• Take Action Archive—July 2011

    Annual Performace Evaluations for Non-Teaching Staff

    Principals, between May 16 and June 30, please conduct annual performance evaluations for non-teaching staff affiliated with PSRP, CUB, FOP or Local 44. For unaffiliated staff, please submit evaluations by July 31.

    It is time for final annual evaluations for all non-teaching staff. The evaluation guide outlines a principal's responsibilities as a supervisor, which include—conducting final evaluations for non-teacher employees, and describes the resources available to support you in this important process. The reporting tool opens on May 16. Final evaluations are due by June 30 for PSRP, CUB, FOP and Local 44 employees. Evaluations for unaffiliated employees (and non-teaching staff who are PSASA members) are due by July 31. Please contact the Compensation Department at 410-396-8885 if you have questions.

    TASC Expanded Learning Time Demonstration

    Principals, attend the information session on July 25 and apply for the Expanded Learning Time Initiative by July 29.

    Across the nation, schools, community partners, school districts and states are exploring ways to improve student success by expanding the time and the ways students learn. Principals, click here for more details and for the application. If interested, please attend the information session on Monday, July 25, from 11:00 a.m. to 12:30 p.m. at the Family League offices located at 2305 N. Charles St., Suite 200. If you plan to attend, please RSVP to kwilliams@flbcinc.org. Applications for the Expanded Learning Time Initiative are due July 29 by 12:00 p.m. If you have any additional questions, please contact Crystal Ashe at cnashe@bcps.k12.md.us or 443-642-6688.

    Elementary and Middle School Student Promotion

    Elementary and middle school principals, please review the elementary/middle promotion guidelines. Also, distribute information about a summer school opportunity to your middle school students who may be retained in grade.

    Elementary and middle grade principals should review the elementary/middle promotion guidelines when making recommendations for student promotion. All parent appeals should be referred to the Executive Director Office by June 29. Please contact the Executive Director Office at 410-396-6393 if you have questions.

    Students in grades 6 through 8 whose SY 2010-11 results indicate they will be retained in grade have the opportunity to be promoted after successful completion of the BELL Summer Middle School Promotion Program. This flier and application describe the program for students. Principals, please distribute this information to your students immediately. Completed applications should be sent by July 5 to Crystal Ashe (Office of Teaching and Learning, 200 E. North Ave., Room 326, Baltimore MD 21202). If you have additional questions, please contact Crystal Ashe at cnashe@bcps.k12.md.us or call 443-642-6688.

    Required MOSHA Posts

    Payroll Administrators, please review, complete and sign the OSHA Form 300A for your individual worksite immediately.

    The Maryland Occupational Safety and Health Administration (MOSHA) regulations (COMAR, require employers to maintain records for certain occupational injuries and illnesses. For purposes of this regulation, each school and administrative worksite is considered a separate employer. Under the regulation, each year, employers must post OSHA Form 300A, Summary of Work-Related Injuries and Illnesses. This form has been prepared for you by the Department of Health & Safety, however, it remains the responsibility of the administrator at each payroll location to review, sign and post the form. Please see the complete instructions and to download your form, click here for locations 4 through 480 and here for locations 501 through 2028. If you have questions, please contact Mary Beth Haller (mbhaller@bcps.k12.md.us).

    Advanced Placement Scores

    Principals, please submit your Advanced Placement Scores by July 18.

    Please submit your 2011 Advanced Placement Scores to Amy Rosenkrans at arosenkrans@bcps.k12.md.us by July 18.

    2011-12 Master Schedule Completion

    Principals and master schedulers, please complete your school’s master schedule by July 15.


    All schools should be well into the 2011-12 master scheduling process, keeping in line with the scheduling task timelines for both elementary and secondary schools. The following are scheduling tasks that should have been completed to this date: course requests, room configurations, homeroom assignments, bell schedule setup, loading of the master schedule and the first run of student schedules. There is a weekly review of the status of SMS student scheduling for every school. Click here to see the school master schedule completion data as of June 17, 2011.


    Many schools have missed SMS student scheduling due dates. Schools that have missed one due date will have their number/name highlighted in yellow. Schools that have missed more than one will be highlighted in red and will be in jeopardy of completing their student scheduling by July 15. It is imperative that the master schedulers adhere to the task completion dates. Thank you and great job to the schools that have met all deadlines to date – 26 secondary and 76 elementary schools.

