1 TEACHERS, GUIDANCE COUNSELORS, SCHOOL BASED SUPPORT TEAM MEMBERS AND SCHOOL SECRETARIES May 2009 Joel I. Klein, ChancellorDivision of Human Resources Office of Field and Information Services INSTRUCTIONS FOR ACCESSING AND UPDATING THE NEW WEB PERFORMANCE RATING FORMS FOR

2 TODAY’S PROGRAM Andrea Levine Presenter WELCOME PRINCIPALS, SCHOOL SECRETARIES ISC HR DEPUTIES/HR PARTNERS AND CFN DIRECTORS, FIELD AND CENTRAL STAFF TODAY’S TOPIC-THE NEW ONLINE PERFORMANCE RATING (WEB FORMS) FOR TEACHERS, GUIDANCE COUNSELORS, SCHOOL BASED SUPPORT TEAM MEMBERS AND SCHOOL SECRETARIES WHAT IS BEING COVERED TODAY OVERVIEW OF EIS AND THE FORM PROCESS INTRODUCTION TO THE NEW WEB ENABLED PERFORMANCE RATING FORMS REVIEW OF THE NEW FORMS TRADITIONAL FORMS SPECIAL FEATURES OF THE NEW WEB FORM STEP BY STEP SECTION REVIEW CASE ILLUSTRATIONS SUPPORT NETWORK FAQS

3 OVERVIEW OF THE EMPLOYEE INFORMATION SYSTEM AND FORM PROCESS SUMMARY OF EIS AND PERFORMANCE RATING FORM PROCESS INTRODUCTION TO THE NEW WEB ENABLED PERFORMANCE RATING FORMS WHO IS COVERED BY THE NEW WEB ENABLED PERFORMANCE RATING FORMS ANNUALIZED TEACHERS GUIDANCE COUNSELORS SCHOOL BASED SUPPORT TEAM MEMBERS (PSYCHOLOGISTS AND SOCIAL WORKERS) SCHOOL SECRETARIES

4 WHO IS COVERED BY OTHER PERFORMANCE RATING FORMS PRINCIPALS……………………… PRINCIPAL PERFORMANCE REVIEW TOOL ASSISTANT PRINCIPAL…………ANNUAL PROFESSIONAL PERFORMANCE REVIEW OF AND SUPERVISORS PEDAGOGICAL SUPERVISORY EMPLOYEE (OP 352B) PER DIEM TEACHERS………….. PAPER TEACHER RATING FORM WHO CAN ACCESS THE EIS AND NEW WEB RATING FORMS PRINCIPALS SCHOOL SECRETARIES ISC DEPUTIES AND PARTNERS CFN DIRECTORS FIELD AND CENTRAL STAFF OVERIEW OF THE EMPLOYEE INFORMATION SYSTEM AND FORM PROCESS (CONTINUED)

5 IMPORTANT DATES MAY 19…………………….Web cast MAY 21…………………….FAQ WEBINAR MAY 22…………………….Employee Information System available for school use. Schools post ratings into EIS. JUNE 8…………………….EIS school ratings due. Submissions must be principal approved in EIS JUNE 10……………………Web form applications can be accessed JUNE 11……………………EIS accruals updated JUNE 12……………………Begin printing Web forms JUNE 22………………….. All performance rating forms must be signed and distributed to all instructional employees except principals and supervisors JUNE 23……………………All performance rating forms must be signed and distributed to all supervisors JUNE 30……………………EIS closes for any final adjustments

6 HOW TO PREPARE FOR ACCESSING AND UPDATING THE NEW WEB RATING FORMS VIEW THE WEB CAST INTRODUCTION, EIS AND WEB FORM SECTIONS CONFIRM THAT YOUR EIS AND OUTLOOK ACCESS ARE CURRENT, VALID AND COMPATIBLE KEEP YOUR PASSWORD AND USER ID PRIVATE AND SECURE KNOW YOUR ISC OR CFN DESIGNATION NUMBER HAVE THE LATEST VERSION OF ADOBE INSTALLED ON YOUR DESK TOP HAVE ACCESS TO A PRINTER KEEP SIGN - ON INSTRUCTIONS HANDY UPDATE ABSENCE AND LATENESS INFORMATION FOR YOUR SCHOOL IN THE EMPLOYEE INFORMATION SYSTEM OBTAIN RATING INFORMATION DETAIL PRIOR TO UPDATING FORMS

7 HOW TO PREPARE FOR ACCESSING AND UPDATING THE NEW WEB RATING FORMS (CONTINUED) BECOME FAMILIAR WITH RULES AND PROCEDURES WHICH ARE APPLICABLE TO THE RATING PROCESS FOLLOW SCHEDULE AND ADHERE TO NOTIFICATION AND FORM DISTRIBUTION DEADLINES REMEMBER TO NOTIFY PER DIEM SUBSTITUTES WHO ARE RATED UNSATISFACTORY BEFORE THE END OF THE SCHOOL YEAR READ IMPORTANT COMMUNIQUES ABOUT RATINGS PUBLISHED IN PRINCIPALS’ WEEKLY, EIS BULLETIN BOARDS, ATS MESSAGE BOARDS HAVE HANDY RATING CODES AND HELP NUMBERS WHICH APPEAR IN THE INTRODUCTORY SECTION OF THE RATING WEB CAST

