Frequently Asked Questions
Eduphoria, Excess, New Hires, Resignations, Service Records, Substitutes, Transfers, & T-TESS
Q: How do I log into Eduphoria?
A: You will use your regular Katy ISD login and password.
Q: Why can I not find the signature icon on my evaluation?
A: This usually occurs in two circumstances: (1) there is an indicator in the evaluation that was left blank. Eduphoria will not allow you to sign an incomplete document. The appraiser will need to go into the document and complete the evaluation and the signature icon should appear. (2) The appraise did not submit the evaluation. The appraise will need to click the "submit evaluation" button in the tool bar which will prompt the signature icon to appear.
Q: Where do I go to update my profile in Eduphoria?
A: You will access Eduphoria through MyKaty. Once you log into Eduphoria, you will click the "my profile" button at the bottom of the screen. Follow the prompts to update your profile.
Q: What if I forgot my secret question needed to sign my evaluations?
A: You will need to update your Eduphoria profile and create a new question.
Q: Why do I not have the Strive tab in Eduphoria?
A: Your appraiser has not "claimed" you. Each appraiser has to go into Eduphoria and "claim" all employees that he/she will appraise. "Claiming" an employee refers to the appraiser setting the appraisal option for that employee. Once your appraiser has "claimed" you, the Strive tab will appear.
Q: Can I upload documents into my Eduphoria file?
A: Yes. You upload documents the same way you would add an attachment to an email. You will first need to save the document to a PDF file in your documents. Upon entering your Eduphoria file, you will click "new file attachment," at the bottom of the screen and follow the prompts on the right hand side of the screen to browse and upload document. After you complete the steps, the document will show up in your file.
Q: Where do I go to sign up for professional development?
A: Log into Eduphoria and choose the "workshop" tab. Courses are listed by date and content of training. You can search for specific courses offered and register for appropriate courses.
Q: How do I add out of district professional development into my Eduphoria profile?
A: If you have a certificate of completion, you can upload that document into your Eduphoria file yourself. Campuses usually have a person designated to enter all professional development for that campus, so you will want to notify that person as well.
Q: When I go into "documents to complete," I see "Lead4ward Heat Maps Teacher Perception Ratings" Once I click on that, I get questions about Algebra I. I don't teach Algebra I. What do I do?
A: Nothing. Simply ignore this as you are not required to complete anything. This is something that Forethought auto loads into Eduphoria. If you are required to complete anything in regard to this, your appraiser will let you know.
Q: My appraiser says he/she cannot find me in Eduphoria. Do I need to do something?
A: You may need to go and update your profile. When doing this, make sure that you have your current campus or department selected. After you have done this, your appraiser should be able to see you and "claim" you.
Q: How do I change my Eduphoria profile to reflect my new campus or department?
A: You will need to update your profile and select your new campus. Make sure that your former campus or department is unchecked.
Q: Can I unsign a document once I have already signed it?
A: If you are the only person who has signed the document, yes. Click on the signature icon and follow the prompts to unsign. If both the appraiser and appraise have signed the document, Eduphoria will not allow you to unsign the document.
Q: Can I edit a document once I have signed it?
A: No. Eduphoria will not allow you to edit a signed document. If you are the only person that has signed the document, you can unsign it and make the appropriate changes. If the document has been signed by both the appraiser and appraise, Eduphoria will not allow either party to unsign nor edit the document.
Q: What if I find an error on a document and/or evaluation after it has been signed by both the appraiser and appraise?
A: Inform the appraiser/appraise of the error. If the error needs to be corrected, an addendum will need to be written by the appraiser and uploaded along with the document and/or evaluation that addresses the error and the corrective measures taken.
Q. I have been designated as an excess employee. Do I have to interview with principals again to obtain a new assignment?
A: Excess candidates do not have to be interviewed – you may simply be selected by the campus principal to join their team. Human Resources will notify you regarding your new assignment.
Q: May I turn down an interview if contacted by a principal for an excess assignment?
A: It is not recommended that you turn down any interviews/requests for visits with a principal. Visiting with the principal allows you to get to know your potential new supervisor and may help to resolve many concerns you have regarding locating a new assignment within Katy ISD.
Q: May I volunteer to be an excess employee in need of reassignment if my campus needs to lose employees in my area?
A: No. Excess is determined based on seniority and Katy ISD has adopted DK (Regulation) to determine employee seniority.
Q: How would I know if I am an excess employee in need of reassignment?
