Principal’s Per Session Application Screen Shots

Principal Per Session Application This following slides will show the process principals must use to request per session employment For our purposes today, we will briefly describe the screens as a point of reference for you to understand what the principal must do to make a request Superintendents will not see each screen of the request. Instead, they will receive a summary of the request in an e-mail

Log in Screen of EIS Portal The User Name and Password will be the same as the User Name and Password the Principal uses to sign in to get their e-mail

Creating a Per Session request Once logged into the EIS Portal, the initial menu screen will appear. While there are several options to choose from including per session waivers, to request Principal Per Session service, select the “Principal Per Session” tab on the left of the screen.

Information regarding the Principal Per Session Inquiry Screen After selecting the Principal Per Session tab, the next screen in this presentation will appear. Under the Principal Personal Information heading, there is a tab entitled “New Request for Per Session Work” To initiate a new request, the Principal will click on that tab, which will lead to the request page.

Principal Per Session Inquiry Screen Click to make a new request Click to retrieve a previous request

Information regarding the Principal Per Session Inquiry Screen Cont’d On the page with Principal Personal Information, the Principal may review the status of all of his/her requests. To review any original request in its entirety, click on the “link to form” button and the full request will appear. The onscreen Pie Chart depicts up to four different status levels of requests. Depending on the inquiry, the status will be: Pending, Disapproved, Approved or Saved. Pending: requests are requests that have yet to be approved or denied by the Superintendent Disapproved: requests are requests that have been denied and as a result, the Principal may not work that per session job. Approved: requests are requests that have been accepted by the superintendent and as a result, the Principal is permitted to work that per session job. Saved: requests are requests that have been created but yet to be submitted by the Principal

Online Application for Principal Per Session Entering a Per Session request Personal Information Section: will be system generated. The principal’s EIS-ID and name will appear on the screen. Job Information Section: The principal will be required to enter the bulk job to which the per session service will be charged. After inserting the bulk job ID # and hitting the “Enter” button, all related account information will be system generated and displayed on the screen. (Title, District, Effective Start and End Dates and Location) All System generated information will come from various internal systems including FAMIS Notes to remember If the bulk job does not have any available funds , a message indicating that there are insufficient funds will appear. ( A Bulk Job which has available funds must be entered to continue.) Only bulk jobs for the current fiscal year may be used.

Request online application form for Principal Per Session Request Application form has Four sections (The first two are listed below) 1. Personal Information (System Generated) 2. Job Information Bulk Job ID#

Program Information Screen 3. This information is provided by the Principal, CFN, or Central Office and needs to be manually entered by the Principal A program number must be a numeric field. Enter the location of where the Per Session service is going to be performed. (It may or may not be your home school) Enter the program description. (ex. Afternoon enrichment program)

Principal Attestation Page As part of the approval process, all principals must attest to certain conditions regarding per session. It is important to remember: All eligible applicants must be considered for any per session position. Whenever possible bulk jobs should be created, funded and approved in GALAXY prior to performing Per Session Service All Per Session activities should have an advertisement The following questions must be answered: Does this per session activity and the hours requested fall outside of your regular workday as the principal of the school? (Yes/No) Was there an approved posting for this position or was the nature of the Per Session activity such that budget approval was previously granted by the Superintendent? (Yes/No) Have you met all the criteria outlined in the job posting? (Yes/No/NA) Have all other eligible applicants been considered for this position prior to this request? (Yes/No/NA)

Principal Attestation Screen

Principal Per Session Online Request Application Form To continue the request process please complete the following steps: 1. Select the “Start” and “End” dates for this activity and they must be between effective Start and End dates for the bulk job used. 2. Enter the amount of hours being requested for the program. 3. If you answered “No” or “N/A” to any attestation question, you must provide a reason or the request can’t be sent. 3. Provide a brief description of the activity being performed or advise as to the changes you made if this is a “rectified request” of a disapproval 4. If service is being requested which was performed prior to the request, you must explain the reason for the late application or the request can’t be sent.

Principal Per Session Online Request application form (continued) 4 Principal Per Session Online Request application form (continued) 4. Request Information

Request application form To complete your request: Click on the box next to the disclaimer to certify the information is true and accurate to the best of your knowledge. Click on the drop down arrow to select your Superintendent 3. You then can either…. A. Save the document (no action is taken place at this time)… or B. Send Email (this will generate an e-mail directly to the superintendent) 1. 2 A or B

Request that is sent to the superintendent

Superintendent’s Approval The request is sent Via E-mail directly to the inbox of the Superintendent’s outlook. Once the request is received, the Superintendent, has the option of either approving or disapproving the request. If the Superintendent takes no action, the request remains pending.                                                                                                                  If approved, The Principal will be able to work the job and be compensated If disapproved, the Principal will not be able work the job or be compensated for any past unapproved employment. If pending, the Per Session service  will not be able to be entered as no approval for per session work has been given ahead of time. Once either approved or disapproved, the Principal will receive an e-mail indicating the status of their request.

Superintendents Options A Superintendent can either approve or disapprove a request. Either way, an e-mail is sent directly back to the Principal. If the request is disapproved, the Superintendent must provide a reason. Both examples are shown below: Reason for Rejection Optional Reason for approval

Sample Error Messages and responses Bulk jobs is frozen there are no available funds. User’s options: Increase the allocation for that bulk job Create another bulk job Use another bulk job if available Start date prior to bulk job’s start date End date greater than bulk job’s end date User’s option: Enter a date between the start and end date of the bulk job Prior year bulk jobs are invalid Enter a current year bulk job Excessive amount of hours for time frame Lower the number of hours for the time frame Change the end date to a later date

A “Contact us” link has been added to the bottom of every screen in the Portal where the user can click and create an e-mail that will be automatically routed to The Per Session Monitoring Unit for assistance. link

The user would simply type in the subject along with the issue they are having and click “Send”. An e-mail will be sent directly to The Per Session Monitoring Unit and they will advise right away

Principal Per Session Online Request Application Summary Request Information Section the following input will be required: Start date of the service (*) End date of the service Number of hours requested Provide a reason and description of the service. Indicate if the job was posted in accordance with Per Sessions regulations (*) If the start date is more than 30 days before the current date you will be required to explain why the request was not entered in ahead of time. Superintendents may reject based on the fact that prior approval is necessary for all Per Session activity.

Principal Per Session Online Request Application Summary Cont’d Once the application form is completed, you have the option of saving the request (SAVE) or Sending the request (Send). If the request is saved, it remains in your portal until you choose to send it. Once the request is sent, an E-mail will be generated and sent to the Superintendent for approval. Once the Superintendent approves the request for Per Session service and replies with his/her E-mail the Per Session service may be entered into the Per Session payroll system. (TBNK) Detailed information for each request can be viewed by the principal. The current status of each request will be displayed. There are three status conditions: Approved, pending, and disapproved/denied.