8 TIPS IN USING THE NEW WEB RATINGS FORM UPDATES ARE POSTED SECTION BY SECTION DATA MUST BE SAVED FOLLOWING SECTION UPDATES ALL FORMS CAN BE PRINTED AT ONCE OR INDIVIDUALLY SUB RATING CATEGORIES IN SECTION 1 (COMMENTS) CAN BE AUTO POPULATED FORMS CAN BE EXPORTED THROUGH THE PDF OPTION FORMS CAN BE STORED FOR FUTURE REFERENCE ALL UPDATES ARE OPTIONAL UPDATES ARE FREE FORM – REVIEW ALL UPDATES CAREFULLY SIGNATURES AND PROBATIONARY RECOMMENDATIONS ARE COMPLETED BY HAND, NOT THE SYSTEM FOLLOW ALL APPLICABLE FORM RULES AND REGULATIONS

9 PREVIEW OF NEW WEB ENABLED RATING FORMS TEACHERS GUIDANCE COUNSELORS SCHOOL BASED SUPPORT TEAM MEMBERS (PSYCHOLOGISTS AND SOCIAL WORKERS) SCHOOL SECRETARIES

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14 GENERAL REVIEW OF WEB RATING FORM BY SECTION EMPLOYEE INFORMATION (TOP HEADER) SECTION 1 (REPORT AND COMMENTS) SECTION 2 (PERFORMANCE EVALUATION) SIGNATURES AND SECTION 3 (PROBATIONARY RECOMMENDATIONS) SECTION 4 (DOCUMENTATION) WITH FORM RULES AND INSTRUCTIONS

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19 HOW TO ACCESS THE WEB RATING FORM FOR YOUR SCHOOL FROM THE PRINCIPALS’ PORTAL

20 ACCESSING YOUR SCHOOL LIST ACCESS THE WEB FORM FROM THE PRINCIPALS’ PORTAL Step 1. Click on the Employee’s tab on the home page (right center of page) Step 2. Click on the Principals’ Portal tab (right side) Step 3. Click on My Human Resources Reports & Systems (right side) Step4. Click Online Ratings Form (left side) Step 5. Click on The Ratings Form (center) Step 6. Enter your User Name Enter your Password Step 7. Click on Log In The school rating list screen will appear

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32 FAQS WEB - ENABLED RATING FORMS

33 Q. How do I prepare to use the web ratings applications? A: Preparation is detailed in the web cast. Key activities include: obtaining proper security installing the current version of ADOBE on your desk top, obtaining access to a printer, updating CAR, lateness and absences for employees in the Employee Information System (EIS). Q. Why is it important that CAR, Lateness and absence data be updated in the Employee Information System (EIS)? A: This information is preprinted on the top of each web form (Header). The form should be printed according to the published schedule. If events are not posted in EIS in advance of the schedule the timekeeping and lateness data will not be current. Q. I attempted to log on to the web application but was prevented from doing so because of access reasons. What do I do? A: Web form users must have active and valid access to both EIS and Outlook in order to access the web rating applications. For ISC covered schools contact your Data support groups, for CFN covered schools contact your CFN Data/IT specialist, as listed in the Where to Go to for Help section of the web cast. Q. What is the purpose of EIS versus the web rating application? A: Use EIS to post and finalize the overall ratings for school instructional staff. After the EIS submissions deadline schools access the web rating forms. Schools will post detailed rating information to the web forms. FAQs WEB RATING FORMS

34 Q. What are the rating codes which appear in the overall evaluation box in Section 2? A: Rating codes are S (Satisfactory), U (Unsatisfactory) and D (Doubtful). The D code is restricted to first year probationers' whose performance is evaluated as doubtful. In cases where the employee is not rated N (reassigned – not rated) or C (on leave – not rated) may appear. Q. What forms can I access and update on the web? A: The rating forms for teacher, guidance counselor, school based support team member and school secretary are now web enabled. Use the (paper) traditional ABC (OP 352D) form for assistant principals and supervisors, and the paper teacher rating form for per diem substitute teachers. Q. How will my principal be rated? A: Principals are rated by their superintendents and their rating information is posted and maintained in the Principals Performance Review (PPR) Tool. It is planned that final ratings will be posted into EIS. Q. What are the rating requirements for per diem substitutes? A: Ratings can be posted for all per diem substitutes in EIS; schools must post ratings for per diems substitutes who have worked 20 days or more. The paper form can be used to detail ratings for per diems. Q. What must a school do if a per diem is being rated unsatisfactory(U)? A: The school must give the teacher a document in writing indicating they are U rated before school ends. A paper rating form may be used for this purpose.

