Summer School Instructional Program ( SSIP )

1. Summer School Instructional Program (SSIP) Staff Selection Tool 2009 User Guide

2. Agenda • Introduction • Important Note from the Office of Labor Relations • Retention Rights Overview • System Overview • System Demonstration • Principal View • HR Partner View

3. Office of Labor Relations • For Summer 2009, principals must hire all retention rights holders in their building for their summer program. We want to give principals’ choice and the ability to hire their own teachers, while creating accountability for performance of teachers in summer programs. • Supervisors need to evaluate and rate teachers in summer programs appropriately. Breaking retention rights is often as simple as one U rated observation. Teachers not performing (U rated) shouldn’t continue to retain retention rights.

4. Office of Labor Relations • Schools that want to reduce the number of instructional hours of their summer program must offer employees other work (e.g. curriculum development, PD, etc) so that they can work up to the number of hours listed on the central posting. This applies to employees with retention rights only.

5. Retention Rights Overview • Criteria for Retention Rights • Applicant must have applied on time • Applicant must have claimed retention rights on their application • Applicant must have been scheduled for the full complement of hours for two consecutive years in the same district

6. Selection Process • Once an offer is extended, applicants automatically receive an email directing them to accept or reject the offer in the system. Once the acceptance or rejection is entered the principal can see the status in the system. The person selected can contact the school to determine where to report for their summer school assignment • If no response is received within five business days, the system will automatically withdraw the offer and the status will be registered in the system. • The Summer School Selection Tool helps you identify candidates that are eligible to receive offers.

7. Support • The HR Partners in the ISCs/CFNs will serve as support to the Principals for problems with the selection tool. Their role will be to assist with: • Retention Rights corrections • Advise of appropriate selection within contractual guidelines • To escalate and resolve other problems • NOTE: Login issues should be forwarded to the SSIP Support Team at ssipsupport@schools.nyc.gov • This link will be displayed by the system if you do not have access • Charles Peeples, HR Director, will serve as a Liaison to the ISC HR Partners and CFN

8. System Overview The selection tool will allow principals to staff their summer school programs and extend offers to people of their choice from the available pool of applicants within the guidelines of the contract There will be three phases in the selection process. Applicants with retention rights must be offered positions first. • Phase 1: Principals can select only retention rights staff from their own school • Phase 2: Principals can select only retention rights staff from their district • Phase 3: Principals can select all applicants from across the city • DHR will determine when it is appropriate to open the release of each phase This pool may include teachers in excess and on leave

9. Accessing the System • System will go live on Thursday, May 21 • System will remain open until all summer school selections have been made • You can access the system from the Principals’ Portal: http://intranet.nycboe.net/DOEPortal/Principals • Principals, HR Deputies (Dir. Bus. Services for CFN) and HR Partners are given access to the system by default. APs and School Business Managers will be given access by principal request only. Contact the SSIP Support Team at ssipsupport@schools.nyc.gov with all access requests.

10. Logging In • Depending on the network connection at your school, you may be prompted to enter a username and password • Login using your network credentials. This is the same username and password you use to access your DOE email • Username = central\[username] • Example: central\jsmith or jsmith@central • Password = your Outlook email password

11. Principal View • The following screens show the principal’s view of the SSIP Selection tool

12. Principal - Home page 1 Home Page Overview 1.Main Menu • Home: click on this link to go back to the home page. • Search Applicants: search citywide applicants. • Available Applicants: view and extend offers to applicants who have applied to your district. • Offers Extended: view all applicants that you have extended offers to, but have not yet accepted an offer. You can also withdraw an offer from this page. • Offers Accepted: view all applicants who have accepted offers for your location and place selected applicants that did not report to work into the No Show pool. • Offers Declined: view all applicants who have declined an offer from your location. • No Show: view all applicants that did not report to work. • In Eligible: View all applicants that have applied for SSIP, but are not eligible to work. • Sign Out: will log you out of the system 2.General Menu • View Postings: view all job postings. • View Rates: view position rates. • Districts and schools: this link will direct to the school finder • Help: click on this link for help • Contact Us: click on this link and enter a detailed explanation of the technical issue you are encountering. 2

