UPDATING AND FINALIZING RATINGS IN THE EMPLOYEE INFORMATION SYSTEM STEP BY STEP Joel I. Klein, Chancellor MAY 2009

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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 38

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 : 2009 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 39

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FAQ’s EIS Q.What ‘s new in EIS Ratings for 2009? A:The EIS rating process for the will be similar to that of previous years. In EIS the organization “ISC” will be expanded to include all CFN organizations. The significant changes are expansion of the web enabled performance rating forms. Q.What is the sequence of rating acting activities that I need to follow? A:Post overall ratings into EIS in on your rating list. Have your principal review and finalize rating submissions. Obtain and complete required performance rating forms for school staff. Follow applicable rules and regulations which include signatures and form distribution. Q.When will EIS be available for school use? A:EIS will be available in May 22 nd. Q.What’s new on the Web Rating Applications forms? A:In 2008, the EIS prepopulated teacher rating form was introduced for citywide usage. For 2009 the following forms will be web enabled: teacher, guidance counselor, school based support team member (psychologists and social workers) and school secretary. In addition, schools can post rating detail directly on the web form. Follow instructions on the web form section of this web cast for additional information. Q.What forms do I use for assistant principals, supervisors and per diem teacher? A:At this time use the traditional paper forms for supervisors and the paper teacher rating form for per diem teacher. 1

Q. Do all annualized instructional employees need to be rated? A: Yes. Per diem substitutes who work 20 days or more must also be rated. It is encouraged that all per diem substitutes be rated. Overall ratings continue to be recorded in EIS for all instructional employees. Q.Who rates principals and where are their overall ratings recorded? A: Principals are rated by their superintendents. It expected that overall ratings will be recorded in EIS after the school year ends. Q.How should I prepare to use EIS to post and finalize ratings for my school list? A: School secretaries and principals require active valid EIS security. School secretaries and principals have a different level of access. Q. What do if I am having problems signing on to EIS? A: Questions regarding security should be referred to the ISC Application Data Support Group or the Children First Data/IT specialist group. Q.What option in EIS do I access to obtain the school rating list? A: Access EIS (School Rating List for Instructional Employees) 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. 2

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. Instructions on rating principals will be issued after June 30 th. Q. When will the EIS system and the Web be available to schools? A: The system will be available to schools on Friday, May 22nd. The Web form will be available on Wednesday, June 10th. Q. Will the EIS system allow the schools to print a summary of ratings for all staff in the schools? A: Yes. 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. 3

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.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, CFN Director. Q.Can the school secretary enter And finalize ratings? A:No. Only the principal can finalize school ratings. 4

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 30th? A:To request an update to the rating of a pedagogical employee in EIS after June 30th, the principal must contact the HR Deputy or Partner at the ISC or CFN Director. 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. 5

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 by June 23rd depending on license. 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. Follow applicable appeal procedures. Q.What is the impact of rating a regular instructional employee unsatisfactory? A: Annualized regular UFT covered instructional employee who are rated unsatisfactory, will have their salary step frozen. Q.When can an employee be restored to the salary step schedule after a U rating? A: If, an unsatisfactory employee receives an S rating, one year after the U rating is issued they will be restored to the appropriate step. No retroactivity is provided. Q. When can an employee be restored to the salary step schedule after a U rating. A: If an unsatisfactory employee receives an S rating, one year after the U rating is issued they will be restored to the appropriate step. No retroactivity is provided. 6

To view the rest of this webcast  To view Part 1, click this link:  To view Part 3, click this link: 37