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

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

3. / 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. / 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. / 5 System Flowchart Eligibility Data Daily Scans Local School Local School BOE Central BOE Central Employment Eligibility Employment Eligibility OPI Monitoring Reports OPI Monitoring Reports Card Issuance Card Issuance

6. / 6 PC Components

7. / 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, 718-935-2635 – Substitute brings photo identification and letter from school. Sample letter is at: www.nycenet.edu/offices/dhr/forms2/smartcardRequest.pdf

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

9. / 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 718-935-2635

10. / 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. / 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. / 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.

13. / 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. / 14 Criteria for Eligibility Check The system checks: Problem Code Fingerprint Status Status Code License Code

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

16. / 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. / 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. / 18 System Response If performing EE inquiry eligibility check, the background is purple. Substitute may not teach based on inquiry only.

19. / 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. / 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 – www.nycenet.edu/offices/dhr/forms2/smartcardsitesurvey.pdf www.nycenet.edu/offices/dhr/forms2/smartcardsitesurvey.pdf FAX to Joe Fryd at (718) 935-4375