BALTIMORE COUNTY PUBLIC SCHOOLS Quality Management System

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1 The online version of this document is controlled. Therefore, all printed versions of this document are unofficial copies. 1.0 PURPOSE: 1.1 This document defines the process used for hiring school-based support employees to ensure that Baltimore County Public Schools (BCPS) is staffed with the necessary persons to carry on the educational, operational, and business affairs of the school in an efficient manner. BCPS recognizes the importance of recruiting and hiring candidates from diverse cultural and experiential backgrounds. 1.2 This process supports BCPS Blueprint for Progress Performance Goal(s): 3, SCOPE: 2.1 This document describes the process of initial hiring of school-based support employees consistent with applicable Board of Education Policies, Superintendent Rules, and Master Agreements. 2.2 The process is on-going and is designed to ensure that all schools are staffed with qualified school-based support employees. 3.0 RESPONSIBILITY AND AUTHORITY: 3.1 Process Responsibility: The Chief Human Resources (HR) Officer and the Director of the Office of Personnel serve as the process owners who have final authority on process activities and requirements. 3.2 Document Approval Authority: The Superintendent has final authority to approve the issue and/or changes to this document. 4.0 TERMS AND DEFINITIONS: 4.1 Candidate Pool list of applicants who have been determined to be eligible for hire. 4.2 SSP Support Services Personnel 4.3 Personnel Analyst employee of the Office of Support Services Personnel who authorizes the transmission of candidate pools to the hiring administrator for consideration and makes employment offers for school-based support positions based on the hiring administrator s recommendation. 4.4 Hiring Administrator principal or designee 4.5 Position a collection of tasks, duties, and responsibilities regularly assigned to and performed by a single individual. 3/25/13 Revised Page 1 of 5

2 4.6 Qualified meeting or exceeding the established qualifications for a position. 4.7 School-based Support Employees persons providing regular office professional and paraeducator services, who are assigned to a school. 5.0 PROCEDURE: 5.1 Hiring Administrator interviews candidates and makes a recommendation to HR by submitting feedback. 5.2 Personnel Analyst verifies the candidate s competency qualifications and credentials using the employment application. If candidate meets qualifications for the vacancy, personnel analyst verbally makes a contingent offer of employment pending completion of pre-employment requirements If the candidate does not meet the qualifications, or if the candidate declines the offer, the analyst notifies the Hiring Administrator. If needed, additional candidates are referred for interviews. 5.3 Upon acceptance of the contingent offer, the candidate is scheduled for preemployment processing (criminal background investigation and pre-employment physical and the Hiring Administrator is notified by HR. 5.4 Upon completion of pre-employment requirements, the analyst confirms employment offer and schedules for new hire orientation. Start date is communicated to hiring administrator. 5.5 Personnel Analyst updates vacancy database and prepares the request for Personnel Action Form (PAF). 5.6 Personnel secretary creates employee personnel file. 5.7 Personnel Assistant/Secretary reviews PAF, creates Advantage HR system records, and prints Personnel Action Confirmation form (PAC). 5.8 Employee attends new hire orientation. Vacancy filled. 3/25/13 Revised Page 2 of 5

3 6.0 FLOWCHART: School-based Support Employee Hiring Process 5.1 Hiring Administrator interviews candidate and makes recommendation to HR 5.3 Candidate scheduled for pre-employment processing and Hiring Administrator notified 5.2 New hire candidate accepted by HR and contingent employment offer accepted? Yes 5.4 Offer confirmed and candidate scheduled for pre-employment processing 5.5 Analyst updates vacancy database and prepares PAF and creates new employee file. No or declines offer 5.6 Personnel secretary creates new employee personnel file Refer additional candidates to Hiring Administrator 5.7 Personnel reviews PAF, creates Advantage HR system records, and prints PAC 5.8 Employee attends orientation and vacancy filled. 3/25/13 Revised Page 3 of 5

4 7.0 PROCESS MONITORING AND MEASUREMENT METHODS: Process Objective(s) Information or Data Collected Review/Report Cycle Credentials verification Application and resume information. Ongoing and Annual Transcripts, licenses, and test scores. Qualified candidates hired Application and resume information. Ongoing and Annual Transcripts, licenses, and test scores. Employment offered to and Vacancy reports Ongoing and Annual vacancies filled with qualified personnel Hiring school-based support Number of new hires by position area Annual employees Orienting new hires Number of new hire orientation sessions held. Number of attendees for new hire orientation. Annual 8.0 ASSOCIATED DOCUMENTS: 8.1 Request for Personnel Action Form (PAF) 8.2 Personnel Action Confirmation Form (PAC) 8.3 Vacancy database 8.4 Vacancy applicant roster 8.5 New Hire Packet, including information on organization goals and quality objectives 8.6 Interview Feedback Form 9.0 RECORD RETENTION TABLE: Identification Responsibility Where Stored Protection Retention Disposition Employment Director Office Hard copy at HR Locked files Permanent Archived Application Packet of Personnel ADVANTAGE HR Director Office Electronic copy at Back-up on Permanent Inactivated of Personnel IT disk drives tape Vacancy Database Director Office Electronic copy at Back-up on Permanent Permanent of Personnel IT disk drives tape Vacancy Applicant Roster Director Office of Personnel Electronic in ATS Password protected Permanent Permanent New hire orientation sign-in sheets Director Office of Personnel Office of Support Services Personnel access Secure file cabinet Minimum of 2 years Shredded 3/25/13 Revised Page 4 of 5

5 10.0 DOCUMENT REVISION HISTORY: Date Description of Revision 06/16/2009 Initial Release 02/23/2010 Amend Section 1.0 to include selection of qualified candidates; clarify process owner responsibility in Section 3.0 based on office reorganization; modify definition of Support Employees and delete references to former SSP office in Section 4.0; clarify process inputs and align activities within section 5.0 to be consistent with process scope limitation to hiring of new support employees only and not transfers; modify Section 6.0 flowchart to align with hiring scope and delete transfer procedures; add Qualified Candidates Hired process objective to Section 7.0; add new documents to Section 8.0 and delete references to selected documents; add Vacancy Applicant Roster and delete references to other records that are not critical to the process in Section /24/2010 Delete Section 4.0 definitions not referenced in the process. Delete Sections 5.1, 5.2, and 5.3 that are procedures in the recruitment process and renumber the remaining activities. Replace principal with hiring administrator in Section 5.0 and 6.0. Provide more details on procedures in new Sections 5.3, 5.4, and 5.5. Delete Advantage HR from Section 8 Associated Documents and add PAF and PAC forms. 3/25/2013 Modify Section 1.0 PURPOSE and Section 2.0 SCOPE to focus the process on the hiring of school-based support employees; modify Section 4.0 definitions to include SSP, candidate pool, and other new terms added to the document; modify Section 5.0 to identify parties responsible for actions and add new hire orientation activities; revise Section 9.0 storage, protection, and/or retention for all process records and to include new hire orientation sheets. 3/25/13 Revised Page 5 of 5

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