Per Session
Regulation
Changes
and
System
Enhancements
2009
AGENDA
Per Session Regulation & System Changes
Per Session Processes
Per Session Payroll System & Waiver Demo
Questions
2
Per Session Regulation Changes
Chancellor’s Regulation C-175 governs per session employment
•Per session employment is any work activity, outside the normal school day, for which pedagogical employees are paid at an
hourly rate
•Per Session work must not interfere with or be an extension of an employee’s primary job
•DHR has issued revised C-175 Per Session Regulations as of December 2008
Old Regulations
New Regulations
•Capped annual per session work at
400 hours in all activities
> 270 hour cap for school
psychologists and social
workers
•Increases annual per session work
cap to 500 hours in all activities
> 270 hour cap for school
psychologists and social
workers remains
•Required waivers for multiple per
session activities
•Eliminates the need for multiple
activity waivers
For revised C-175 regs, visit:
http://schools.nyc.gov/RulesPolicies/ChancellorsRegulations
3
Per Session System Enhancements
Per Session system enhancements support revised C-175
•In the past, monitoring per session hours and multiple activities has been difficult for individual
supervisors and payroll secretaries
•New Per Session tracking provides key decision makers with an employee’s full per session
activities by job and location
Enhancements include:
Payroll alerts for
secretary when
employee’s hours
reach 75% of the cap
Per Session reports of
total hours worked by
per session employees
Online waiver request
and approval, with preset hours and approval
history
Payroll edit to
withhold payment
unless waiver is
approved
4
How Do These Changes Benefit You?
Per Session is More Efficient, Transparent & Equitable
•Provides information on employee’s total per session activities
•Ensures equitable selection
•Withholds payments without waiver approval
For Payroll
Secretaries
•Provides autoalerts when
employees are
close to cap
For Employees
•Increases hours
•Eliminates
Multiple Activities
Waiver
For Principals/
PS
Supervisors
•Assists in
selection
•Automates
monitoring of
total hours
For ISC/ CFN
Staff
•Improves
waiver approval
process
•Provides
reports on per
session in your
ISC/ CFN
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Per Session Processes
Per Session Regulation & System Changes
Per Session Processes
Per Session Payroll System & Waiver Demo
Questions
6
Overview of Per Session Processes
Posting
Hiring Managers creates per session posting for approval and posting
Applications Candidates submit applications, with OP-175
Selection
Hiring Manager reviews and selects qualified candidates,
considering:
•
•
Retention rights in that specific activity
Total per session hours to date
WAIVER Hiring Managers submits waiver for approval, if needed
Hiring Manager notifies all applicants in writing of their selection
status (selected or denied)
Activity
Employee begins per session activity and submits timesheets
Secretary enters time and shares system messages with Hiring
Manager. Employee is evaluated at end of activity.
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Per Session Postings
•
Depending on the activity, positions are advertised at:
>
>
School, District, Borough – School Bulletin Board
Central – DHR Website at http://schools.nyc.gov/Careers/Schools
and clicking on “Per-session opportunities”
•
Must be advertised for at least 20 school days
•
Postings must be consecutively numbered for the per session year
(July 1 – June 30), and include the following:
>
>
>
>
>
>
>
>
•
Post and close date
Title of position
# of positions available (Sample: “Up to ___ positions”)
Location of the activity
Approximate # of per session hours to be worked per position and work
schedule (“Subject to Budget Availability)
Required license area, qualifications and selection criteria
Clear statement of the duties and responsibilities
Instructions for submitting applications for consideration
Principal per session requires pre-approval by Superintendent
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SAMPLE Posting Format
Post date:
Close date Deadline:
PER SESSION VACANCY CIRCULAR # 1
2008 - 2009
Please Post
(Subject to Budget Availability)
POSITION TITLE:
Human Resources Assistant (HRA) - Certification
(Up to 40 positions)
LOCATION:
Division of Human Resources, Office of Certification, 65 Court Street, Brooklyn, New York 11201 and
all Integrated Service Centers (ISC)
ELIGIBILITY REQUIREMENTS:
New York City Department of Education licensed and appointed teacher with at least three continuous years of
satisfactory service.
SELECTION CRITERIA:
1. Knowledge of New York State Teacher certification requirements
DUTIES/ RESPONSIBILITIES:
1. Provide information to applicants and current pedagogical staff on State and City certification and licensing
requirements and options
SALARY:
As per Collective Bargaining Agreement
WORK SCHEDULE:
1. A work schedule for each HRA will be developed by the unit supervisors contingent upon need, but up to 300 hours per
position is expected. The program will commence on July 1, 2008 and end on June 30, 2009.