13. Principal - Extend Offers from the Available Applicants Screen • Optional. Narrow your search by selecting Applied Position, and/or License Code, and/or 7 digit EIS ID, and/or Last name. • Click Search. You will see eligible applicants for the current hiring phase that match your search criteria. • Optional. Click on the applicant’s name for detailed information. • Check the box to select an applicant. You have the option to select multiple applicants. • Click on a program from the Assign Program drop down menu. • Click on the Extend Offer button on the bottom of the page to complete the selection. The applicant(s) will immediately receive a selection notice. Notes: • Applicants must accept the offer through their online application. If the offer is not accepted within 5 business days, the offer will be automatically withdrawn. • A grayed out Check box and Assigned program field next to an applicant’s name indicates that position is being staffed in seniority order. 1 2 4 5 3 6

14. Principal - Applicant Details Profile Tab Clicking on an underlined applicant name will bring you to the Applicant’s Details page. The Profile tab will allow you to view an applicant’s… • contact information • Home district and school location. • License information • Eligibility (finger print status & ratings)

15. Principal - Applicant Details Retention Rights Tab The Applicant Details Retention Rights tab will provide the following information • Actual Retention Rights – Program position and district – if any. • Claimed Retention Rights – Program, position and district, if any was claimed. • Work history- will include the last 3 years of summer school location and hours worked. • Previous Year Selection History – SSIP selection tool records.

16. Principal - Applicant Details Application Tab The Application tab will include… • All positions that applicant applied to. • Applicant comments. • Link to the applicant’s resume if one was submitted.

17. Principal - Applicant Details Hiring Activity Tab The Hiring Activity tab includes the following information… • All hiring transactions made. This screen will track when the applicant submitted the application, when an offer was extended, withdrawn and who entered the transaction.

18. Principal - Search Applicants Screen Use this page to determine what pool an applicant is in. You will be able to perform other transactions after clicking on the district links. From the left Main Menu click on the Search Applicantslink. • Enter at least one search criteria into the search fields. • Click Search. • Optional. Click on the district link to jump to the applicant’s record in that pool. Notes: • The First Name field on all screens will only accept up to 8 characters. 1 2 3

19. Principal - Withdraw Offers From the left Main Menu click on the Offers Extended link. • Optional. Narrow your search by entering a search criteria. • Click on the Search button. • Check the box to select an applicant. You have the option to select multiple applicants. • Click on the Withdraw Offer button. Notes: • You can only withdraw offers from applicants who have not yet accepted the offer. 1 2 3 4

20. Principal - Re-extend an offer from the Withdrawn Pool From the left Main Menu click on the Offers Withdrawn link. • Optional. Enter at least one search criteria into the search fields. • Click Search. Notes: • Applicants must accept the offer through their online application. If the offer is not accepted within 5 business days, the offer will be automatically withdrawn. 1 2 3 4 5

21. Principal - Offer Accepted Pool Use this screen to search all applicants that accepted offers to your location and place employees that did not report to work into the No Show pool. If you are accessing this page from the Search Applicant’s screen, skip steps 1 & 2. The applicant’s information will populate on the screen. From the left Main Menu, click on the Offers Accepted link. • Optional. Enter at least one search criteria. • Click on the Search button. • To place an applicant into the NO Show pool, do the following. • Check the box next to the applicant you would like to place in the No show pool. • Click on the No Show button. Notes: • You will have the ability to place applicants into the No Show pool only after classes have begun. WARNING: Once an applicant is placed in the No Show pool the action cannot be undone. 1 2 3 4

