Organizing the HR Office. Christin L. Newlon February 4, 2010

Transcription

1 Organizing the HR Office Christin L. Newlon February 4, 2010

2 Variables to consider when Staffing Number of employees are important but other factors come into play: Type of LEA number and quality of applicants Number of Sites: more sites increase the number of contacts Geographical Size: Travel time Technological systems: Is everything electronic and connected? Is everyone trained? Trained Staff: How knowledgeable is the HR staff? What level of service is expected?

3 Human Resources Organizational Chart Primary Responsibilities Chief HR Officer (Christin Newlon) Department Supervision Training Legal Investigations Goals Employee Discipline Policies & Procedures Budget Grievances Develop. & Implementation Negotiations HR Analyst (Heidi Hopkins) Assignment Monitoring Williams Settlement Maintain Employee Contracts Certificated Seniority List Federal & State Reports Salary Schedules Certificated & Mgmt. Salary Placement Certificated Professional Growth Program BTSA Support Unemployment Hearings Research Cyclical Reviews SEID (Karen Woodruff) Certificated Recruitment State Preschool Recruitment Grizzly Recruitment Workers Compensation Medical Billing No Child Left Behind (NCLB) Student teachers (Beth Summers) Credentials/Sub Permit Payroll Credential Audit Report Substitute Recruitment Leaves of Absence DOJ Results Orientations Separations CCTC communications SDI Confidential Admin.Asst. (Angela Candela) CTA/CSEA Association Contracts Employee Recognition HR Budget Monitoring SLOCOE/District Summary Calendars Collective Bargaining Data Coordinate Office Procedures Mandated Costs Teacher of the Year Classified Prof. Growth End of Year Reception District Phone Directory Order Supplies (Traci Moreno) Classified Recruitment Position Control Ed Join Administration Advertisements (Cindy Mauch) Monitor Evaluations Unemployment Claims Pay Calendars CL Seniority List Salary Surveys Wage/step increases Personnel Commission Merit System Rules ESY/Summer School Cyclical Review/Job Descriptions Verifications of emply Position Control Accruals Office Assistant (Mark Crawford) Credential data entry Receptionist Livescan Operator Deposits Maintain databases Clearances by daily Ingoing & Outgoing Mail ID Badges Fingerprint Appointment Scheduling & Billing Office Assistant (Mayda Diaz) Covers Front Desk SubFinder Operator Monthly Absence Report Audit Filling long-term sub assignments Address/Name Changes Maintaining files TB monitoring S:\Documents\Org Charts\Primary 1/29/2010

4 HR Organizational Charts Primary Duties & Backup Duties HR Primary Responsibilities (Karen Woodruff) Certificated Recruitment State Preschool Recruitment Grizzly Recruitment Workers Compensation Medical Billing No Child Left Behind (NCLB) Student teachers (Beth Summers) Credentials/Sub Permit Payroll Credential Audit Report Substitute Recruitment Leaves of Absence DOJ Results Orientations Separations CCTC communications SDI Office Assistant (Mark Crawford) Credential data entry Receptionist Livescan Operator Deposits Maintain databases Clearances by daily Ingoing & Outgoing Mail ID Badges Fingerprint Appointment Scheduling & Billing Chief HR Officer (Christin Newlon) Department Supervision Training Legal Goals Employee Investigations Discipline Policies & Procedures Budget Grievances Develop. & Implementation Negotiations Confidential Admin.Asst. (Angela Candela) CTA/CSEA Association Contracts Employee Recognition HR Budget Monitoring SLOCOE/District Summary Calendars Collective Bargaining Data Coordinate Office Procedures Mandated Costs Teacher of the Year Classified Prof. Growth End of Year Reception District Phone Directory Order Supplies Office Assistant (Mayda Diaz) Covers Front Desk SubFinder Operator Monthly Absence Report Audit Filling long-term sub assignments Address/Name Changes Maintaining files TB monitoring (Traci Moreno) Classified Recruitment Position Control Ed Join Administration Advertisements HR Analyst (Heidi Hopkins) Assignment Monitoring Williams Settlement Maintain Employee Contracts Certificated Seniority List Federal & State Reports Salary Schedules Certificated & Mgmt. Salary Placement Certificated Professional Growth Program BTSA Support Unemployment Hearings Research Cyclical Reviews SEID (Cindy Mauch) Monitor Evaluations Unemployment Claims Pay Calendars CL Seniority List Salary Surveys Wage/step increases Personnel Commission Merit System Rules ESY/Summer School Cyclical Review/Job Descriptions Verifications of emply Position Control Accruals S:\Documents\Org Charts\Primary 1/29/2010 HR Backup Responsibilities (Karen Woodruff) Classified Recruitment Substitute Recruitment Orientations ESY/Summer School Subfinder Operator (after Beth) Verifications CE Professional Growth Program TB monitoring (Beth Summers) SubFinder Operator Filling long term sub assignments Monthly absence report audit Certificated Recruitment Advertisements Grizzly Recruitment Assignment Monitoring Address & Name Changes Chief HR Officer (Christin Newlon) Maintain Employee Contracts Federal & State Reports Certificated Salary Placement Research Confidential Admin. Assist. (Angela Candela) DOJ Results/download Fingerprint billing Workers Compensation Website (Traci Moreno) Classified Prof. Growth Job Descriptions Salary Surveys Medical Billing Wage/step increases Personnel Commission/ Merit System Rules Preschool Recruitment HR Analyst (Heidi Hopkins) Department Supervision Training Legal Investigations Goals Employee Discipline Policies & Procedures Budget Grievances Development & Implementation Negotiations Leaves NCLB Cyclical Review Unemployment Hearings (Cindy Mauch) Position Control Credentials/Sub Permit Payroll Credential Audit Report Ed Join Administration CCTC Communications Separations CE Seniority Lists Williams Settlement Salary Schedule Creation Office Assistant (Mark Crawford) Maintaining files Address, Name Changes Office Assistant (Mayda Diaz) Receptionist Ingoing & outgoing mail Fingerprint appointment scheduling & billing Livescan Operator Maintain databases Fingerprint daily clearances- Deposits Budget monitoring ID badges Order supplies Credential data entry

