PERFORMANCE RATINGS IN THE EMPLOYEE INFORMATION SYSTEM AND NEW WEB FORM

1. PERFORMANCE RATINGS IN THE EMPLOYEE INFORMATIONSYSTEM AND NEW WEB FORM MAY 2008 Joel I. Klein, Chancellor

2. TODAY’S PROGRAM • WELCOME PRINCIPALS, PAYROLL SECRETARIES, ISC HR DEPUTIES AND HR PARTNERS • INTRODUCTION TO RATINGS • REVIEW OF PROCESS, SYSTEMS, FORMS AND CODES • RATINGS AT A GLANCE

3. TODAY’S PROGRAM (continued) • SYSTEM DEMONSTRATION • WHERE TO GO FOR HELP • KEY DATES • SURVEY • FAQS

4. ABOUT THE FORMS AND THE SYSTEM • NEW WEB FORM FOR TEACHERS • FORMS FOR OTHER EMPLOYEES • PROCESS • SYSTEM

5. ABOUT THE PROCESS • All instructional employees are rated by their principals • Employees receive an overall summary rating of Satisfactory, Unsatisfactory or Doubtful • Performance Rating forms are required for all Employees • The new Web Form will be used for teachers • Paper Forms will be used for all other instructional employees • Overall ratings are entered into the Employee Information System.

6. WHAT YOU WILL LEARN TODAY • How to process and approve ratings for annualized instructional employees in EIS 7.2.2 includes: (Supervisors, Teachers, Annualized Substitute Teachers, School Secretaries, Guidance Counselors, Social Workers, Laboratory Specialists and Psychologists) How to process and approve substitutes in EIS 7.2.7 (Per Diem Substitute Teachers) • How to process and approve principals in EIS 7.2.6 (For ISC HR Deputies and Partners)

7. GETTING STARTED CHECK LIST • RATINGS AT A GLANCE • FORMS • EIS CODES • SECURITY • EQUIPMENT • PERFORMANCE RATING DECISIONS • KEY DATES • WHERE TO GO FOR HELP

8. RATINGS AT A GLANCE PERFORMANCE RATING FORMS • NEW WEB FORM • All Annualized Teachers And Annualized Annual Professional Performance Review and Report • Substitute Teachers on Probationary Service of Pedagogical  Employee • (BE/DOP 9955B) • TRADITIONAL FORMS • Per Diem Substitute Teachers Annual Professional Performance Review and Report • Laboratory Specialists on Probationary Service of Pedagogical  Employee • (BE/DOP 9955B) • Supervisors Pedagogical Supervisory Personnel Report • Guidance Counselors Annual Professional Performance Review and Report • on Probationary Service of Guidance Counselors • (BE/DOP 9955C) • School Social Workers Annual Professional Performance Review and Report on • Psychologists Probationary Service of School Based Support Team • Speech Improvement Members. • (BE/DOP 9955D) • School Secretaries Annual Professional Performance Review and Report • on Probationary Service of School Secretary (BE/DOP 9955A) Page 7

9. RATINGS AT A GLANCE EMPLOYEE INFORMATION SYSTEM OPTIONS AND CODES OPTIONS Rated EmployeesEIS OptionSystem Users Annualized Instructional employees 7.2.2 School Secretaries/Principals Per Diem Substitutes 7.2.7 School Secretaries/Principals Principals 7.2.6 ISC HR Deputies/HR Partners Rating codesRating Reason Codes S Satisfactory AT Attendance Problems U Unsatisfactory LA Lateness C Not ratable PE Personal and For annualized instructionals only Professional Qualities (on leave/other) M Not ratable PG Pupil Guidance and For per diem substitutes only Instructional D Doubtful CS Classroom and Shop For first year regularly appointed probationers only Management N System Populated Reassigned PS Participant in School/ and Teachers (No school override permitted) Community Activities OT Other (comments) CODES Page 8