    Open lab time is available at the school support training room (Room-001C in the district office) if you need assistance. Operating hours for June 28 through July 28: 
    • Tuesdays (9 a.m. to 3 p.m.)
    • Wednesdays (9 a.m. to 1 p.m.)
    • Thursdays (9 a.m. to 3 p.m.)
    The goal is to have 100 percent of schools scheduled by July 15.
    Principals, please make certain that the master scheduler in your building is adhering to the timelines. Please note that SMS will be down from July 6 through July 12. If you have any additional questions, please contact Deborah Gibson at 443-642-3921 or dgibson03@bcps.k12.md.us.

    Important Summer Updates

    Principals, please mark your calendars with these important events scheduled this summer.

    The Office of the Chief Academic Officer (CAO) is asking all principals to mark your calendars with important dates this summer. The 2011 CAO’s Summer Leadership Institute will take place from Tues.  June 21 until Fri. Jun 24, 2011. As a requirement of Maryland’s Race to the Top Award, every school in the state of Maryland is required to participate in Educator Instructional Improvement Academy, taking place at seven regional sites throughout the state from June 27 until June 29, 2011. Baltimore City has been selected as one of the seven academy sites. Schools will be asked to send teams to this academy to participate in professional development activities related to the Common Core Curriculum. The CAO’s office is currently in discussions with the state regarding the alignment of this session with the work City Schools has done thus far on the curriculum. The office will provide more information in the upcoming months.  Lastly, summer school is scheduled to begin on July 5, 2011. The CAO’s office will send more information, including event location information and program lengths, to principals in the future. Please read the full CAO memorandum for more details. Contact Maria Navarro (mnavarro@bcps.k12.md.us) for additional information.

    Related Service Providers Can Receive Achievement Units for CEUs

    Submit your CEUs to convert into Achievement Units by June 30. 

    Since March 1, 2011, all BTU professionals have been able to submit job-related graduate-level coursework and MSDE Continuing Professional Development experience (CPDs) to the Office of Human Capital through the Career Pathway Service Center and Employee Self-Service. Many BTU professionals have taken advantage of this opportunity to have these uncompensated credits added to their Achievement Unit (AU) banks. As a result of inquiries, particularly from related-services providers, the Joint Oversight Committee has resolved that CEUs completed beyond those required for certification and licensure can also be reflected in AU banks at a conversion rate of 15 CEUs for 1 AU.

    Through June 30, 2011, educators who wish to submit CEUs they complete by that date may do so by submitting documentation to the Office of Human Capital through Employee Self-Service or the Career Pathway Service Center. Submissions must meet the following criteria to be considered for AU conversion:

    • Educators must present proof of what was submitted to renew a license or certification (for example, the Online License Renewal Verification).

    • CEU submissions must be in the form of signed certificates of completion or signed MSDE forms with the number of awarded CEUs (or clock hours) included on the documentation.

    • CEU submissions must not have been previously submitted to the Office of Human Capital or to state licensing boards for the purpose of maintaining or renewing certification or licensure. Only newly submitted CEUs will be considered for AU conversion.

    To allow time to ensure that the process is implemented with fidelity, it may take up to 30 days to convert CEU submissions to AUs.

    Additional communication will be provided later this month regarding the submission process for CEUs awarded as of July 1, 2011, or later. In the meantime, if you have questions about the current process or criteria, contact the Career Pathway Service Center at CPSC@bcps.k12.md.us or 443-642-3979.

    Paraprofessionals Early Retirement Incentive Plan (ERIP) Approved: 49 Enrolled

    Paraprofessional members of PSRP:  As you consider your options with Baltimore City Public Schools (City Schools) for next year, please think about the City Schools Early Retirement Incentive Plan (ERIP). This is a one-time early retirement opportunity offered by the district. Please read the ERIP letter as an overview of this retirement opportunity. After reviewing the letter, the enrollment kit and ERIP flier, please think about whether this plan is a good fit for you.  The enrollment deadline is June 24.


    Special note: If you are an employee who plans to retire effective July 1, please read these special instructions. To receive retirement benefits in July, you must submit your retirement enrollment forms no later than June 1. 

    Representatives from Aon Hewitt, the ERIP-PARA program administrator, are available to help with your questions regarding this early retirement incentive program. Call toll free at 1-800-341-4413 between 8:30 a.m. and 8 p.m., Monday through Friday. There will also be informational seminars on May 25 and May 26. Seminar registration information is listed on the ERIP flier. Please know that on behalf of our 84,000 great kids and 200 schools, the district is grateful for all of the important work you do.