5 Human Resources File Organization

6 Policy & Procedures Approved and Draft Folders

7 Policies & Procedures Draft Folder

8 Policy & Procedures Approved File Organization (Matches Job Descriptions)

9 Credentials Folder Policy and Procedure/Approved/Credentials

10 Policy & Procedure Policy and Procedure/Approved/Credentials/Payroll Credential Audit HUMAN RESOURCES POLICIES AND PROCEDURES PROCEDURE: PAYROLL CREDENTIAL AUDIT Created by: Beth Summers Implemented: 4/25/08 Last Modified: 4/25/08, 11/18/09 Policy: The County Office of Education is responsible for ensuring that teachers providing service in the public schools hold valid credentials authorizing service (ED CODE: 45034) Summary: Certificated payroll is run twice each month and Payroll provides an audit report for Human Resources to review for valid credentials. Procedure: 1. The day payroll runs, the payroll department will give HR the Payroll Credential Audit Report. Duplicate reports for the same payroll period and Cuesta s report may be shredded. (We do not audit Cuesta.) SLOCOE cannot release a pay warrant to an individual who shows up holding an expired credential. It is HR s responsibility to notify SLOCOE payroll if a pay warrant or automatic payroll deposit needs to be held. Discard pages which do not have employees listed. 2. Check with Mark Crawford to obtain any credentials that have not yet been entered into Reflections. Confirm that none of the credentials waiting to be entered belong to an individual showing up on one of the credential audit reports. Cross off those individuals showing up on the report if we have their credential waiting to be entered. 3. Until full conversion to the CR screen is achieved, you must compare the two

11 HR Tickler Calendar 12 Month & Monthly Monthly MONTHLY Payroll Credential Audit Report, (BS) Count and mail payroll checks (CM with KW as backup) Step Increases (CM) Vacation Accruals (CM) Leave Audits (BS & MD) Payroll Sub Report (MD) Fingerprint Billing (MC) Personnel Commission Packets distributed (CM) Update Classified/Certificated Recruitment Schedule (KW/TM) Prepare Classified/Certificated Personnel Action Report (CM/KW) Conduct Cyclical Review (HH & CM) Reminders of Evaluations Due (CM) DOJ Audit (MC) Seniority Lists (CM & HH) Credential Expiration Notices every 3 months (BS) Update Workers Comp. log for safety committee meeting (KW) Audit LVN/RN and Occupational Therapists license expirations (MD) Assignment Monitoring (HH) William s Settlement (HH) Credentials 101 (HH BS CM) Clean, organize e-files, (ALL) Weekly classified NCLB testing for public (TM)

12 HR Tickler Calendar 12 Month Reminder & Repeated Every Month 12 Month Sample Human Resources TICKLER JULY Budget (Pos, etc.) for New Fiscal Year (AC) Recruiting for fall, s (KW, TM) Mandated Costs Logs Due (AC) Organize County Teacher of the Year Process (CLN & AC) Year-End Rollover (CM) (TM) Longevity Pay (CM) Vacation Liability Report to Business (CM) Submit BTSA eligible to BTSA Coordinator (HH) Organize New Teacher/Manager Orientations (CLN) Step all classified management (CM) Submit certificated management stepping spreadsheet to payroll (HH) Notify school districts in annual assignment monitoring (HH) Spreadsheet to payroll for non-mgmt cert. staff (HH) Stipends Verification (CM) STRS Retiree Earnings Limitation Annual Notification (CM) Updates Handbooks (CN) Update Contracts (AC) Notification of expiring credentials (BS) Present HR Staff with Whom to Contact, Functions Chart (AC) Audit Position Control (TM & CM)

13 HR Monthly Staff Meetings Policy Name: Agenda Human Resources Staff Meeting December 14, :00 am-11:30 Superintendent's Conference Room Agenda topics s 9:00 10:00 1. MSR/PC Updates Cindy 2. Negotiations Updates: CSEA/CTA/Grizzly Angie 3. HR Meets with Payroll HR Spec. 4. Budget impact Christin Safety Handouts: Sign-in HR Tickler Calendar- (Last Month/This month/next Month and Monthly) Policy & Procedure File Organization Procedures Written and Being Tried To Write/ Written by:: To Try Status: Christin Fingerprints: No longer Interested Mark Mayda Mayda tries in January All All All Credentials: Payroll Credential Audit Beth Cindy Cindy tries in January TB Monitoring: TB Monitoring Mayda Beth Beth tried: Moving to Approved Recruitment: Sub. Teacher Applicants Karen Beth Beth tried, is modifying Prof. Growth: CL Prof Growth Angie Mayda Mayda tries with next file Position Control: Position Control Traci Cindy Cindy tried: Moving to Approved Evaluations: Monitor Evaluations Cindy Angie Angie tries with January evals Today s Birthday celebration: Christin Newlon December 21! December Safety Topic: Fire Prevention/Electrical Safety NEXT MEETING: January 27, 2010

14 Policy & