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

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

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

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

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.

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

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

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 TeachersAnnual Professional Performance Review and Report on Probationary Service of Pedagogical Employee (BE/DOP 9955B) SupervisorsPedagogical Supervisory Personnel Report Guidance CounselorsAnnual 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 ImprovementMembers. (BE/DOP 9955D) School SecretariesAnnual Professional Performance Review and Report on Probationary Service of School Secretary (BE/DOP 9955A) Page 7

RATINGS AT A GLANCE EMPLOYEE INFORMATION SYSTEM OPTIONS AND CODES OPTIONS Rated EmployeesEIS OptionSystem Users Annualized Instructional employees7.2.2 School Secretaries/Principals Per Diem Substitutes7.2.7 School Secretaries/Principals Principals7.2.6 ISC HR Deputies/HR Partners CODES Rating codesRating Reason Codes S SatisfactoryAT Attendance Problems U UnsatisfactoryLA Lateness C Not ratable PE Personal and For annualized instructionals only Professional Qualities (on leave/other) M Not ratablePG Pupil Guidance and For per diem substitutes only Instructional D DoubtfulCS 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) Page 8

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 22 nd. The Web form will be available on Monday, June 2 nd. Q.Will the EIS system allow the schools to print a summary of ratings for all staff in the schools? A:Yes RATINGS FAQs

POLL QUESTIONS

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

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 HAMILTON FASTPATH: FISCAL YR : 2008 FINAL APPROVAL DATE: 06 / 30 / 08 (EMPLOYEES WITH ALL RATINGS DISPLAYED) S EIS-ID NAME DAYS WRKED PC DESCRIPTION RT ASTON JELANIE J DEMARTINO VANNA V FRAKES BETHANY B GETZ MELIZA M MAK ESTEBAN E PEPITO ELIZA E REDA FIONA F REILLY MINA M SCOTT TAVIKA T 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

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

Web Form – Login Screen

Web Form – Employee List

Web Form – Printable Form

POLL QUESTIONS

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

WHERE TO GO FOR HELP SECURITY………………………………………………………………….ISC APPLICATION DATA SUPPORT GROUP HOT LINES Bronx: Fax: Queens and District 75: Fax: Manhattan: Fax: Brooklyn and District 79: Fax: Staten Island: Fax: Children’s First Network: EIS BULLETIN AND ATS MESSAGE BOARDS …………………….UPDATES EIS USAGE INQUIRES……………………………..……….…………..HR CONNECT ( ) WEB FORM INQUIRIES RECORDED RATINGS WEBCAST……………………………………..http: // 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

Q.What ‘s new in EIS Ratings for 2008? A:The EIS rating process for the 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 22 nd. 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 17 th and June 20 th. 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. RATING FAQs

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 the Office of Salary Services 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 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.

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.

Q.Can I change a rating for the current year after I auto populate the School Rating List for Instructional Staff (EIS 7.2.2)? A:Yes, you can change a rating after the School Rating List for Instructional Staff has been populated, as long as the screen has not been finalized by the principal and the deadline date for entering ratings has not passed. Q.Can I change the rating for the current year after the principal has approved the School Rating List for Instructional Staff (EIS 7.2.2)? A:The principal must reverse the approval of the School Rating List for Instructional Staff (EIS 7.2.2) before you can change a rating. Once the approval has been reversed, a new rating can be entered as long as the deadline date for entering ratings has not passed. Q.What do I do if there is a reversal of a rating during the summer, after the ratings have closed for schools on June 30 th ? A:To request an update to the rating of a pedagogical employee in EIS after June 30 th, the principal must contact the HR Deputy or Partner at the ISC.

Q.Can I change a rating given in a previous school year? A:Ratings for a previous school year can only be changed by the Office of Salary Services. The school principal must send a fax or to the Office of Salary Services, requesting the update to: Fax: The request must include the employee’s name, EIS Identification number, detailed reason for the request, school year, old and new rating information. Q.Do I have to print a new ratings form after I have made an update to an employee rating. A:Yes. When a rating is changed for an instructional employee, a new Rating form must be printed out. Follow existing forms procedures. Q. When do I need to issue performance ratings forms to instructional employees. A:The issuance of performance ratings forms to ALL instructional employees must occur between June 17 th and June 20 th. Q.What is the impact of rating a per diem substitute unsatisfactory? A:Per Diem substitutes who are rated unsatisfactory will not be given future assignments and cannot renew their Per Diem Certificates. Q.Can a Per Diem substitute appeal an unsatisfactory rating? A:Yes, Per Diem substitutes may appeal an unsatisfactory rating.

Q.How can I print pre-populated rating forms for annualized teachers and annualized substitute teachers? A:Access the new web forms on the DOE intranet and follow instructions to print out the forms. For all other employee groups access the paper form on the DHR link. Q. What information will be pre printed on the web form? A:The web form will contain employee identification information such as name, EIS id, employee home address, license and salary information, CAR balance, absence and lateness information. For probationers a special section contains date of appointment, Jarema credit, tenure and probation information Q.What is the best date to print out the web form? A:It is recommended that the web form be printed out on June 17 th or thereafter, but no later than June 20th. On that date, all current CAR and usage balance information will appear on the form. Q.When will paycheck adjustments resulting from timekeeping events after May 22nd be implemented? A:They will be reflected in the September paycheck Q.Will the CAR balance earned on the 16th of the month be reflected in forms printed on June 17th? A:Yes Q.What if the CAR balance on the EIS system is not accurate? A:Please review EIS Timekeeping and make adjustments accordingly. It is recommended that all timekeeping entries be carefully reviewed and adjusted prior to June 16 th.

Q.How do I get to the Web Form? A:It is available on the DOE intranet or the Principals’ Portal. You must be logged in to a DOE Networked computer to access the website. Q.How do I login? A:Please login using your DOE Network Credentials. This is the same username and password you use to login to your computer and your . Example: Username: jsmith Password: Your DOE password The system will attempt to automatically match you to your EIS security profile. If 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 Application Support Data Group for further assistance.

Q.I don’t see everyone in my school, why are some employees missing? A:The system currently supports appointed teachers and regular annualized substitute teachers only. Rating forms for all other titles, including Guidance Counselors, School Psychologists, and Supervisory Staff, must be completed manually. Please see for more details on this process. Q.How do I print the form? A.You will see a gray box just to the left of every employee on the screen. Click this box and the form will appear in a new window. We recommend that you use Adobe Acrobat Reader 8.0 or later. Click here to download the latest version for free.Click here Q.The form looks good on the screen,but when I print it out the formatting is wrong. What do I do? A:Please make sure that you are clicking on the icon shaped like a printer in the upper left hand menu of the pop-up screen. This will ensure the form is sent to the printer correctly. Q. Can I print forms for all employees at one time? A:This is not possible in the current version of the system. You must generate the forms one employee at a time. Q.Do ATRs (Absence Teacher Reserves) need to be rated? A:Yes, all ATRs must be rated by the Principal of the school where they have been temporarily assigned to provide absence coverage. In the event the ATR has served in more than one location during the school year, Principals should work collaboratively so that the rating may be issued by one school. Principals should contact the ISC HR Partner if assistance is needed in identifying the ATRS’ work or budgeted school location for the purpose of entering the rating into EIS. Q.If I missed the May 19 th Web Cast how I can I access the recorded version? A:If you missed the May 19 th Web Cast you would need to go to

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 22 nd. The Web form will be available on Monday, June 2 nd. Q.Will the EIS system allow the schools to print a summary of ratings for all staff in the schools? A:Yes