    Janitorial Solicitation for Schools

    Principals, please select your school's janitorial contractor by July 1.

    The current contract for school janitorial services expires June 30, and a new three-year contract will be presented to the Board for approval on June 28. Schools have autonomy to select the contractor they wish to use, and must do so by July 1.

    Eighteen companies are qualified to provide services. At this linked webpage, principals can find a vendor directory, information about the scope of services, vendor prices (per school) and pricing for additional service. The vendor prices are non-negotiable. Please note that price quotes for schools that share their building are on the last page of the price sheet. Schools may elect to remain with their current service provider or select a new vendor from the list of approved providers. In addition, please note FSF Document 523 stipulates you cannot displace an FTE to procure a Janitorial Contract.

    Once a school has decided on a vendor, a requisition should be created in K12Buy no later than July 1. Contractors require an approved purchase order, and delays in submitting requisitions may affect service. Please contact Dorothy Hale (443-984-3390 or e-mail dhale@bcps.k12.md.us) or Jerry Watkins if you need further assistance.

    New P-StAR Module--Temporary Positions Go Digital July 2

    Starting July 2, P-StAR will be the only way to create FY12 temporary positions (paper forms will no longer be processed). System access is the same as regular position P-StAR, and will become available on Thur., June 30 to create positions beginning July 2 (the start of a new pay period).  Existing temps on time sheets for the pay period beginning June 18 will be covered for July 1 pay. Please also note that:

    • additional “submitters” can be requested via eforms Position Control;

    • online training will be available on the ERP portal page;

    • the amount planned in Budget tool will be available, and a budget amendment should be submitted if additional funds are needed (same as current process);

    • the approval flow is identical to regular P-StARs.

    If you have questions, please contact Whit Tantleff at wtantleff@bcps.k12.md.us or 410-396-8784.

    2011-12 Master Schedule Completion

    Principals and master schedulers, please note that your master schedule should have been completed by July 15. If you haven’t yet submitted it, please do so right away.


    At this point, schools should have completed (at the very least) the following scheduling tasks: course requests, room configurations, homeroom assignments, bell schedule setup, loading of the master schedule and the first run of student schedules.

    Each week, we review the status of SMS student scheduling for every school. At this point, 100 percent of students should be scheduled. The chart below lists schools that have completed the master schedule as of July 19. Many schools have missed SMS student scheduling due dates. To find out about the status of your school, please refer to the scheduling task for elementary and secondary schools for the 2011-12 school year. If a school missed one due date, the school number/name will be highlighted in yellow. If the school missed more than one due date, the highlight will be red. Please make the completion of your master schedule a top priority!


    Secondary Schools by number (3)

    Elementary Schools by number (111)


    4            35       76        125      223      261       27      145          235


    7            39                   142      224      262       34      150           236


    10          44       83        201      225      314       37       159          237


    11          50       84        203                 321       45       160          246


    13          51                   205      229                 47       163          249


    16          53       86        207      232      329       61       164         260


    21          54       87        210      240      330       66       204


    22          55       89        211      241                  67       206


    24          58       95        213      242      346       75       212


    25          60       97        214      247      373       88      217


    28          62       98        215                 850      122      221


    29          63       107       219     254        8        134      226


    31          64       124       220     256        12      144       231


    If you have questions or need support, please speak with a Network Student Support Liaison, who will soon contact your school (if they haven’t already). And again, if your school is not listed in the chart above, then you have missed at least one due date and/or your master schedule is not 100 percent complete.


    If you need assistance, open lab time is available at the school support training room, which is room 001C in the district office. The lab is open:


    Through July 28, 2011

    Tuesdays and Thursdays from 9 a.m. to 3 p.m.

    Wednesdays from 9 a.m. to 1 p.m. 


    August 1-15

    Mondays, Tuesdays, Thursdays and Fridays from 9 a.m. to 3 p.m.

    Wednesdays from 9 a.m. to 1 p.m.

    Please keep in mind that the goal was to have 100 percent of schools scheduled by July 15. Principals, please make certain that the master scheduler in your building is completing the necessary tasks to bring closure to this very important opening requirement. We want our students to start off with a correct schedule on day one! If you have any additional questions, please contact Deborah Gibson at 443-642-3921 or dgibson03@bcps.k12.md.us.