10. RATINGS FAQs Q. Why do school secretaries and principals require individualized access to EIS System? A: The secretary can post rating entries into EIS. Principals have a different level of security which allows them to approve the list. A list is not considered an official submission until the principal has approved it. Q. Where do school personnel go for assistance with security? A: Contact the Application Data Support Group at the Integrated Service Center. Q. Will performance rating labels be used this year? A: No. Rating labels are not necessary as the new web form for teachers now contains this information. Labels are no longer produced. Q. Which employees are rated in EIS? A: All annualized instructional employees who appear on your schools’ EIS Table of Organization. This includes principals, teachers, school psychologists, guidance counselors and social workers, school secretaries. Per Diem Substitute Teachers are also rated in EIS. Q. How do I prepare forms for employees for whom there are no labels, e.g. guidance counselors, school social workers, principals, school psychologists. A: Obtain the required paper performance rating form. Complete the personnel section manually, including the employee's lateness and absence. Access the forms on the link mentioned earlier. Q. When will the EIS system and the Web be available to schools? A: The system will be available to schools on Thursday, May 22nd. The Web form will be available on Monday, June 2nd . Q. Will the EIS system allow the schools to print a summary of ratings for all staff in the schools? A: Yes

11. POLL QUESTIONS

38. USER: LRODRIG N.Y.C. PUBLIC SCHOOLS - EMPLOYEE INFORMATION SYSTEM EI1MAS1 04/29 16:57 MAINTAIN EMPLOYEE RATING MENU OPTION DESCRIPTION ====== ============================================= 1 PARAPROFESSIONAL RATING 2 SCHOOL RATING LIST FOR INSTRUCTIONAL STAFF 3 EMPLOYEE RATING FOR INSTRUCTIONAL STAFF 4 RATING HISTORY FOR INSTRUCTIONAL STAFF 5 STATUS REPORT OF SCHOOL RATINGS 6 RATING LIST FOR PRINCIPALS 7 SCHOOL RATING LIST FOR SUBSTITUTE TEACHERS 8 RATING HISTORY FOR SUBSTITUTE TEACHERS 9 STATUS REPORT OF SCHOOL RATINGS (SUB TCHRS) ENTER OPTION ==> 7 F1/HELP F3,F12/PREV MENU

39. USER: LRODRIG NYC PUBLIC SCHOOLS EMPLOYEE INFORMATION SYSTEM EI1MD11 04/22 10:35 SCHOOL RATING LIST FOR SUBSTITUTE TEACHERS PAGE 1 ORG UNIT : 20K104 SCHOOL NAME: PS / IS 104 THE FORT HAMILTONFASTPATH: FISCAL YR : 2008 FINAL APPROVAL DATE: 06 / 30 / 08 (EMPLOYEES WITH ALL RATINGS DISPLAYED) S EIS-ID NAME DAYS WRKED PC DESCRIPTION RT - ------------- ---- ------------------- ---------------------- -- -------------------- - 0059672 ASTON JELANIE J 35 0059673 DEMARTINO VANNA V 23 0059674 FRAKES BETHANY B 22 0059675 GETZ MELIZA M 20 0059676 MAK ESTEBAN E 19 0059677 PEPITO ELIZA E 19 0059678 REDA FIONA F 15 0059679 REILLY MINA M 9 0059680 SCOTT TAVIKA T 8 0059680 SHAF ZABIA Z 8 VIEW EMPLOYEES BY RATING: F9/NOT RATABLE F11/UNSAT - F2/AUTO POPULATE F6/REVERSE APPROVAL QUICK FIND EIS-ID: (MORE DETAILS) F1/HELP F3/PREV MENU F5/PREV SCREEN F7/PG BACK F8/PG FORWARD F12/QUIT

41. SYSTEM DEMONSTRATION • Rating sheets for teachers will be available online starting June 2 • Look for link on Principal Portal or the DOE Intranet • www.nycboe.net/applications • Click on “Human Resources” and look for “Online Rating Form” • This system replaces the label process • Use after rating is entered in EIS

42. Web Form – Login Screen

43. Web Form – Employee List

44. Web Form – Printable Form

45. POLL QUESTIONS

46. KEY DATES MAY THROUGH SEPTEMBER 2008 DATESSCHEDULE May 19 Web Cast May 22 EIS Rating System available for all schools and Integrated Service Centers June 2 Rating Web Form available for school use June 2 through June 20 Rating Web Forms can be printed June 9 All EIS school rating entries must be posted and Principal approved in EIS June 17 CAR and timekeeping events posted prior to June 16th will be displayed on the Web Forms printed on this date June 20 Performance forms/ratings must be issued to employees by this date June 27 Ratings of all school principals posted in EIS by ISC HR Deputies and HR Partners June 30 EIS no longer available for rating entries at the school July 1 through August 30 ISC HR Deputies and HR Partners post rating adjustments in EIS September End of May and June timekeeping and CAR transactions impacting paychecks will be implemented

