MENTAL HEALTH DEPARTMENT
PROCEDURES AND EXPECTATIONS
You are expected to work the same calendar as the district building(s) to which you are assigned.
Do not report to school in a district that has called a snow day or emergency closing. You must
report to your school if that district is open.
A cumulative record of absences is kept in the Mental Health office. Your attendance is also
printed on the first check of each month. It is a good idea for you to keep track of the illness
days and personal days you use. You can call the payroll office at 383-2251 or 387-3808 with
It is the employee’s responsibility to report any absences to both the Mental Health Department
secretary at 383-2261 and the school(s) to which you are assigned.
Illness days may be used for either yourself or to take care of family members.
You may take a whole day or half day.
Accumulated illness days (sick bank) from previous years may only be used for your own
As much as possible, please schedule medical appointments outside of the school day.
DAYS WITHOUT PAY
Days without pay and compensation time are not permitted unless you have received prior
approval from the District Superintendent. Our “days off” are those designated by the school
districts. The department cannot approve vacation time, with or without pay, when your school
is in session.
PERSONAL BUSINESS DAYS
If you have personal business that must be conducted during school hours, a Personal Business
Day form must be completed and submitted to the Program Coordinator at least 5 days prior.
Personal Business Days may not be used for recreational purposes.
Taking a Personal Business Day the day before or after a holiday may result in the deduction
for one-half’s day’s pay.
Unused personal business days shall be added to accumulated sick days at the end of each
school year, not to exceed 200 days.
When you receive a notice of impending jury duty, please do the following:
Contact the Mental Health office as soon as you receive the notice of jury duty.
Get a receipt from the court stating the number of days you had to report. This receipt must
be turned into the Mental Health secretary in order for you to be paid by BOCES for these
days. You will not collect pay from the court for those days.
LEAVE OF ABSENCE
Should the need arise for you to take an extended leave from your job, you must submit the
request in writing to the Program Coordinator of Mental Health. If it is a medical leave, you
must also have a note from your doctor. In addition, you will need to make an appointment to
meet with Human Resources to work out details; call 383-2221 to set up that appointment. Prior
to return from a medical leave, a physician’s note including any restrictions must be provided.
Worker’s Compensation is a form of insurance (paid for by the employer) that provides medical
care for workers who become disabled because of an injury or sickness related to their job.
What to do if you are injured on the job:
It is very important that any employee injured on the job immediately reports to the BOCES
nurse’s office to fill out an accident report. Call Nurse’s office at the Foreman Center at 383-
After the accident report is filled out, the nurse will give the employee a blue card with
information about our Worker’s Compensation carrier. If the employee needs medical
attention, the doctor or emergency room personnel will require the information on this blue
Absences related to a work injury:
Employees are required to use their sick days to cover the time they are out. If the employee
does not have enough days to cover them, Worker’s Compensation will pay the employee a
portion of their salary.
After the Worker’s Compensation case is closed, the Worker’s Compensation Board informs
BOCES and you are reimbursed for your sick days.
Any questions about Worker’s Compensation should be directed to Margaret Rogers, 383-
The Emergency Information Form should be completed at the beginning of each school year. If
there is a change in home address, phone, emergency contact person, or other pertinent
information, a new emergency sheet should be filled out with the changes and submitted to the
Mental Health Department secretary.
You are responsible to review ALL of the IEPS for the classrooms you are assigned to,
determine which students receive IEP-Mandated mental health services, and create a schedule
accommodating these. Do not rely on summary printouts that the programs may provide you to
determine this information, as it may be incomplete or incorrect. It is also strongly advised that
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you consult with the case manager for each student to double check that you have accurate
Complete a schedule and submit to the Mental Health secretary by September 15th of each school
year. Be as specific as possible to location, time and phone numbers. It is not sufficient to
simply indicate which building you are assigned to for any given day. You must include a
student name(s) with each counseling slot. Whenever there is a significant change in
assignment, please complete a new schedule form and return to the Mental Health Department
Each staff member is expected to attend a mandatory monthly department meeting held at the
discretion of the Mental Health Program Coordinator. The meetings are held to provide
professional growth and to share information. These meetings typically occur the 1st Tuesday of
each month from 2:45 p.m. to 4:00 p.m. in the Foreman Center Board Room.
