PERFORMANCE
RATINGS
IN THE
EMPLOYEE INFORMATION
SYSTEM
AND
THE NEW WEB FORMS
MAY 2009
Joel I. Klein, Chancellor
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TODAY’S PROGRAM
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WELCOME
INTRODUCTION TO RATINGS
REVIEW OF PROCESS
WHAT’S NEW FOR 2009
RATINGS AT A GLANCE
KEY DATES
SPECIAL PRESENTATIONS
FAQS
WHERE TO GO FOR HELP
DEMONSTRATION OF EIS SYSTEM
DEMONSTRATION OF WEB RATING APPLICATIONS
IMPACT OF RATINGS ON SALARY STEP PROGRESSION
FIELD SUPPORT OF RATINGS APPLICATIONS
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WHAT YOU WILL LEARN TODAY
How to enter and approve final ratings for annualized instructional
employees in EIS 7.2.2 for supervisors, teachers, annualized substitutes,
guidance counselors, school based support team members (school
psychologists and social workers) and school secretaries
How to process and approve substitutes in EIS 7.2.7 for per diem
substitute teachers
How to access and post rating detail to web performance rating forms for
annualized teachers and substitutes, guidance counselors, school based
support team members (school psychologists and social workers) and
secretaries
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ABOUT THE PROCESS
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All school instructional employees are rated by their
principals
All principals are rated by their superintendents
All employees receive a final rating of Satisfactory,
Unsatisfactory or Doubtful. Use doubtful for first
year probationers whose performance is doubtful
Principals receive a numeric rating through the
Principal Performance Review tool (PPR )
Overall final ratings are entered into the Employee
Information System in May
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ABOUT THE PROCESS
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Detailed performance rating forms are
required for all employees
Web performance rating forms will be
used for teachers, guidance counselors,
school based support team members and
school secretaries
Traditional paper rating forms are used
for supervisors and per diem teachers
Web rating forms and traditional forms
are completed distributed in June
The Principal Performance Review tool
(PPR) process is available in the Fall
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WHAT’S NEW IN RATINGS FOR
SPRING 2009
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Web forms will now be available for annualized teachers, guidance
counselors school based support team members (psychologists and
social workers), and school secretaries
Web forms will contain pre populated personalized HR and
timekeeping data; eliminating the need for rating labels
Schools can directly update select absence, lateness, rating detail
and probationary recommendations on the web forms
Web forms have been upgraded to incorporate recommendations of
users
Expanded web form functionality allows schools to print all forms at
once
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WHAT’S NEW IN RATINGS FOR
SPRING 2009
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A dedicated HR Connect Hot Line has been
created to respond to all HR inquiries from
school secretaries. Rating inquiries will be
included as part of support services provided.
Printing take less time
All web forms have been standardized in
format and reflect current organizational
requirements
Updated web forms are stored
Completed web forms can be transferred to
PDF documents and exported
Schools can auto populate satisfactory or
unsatisfactory ratings for all rating sub groups
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ABOUT THE FORMS AND THE SYSTEM
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NEW WEB FORMS
FORMS FOR OTHER EMPLOYEES
PROCESS
SYSTEM
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RATINGS AT A GLANCE
PERFORMANCE RATING FORMS
(1) EMPLOYEE GROUPS USING NEW WEB ENABLED SCHOOL POSTED RATING FORMS
EMPLOYEE GROUPS
All Annualized Teachers and Annualized
Substitutes
Guidance Counselor
School Based Support Team Members
(School
Psychologists and School Social Workers)
School Secretaries
FORM NAMES
Annual Professional Performance Review and report
on Probationary Service of Pedagogical Employee
(BE/DOP 9955B)
Annual Professional Performance Review and Report on
Probationary Service of Guidance Counselor
(BE/DOP 9955C)
Annual Performance Review and Report on Probationary
Service of School Based Support Team Members
(BE/DOP 9955D)
Annual Professional Performance Review and Report on
Probationary Service of School Secretary (BE/DOP 9955A)
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RATINGS AT A GLANCE
PERFORMANCE RATING FORMS
(2) EMPLOYEE GROUPS USING OTHER RATING FORMS AS DESIGNATED
EMPLOYEE GROUPS
FORM NAMES
Principals
Principal Performance Review Tool (PPR)
Supervisors (Assistant Principals and
Educational
Administrators)
Per Diem Teachers