35 Q. Who is authorized to access the web application? A: Principals, school secretaries, designated ISC, CFN and field staff. Q. What is different about the use of the web form for the 2009 school year? A: In 2008 the web rating form was available for teachers only. This year schools can access and update web rating forms for teachers, guidance counselors, school based support team members (psychologists and guidance counselors) and secretaries. Schools can post rating detail to all web forms. Additionally, improvements have been made to facilitate use of the forms. Q. What information will be appear on the form when I access it? A: The form contains personalized information in the Header (Employee Information section) and Performance Evaluation box in Section 2. Prepopulated information includes: name, license, file and employee ID numbers, employee address, Tenure and probationary status information, salary, school and organization information, lost days for absence and lateness, CAR balances. The rating posted in EIS will appear in the Performance Evaluation Box. Q. How can I access the web form? A: The web form is available on the DOE intranet or the Principal's Portal. You must be logged on to the DOE networked computer to access the website. Detailed sign on instructions appear in the web cast. Q. How do I log on? A: Login using your Outlook user name and password. The system will attempt to match you to your EIS security profile. It is unable to do so, you will be prompted to enter your EIS username and password. If you are unable to login with this information please contact your ISC Data Applications Group or CFN Data/IT specialist group.

Q. I have accessed my school list in the web application and have selected an employee record for update, which button do I click to update the record? A: On the left hand side of the employees name, two boxes appear (Edit Form) and (Print Form). If you are editing the form click on the first box (Edit Form). Q. After clicking on the (Edit Form) box several tabs appear on top of the employees record which one do I access to post rating detail? A: Updating is performed section by section. Select the section you wish to update and click on the tab. Section choices are Header, 1, 2/ 3 or 4. Sections correspond to the form. Only update applicable sections. For example, only update the Times Number box in the Header for tenured teachers who are rated satisfactory. Q. Will the system check the information I post for accuracy? A: For the most part the system is free form and will accept any information you enter as valid. Any boxes you check or content you enter will be accepted. It is extremely important that you review all posted information after entry to make sure it is correct and consistent with other updates. For example, it would be inconsistent to check a probationary box in Section 3 for a tenured employee. Q. Can I simply print the form without updating the sections? A: Yes, you can print a prepopulated web form without updating the sections. Simply click on the Print Form box next to the employee's name. Q. Can I print all forms at once? A: Yes, you can print all forms at once. Click on the box “ Check/Uncheck All” which appears on the top (left) of the school list. Go to the bottom Of the list and click on “ Download/Print Forms”. Q. The “Edit Form” and “Print Form” boxes for certain employees are grey. What does this mean? A: There are no web enabled forms for principals, assistant principals, and supervisors. Their names are displayed for organizational purposes only. Use the traditional paper ABC form to note assistant principals and supervisors through the PPR process after the school year ends by their superintendents..

37 Q. Who provides rating detail and probationary recommendations? A. The school principal provides rating detail and probationary recommendations. Both the principal and the school secretary can update the form. Q. What is the difference between the Times Number boxes and the Times Lost boxes which appear in the Header (Employee Section)? A: The Times Lost boxes contain the amount of time the employee has been charged for either absences or lateness. This is pre populated from EIS. The Times Number boxes (Lateness and Absence) will appear blank. The school will post the number of occurrences of separate latenesses and continuous absences into the applicable boxes. Times number postings are based on school records. Q. When is the best time to print out the form? A: Accruals will be updated on June 12th. It is best to print out the form the day after these updates so that the timekeeping information will be current Q. Following posting to a section what must I do to ensure the data is properly recorded? A: Before posting verify you have the correct record. After posting it is very important that you REVIEW the information posted and press the SAVE button. Q. What happens if I don't press the SAVE button? A: The data can be lost. You will have to reenter. Q. I plan to complete all sections of the web form in a single session must I save each section? A: If all sections are updated in one session you only need to save one section. If you are updating sections for the same record at different sessions each section must be individually saved.

38 Q. I would like to view the entire form in a single document instead of by section. How can I do this? A: Click on the "Open in PDF" button which appears on the top of the employee's screen. You can see the form with all pre populated and posted data. Q. Once the form is properly completed what do I do next? A: Print the form and obtain required signatures, manually update sections as required. Follow all applicable rules and regulations and distribute according to instructions which appear on the reverse side of the form. Q. The printed form does not appear properly formatted, what can I do? A: Click on the icon shaped like a printer which appears on the upper left hand menu of the pop up screen before printing. This will ensure the form is sent to the printer correctly. Q.The web form for some school employees has a N or a C as the overall evaluation Section 2. What does that mean? A: When EIS was school updated the employee’s status was either “ reassigned” and coded N or “on leave” and coded C. In either case no rating was issued. Q. Why are there 2 save buttons on the employee screen? A. For convenience. Use either button, buttons are located on the top and bottom of the screens.