SUPERVISION AND EVALUATION PROCESS
Please refer to Monroe #1 BOCES Annual Professional Performance Review process and
CONFERENCES and WORKSHOPS
You are encouraged to participate in additional staff development activities such as those offered
through conferences/workshops, district teacher centers, Special Education Training & Resource
Center (SETRC) and the BOCES Staff Development office. Conference monies are used to pay
for registration fees, mileage, thruway/tolls, car rental, lodging, and meals up to the BUP
All staff are eligible to attend conferences and workshops with prior approval from the
department administrator. It is your responsibility to talk with your program principal prior to
requesting conference time to ensure that the program will have adequate mental health coverage
in your absence. Conference requests should be submitted to the Program Coordinator of Mental
Health 4 weeks prior to the conference date. Complete all requested information including the
registration form and Conference Expense Request form. After the conference, your request
form will be sent back to you. Complete the actual expenses, attached all receipts, and sign the
certification statement at the bottom. Return the signed form to the Mental Health secretary at
the Foreman Center. A Conference Report must be completed and submitted to the Mental
Health Department secretary. Please include reprintable materials you received at the conference
that may be helpful to other mental health providers.
You will be reimbursed for travel between work sites. Please follow these procedures:
Mileage may be claimed for travel between two or more schools in the same day or to the
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Mileage is not reimbursed for travel to or from your home, except for conference
attendance, which is submitted on the “Conference Request” form. Conference mileage is
calculated to and from the Foreman Center.
Fill out the mileage form online, sign, and submit mileage sheet to the Mental Health Dept.
secretary at the end of each month.
Mileage checks are issued by the Business Office on the 15th and 30th of each month.
BOCES prohibits the transportation of students in your vehicle.
STUDENT ADMISSIONS AND RECORDS/RELEASE INFORMATION
All requests to send any information contained in the student’s file to the parent/guardian,
school, or other agencies, must be done through the Student Admissions and Records office.
RE-EVALUATIONS, INTAKES, ANNUAL REVIEWS
A reevaluation of the child’s educational disability, programs and services must occur in
written format. This may or may not include formal assessment measures. If you choose to
conduct a record review, classroom observation, teacher rating scale, etc. rather than
standardized measures, this must be submitted in writing before the Annual Review. You
may use assessment results from other sources, i.e. Developmental Units, to substantiate your
written review of handicapping condition, program and services.
All reevaluations must include an updated Social History. This may be gathered through
written parental feedback on the Social History provided, phone conference or other means.
If a Social History is not returned it is the responsibility of the multidisciplinary team to
determine who will gather this information and provide a written summary at the time of the
All parents must be notified of reevaluation results prior to the Annual Review. Even if no
further testing was completed, the results must be shared. This can occur at a team staffing,
parent conference, or phone conference.
All reports must be submitted 4 weeks prior to the reevaluation due date or by the
Annual Review meeting, whichever comes first!
All reports must be submitted to the designated person in the student’s program or school for
distribution. Please send the report as an e-mail attachment (student’s name in the title), or
submit on disc, to Mental Health Department and keep a copy for your records.
If a child is no longer active in the program in which you are assigned, and is due for a re-
evaluation this year, please notify the Mental Health office immediately.
It is the responsibility of the School Psychologist completing each re-evaluation to frequently
check upcoming Annual Review dates with the classroom teacher. They are provided with
this information before the Mental Health Department is notified.
Please remember that we should not be referencing HIV/AIDS, specific confidential medical
information, alleged substance abuse by a specific individual, or involvement with services such
as Child Protective Services on any written reports. Examples of statements that are acceptable
include: “mother reports tumultuous family relationships or family stressors” or “father reports
familial history of substance use.” Any specific statements such as “maternal grandmother is an
alcoholic” will be stricken from the record.
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Written documents are a permanent record of the work provided by Monroe #1 BOCES and you
as a professional. Proof read all your repots to assure accuracy and quality.
Reports for Reevaluation and Annual Review, including psychological reports, counseling
summaries, justifications are to be submitted in accordance with timelines set by the
student’s program or school.
Submit a signed, original report to the individual in the student’s program designated
to receive Annual Review/Reevaluation reports.
e-mail the report to the Mental Health secretary and Mental Health Coordinator.
Keep a copy for your own records.
Intakes: The following information should be gathered during an intake: release of
information, Medicaid reimbursement, permission to videotape, PCP release, emergency care
information, free and reduced lunch and student biographical data. Other program specific
forms may be required, check with the program main office.
Please submit your report as above within one week of intake and send a signed copy
to Student Admissions and Records.
Staff are required to complete monthly Related Service logs online that specify student name,
service delivery and frequency of service.
FUNCTIONAL BEHAVIOR ASSESSMENT/BEHAVIORAL INTERVENTION PLANS
The child’s multidisciplinary team, including Mental Health staff, may develop an FBA/BIP.