Annual Professional Performance Review of
Pedagogical Supervisory Employee (OP 352B)
Traditional Form
Annual Professional Performance Review and
Report on
Probationary Service of Pedagogical Employee
(BE/DOP 9955B)
Traditional Form
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RATINGS AT A GLANCE
EMPLOYEE INFORMATION SYSTEM OPTIONS AND CODES
OPTIONS
Rated Employees
Annualized Instructional employees
Per Diem Substitutes
Principals*
*NOTE: Do not update pending future instructions
EIS Option
7.2.2
7.2.7
7.2.6
System Users
School Secretaries/Principals
School Secretaries/Principals
CODES
Rating codes
Rating Reason Codes
S Satisfactory
AT Attendance Problems
U Unsatisfactory
LA Lateness
C Not ratable
For annualized instructionals only
(on leave/other)
PE Personal and
Professional Qualities
M Not ratable
For per diem substitutes only
PG Pupil Guidance and
Instructional
D DOUBTFUL
For first year regularly appointed probationers only
CS Classroom and Shop
Management
N System Populated Reassigned
Teachers (No school override permitted)
PS Participant in School/ and
Community Activities
OT Other (comments)
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GETTING STARTED CHECK
LIST
RATINGS AT A GLANCE
FORMS
EIS CODES
ADOBE – LATEST VERSION
SECURITY
EQUIPMENT
PERFORMANCE RATING DECISIONS
KEY DATES
WHERE TO GO FOR HELP
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RATINGS ACTIVITIES
STEP REVIEW
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Post and principal approve final ratings
into EIS
Access and post rating detail to web
rating forms
Complete traditional and paper rating
forms
All forms signed, distributed and filed
according to regulations
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WHERE TO GO TO FOR
HELP
EIS AND WEB FORM USAGE INQUIRIES....................HR CONNECT SECRETARY HOT
LINE 718 935 4003
GENERAL UPDATES.....................................................PRINCIPALS' WEEKLY, EIS BULLETIN
BOARD,ATS MESSAGE BOARD
RECORDED RATINGS WEBCAST................................http: //www.learningtimes.net/dhrarchives
USER ACCOUNT CONFIRMATION TOOL.....................https://idm.nycnet.edu/selfservice
OFFICE OF SALARY SERVICES………………………...Galoia@schools.nyc.gov
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WHERE TO GO TO FOR HELP
(CONTINUED)
•SECURITY TECHNOLOGY SUPPORT
INTEGRATED SERVICE CENTERS (DATA SUPPORT GROUP HOTLINES)
Bronx:
Lou Lombardi
718-741-5161
Fax: 718-584-0266
Llombar@schools.nyc.gov
Queens and District 75:
Laura Lui-Ng
718-391-8169
Fax: 718-391-6886
LLui@schools.nyc.gov
Manhattan:
Michael Baker
212-356-3830
Fax: 212-356-3705
MBaker2@schools.nyc.gov
Brooklyn and District 79:
Francisco Baez
718-935-4402
Fax: 718-935-5941
Fbaez@schools.nyc.gov
Staten Island:
Vester Rivera
718-556-8388
Fax: 718-556-8333
Vrivera@schools.nyc.gov
CHILDREN FIRST NETWORKS (DATA SPECIALIST CONTACT INFORMATION)
CFN 1: Michealle Gregory
718-935-2014 (McDonald Network) mgregor2@schools.nyc.gov
CFN2: Javier Ocampo
917-521-3706 (Groll Network)
JOcampo@schools.nyc.gov
CFN 3: Shani Jimeta
Randall Iserman, Director of Operations
212-356-3851 (Harvey Network)
212-356-3736
SJimeta@schools.nyc.gov
RIserman@schools.nyc.gov
CFN 4: Gwendalyn Anthony, Ops Assoc 718-759-4979 (Smith Network)
GAnthon3@schools.nyc.gov
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WHERE TO GO TO FOR HELP
(CONTINUED)
HR POLICY AND GUIDELINES and
TIMEKEEPING/PAYROLL SUPPORT
INTEGRATED SERVICE CENTERS
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Bronx:
Debra Kelly
718-741-8815
DKelly4@schools.nyc.gov
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Queens:
Lorraine Haynes
Robert Restivo, District 75
718-391-8127
718-391-8566
LHaynes@schools.nyc.gov
RRestiv@schools.nyc.gov
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Manhattan:
Judith Rivera
212-356-7531
JRivera2@schools.nyc.gov
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Brooklyn:
Adrian Esquilin
718-935-2372
Bernard Palmer, District 79 718-935-3303
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AEsquilin@schools.nyc.gov
BPalmer2@schools.nyc.gov
Staten Island:
Angela Santoro
718-556-8346
ASantor@schools.nyc.gov
Note*: ISC covered schools contact the ISC Payroll Support Liaison for Timekeeping and Payroll Inquires
CHILDREN FIRST NETWORKS
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CFN 1:
Lisa Batson
718-935-4857 (McDonald Network)
LBatson@schools.nyc.gov
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CFN 2:
Regina Vorbeck
917-521-3708
RVorbeck@schools.nyc.gov
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CFN 3:
Giovanni Henson
212-330-9568
(Harvey Network)
GHenson@schools.nyc.gov
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CFN 4:
Deborah Armstrong
718-759-3952
(Smith Network)
DArmstr@schools.nyc.gov
(Groll Network)
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We Want Your
Feedback
At the conclusion of this web cast you
will be asked to complete a survey.
