BALTIMORE CITY

PUBLIC SCHOOLS

Summer PStAR Process Training

Office of Human CapitalMay 2014

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BALTIMORE CITY

PUBLIC SCHOOLS

Overview

In this training, you will learn: About the process for staffing summer programs; How to create and search summer programs in

PStAR; How to create and search summer positions in

PStAR; About the deadlines for summer 2014 programs;

and About resources and support moving forward.

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BALTIMORE CITY

PUBLIC SCHOOLS

In this Section

In this section you will learn about Summer programming in City Schools; Programs that span multiple fiscal years; and Steps for creating and staffing summer programs.

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BALTIMORE CITY

PUBLIC SCHOOLS

Summer Programs in City Schools

Systemic and non-systemic summer programs are important aspects to how City Schools supports student achievement.

Systemic summer programs are organized and coordinated through Central Office.

Non-systemic summer programs are school-based, and individual schools organize them.

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BALTIMORE CITY

PUBLIC SCHOOLS

Staffing 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.

The start and end dates are based on when employees start to complete work for the program and when employees end their work for the program. You are NOT creating start and end dates based on

student participation.

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BALTIMORE CITY

PUBLIC SCHOOLS

Creating Summer Programs

Creating programs and positions in the PStAR system allows you to “buy” the positions to staff your program. You are creating these positions and allocating

funds so that the people working will be paid appropriately.

Summer programs that span fiscal years (FY) will use funds from two different fiscal year (FY) budgets. June 30th is the end of the fiscal year (FY).

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BALTIMORE CITY

PUBLIC SCHOOLS

If Your Summer Program Spans Two Fiscal Years

Funds from FY 2014 will pay

for the positions and

program

Funds from FY 2013 will pay for the positions and

program

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Your Summer

Program’s Start Date

Your Summer

Program’s End DateJune 30 t h

BALTIMORE CITY

PUBLIC SCHOOLS

Summer Programs that Span Two Fiscal Years

As long as an employee is working for a summer program before June 30th and after July 1st, you need two programs and two sets of positions in PStAR. One program and set of positions for FY 2014. One program and set of positions for FY 2015.

In PStAR, include the FY in the program names to differentiate them. “Reading Adventures FY2014” and “Reading

Adventures FY2015”. The FY 2014 program will end June 30th. The FY 2015 program will begin July 1st.

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BALTIMORE CITY

PUBLIC SCHOOLS

Overview: Steps for Staffing Summer Programs

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•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

You will complete these steps twice for one summer program – One time for FY 2014 and one time for FY 2015.

BALTIMORE CITY

PUBLIC SCHOOLS

In this Section

In this section you will access the Help Guides for: Creating a summer program in PStAR; Searching for and editing a summer program in

PStAR; Creating positions for a summer program in

PStAR; and Searching for transactions in PStAR.

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BALTIMORE CITY

PUBLIC SCHOOLS

PStAR Help Guides

There are four help guides for you to reference when using the Summer PStAR system: Create Program Program Inquiry Create Position Position Inquiry

You can access these help guides through: City Schools Inside and the next four slides of this training.

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BALTIMORE CITY

PUBLIC SCHOOLS

To Create a Summer Program in PStAR

Create Program Log In to PStAR Name Summer Program Identify a Program Coordinator Select a Funding Source for Program

Click here to view the Create Program Help Guide

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BALTIMORE CITY

PUBLIC SCHOOLS

To Search or Edit a Summer Program in PStAR

Program Inquiry Log In to PStAR Search for Summer Program Add a Funding Source to a Summer Program View Program Information

Click here to view the Program Inquiry Help Guide

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BALTIMORE CITY

PUBLIC SCHOOLS

To Create Positions in PStAR

Create Position Log In to PStAR Identify Summer Program and Payroll Approver Add a Job Title to a Summer Program Identify Funding Source(s) for a Job Title in a

Summer Program

Click here to view the Create Position Help Guide.

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BALTIMORE CITY

PUBLIC SCHOOLS

To Search Transactions in PStAR

Transaction Inquiry Log In to PStAR Search for Transaction View Transaction Information

Click here to view the Transaction Inquiry Help Guide

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BALTIMORE CITY

PUBLIC SCHOOLS

In this Section

In this section you will Learn about deadlines for using PStAR to create

your summer program(s); Review two scenarios for sample programs; and Learn what support resources and contact

information to utilize moving forward.

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BALTIMORE CITY

PUBLIC SCHOOLS

Updated Timeline for Summer 2014

May 12th •PStAR system for summer school is available.•Coordinators can create programs and positions for FY 2014.

May 31st •Deadline for using funds from FY 2014. PStAR system switches to FY 2015 funds.•Coordinators can create programs and positions for FY 2015.

June 13th •Deadline for using Summer Employee Entry System to staff summer programs.

June 30th •All FY 2014 funding for programs ends; FY 2015 begins and FY 2015 funding is available for programming.

August 15th

•Deadline for using funds from FY 2015 for summer school.•All summer programs in City Schools end.

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BALTIMORE CITY

PUBLIC SCHOOLS

Scenario 118

Program X has employees begin working on July 10th and stop working August 4th. Students participate in the program from July 17th to August 1st. What are the start and end dates for Program X? How many days for Program X fall in FY 2014? How many programs need to be created in PStAR

for Program X? In PStAR, what are the start and end dates for

“Program X FY2015”?

BALTIMORE CITY

PUBLIC SCHOOLS

Scenario 119

Program X has employees begin working on July 10th and stop working August 4th. Students participate in the program from July 17th to August 1st. What are the start and end dates for Program X?

July 10th ; August 4th How many days for Program X fall in FY 2014?

0 How many programs need to be created in PStAR

for Program X? One: “Program X FY2014”

In PStAR, what are the start and end dates for “Program X FY2015”? July 10th ; August 4th

BALTIMORE CITY

PUBLIC SCHOOLS

Scenario 220

Program Y has employees begin working on July 24th and stop working August 4th. Students participate in the program from July 10th to August 1st. What are the start and end dates for Program Y? How many days for Program Y fall in FY 2014? How many programs need to be created in PStAR

for Program Y? In PStAR, what are the start and end dates for the

program(s)?

BALTIMORE CITY

PUBLIC SCHOOLS

Scenario 221

Program Y has employees begin working on June 24th and stop working August 4th. Students participate in the program from July 10th to August 1st. What are the start and end dates for Program Y?

June 24th ; August 4th How many days for Program Y fall in FY 2014?

5 work days (June 24th – June 30th) How many programs need to be created in PStAR?

Two: “Program Y FY2014” and “Program Y FY2015” In PStAR, what are the start and end dates for the

program(s)? “Program Y FY2014”: June 24th – June 30th “Program Y FY2015”: July 1st – August 4th

BALTIMORE CITY

PUBLIC SCHOOLS

Contact Information and Resources Moving Forward

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Resource For Questions About:

Guidance •Decisions around funding, job titles, payroll approvers, and program coordinators•Expectations and deadlines

Help Guides •How to create and search for programs•How to create and search for positions

City Schools Inside •Deadlines and how to access support documents

Contact Jerome Fenwick in OHC, Jfenwick@bcps.k12.md.us

•Specific, unaddressed questions about using PStAR

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

BALTIMORE CITY

PUBLIC SCHOOLS

You Just Learned…

About the process for creating and staffing summer school positions;

How to create and search summer programs in PStAR;

How to create and search summer positions in PStAR;

About the deadlines for summer 2014 programs; and

Who you should contact for support moving forward.

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BALTIMORE CITY

PUBLIC SCHOOLS

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