Please refer to the Monroe #1 BOCES FBA/BIP Process Guidance Document and Template
Review the Response for Incidents Involving Suicide or Homicidal Individuals, the procedural
flowchart and documentation form.
Monroe #1 BOCES had adopted a “See Something, Say Something” motto for all employees
across the organization. Mental Health professionals, with administration, will lead interventions
for students or staff who may be a risk of harm to self or others. It is the responsibility of all
Mental Health providers to follow the procedural guidelines in responding to a concern for the
safety of any person in the Monroe #1 BOCES community.
TEST MATERIALS INVENTORY
Please complete an inventory form located in the Mental Health office or advise the Mental
Health secretary when signing out any test materials
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All new staff are required to read and sign the BOCES Internet/Electronic Mail User Application
and Agreement form, when utilizing use of the Internet or Lotus Notes. Please return the
completed form to the Mental Health office.
REFERRALS TO CHILD PROTECTIVE SERVICES
You are a mandated reporter for any suspicions of child abuse or neglect. You are asked to
contact the program/building administrator and classroom teacher prior to making a referral.
Referral forms can be obtained from the Mental Health office.
EMPLOYEE ASSISTANCE PROGRAM (EAP)
The EAP provides professional help to employees and eligible family members troubled by
personal concerns. If you (or a family member) experience problems related to alcohol, drugs,
grieving, marital problems, family stress, financial difficulties, or other issues, there is help
available for you. Call the Health Association at 325-2980 for free confidential help.
QUESTIONS TO DIRECT TO THE PAYROLL/PERSONNEL OFFICE:
Employee Health Benefits 383-2251
Verification of Sick Days, etc. 383-2251
General Information 383-2221
Establishing Leaves of Absence (Robin Hyatt) 383-6684
Viewing Personnel Records 383-2251
Teacher Certification 383-2208
Conference, In-service and Tuition 383-2221
TAX SHELTER ANNUITY (TSA)
As an employee of an educational institution, you are in a very select group of taxpayers who are
eligible for a special tax shelter, the Tax Shelter Annuity (TSA) plan. Tax Sheltered Annuities
are special retirement plans for employees of public school systems.
If you are interested in a TSA, you must go through an insurance agent or a financial advisor.
The BOCES Payroll Department will provide you with a list of eligible companies that you may
use if you choose to start a TSA. The payroll office has a Salary Reduction Agreement form that
you will be required to sign.
Membership in the New York State Teacher’s Retirement System is mandatory for all full time
certified staff. Substitute and part time certified staff may elect to join the retirement system.
Application forms for joining the retirement system must be completed by the employee and are
available in the Payroll office. Under current law, any employee who joins a retirement system
after 7/1/76 must contribute 3% of gross salary toward the retirement benefit up to 10 years.
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If an employee leaves school or municipal employment and has at least five (5) years of credited
service (prorated for part-time employees), the employee has vested rights that enable him/her to
receive a retirement benefit at age 62. If an employee does not have five (5) years of credited
service and leaves school or municipal employment, the employee can apply for a refund of the
contributions, with interest, at age 62.
All Monroe #1 BOCES employees and family members are eligible to belong to the Penfield
Federal Credit Union and may use any of its services.
Penfield Federal Credit Union
2520 Browncroft Boulevard
Rochester, N.Y. 14625-1526
Phone: (585) 586-4474
Monroe #1 BOCES
Daniel T. White Polly Patti
District Superintendent Assistant Superintendent for
383-2200 Instructional Programs
Cherie Bikowsky Lory Malinowski
Director of Programs Director of Support Services
Phone 383-2287 Phone 383-2216
Support Services is comprised of many separate departments that work to provide specialized
support to students at Monroe #1 BOCES and in the many surrounding districts:
Department Contact Coordinator
Deaf/ASL Education/Vision Nancy Carr 249-7010
ESOL Scott Johnson 249-7227
Consultant Teacher/Tutoring Services Lisa Burkovich 383-6637
Occupational/Physical Therapy Cheryl Weaver 249-7243
Mental Health/Primary Project William F. Hurley 383-6641
Speech/Language and Audiology Karen McCrossen 419-8164
Support Services Office Support Lisa Pickett 383-2216
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Mental Health Department
The following people can be contacted at the Mental Health Office. You may leave a message
on voice mail 24 hours a day if no one is available. You may also FAX to 383-6446.
William F. Hurley 383-6641 email: email@example.com
Primary Project Supervisor
Lea Duserick 249-7204 email: firstname.lastname@example.org
Jessie York 249-7205 email: email@example.com
Audrey Davis 383-2261 email: firstname.lastname@example.org
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