22. Principal - Extending an Offer from the Declined Pool Use this screen to select an applicant that has declined an offer from your district. From the left Main Menu, click on the Offers Declined link. • Optional. Enter at least one search criteria. • Click on the Search button. • Check the box to select an applicant. You have the option to select multiple applicants. • Select the program from the Assign Program drop down. • Click on the Extend Offer button. Notes: • Applicants must accept the offer through their online application. If the offer is not accepted within 5 business days, the offer will be automatically withdrawn. 1 2 3 4 5

23. Principal - The Ineligible Pool Use this screen to search Ineligible applicants. From the left Main Menu, click on the Ineligible link. • Optional. Enter at least one search criteria. • Click on the Search button. 1 2

24. HR Partner View • The following screens show the HR Partner’s view of the SSIP Selection tool

25. HR Partner - Available Applicants View 2 1 Use this screen to select multiple applicants. • Select a District from the My District drop down menu. • Optional. Narrow your search by entering at least one search criteria. • PHASES 2 & 3 ONLY, you will notice an additional drop down menu named Assign Location. You MUST choose a location to view applicants. • Click the Search button. • Check the box next to the applicant(s) you wish to hire. • Select a Program from the Assign Program drop down menu. • Click on the Extend Offer button. The applicant will now appear in the Offers Extended pool. Notes: • Applicants must accept the offer through the online application. If the offer is not accepted within 5 business days, the offer will be automatically withdrawn. You are not obligated to re-extend an offer. 3 4 5 6 7

26. HR Partner - Applicant Details Profile Tab Clicking on an underlined applicant name will bring you to the Applicant’s Details page. The Profile tab will allow you to view an applicant’s… • contact information • Home district and school location. • License information • Eligibility (finger print status & ratings)

27. HR Partner - Applicant Details Retention Rights Tab The Applicant Details Retention Rights tab will provide the following information • Actual Retention Rights – Program position and district – if any. • Claimed Retention Rights – Program, position and district, if any was claimed. • Work history- will include the last 3 years of summer school location and hours worked. • Previous Year Selection History – SSIP selection tool records.

28. HR Partner - Applicant Details Application Tab The Application tab will include… • All positions that applicant applied to. • Applicant comments. • Link to the applicant’s resume if one was submitted.

29. HR Partner - Applicant Details Hiring Activity Tab The Hiring Activity tab includes the following information… • All hiring transactions made. This screen will track when the applicant submitted the application, when an offer was extended, withdrawn and who entered the transaction.

30. HR Partner – Search Applicants Screen 1 Use this screen to search and view an applicant’s current status. You can also use this screen to Extend, withdraw offers, and place applicants into the No Show pool. Click on the Search Applicant link from the main menu. • Enter at least one search criteria. • Click on the Search button. • Optional. Click on an active (underlined) district to go to that page. Notes: • The First Name field on all screens will only accept up to 8 characters. 2 3

31. HR Partner – Correct Retention Rights Use this screen to correct retention rights. From the main menu, click on the Correct Retention Rights link • Narrow your search by entering at least one search criteria. • Click on the Search button. • Click on the Pencil. Additional drop down menus will appear. • Select Actual Retention. • Select Actual Retention District. • Select Actual Retention Position. • Select Actual Retention Program. • Optional. Edit SSIP Seniority. • Click on the check mark to save your changes. 1 2 3 4 5 6 7 8 9

32. HR Partner – Update Assigned Location and No Show 1 If you are accessing this screen from the Search Applicant screen, start with step 4 below. Click on the Offers Accepted Pool link to access this page. • Select a district. • Enter at least one search criteria. • Click on the Search button. • Check the box. • Click on the No Show button. Notes: • You will have the ability to place applicants into the No Show pool only after classes have begun. WARNING: Once an applicant is placed in the No Show pool the action cannot be undone. 2

33. Next Steps • The SSIP Selection Tool will go live on Thursday, May 21 • Look for the link on the Principals Portal • A live Question and Answer session via webcast will be held on Wednesday, May 27 • Register at http://www.learningtimes.net/dhrwebcasts