HCPS 411 Update

March 26, 2020

10-Month and 11-Month Employees' Duty Days Resume Monday, March 30, 2020

At the direction of the Superintendent, all 10-month and 11-month employees will be expected to be available to work effective Monday, March 30, 2020. This group of employees will remain at home for their duty day until given further direction by their supervisor. If any employee is unavailable to return to work, they will need to submit a leave request to the appropriate supervisor. Effective March 30, the days employees are expected to be available for work will be contractual duty days under the collective bargaining agreements.

Employee Compensation During the COVID-19 School System Closure

This information describes pay practices that began when schools were closed beginning March 16, 2020 and going forward until further notice.


Twelve-month employees


- Employees were instructed to work from home beginning March 17, 2020.

- Employees received a paycheck on March 20, 2020 for 2-full weeks, for the pay period ending March 20, 2020, which included the first week of the school closure. Non-exempt employees called into a worksite, for example custodial employees, payroll employees and other office employees, have received premium pay through March 27, 2020.

- Beginning Monday, March 30, 2020, non-exempt employees who are required to report to a worksite will receive their normal rate of compensation. All other 12-month employees will continue to receive their normal compensation during the identified time period.

- While at home, all employees must be on-call and available during normal work hours for communication and performing work duties as required.

- Employees who are not available for duty may request leave (sick, vacation, personal business as appropriate).


Ten- and eleven-month employees


- Employees received a paycheck on March 20, 2020 for 2-full weeks, for the pay period ending March 20, 2020 and including the first week of the school closure.

- Employees were instructed not to work the past two weeks because these days were not considered contractual duty days. Effective Monday, March 30, 2020, 10-month and 11-month employees will return to work. Employees will remain at home until given further direction from their supervisor about duties to be performed. These days will be counted as regular and contractual duty days.

- Through March 27, 2020, employees called into a worksite, for example Food Service Managers, had received additional compensation (commensurate with summer pay guidelines) while the workday was not considered a regular and contractual duty day.

- Effective Monday, March 30, 2020, workdays will resume as regular and contractual duty days. All 10-month and 11-month employees will continue to receive their normal compensation.

- Employees who are not available for duty may request leave (sick and personal business leave as appropriate).


Other employees (employees paid for actual hours worked following the end of a pay period)


- For the March 20, 2020 paycheck: Employees received a paycheck for all hours worked between February 24 to March 6.


- For the April 3, 2020 paycheck: Employees will receive a paycheck for all hours worked in the first week of the pay period (March 9 – March 13). The school system was closed during the second week of the pay period and compensation varied based on the work group. The compensation for the second week of the pay period (March 16 – March 20) is detailed below:


  • Daily substitutes: No compensation in week two. These intermittent employees may be eligible for unemployment benefits.
  • Per-diem staff (e.g. food service workers): In week two employees will receive courtesy pay, calculated based on the average hours worked over the previous four pay periods (8 weeks). If called in to work in week two, employees will receive additional premium pay.
  • Long Term Substitutes/Home Teacher Employees: In week two employees will receive courtesy pay, calculated based on the average hours worked over the previous four pay periods (8 weeks).
  • Professional Staff < .5 FTE (e.g. .4 nurses, grant-related positions in schools and/or central offices): In week two employees will receive courtesy pay, calculated based on the average hours worked over the previous four pay periods (8 weeks).
  • Retirees/other: No compensation in week two unless called in to work.


- For the April 17, 2020 and subsequent paychecks until school reopens: Pay practices continue as defined during week two of the April 3, 2020 paycheck, subject to the changes detailed below:


  • Per-diem staff: Beginning Monday, March 30, 2020, employees will continue to receive compensation based on the employee’s regularly scheduled hours established prior to the system closure. In the event an employee is unable to fulfill a given assignment, compensation will be adjusted accordingly.
  • Long Term Substitutes/Home Teacher Employees: Beginning Monday March 30, 2020, employees will receive the daily rate of compensation for days worked.
  • Professional Staff < .5 FTE: Beginning Monday March 30, 2020, employees will receive the rate of compensation for hours worked.
  • Retirees/other: Beginning Monday March 30, 2020, employees will receive the rate of compensation for hours worked.


Extra Duty Pay Stipends


- (e.g. coaches, band director, etc.): Compensation is given as a lump sum at the end of the season/activity and will be paid if actual hours were worked.

An Important Message From Student Support Services

As we continue to be away from our buildings and our students from school, we may encounter situations where we become aware of a student in crisis. If you are directly contacted by a student in crisis, or are made aware by some other means, please contact your building principal/supervisor immediately. You should call 9-1-1 if you know the location of the student or cannot get a hold of your principal/supervisor. The proper next steps will be taken to alert the family and any agency that may need to get involved. It is vital that we share this information in a timely manner. Thank you for your assistance with this. Take care of yourselves and others.

