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  • Procedures

    For a complete list of University polices and procedures, employees should see the New School Policies and Procedures Manual.

  • Hiring Process

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

    For more information, contact the Staffing Services Department.

    Payroll Authorization Form (PRA) (PDF)

    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. Hiring managers must always review documents for completeness prior to submission to the Human Resources Department.

    A PRA should be completed for all hires, re-assignments, employee status changes, title changes, on-campus employment student assignments, and miscellaneous payments.

    Information Required on the PRA

    • Type of assignment (new hire, promotion, etc.)
    • Beginning and end dates
    • Correct FOAP number
    • N# and name of both Supervisor and approver (only for hourly rate assignments)
    • Appropriate approval of Dean's Office/Local Budget (Office of Administration), University Budget and Provost, if necessary.

    Please be aware of Payroll/HR PRA submission deadlines before submitting your PRA.


    All employee voluntary or involuntary terminations must be forwarded to the HR office immediately. A PRA must be submitted upon notification of the termination, including the following information:

    • Terminating employee's information at the top
    • Effective Date of Termination and/or Last Day Worked (if different from Effective Date of Termination)
    • Reason for Termination (Involuntary, Transfer/Promotion, etc.)
    • Signature approval of Dean's Office/Local Budget (Office of Administration)
    • Employee's resignation letter, which must indicate the employee's last day of work

    Please ensure that all quarterly leave reports for the terminating employee have been submitted to HR. You can request a list of any outstanding leave reports from

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

    Administrative Leaves

    The following is a brief overview regarding vacation and floating holiday accrual information. For more information on these and other types of leaves, please refer to the Institutional Policies and Procedures Manual.

    Time-Off Benefits

    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:


    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. For 2016 only, the cutoff date on which balances will be adjusted to the 15-day maximum allotment will be August 31. In 2017 and in all subsequent years, the cutoff date will be June 30 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 in the section prior to this one, 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 here 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.

    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

    Sick Leave 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.

    Leave Reporting

    Please note: As of January 10, 2016, all requests for leave are to be made using the university's MyDay system. If you need to report leaves for a date earlier than January 10, 2016, please contact