47. WHERE TO GO FOR HELP SECURITY………………………………………………………………….ISC APPLICATION DATA SUPPORT GROUP HOT LINES Bronx: 718-741-5161 Fax: 718-584-0266 Queens and District 75: 718-391-8169 Fax: 718-391-6886 Manhattan: 212-356-3830 Fax: 212-356-3705 Brooklyn and District 79: 718-935-4402 Fax:718-935-5941 Staten Island: 718-556-8388 Fax: 718-556-8333 Children’s First Network: 718-935-2014 EIS BULLETIN AND ATS MESSAGE BOARDS …………………….UPDATES EIS USAGE INQUIRES……………………………..……….…………..HR CONNECT (718-935-4000) WEB FORM INQUIRIES RECORDED RATINGS WEBCAST……………………………………..http: // www.learningtimes.net/dhrarchives PERFORMANCE RATING POLICIES …….………………………..….ISC HR DEPUTIES/HR PARTNERS AND GUIDELINES BLANK RATING FORMS ……………………………………………..….DEPARTMENT OF EDUCATION INTRANET Look for link on the Principals’ Portal starting June 2

48. RATING FAQs Q. What ‘s new in EIS Ratings for 2008? A: The EIS rating process for the 2007-2008 school year will be similar to that of previous years. In EIS the organization “Region” will be replaced with the organization ”ISC” This year, the teacher rating form will be printed from a new online form application. Q. How do I handle forms for other groups? A: Non-teacher forms will be available at schools, or can be downloaded from the Principals’ Portal. Schools secretaries should manually complete the top section of the form with employee information including CAR balances. If you need to print a blank paper form for regular teachers or per diem teachers follow above process. Q. What do I need to prepare for 2008 Ratings? A: Ensure both the payroll secretary and the principal have access to login to EIS and Outlook. School secretaries and principals should log into EIS to test their access. You will not be able to access the employee ratings screens until ratings open on May 22nd. On this date, the ratings screens will automatically be added to your security access. Q. When must performance rating forms be issued to instructional employees? A: The issuance of performance rating forms to ALL instructional employees must occur between June 17th and June 20th. Q. What do I do if I am having problems signing on to EIS? A: Questions regarding security should be referred to the ISC Application Data Support Group.

49. Q. What will appear in EIS for Instructional Employees who are on a leave of absence? A: Instructional staff who are on a leave of absence will appear on the School Rating List for Instructional Employees (EIS 7.2.2) with the code C. Q. Can I rate an instructional staff member if they are on a leave of absence? A: The Principal has the option of rating an employee who is on a leave of absence. School Secretary selects the employee from the list and enters a rating into the Employee Rating Screen. Q. Can I rate an instructional staff member who appears on the School Rating List for Instructional Staff (EIS 7.2.2) with a code of N? A: Instructional staff who appear with a code of N on the School Rating List for Instructional Employees (EIS 7.2.2) cannot be rated by the school. If you wish to enter a rating for such a staff member, you should email the Office of Salary Services galoia@schools.nyc.gov Q. How do I rate regular substitute teachers? A: Regular annualized substitute teachers should be rated in the same way as regularly appointed teachers. A teacher rating form should be printed out from the Ratings Form online application. Their rating should be entered in EIS 7.2.2 School Rating List for Instructional Employees. Q. How are principals rated? A: Principals are rated using the same process as last year. The Superintendent rates the principal and the HR Deputy at the ISC enters the rating into EIS.

50. Q. Will full time employees who have worked only part of the year at the school, such as transferred employees, appear on the School Rating List for Instructional Employees for my school? A: Employees who transferred during the school year, or employees who work on special programs outside the school from which they are funded, will only be rated at one location for the school year. Principals must work collaboratively to ensure the employee receives the appropriate rating at the responsible location on record. Q. An employee has transferred out of the school, but this change has not been updated in EIS. How do I remove them from the School Rating List for Instructional Employees? A: If an employee’s location has changed, but this change has not been reflected in EIS, the school secretary should contact their ISC HR Deputy Director or HR Partner. Q. Can the school secretary enter and finalize ratings? A: No. Only the principal can finalize school ratings. Q. How can I reverse the approval of the School Rating List for Instructional Employees? A: To reverse the (Principal approved) School Rating List for Instructional Employees, the principal should log into EIS 7.2.2, and select F6 Reverse Approval. When prompted, select F6 Reverse Approval a second time to finalize the reversal. Enter the updated rating information and confirm.