.0) |
| Time and a Half OT 1.5 |
HZ19O |
HZD OTH |
L - CVD19 HZD/OT (.75) |
HZO |
HZD OTH |
L - CVD19 HZD/OT (.75) |
| Straight Time OT |
HZ19S |
HZD OTS |
L - CVD19 HZD/OTS (.50) |
HZS |
HZD OTS |
L - CVD19 HZD/OTS (.50) |
Extended Day Units for SDEA Unit members: SDEA unit members will continue to be compensated for any extended day units they were assigned for the 2019-20 school year. Timekeepers should report these units as they normally would have prior to the district closure.
Work During Preparation Periods for SDEA Unit Members Agreed to Prior to the District Closure: Teaches at secondary schools who have reached individual agreements with their administrator prior to the closure of schools on March 16, 2020 to work through their preparation period shall continue to be paid the rate they were previously paid for teaching through their preparation period. Timekeepers should report these hours as they normally would have prior to the district closure.
Certificated and Classified Substitutes in SAMS/SmartFind Express (for questions regarding visiting certificated employees and/or classified substitute assignments, please contact the SAMS Help Desk) :
- Please do not change the data entries for Classified or Visiting Teachers/ Certificated substitutes in SAMS or Time & Labor for the period of March 16-27, 2020. Human Resource Services Division verified and confirmed all jobs in SAMS for the time period of March 16 through March 27, 2020 that were in the substitute management system as of 5:00 p.m. March 13, 2020. Payment for Visiting Teachers/Certificated employees during this period was made based on the agreement reached between the district and SDEA. Classified substitutes who had a confirmed job in the substitute management system as of 5:00 p.m. on March 13, 2020 and all additional scheduled and confirmed jobs received full pay for those assignment(s).
- Site timekeeping procedures will return to normal effective April 6, 2020. Meaning, sites must verify hours for visiting certificated employees and classified substitutes for all confirmed jobs in SAMS. The classified substitute assignments entered into the system as of 5:00pm on March 13, 2020 and were to be worked beginning April 6, 2020 through the end of the traditional school year should not be cancelled. Those jobs have been guaranteed to be paid to those substitutes who had accepted those jobs in good faith. Please do not cancel these assignments. Please confirm and verify these assignments using the normal timekeeping procedures.
- If your site uses a substitute between April 6, 2020 and the end of the year, and that job is not already in the SAMS system, you will need to enter those jobs.
You will confirm and verify all jobs that occur from April 6, 2020 to the end of the year using the normal timekeeping procedures.
- Substitute and Visiting Certificated Employee Pay Rates:
- Classified pay for classified substitute assignments will follow the regular rate of pay for the classification of the confirmed assignment(s).
- Certificated pay for certificated visiting teachers/ certificated substitutes/ certificated retiree assignments will follow the rates outlined in Appendix D, Section 2.00, 3.00, 7.00 and 8.00.
- WELLNESS OPPORTUNITY VIA THE VEBA RESOURCE CENTER
VEBA is offering virtual classes right now. This is an opportunity to continue what sites or departments may have started prior to COVID-19 (perhaps your site was doing a group yoga, etc.) and provide wellness resources to your staff and co-workers! The minimum participation is six individuals. Continue what you may have started or get six of your colleagues together and do a virtual class through VEBA. Sign up via this link https://caschoolsveba.wufoo.com/forms/z1aab3fh0adnt7u/
- DISTRICT WEBSITE
For your convenience, the District has created a list of Frequently Asked Questions. To access that list, click the link https://sites.google.com/sandi.net/covid19/staff-info
- AASD CONTACT INFORMATION DURING THE DISTRICT CLOSURE
Executive Director, Donis Coronel -- donis@aasdcs.org 619-813-8792
Office Manager, Linda Crout-Hamel -- linda@aasdcs.org 619-861-2701
Office Clerk, Jim Costello -- jim@aasdcs.org
Please keep informed via the District’s website www.sandi.net, Daily Updates from AASD and via the AASD Website www.aasdcs.org.
Contacts
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