1. B ALTIMORE C ITY P UBLIC S CHOOLS Summer Employee Entry System Training Office of Human Capital May 2014 1

2. B ALTIMORE C ITY P UBLIC S CHOOLS Overview In this training, you will learn:  About the process for staffing summer programs;  About the deadlines for summer 2013 programs;  How to assign and delete summer employee assignments; and  About resources and support moving forward. 2

3. B ALTIMORE C ITY P UBLIC S CHOOLS In this Section In this section you will learn about  Who can use the Summer Employee Entry System;  Summer programming in City Schools; and  What the Summer Employee Entry System can be used for. 3

4. B ALTIMORE C ITY P UBLIC S CHOOLS Creating Summer Programs In order to budget for and staff a summer program in City Schools, coordinators need to:  Create positions and allocate money to each position.  Staff each position by hiring and identifying employees. Summer programs and positions are created in PStAR.  Fund sources and program coordinators are selected. Employees are identified and assigned to summer positions in the Summer Employee Entry System.  Only the program coordinator (as identified in PStAR) has access. 4

5. B ALTIMORE C ITY P UBLIC S CHOOLS Overview: Steps for Staffing Summer Programs 5 Includes identifying funding sources. 1. Create summer program in PStAR Includes identifying the summer program, determining how many positions you need by job title, and choosing funding source(s) to “buy” the positions. 2. Create positions in PStAR Includes filling each summer position with an employee. 3. Select employees in Summer Employee Entry System If your program spans the 2 fiscal years, you will complete these steps twice for one summer program – One time for FY 2014 and one time for FY 2015.

6. B ALTIMORE C ITY P UBLIC S CHOOLS Staffing Summer Programs Selecting employees in SEES allows program coordinators to identify the staff for their summer program(s).  Thus, the people working will be paid appropriately. Program coordinators can use SEES to centralize summer program information and:  Assign or delete an employee to a summer position;  Review current summer assignments; and  Generate Summer Employee Report. 6

7. B ALTIMORE C ITY P UBLIC S CHOOLS Updated Timeline for Summer 2014 May 12 th PStAR system for summer school is available. Coordinators can create programs and positions for FY 2014. May 31 st Deadline for using funds from FY 2014. PStAR system switches to FY 2015 funds. Coordinators can create programs and positions for FY 2015. June 13 th Deadline for using Summer Employee Entry System to staff summer programs. June 30 th All FY 2014 funding for programs ends; FY 2015 begins and FY 2015 funding is available for programming. August 15 th Deadline for using funds from FY 2015 for summer school. All summer programs in City Schools end. 7

8. B ALTIMORE C ITY P UBLIC S CHOOLS In this Section In this section you will:  Access the Help Guide for using Summer Employee Entry System, and  Learn what support resources and contact information to utilize moving forward. 8

9. B ALTIMORE C ITY P UBLIC S CHOOLS Summer Employee Entry System Help Guide There is one comprehensive help guide for you to reference when using the Summer Employee Entry System. You can access this help guide through:  City Schools Inside and  the next slide in this training. 9

10. B ALTIMORE C ITY P UBLIC S CHOOLS To Staff a Summer Program in SEES The help guide will walk you through the following steps for staffing a summer program for which you are the program coordinator:  Log In to SEES  Assign a summer employee to a summer position  Review summer employee assignments  Delete a summer employee from your summer program  Generate Summer Employee Report Click here to view the SEES Help Guidehere 10

11. B ALTIMORE C ITY P UBLIC S CHOOLS Contact Information and Resources Moving Forward 11 ResourceFor Questions About: Guidance Decisions around funding, job titles, payroll approvers, and program coordinators Expectations and deadlines Help Guides How to assign and delete employees How to review current employee assignments City Schools Inside Deadlines and how to access support documents Contact Jerome Fenwick in OHC, Jfenwick@bcps.k12.md.us Jfenwick@bcps.k12.md.us Specific, unaddressed questions about using Summer Employee Entry System (SEES) Contact Jerry Fleischmann in Payroll, 443-642-3880 Specific, unaddressed questions about payroll HC Specialists Specific, unaddressed questions about summer program staffing expectations and guidance

12. B ALTIMORE C ITY P UBLIC S CHOOLS You Just Learned… About the process for creating and staffing summer school positions; About the deadlines for summer 2014 programs; How to use the Summer Employee Entry System; and Who you should contact for support moving forward. 12

13. B ALTIMORE C ITY P UBLIC S CHOOLS 13