2. Hours of service from July 1, 2008 through August 29, 2008 will vary and range between 8:00 am and 6:00pm
3. Hours of service from September 1, 2008 through June 30, 2009 will vary according to need and range from
3:00pm to 6:00 pm
APPLICATION PROCEDURE:
Send letter of application, Form OP-175 (Available in all schools and DHR Website) and copy of resume to:
NAME at NAME@schools.nyc.gov ATT: Human Resources Assistant Posting
By: March 31, 2008
Note: Please note that all per session vacancy circulars will be posted on the Division of Human Resources web site at
http://schools.nyc.gov/Careers/Schools/default.htm under "Per Session Opportunities”
Service exceeding the number of hours specified in Chancellor’s Regulation C-175 governing per session activities requires prior approval. The appropriate Per
Session Supervisor must make the request in writing (Form OP 175W) and receive written approval before the person can begin working in the activity. Failure to
obtain a valid waiver may result in the withholding of payment for hours worked beyond the maximum. Depending on the location of the activity, requests for waivers
and supporting documentation (see Form OP 175W) should be sent to the following:
SCHOOL/ DISTRICT/ BOROUGH Positions: Your Integrated Service Center’s HR Partner or Children First Network’s HR Director.
CENTRAL Positions: Division of Human Resources – 65 Court Street (Rm. 801), Brooklyn, NY 11201.
AN EQUAL OPPORTUNITY EMPLOYER M/F/D
APPROVED:
Division of Human Resources
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Selecting Qualified Applicants Overview
1. Screen
for eligibility
2. Interview
using
criteria
3. Review
retention and
total hours
4. Select,
get waiver,
and notify
To ensure equity in the process, as well as to support decision-making,
always document your selection process
1.
Screen all applicants and eliminate those not matching eligibility
requirements
2.
Interview ALL eligible applicants using selection criteria
3.
Review retention rights for that particular activity and Cumulative Per Session
Report for all per session hours worked to date
4.
Select from among those who meet the eligibility and selection
criteria: (1) First, select those with retention rights; (2) Then, consider
those with the lowest number of hours worked, for "equally qualified"
candidates.
a.
b.
Apply for and receive waiver, if needed
Notify all applicants of selection status (selected or denied)
10
Waiver Approval Process (Hiring Managers)
Submitting Waivers – Hiring Managers
•
A waiver should be submitted before an activity begins by using the Per
Session system. Waivers must be submitted for a specific/ fixed number of
hours
•
Hiring Managers should review and submit waivers electronically, forwarding
posting and other documentation as needed, to appropriate approver
a. School Posting – ISC/ CFN contact
b. District/ Borough Posting – ISC/ CFN contact
c. Central – DHR contact
3.
Approver notifies Hiring Manager of waiver decision via Per Session system
email
4.
Hiring Manager notifies employee of waiver status and works with Secretary to
regularly review total hours
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Summary of Responsibilities
School-based
Position
District/ Boroughwide Positions
Central or
Citywide
Positions
Posting
•Create Posting
Principal
Hiring Manager
Hiring Manager
•Approve Posting**
N/A
HR Partner
DHR
•Posting site
School
ISC/ CFN
DHR website
•Maintain
Applications
Principal
Hiring Manager
Hiring Manager
Selection
•Review, select, &
notify applicants
Principal
Hiring Manager
Hiring Manager
Waivers
•Request waiver
Principal
Hiring Manager
Hiring Manager
•Approve Waiver**
HR Partner
HR Partner
DHR
** Superintendents must approve all postings and waivers for Principal Per Session
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Per Session Payroll System & Waiver
Demo
Per Session Regulation & System Changes
Per Session Processes
Per Session Payroll System & Waiver Demo
Questions
13
Per Session Service System Basics
1. Logging In
•
Enter your Outlook user ID and password
2. Searching for Per Session Employees
•
Use EIS ID (7 digits), school, or ISC/CFN to search
3. Requesting a Waiver for an Employee
•
•
•
Enter EIS ID (7 digits) and click Request a Waiver
Know the Job ID. Other information will automatically populate
Enter justification for the waiver request and click send
4. Downloading Reports of Those Approaching the Hour Cap
•
•
Search by ISC/CFN or school
Click Download Excel Report. Report only shows those with 200 hours or
more
5. Troubleshooting
•
•
Contact Jay McDonough with LOGON issues at jmcdono@schools.nyc.gov
With Per Session Regulation questions, please contact 718-935-4075
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More Questions?
Email your HR Partner
or Per Session Staff can call HR Connect at
718-935-4000
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Other Documents Available to You
•Chancellor’s Regulation C-175
http://schools.nyc.gov/RulesPolicies/ChancellorsRegulations
•OP-175 – Per Session Application
•Per Session Process for School, District/ Borough, and Central/
Citywide Positions
•Per Session Employee Fact Sheet
•Frequently Asked Questions & Answers
•Sample Per Session Posting Template
•Template logs for postings and applications
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