Please take a few minutes to share
your thoughts about this
presentation.
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KEY DATES
MAY THROUGH SEPTEMBER 2009
DATES
EVENT
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MAY 19
Web cast EIS and Web Rating Forms
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MAY 21
FAQ WEBINAR
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MAY 22
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JUNE 8
EIS Rating System available for all schools, Integrated Service Centers,
Children First Network organizations, field and central offices. Schools
begin entering ratings into EIS.
All EIS school rating entries must be posted and principal
approved/finalized in EIS
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JUNE 10
Web Forms available for school use
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JUNE 11
EIS accruals updated
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JUNE 12
Begin printing web forms
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JUNE 22
All performance rating forms must be signed and distributed
to all instructional employees except principals and supervisors
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JUNE 23
All performance rating forms must be signed and distributed to all
supervisors
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JUNE 30th
EIS is shut down for school updates
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JULY 1 through AUGUST 30
ISC Deputies/ Partners and CFN Directors
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SEPTEMBER 15
Salary adjustments associated with Unsatisfactory ratings are
implemented in employee’s paychecks
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SALARY STEPS & U-RATINGS
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TEACHERS AND TEACHER-LINE TITLES WHO ARE ON THE
SALARY STEP SCHEDULE WILL NOT ADVANCE TO THE
NEXT STEP IN THE FOLLOWING SCHOOL YEAR IF THEY
ARE RATED UNSATISFACTORY
TEACHERS, GUIDANCE COUNSELORS AND SCHOOL
SECRETARIES WHO ARE ON SALARY STEP 8A OR
BELOW AND SCHOOL SOCIAL WORKERS AND SCHOOL
PSYCHOLOGISTS WHO ARE ON SALARY STEP 7A AND
BELOW WILL NOT PROGRESS ON THE SALARY SCHEDULE
IF THEY ARE RATED UNSATISFACTORY
RESTORATION TO THE SALARY SCHEDULE WILL NOT
OCCUR UNTIL THE COMPLETION OF SATISFACTORY
SERVICE WITHIN THE FOLLOWING SCHOOL YEAR
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SALARY STEPS & U-RATINGS
(cont’d)
▪TEACHERS WILL ADVANCE THE FOLLOWING YEAR TO
THE SALARY STEP THEY WOULD HAVE ACHIEVED IF
THEY HAD NOT BEEN RATED UNSATISFACTORY
▪TEACHERS ADVANCE TO THE CORRECT SALARY STEP
FOLLOWING A SATISFACTORY RATING. IT IS NOT
RETROACTIVE FOR THE YEAR THEY WERE RATED
UNSATISFACTORY!
▪EXAMPLE – JOANNE VARGAS WAS RATED
UNSATISFACTORY FOR THE SCHOOL YEAR ENDING
2007 AND SHE IS ON SALARY STEP 3A. SHE WAS THEN
RATED SATISFACTORY FOR THE SCHOOL YEAR ENDING
2008. SHE WILL RESUME SALARY STEP PROGRESSION
IN SEPTEMBER 2008 AND SHE WILL BE PLACED ON THE
CORRECT SALARY STEP 5A
▪THE SCHOOL SECRETARY AND THE PRINCIPAL HAVE
UNTIL JUNE 30, 2009 TO CHANGE A RATING IN EIS
▪THE ISC/CFN HAS THE ABILITY TO CHANGE RATINGS
UNTIL AUGUST 31, 2009
▪AFTER THAT DATE IF A RATING NEEDS TO BE
CHANGED, THE PRINCIPAL OF THE SCHOOL SHOULD
EMAIL ME AT GALOIA@SCHOOLS.NYC.GOV WITH THE
NEW RATING AND REASON FOR THE CHANGE
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To move through these next few slides,
use the “Next” button you can see at
the bottom of this window.
RATINGS FAQS
Q. Can you summarize the steps a school must follow to record ratings and complete required performance rating forms?
A: On May 22nd schools must post ratings into the school list in the Employee Information System (EIS).
