Transcript Handout: 01_C175PerSessionTraining.doc
Per Session Regulation Changes and System Enhancements
2009
AGENDA
Per Session Regulation & System Changes
Per Session Processes
Per Session Payroll System & Waiver Demo
Questions
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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
• Capped annual per session work at 400 hours in all activities > 270 hour cap for school psychologists and social workers
New Regulations
• 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
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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 Online waiver request and approval, with pre set hours and approval history Per Session reports of total hours worked by per session employees
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 auto alerts 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
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Overview of Per Session Processes
Posting Hiring Managers creates per session posting for approval and posting Applications Candidates submit applications, with OP-175 Selection WAIVER Hiring Manager reviews and selects qualified candidates, considering: • Retention rights in that specific activity • Total per session hours to date 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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Post date: Close date Deadline:
SAMPLE Posting Format
PER SESSION VACANCY CIRCULAR # 1 (Subject to Budget Availability)
POSITION TITLE LOCATION: :
2008 - 2009 Human Resources Assistant (HRA) - Certification (Up to 40 positions)
ELIGIBILITY REQUIREMENTS :
Please Post Division of Human Resources, Office of Certification, 65 Court Street, Brooklyn, New York 11201 and all Integrated Service Centers (ISC) 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 SALARY: WORK SCHEDULE : APPLICATION PROCEDURE : :
1. Provide information to applicants and current pedagogical staff on State and City certification and licensing requirements and options As per Collective Bargaining Agreement 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 Send letter of application, Form OP-175 (Available in all schools and DHR Website) and copy of resume to: NAME at [email protected]
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.
2.
3.
4.
Screen all applicants and eliminate those not matching eligibility requirements Interview ALL eligible applicants using selection criteria Review retention rights for that particular activity and Cumulative Per Session Report for all per session hours worked to date 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)
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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/ Borough wide Positions Central or Citywide Positions Posting
•
Create Posting
•
Approve Posting **
Principal N/A Hiring Manager HR Partner Hiring Manager DHR •
Posting site
•
Maintain Applications
School Principal ISC/ CFN Hiring Manager DHR website Hiring Manager •
Review, select, & notify applicants
Principal
Selection
Hiring Manager Hiring Manager •
Request waiver
•
Approve Waiver **
Principal HR Partner
Waivers
Hiring Manager HR Partner Hiring Manager DHR
** Superintendents must approve all postings and waivers for Principal Per Session 12
Per Session Payroll System & Waiver Demo
Per Session Regulation & System Changes
Per Session Processes
Per Session Payroll System & Waiver Demo
Questions
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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 [email protected]
• 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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