Reminder: Parent/Guardian Access to New Recommended Learning Experiences

With the release of new Recommended Learning Experiences today, a reminder about how parents/guardians can access the materials electronically:


  1. Visit www.hcps.org
  2. Click the COVID-19 icon in the top left corner of the homepage
  3. Click ‘Out-of-School’ Curriculum Materials
  4. Enter your child’s Student ID (required)
  5. Enter your Email
  6. Click the ‘Obtain Continuity of Learning Resources’ link
  7. Select the appropriate grade level resource for your child


We have attached a document with a graphic outlining the steps for electronic access that you may find helpful to share with your school community.


Parents/guardians needing help getting their child’s Student ID should email User.Support@hcps.org.

CareFirst Coronavirus Resource Center Link

All staff are encouraged to view and utilize the resources provided below from our partners at CareFirst:


https://individual.carefirst.com/individuals-families/about-us/coronavirus-resource-center.page

Voluntary Transfer Process

During this time of closure, school administrators may choose to continue to work through the voluntary transfer process for any known and/or anticipated vacancies for the 2020-2021 school year. Employees who are being considered for a voluntary transfer may be contacted via email and/or phone during this closure period to discuss interview opportunities. During the closure period, any interviews offered will either be completed remotely via phone or through other remote options. Employees who accessed the voluntary transfer process should continue to monitor HCPS email and/or phone messages regularly in the event an administrator is attempting to schedule an interview. Please note that not all school administrators may choose to complete voluntary transfer interviews during this closure period. Questions regarding this information should be directed to Ben Richardson at Benjamin.Richardson2@hcps.org or Donna Dean at Donna.Dean2@hcps.org.

Service Recognition Dinner Announcement

After careful consideration of all factors, including the health and safety of our staff and their families, regretfully we have decided to cancel the Service Recognition Dinner which was scheduled for May 6, 2020. Employees who were scheduled to be recognized for a 30-year and/or 40-year recognition this year will be invited to attend the 2020–2021 service recognition event, should the venue’s capacity permit.


Any honorees who have already submitted payment for a guest to attend this year’s dinner will be reimbursed by HCPS by the end of the school year.


We are continuing to work with MTM Recognition, the vendor for the gift you have or will select in recognition of your milestone of service, to ensure timely delivery before the end of the school year.


If you were identified earlier this year as being recognized as a 10, 20, 30 or 40-year staff member and you have not selected your service recognition gift, please refer to the email you received earlier from MTM Recognition. If you are unable to locate that email, directions to select your gift are provided below:


To select your gift, you may:


• Place your order online via the website: http://awards.mtmrecognition.com/hcps

• Place your order by calling Customer Service: 1-800-898-5945

(*Please note that your employee ID number XXXXX will serve as your password when placing your order online.)


If you have any questions regarding product information, please contact Customer Service at the number provided above. If a gift is discontinued, it will be replaced with an item of like quality and value.


Please place your gift order by April 24, 2020. After April 24, the catalog site may no longer be available for you to make a selection.


Congratulations on receiving this recognition. Your dedication and commitment mean so much, particularly during this trying time.

Building A Better Tomorrow

Your Lincoln Retirement Consultants are prepared to continue providing personalized consultations to all plan participants via virtual appointments scheduled through the Click2Meet scheduling tool. Remember that the scheduling tool is available to set up appointments and the virtual option is also available. Click here for more information and to meet our current representatives. Please note that Shesly Gouraige is no longer in his current position with Lincoln.

2020 Census Reminder

The 2020 Census count has begun, and it is very important for everyone in Harford County to participate. The census affects our representation at all levels of government and determines how billions of dollars in federal funds are spent, supporting schools, hospitals, fire companies and other vital services. It also supports agencies when sending support to our county residents in times of emergencies. These funds directly impact the quality of life for everyone. It only takes 10 minutes to help shape the future!


Let’s get counted today: www.my2020Census.gov or 1-844-330-2020.

Shout Out!

"I would like to give a shout out to the Senior Staff. As we all are uncertain what the next steps are, the Senior Staff has kept us informed and has been as transparent as possible. I appreciate all the behind-the-scenes work that is being done. Much respect to Dr. Bulson, Senior Leadership, and all the others who are ensuring what is best for HCPS.


I would also like to give a shout out to the Content Supervisors for pulling together tasks to keep our scholars academically fit. This was very appreciated by Havre de Grace Elementary School Staff."


- Ron Wooden, Principal of Havre de Grace Elementary School

Office of Communications and Family Outreach

Editor: Lindsay Bilodeau, communications specialist


To submit an HCPS Shout Out or recognize a colleague in the Spotlight on Customer Service, please email the information and photo (if available) to HCPS.411@hcps.org.