Time Off Checklist for PTF
Use the checklist below to ensure you have completed all the steps to submit time off for NYC Safe & Sick and/or Emergency Instance in MyDay.
- Report your absence to your college/program and create an Absence Plan
Email your Academic Leadership (program director, course coordinator, chair, etc.), cc’ing your University PTF Affairs contact. Per Article IX, Sections F-H of the CBA, Faculty will notify their Chair, Program Director or other appropriate supervisor of any upcoming absence from a scheduled class session, and confirm an Absence Plan, which is subject to final approval by your academic Chair, Program Director, or School/College Dean.
Note: If your approved Absence Plan includes any of the following, then reporting your absence to your Academic Leadership is sufficient and you do not need to proceed with submitting your Time Off via MyDay: - Scheduling a makeup session on one of the designated university makeup session dates;
- Scheduling a makeup session outside of the official makeup session dates, as approved;
- Scheduling a session via alternative modality of course delivery, as approved;
- View your accrued time off
Use these instructions to view your time off balance to ensure you are making the appropriate time off election. Information on the university's accrual policies may be found here. - Collect the information needed to request time off in MyDay
Here's what you'll need to know or have on hand when you submit your time off request: - Date of Absence(s)
- Type of Election (Safe/Sick or Emergency Instance) & Hours
- For Safe/Sick Time: Number of Hours (length time of one class session - please note that you should enter to the nearest .25 of an hour of your missed class session)
- For Emergency Instance: Number of days/instances (you are allotted one instance per course per semester)
- Course CRN: Use this guide to locate your Course CRN if you do not already know it
- Make your time off election (NYS Safe/Sick Leave vs Emergency Instance) in MyDay
Part-Time Faculty can elect to use either Safe/Sick time or Emergency Instance each semester they are teaching. Once the election is made for that semester, it cannot be changed. For more information about accrual and authorized uses refer to the NYC Safe & Sick Leave policy.
Use these step-by-step instructions to enter either Safe & Sick Time or Emergency Instance in MyDay via the web platform.
Note: Entering time off requests via the web platform is the easiest and quickest way to enter time. We do not recommend entering your time off requests using the mobile app or WorkDay Assistant at this time as it may involve additional steps to complete the process.
The process is also illustrated in this short video, also displayed below. Enter one absence per day or class/CRN: You must enter the CRN in the comment section noting the course for which you will be absent.
5. Submit your time off
Make sure you click 'submit' in MyDay to complete your time off request. Once submitted, you can view your time off and edit hours if your plan changes.
If you have submitted time off which you have accrued, the hours will be automatically approved. HR and University PTF Affairs will monitor the submissions and reach out directly to follow up if necessary. Scenarios where additional follow up may be necessary may include, but are not limited to:
- You have not created an approved absence plan;
- You have submitted two emergency instances for one CRN;
- If you are absence/miss three or more classes in a semester.
In these instances, the Benefits team will reach out to discuss taking a leave of absence for the remainder of the semester and discuss eligibility for short-term disability or paid family leave, if applicable. Please note that the Benefits team may request supporting documentation as needed.
Please note: After you make an election (Safe/Sick vs. Emergency Instance), you cannot amend your choice in the system or submit time off using another time off type.
FAQ and Troubleshooting
Why are we implementing a new system for submitting absences?
The new procedures for submitting NYC Safe & Sick Time and Emergency Instance time off in MyDay were included in the most recent collective bargaining agreement.
When can I see my accruals for next semester?
Accruals will be visible in MyDay on the first day of each new semester. However, carryover balances from previous semesters for NYC safe and sick leave can be viewed at any time using these instructions.
Do I still need to submit via the Qualtrics form?
No, the Qualtrics form will no longer be utilized after April 26, 2024 when the MyDay Time Off module is launched for PTF.
Where do I find my course’s CRN?
Your Course CRN can be found on the course catalog, in Starfish, or in Canvas. Use this guide to locate your CRNs in various systems.
What if I submit the wrong CRN?
If you submit an incorrect CRN, please go into MyDay and edit your time off to input the correct CRN. The HR Benefits team or your PTF Affairs contact may also reach out if the CRN doesn’t match any of your current semester course(s).
How many hours should I submit for Safe/Sick Time
The hours you submit should match the number of hours you are absent in a single class session that date. For example, if your class is a 6-hour studio and you plan to be absent that day, you should enter 6 hours. You are able to round to the nearest .25 hours, so please round your entry as closely as possible to the missed class session length.
Does NYC Safe/Sick time pay at 100% of my teaching rate?
Yes, it pays at 100% of your teaching rate.
Does NYC Safe/Sick have to be continuous?
No, it does not have to be continuous.
Why can't I submit hours for Emergency Instance?
Emergency Instances accrue one per course per semester. Therefore you only submit one instance/day per course/CRN. MyDay doesn't allow us to list the quantity as "instance" so "day" is the correct category for this election, even if you have sessions scheduled on the same day.
Why can't I submit both Safe/Sick as well as Emergency Instance time off in the same semester?
Making the election between the two time off options is contractual; please refer to your current CBA between the University and UAW-7902 and Local 802, respectively.
How do I submit multiple absences on the same day, for different courses?
If you teach multiple courses on the same day, please submit the total hours/instances of absence, and list all course CRNs in the comment field.
What happens if I was absent and I don’t submit my time off via MyDay?
In the event you were absent from teaching and neglected to make a NYC Safe and Sick or Emergency Instance election by the last day of the semester, the University reserves the right to make a default election to Emergency Instance on your behalf.
I need to be absent for more than my accrued time off - what should I do?
Please reach out to your Academic Leadership and University PTF Affairs contact to create an absence plan. If your absence plan is approved, any additional time off that you have not accrued (ie., a second emergency instance for one course) would not be compensated.
I already know of a future absence next semester. Can I submit it in MyDay early?
No, your accruals will not load for the semester until the semester begins, and you will not be able to submit time off yet. However, please feel free to proceed with reaching out to notify your college and discussing an absence plan before the semester begins.
Can NYC Safe and Sick time be used for professional reasons such as attending a conference?
No. NYC Safe/Sick has a distinct policy for acceptable reasons to make that election. Please refer to the Acceptable Reasons to Use NYC Safe/Sick Time section in the full NYC Safe and Sick Leave policy.
Do I need to provide a doctor's note for NYC Safe and Sick?
If you are requesting a day here and there as needed, there is no need to submit documentation. However, if you plan to be absent for three consecutive days or more, or you're using three or more days within a one-month period, the Benefits team will contact you to request the necessary supporting documents.
Additional Questions?
For questions related to the time entry process and benefits (including accruals), please contact the Human Resources Benefits team at benefitshelp@newschool.edu
For questions regarding academic administration, please contact University Part-Time Faculty Affairs at universityptfaffairs@newschool.edu
If you encounter any issues entering or correcting time off (or other technical issues) in MyDay, please submit a ticket to mydayticket@newschool.edu