A: It is the obligation of your principal to give notice to you, a staff member who is declared excess on a campus and to give notice that their name has been placed on the District's excess list.
Q: What if there are several principals who want me for a job at the same time? Will I be informed of multiple offers?
A: In the event that there are multiple offers for a teacher at one time, you will be given all offers and you will select the one you prefer.
Q: How will principals know that I have been designated as an excess teacher?
A: Your name will be placed on the district transfer list and your name will be distributed directly to the principals on an official district excess list. That list will contain your certification and grade level/subject preferences.
Q: How will Human Resources know what my preferences are?
A: If you have been designated as an excess teacher in need of reassignment, you will be asked to complete a transfer/reassignment information form that will request specific information about your school, grade level and subject preferences.
Q: What if a teacher leaves my campus after I have been reassigned? May I go back to my original campus?
A: Teachers who are placed at another campus via the Excess process may be recalled to their campus if a position opens at a later date. It is not mandatory for the principal to recall you to the campus nor is it mandatory that you accept a recall. It is simply an option that is available to the principal and yourself. Each year the district establishes an end date for possible excess recalls.
Q: I was officially designated as an excess teacher, but I accepted a transfer before I could be "placed" by the district in a new assignment. I just wanted to be able to have some control over where I was going to work next year. Am I eligible to be recalled to my original campus now that a position has re-opened on my former campus?
A: Teachers who accept a transfer are not eligible for "excess recall". An employee who has been designated as an employee in need of reassignment may accept a transfer opportunity if offered. However, if the employee accepts a transfer, they are not eligible for recall by their former principal.
Q: I have been placed at a different campus since I was an excess employee. Do I have to move all of my possessions on my own?
A: When an excess transfer is effected during the school year, the teacher will be granted one day between assignments for closing out and/ or moving and preparing for the new assignment. The normal workday shall be spent on either or both campuses and payroll accountability for that day shall be the responsibility of the school experiencing the reduction. If the excess transfer occurs at the end of the school year, there is no provision for a day to be granted to allow for the move. However, the district's maintenance department is able to assist with the physical move from one location to the other. This end of the school year effort must be coordinated via the campus secretary.
Q: Do excessed employees have to complete two years at their new campus before becoming eligible for a lateral transfer?
A: No. Excessed employees are eligible for a lateral transfer after completing the school year at the new campus.
Q: Must I complete the fingerprinting process before my New Hire meeting?
A: Yes, please complete the fingerprinting process prior to attending the New Hire meeting. We cannot process your paperwork for hire until this step has been completed. If you have been fingerprinted through TEA, you will not need to be fingerprinted again.
Q: What identification do I need to complete the I-9 Form?
A: Most commonly used documents are a valid driver's license and social security card, but you can find a "List of Acceptable Documents" on the last page of your I-9 packet of the new hire paperwork.
Q: If I have already provided the district with transcripts, will I need to provide official transcripts for my file?
A: Yes. Katy ISD is required to process original, OFFICIAL transcripts for every employee, from every institution attended. You will be notified of any missing documentation at your New Hire meeting.
Q: May I still attend the New Hire meeting if I do not have all of my official documents?
A: With the exception of fingerprinting completion, yes, you may attend the new hire meeting. However, you must realize that without the completion of certain documents you will not be able to begin employment with Katy ISD.
Q: Where do I have my transcripts mailed?
A: Please mail your records to the following:
Human Resource: Attention Certification Specialists
P.O. Box 159 Katy, Texas 77492-0159
Note — It is best if you have originals mailed to you and you forward to Katy ISD. By having the transcripts sent directly to you from the university, you will know that the university has followed through on your request for transcripts. When mailed straight to Katy ISD, you do not know if they were actually sent to us.
Q: I am a current substitute/bus driver/crossing guard and have been hired to be a teacher/paraprofessional. Will I need to complete all of the New Hire paperwork?
A: The hiring Human Resources Coordinator will speak to you about the correct paperwork to complete. The employment affidavit is required to be notarized and brought in for your new hire meeting. The rest of the documents are electronic and can be submitted online.
Q: How do I schedule an absence?
A: Katy ISD uses an automated service that simplifies and streamlines the process of recording and managing absences and finding substitutes. This service is called AESOP. The AESOP service is available 24 hours a day, 7 days a week and can be accessed via internet or phone. Follow the steps below to interact with the AESOP service.
· Go to the AESOP website at http://www.front-linek12.com/aesop
· Enter your Login ID and PIN
· Your Login ID will be your employee ID number with a "zero" replacing the initial letter. Example: John Smith with an employee ID of S1234567 would have an AESOP Login ID of 01234567.