These ratings must be approved in EIS no later than June 8th. In June detailed rating forms are prepared for all
school employees by the principal. Web forms are available for most employee groups on June 10 th. Other employees
will receive paper forms. Once completed, the forms must be signed. Follow all guidelines pertaining to this process.
to this process.
Q.
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Which employees are rated in EIS?
All annualized instructional employees who appear on your schools EIS Table of Organization. This includes assistant
principals,
supervisors, teachers, school based support team members (psychologists and social workers) guidance counselors and
school secretaries. Per Diem substitutes are also rated in EIS.
Q.
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Do ATR (Absence Teacher Reserves) need to be rated?
Yes, all ATR 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 Deputy/Partner or CFN
Director if assistance is needed in identifying the ATRs’ work place or budgeted school location for the purpose of
entering into EIS.
Q. When do I use the web application forms?
A:. Use the web form when rating annualized teachers, guidance counselors, school based support team members
(psychologists and
social workers) and school secretaries.
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Can I post information directly on the web form.
Yes. Most sections can be directly updated by either school secretaries or principals. Some sections contain prepopulated
information which originates from the EIS system. Pre-populated information cannot be changed directly on the form.
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What forms are used for the other employee groups?
Use the paper traditional form "Annual Professional Performance Review of Pedagogical Supervisory Employee" for
assistant principals and supervisory staff. This form is referred to as ABC since it has three sections.
Use a blank teacher rating form for per diem teachers.
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A:
What form is used for principals?
Principals are rated by their superintendents using the Principals Performance Review
(PPR) Tool.
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Q. Why do both secretaries and principal require access to the EIS system.
A: The secretary can post and auto-populate the school list. Principals have a different level of
security which allows them to approve/finalize the list. The list is not considered an official
submission until the principal has approved/finalized the list.
Q. Where do school personnel go to for assistance with security?
A: For Integrated Service Center (ISC) covered schools go to the ISC ASL group. For Children
First Network (CFN) covered schools contact your CFN Data/IT Specialist. Contact information
is provided in the Help Section of the Web Cast.
Q. What is my ISC/CFN designation which is required on both EIS and Web applications.
A: This is a numeric code which identifies which ISC or CFN the school is associated with. Have
this number handy as it will be needed to post information to EIS or access your web application
form. The designations are:
Codes ISC
1- Manhattan
2- Bronx
3-Brooklyn (part)
4-Queens
5-Staten Island/Brooklyn
Codes CFN
6 for Network 1
7 for Network 2
8 for Network 3
9 for Network 4
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Q.
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I am accessing my school rating list in EIS and notice that some employee records are recoded
with an N or C code in the rating field.
What does this mean?
In certain cases an employee has a special status which is translated to a special rating designation.
Any employee who is classified as "reassigned" will be coded as N on the school list. N employees
cannot be rated directly on the list.
If a principal wishes to rate the N coded employee they must contact the Office of Salary Services.
Any employee who is on a leave of absence will be coded as C. The principal may rate the C coded
employee in the EIS rating application.
Q.
A:
If I have any questions about how to use EIS or the web applications who can I call?
HR Connect has established a new direct hot line for secretaries. Call the hot line for assistance
with general usage inquiries.
Q.
A:
I may want to view the web cast again before the web ratings becomes available. Can I see it again?
Yes. The web cast is archived and available for viewing through June. It is encouraged that you
review the web rating section prior to accessing and updating the forms.
Q. I have a teacher on my school rating list whose performance I evaluated as unsatisfactory from
8/31/2008 to 2/1/2009. The teacher was subsequently directed to the “Reassignment Center”.
What are my obligations in rating this teacher? (*note: this teacher is on salary step 6A)
A: Follow these steps: (1) using the teacher rating form, rate the teacher unsatisfactory. Complete all
required sections, obtain signatures, and attach appropriate documentation. Follow form instructions.
(2) Contact Ms. Genevieve Aloia, Office of Salary Services at Galoia@schools.nyc.gov and arrange
for her to overlay the N code appearing on the EIS School Rating List with a U rating
(unsatisfactory).
Q. How will this teachers’ salary step be effected now that their rating code was changed from an N to
U?
A: The teacher’s salary step of 6A will be frozen effective September 15th as a result of the U rating.
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To view the rest of this webcast
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To view Part 2, click this link:
http://learningtimes.mmalliance.acrobat.com/ratings2009_2/
To view Part 3, click this link:
http://learningtimes.mmalliance.acrobat.com/ratings2009_3/
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