1. Smart Card System Training
The New York City Department of Education
Office of Auditor General

2. Agenda Smart Card System Overview Checking Substitute Eligibility
Next Steps /

3. Project Objectives
Introduce more secure security measures: Smart Card with embedded personal information including photo
Facilitate current eligibility check (Employment Eligibility System)
Enable school to perform eligibility check on a daily basis, even if mainframe connection is not working
Partial update to per diem payroll /

4. System Overview Card Issuance to Substitutes
School PC to Check Eligibility by Reading Smart Card
Sharing Data with Office of Personnel Investigation (OPI) /

5. System Flowchart Card Issuance Local School Eligibility Data BOE
Central
Employment
Eligibility
Eligibility Data
Daily Scans
OPI Monitoring
Reports /

6. PC Components /

7. Card Issuance to Substitutes
Substitute teachers will be issued Smart Cards
Smart cards more durable, more secure
Cards include SSN, name, photo, encrypted check codes on chip
Smart Cards issued at Smart Card Photo ID Unit, 65 Court St., Rm. 218,
Substitute brings photo identification and letter from school. Sample letter is at: /

8. Smart Card Layout photo name title/description chip district card ID
date issued
signature strip /

9. Sharing Data with OPI
Daily Eligibility updates automatically sent to PC
OPI monitors school activity to identify system problems
OPI available for help -
Call /

10. System Functionality Card Scan Alternative “Scan” Scenarios
Criteria for Eligibility Check
Fingerprint, License, Problem & Status Code
System Response – Eligible / Ineligible
Information Transfer/Storage
School-Based Reporting /

11. Smart Card System / Reader
Card insertion into card reader starts eligibility check
Office applications/ATS run concurrently with smart card program
Smart card application should be started after PC is powered on
Backup staff in every school to ensure card and system usage /

12. Inserting the Card Front of card/reader
Hold the card at the end with the photo and make sure the photo is facing you.
Front of
card/reader /

13. Inserting the Card
If card inserted correctly, blinking green light will turn solid green.
Do not remove card from card reader until photo appears on screen. /

14. Criteria for Eligibility Check
The system checks:
Problem Code
Fingerprint Status
Status Code
License Code /

15. System Response
If substitute has passed eligibility check, you must check that the cardholder matches photo. If no match, click Visual Rejection. /

16. System Response
Eligibility check fails if violation exists, or if information is missing, data does not match, SSN already validated, card expired, etc. /

17. System Response
If substitute has already success-fully checked in for the day and another attempt is made to scan card, a yellow box appears. /

18. System Response
If performing EE inquiry eligibility check, the background is purple. Substitute may not teach based on inquiry only. /

19. Accomplishments
Installed in approximately 500 selected schools using existing PCs
Performs over 1000 eligibility scans for substitute teachers daily
Caused several ineligible substitute teachers to be prevented from working, including some who were just cited for inflicting corporal punishment
Generates payroll record in Per Diem Payroll system for scanned substitute
OPI Smart Card Unit has issued 5,000 Smart Cards & 40,000 Photo IDs & taken 90,000 photos /

20. Next Steps To arrange school Installation:
Minimum PC Requirements:
Pentium Processor with CD-ROM Drive
Operating System: Windows 95, 98, 2000 or XP
32 megabytes memory / Mainframe Access using PCOMM
Complete Site Survey Form at
FAX to Joe Fryd at (718) /