· Your PIN is assigned by AESOP and will be sent to you in an email from AESOP. If you do not receive this email, please call 281-396-6125 for assistance.
· Now you may begin entering absences, checking your absence schedule, updating personal information or even uploading lesson plans for substitutes to view online.
· You may also call AESOP toll free at 1-800-942-3767. Follow the voice menu to enter and manage absences. We recommend that you call in to check the computer recording of your name and title. To do this, press Option 4 and follow the prompts.
· When entering an absence, please wait until you receive a confirmation number before you terminate the phone call or close your internet browser window. Your transaction is not complete until you receive a confirmation number.
Q: I am getting married over the summer. May I use my married name for my records?
A: We are required by law to use the name indicated on your Social Security card. If you receive a new card, please go to Online Forms on MyKaty to complete the "Change of Last Name" form. You will then submit that form to Human Resources and your records will be updated.
Q: How do I know if you have received my letter of intent or contract?
A: If we have not received your letter of intent or contract by the time you attend the New Hire meeting that you registered for, we will notify you to bring that document with you. You will not receive a contract until after your name is presented to the Board.
Q: What if I do not have a permanent address yet?
A: If you are hired and complete paperwork under one address and it changes, you will need to change your records once you have a permanent/new address. You can wait to turn in paperwork if you wish until you know your address; however you must complete the paperwork to complete the hiring process.
Q: What is my Teacher salary going to be?
A: The Katy ISD Board of Trustees usually approves our salary schedule during the summer of each year. However, you can refer to the current year's salary schedule to determine an estimate salary.
Q: Where can I find when the instructional calendar?
A: The Instructional Calendar can be found on the district website by clicking on the "District" tab and then clicking on "Calendars" from the drop down menu.
Q: What are the contract days for the current school year?
A: The employee start and end dates are found in Knowledge Base under the Human Resources page.
Q: I live outside of the district, but want to enroll my children with Katy ISD. Is this possible?
A: Full time employees may submit a student transfer application to the Campus Administrative Support Department. Information regarding student transfers can be found on the department's website.
Q: Who can I contact if I have further questions?
A: Please read the all of the information on the website first. The Payroll, Professional Learning, Technology, and Risk Management/Insurance Departments each have helpful information posted as well. If you are unable to locate the answers you need, please call 281.396.6000 to request the appropriate department.
Q: As a professional (teacher, administrator, counselor, diagnostician, etc.) that is under contract, when can I resign?
A: Under Texas Education Agency Administrative Chapter 21 code, you can resign 45 days prior to the first day of instruction for the upcoming school year without question. After this period, you can offer a resignation, but it must be approved by your Principal and the Assistant Superintendent of Human Resources. You will be subject to sanctions if your resignation is not accepted and you do not honor your contract.
Q: As a paraprofessional, auxiliary or technical employee when can I resign?
A: Since you are not under contract, you can resign at any time. It is customary to offer a two weeks' notice to your supervisor prior to leaving your job.
Q: How do I resign?
A: An employee would complete, print, sign, and email the resignation form to email@example.com Once the district accepts your resignation, an email will come from firstname.lastname@example.org with further instructions. The website for the resignation form is: http://www.katyisd.org/dept/hr/Pages/resignationretirement.aspx
Q: How will I receive my final pay check?
A: You will receive your final paycheck in the same manner that you have been receiving them in the past.
Q: What happens after I resign?
A: You will receive a confirmation that your resignation has been accepted with the effective date. You will also receive an Exit Report which allows you to make some departing decisions all well as complete an anonymous survey.
Q: Will someone in Human Resources contact my previous employers for my service records?
A: No, it is your responsibility to contact your previous employers to either send us your service record, or for you to send them a form to have filled out for your experience.
Q: Where do I have my service records mailed?
A: Please mail your records to the following:
Human Resource: Attention Compensation Specialist
P.O. Box 159 Katy, Texas 77492-0159
Note — It is best if you have originals mailed to you and you forward to KISD. By having the service records sent directly to you, you will know that the previous district has followed through on your request. When mailed straight to Katy ISD, you do not know if they were actually sent to us.
Q: Will I be notified when HR receives my service records?
A: No, due to the high volume of service records received, that request cannot be honored. Please contact Terri Domagas at 281.396.2262 or send her an email at email@example.com for status of service records received.
Q: Do I need to contact each of my previous schools for a service record?
A: Yes, we will need original service records from each school district in order to complete the review. However, your current district should already have these on file, but please check with them first.
Q: What is the turnaround time for the review of my service records provided by previous employer(s)?
A: Review of service records are done within 24-48 hours of being received, depending on volume. We will return them to you via interoffice-mail to your campus/department.
Q: Will I get back pay for turning in my service records?
A: Yes, you will get a one- time supplement beginning with your first day of employment of the current school year. If your service records are turned in after your last day of school for the current school year, you will not get back pay nor experience credit for that school year. You will however, receive the appropriate credit in the following school year.
Q: I just received my service records back from Human Resources. How do I know how many years I received credit and will be paid?
A: You will receive from KISD a Years of Service Sheet along with your service record(s) from previous employer(s) indicating how many years we gave you credit for and what your new pay step will be. If you are a teacher, you can visit the Human Resources web page to view the Teacher Salary Schedule.
Q: I am resigning, how soon will I get my service record?
A: Mid-Year: Your service record will be mailed out to you in 2-3 weeks after your resignation date. This allows the service record to be accurate with all absences and days worked. It will be sent to the address provided on your Exit Report Form.
A: End of Year: Your record will be available after the annual end of year process in July. This annual process will roll your current year onto your service record. Please make sure you complete all of the Exit Paperwork. This will help ensure the service record gets to the appropriate address.
Q: I want to sign up for Observation Hours to complete a university course requirement. How should I go about this process?
A: On the Katy ISD website, click on the Employment tab, then click on Human Resources. On the right side of the page is a box labeled Quick Links. Click on Documents/Forms from the Quick Links box. Click on Observation Procedure/Request. Complete the paperwork and send in to Substitute Department for processing.
Q: I want to complete my student teaching semester with Katy ISD. How can I request this placement?
A: Please relay your interest in student teaching with Katy ISD to your university supervisor. He/she will contact the Katy ISD Human Resources Department to make arrangements for the student teaching placements.
Q: I want to sign up to become a substitute teacher for Katy ISD. What should I do?
A: Click on Substituting in Katy ISD link on the Human Resources website. Once you have submitted the application you will need to register for the next SubBlitz. The SubBlitz will consist of a written test and an interview. If you are approved to substitute after you attend the SubBlitz, you will be invited to attend a New Substitute Training.
Q: What is the difference between substitute teachers and paraprofessional substitutes?
A: Substitute teachers take the place of the regular teachers when they need to be absent. They have the full responsibility and authority of the regular teacher and are expected to carry out the teacher's lesson plans and maintain discipline in the classroom. A paraprofessional substitute takes the place of instructional assistants or office staff when they are absent. They will always have a professional staff member to assist them in carrying out their duties.
Q: When may I transfer to another campus?
A: To be eligible for a voluntary lateral transfer, the employee must have worked at the current location for two consecutive years unless the employee was excessed. Excessed employees must complete the school year at the campus, but are then eligible for a lateral transfer. Time worked as a substitute on a campus will not be considered in the calculation of the two-year requirement. This restriction also applies to the opening of new schools unless the existing campus is part of a rezoning effort that results in reduction of staff.
Q: I want to transfer to a higher paying job, but I have not been on my campus for two years? Am I eligible for transfer consideration?
A: Yes. You are eligible for transfer consideration into a higher paying job. You will need to place your name on the transfer list.
Q: How do I request a transfer?
A: You may request a transfer by completing a district transfer request. This request form can be located on Knowledge Base under the Human Resources link. When you are approved, you will receive an email confirming your request to add your name to the district transfer list. This process usually takes 2-3 business days. If you are not approved, you will receive notification of such and the reason for not approving you will be indicated.
Q: Do I have to tell my current principal that I am placing my name on the district transfer list or get their permission to apply for a transfer?
A: No. You do not have to share that information with your principal. You also do not have to obtain your principal's permission to apply for the transfer list.
Q: May I send my resume and or letter of interest to principals?
A: Employees that have completed a transfer request should also complete an "Internal Application." An employee can upload a resume and letter of interest to their application.
Q: Must I be on the transfer list to interview for a job transfer?
A: Yes. Per Katy ISD DK (Regulation), you must be on the district transfer list before a principal can interview you.
Q: How will I know if I have a transfer request from a principal?
A: Human Resources will contact you via email with the transfer opportunity information.
Q: I want to transfer from my campus but I have been told that no one else may laterally transfer at this time. What is this about?
