Procedures

All Administrative (full-time and part-time), Union, Full-time Faculty, and Temporary/Miscellaneous assignments must receive approval from the appropriate department budget representative and/or University representative before the commencement of hiring procedures.

For more information on Miscellaneous/Temporary Hires, HR partners should contact Jodie-Ann Spencer at [email protected].

The HR Partner for your area is responsible for initiating all hires, re-assignments, employee status changes, title changes, on-campus employment student assignments, miscellaneous payments, etc. Hiring managers and HR partners must always review documents for completeness prior to submission.

Please be aware of submission and processing time constraints established by the Payroll department. Visit the Payroll Schedule page for a list of key dates.

Information to Consider Before Initiating a Hire

• Has the appropriate office (e.g., Dean's Office/Local Budget [Office of Administration], University Budget and Provost) given approval?
• Has the job description been approved by HR?
• Will this be a new hire? Promotion? Reclassification?
• Will this position be full-time or part-time?
• After this change, will a position need to be backfilled?

Every employee termination (voluntary or involuntary) must be forwarded to the employee's HR partner. The HR partner will notify the  HR office immediately and also initiate the termination in MyDay. The notification email to HR should include:

• Employee's name
• Effective date of termination and/or last day worked (if different from effective date of termination)
• Reason for termination (involuntary, transfer/promotion, resignation, etc.)
• Employee's resignation letter, if applicable 

At the time of termination, the employee's supervisor should ensure that leave requests for the terminating employee have been entered in MyDay and reconciled/approved.

For information on initiating a termination in MyDay, please contact your HR partner or [email protected].

For information regarding involuntary terminations of employment and payments of unused vacation leave, please refer to the Institutional Policies and Procedures Manual.

All requests for leave are to be made using the university's MyDay system.

The following is a brief overview regarding the various types of leave available to New School employees. For more information on these and other types of leaves, please refer to the Institutional Policies and Procedures Manual. Full-Time administrative staff and Regular Part-Time administrative staff working at least 20 hours per week are entitled to the following time-off benefits:

Sick Days
Sick days may be used for the employee's personal illness; they cannot be used to care for family members. They can be taken in half-day increments for personal illness and doctor's appointments. There is no set number of leave days available. An employee absent because of personal illness must notify his/her supervisor and/or department head as close as possible to his/her scheduled start time. Also see the Institutional Policies and Procedures Manual for details on NYC Paid Sick Time.

Floating Holidays
All full-time non-union staff will accrue floating holiday credits at the rate of one day per quarter:

• July 1
• October 1
• January 1
• April 1

Floating holiday credits not used by June 30 will be forfeited. For further details, please contact [email protected].

Vacation
Full-Time administrative staff and Regular Part-Time administrative staff accrue vacation days each pay period within a fiscal year. The fiscal year begins on July 1 and ends on June 30. A maximum of twenty-two (22) vacation days per fiscal year can be earned as a Full-Time administrative staff member. Regular Part-Time administrative staff members accrue vacation days on a prorated basis.

You must have completed at least six months of service before you can use any accrued vacation leave.

Employees may carry over up to 15 earned vacation days per fiscal year. The cutoff date on which balances will be adjusted to the 15-day maximum allotment is August 31 of each year.

Vacation accrual in excess of the maximum carryover currently in effect must be used by the dates indicated above. If the excess vacation days are not used by those dates, the excess vacation days will be forfeited. There is no provision for pay in lieu of earned vacation, except at termination of employment and only to the maximum of accrual plus then-allowed carryover.

Part-time administrators' vacation carryover will be pro-rated. Please note that there will be no change to the 22 days (or prorated amount for part-time staff) of vacation leave accrued by administrative staff at this time. There will also be no waivers of this fiscal year end carryover policy, so all administrative employees are encouraged to speak with their supervisors and begin planning their vacation time to avoid the loss of any earned time throughout the transition period.

Vacation Carryover for Approved Family Medical Leave
In addition to the carryover outlined above, if administrative employees have any excess vacation days above the 15 days allowable on the cutoff date, those days will be placed in a special “leave” bank, to be used by the employee if and when the employee has an event that qualifies under the Family Medical Leave Act (FMLA). Events include (but are not limited to) birth or adoption of a child and care for a parent, child, or spouse with a serious health condition. The maximum balance for the special leave bank will be 22 days (prorated for part-time employees). The employee can receive pay by using these days during an otherwise unpaid FMLA period. Administrative employees must apply for and be approved for FMLA in order to use days in the special leave bank. Review the FMLA policy for more information. Note that circumstances that may not be explicitly spelled out in the FMLA policy may in fact be eligible for special leave bank days, so the employee should consult with a member of the Benefits office of Human Resources.

Please email [email protected] to request an employment verification letter. There is a 24-hour turnaround on all requests on weekdays, Monday through Friday, 9:00 a.m.–5:00 p.m.