A: Katy ISD has established a maximum percentage of staff that can laterally transfer for a given school year. This is established in DK (Regulation), which can be found on "Knowledge Base." If you have specific questions about your situation, you can call your Human Resource Coordinator.
Q: I still want to laterally transfer for next school year, but it is after the deadline. Can a transfer still happen for me?
A: Professional lateral transfers cannot occur after the deadline. Paraprofessional employees will be allowed to transfer at any time for lateral positions or for positions that result in a lower pay rate as long as they have met the requirements of the two year rule.
Q: I added my name to the transfer list this year. However, it is July and I noticed my name is not there anymore. What happened to my transfer request information that I submitted?
A: Human Resources clears the transfer list on July 1st annually to ensure that the transfer list reflects current employees' interests. If you are still desirous of pursuing a transfer, you will need to submit a new transfer request.
Q: Where can I find information in Board Policy about T-TESS?
A: You can find information under the "Policy & Legal" tab on "Knowledge Base." You can reference DN (Regulation) in "Knowledge Base" and in Board Policy under DN (Local), DNA (Legal), and DNA (Local). You can also find information in the T-TESS Teacher's Manual chapter 150; Commissioner's Rules Concerning Educator Appraisal.
Q: Who has to complete the T-TESS Orientation training?
A: A school district shall ensure that a teacher is provided with an orientation of the Texas Teacher Evaluation and Support System (T-TESS) no later than the final day of the first three weeks of school and at least two weeks before the first observation when:
· the teacher is new to the district;
· the teacher has never been appraised under the T-TESS.
Q: How will a teacher new to the district or who has never been appraised under T-TESS receive the T-TESS Orientation training?
A: The Professional Learning Department will offer T-TESS Orientation training during the summer as well as monthly during the school year. Please check Eduphoria for dates, times, and location and to register.
Q: How long can I be on T-TESS - Without Full Evaluation?
A: Eligible teachers shall be appraised at least once every three years.
Q: Can my appraiser remove me from "T-TESS - Without Full Evaluation" to "T-TESS Full Evaluation?"
A: A teacher's supervisor shall have the authority to return a teacher to the traditional appraisal cycle as a result of performance deficiencies documented in accordance with state rule.
Q: Can I switch from "T-TESS - Without Full Evaluation" back to "TESS Full Evaluation" during the instructional year?
A: During any school year when a complete appraisal is not scheduled for an eligible teacher, either the teacher or the principal may require that an appraisal be conducted by providing written notice to the other party.
Q: Is advance notification given for the formal T-TESS observation?
A: Yes, a teacher will be given advance notice for formal T-TESS observations.
Q: How many walkthroughs are required for Katy ISD teachers?
A: Katy ISD requires a minimum of one walkthrough in the fall and one in the spring Semester for teachers on either T-TESS full or partial. Walkthroughs can be conducted any time at administrative discretion and can occur more frequently and/or for extended durations to meet the needs of the teacher, students and/or campus. (See House Bill 2012)
Q: Do I have to sign my walkthroughs and/or evaluations?
A: Your signature does not indicate that you agree with your walkthrough/evaluation. Your signature is simply a receipt that you have received the document. If you choose not to sign the document, your appraiser will document the time and date in which you received it.
Q: Can a teacher request a different appraiser?
A: If there is a specific issue on your campus, you should discuss that with your campus principal prior to the start of the appraisal process. Appraisers are assigned at the discretion of the campus principal. Teachers can request a 2nd appraiser in accordance with the Commissioner's Rules and Board Policy. The second appraiser shall make observations and walk-throughs as necessary to evaluate the dimensions in Domains I-III or shall review the Goal-Setting and Professional Development Plan for evidence of goal attainment and professional development activities, when applicable. Cumulative data may also be used by the second appraiser to evaluate other dimensions.
Q: Can teachers choose someone to serve as their 2nd appraiser?
A: No. If the criteria for requesting a 2nd appraiser has been met in accordance with the Commissioner's Rules and Board Policy, a 2nd appraiser will be assigned by Human Resources.
Q: Are summative conferences mandatory?
A: Summative conferences are mandatory.
Q: How will the Student Learning Objective be rated?
A: The Student Learning Objective portion will be rated as the 17th dimension based on the Student Learning Objective Rubric.
Q: Who participates in the Student Learning Objective portion of T-TESS?
A: Teachers appraised using the T-TESS full evaluation or T-TESS without full evaluation are required to participate in the Student Learning Objective process.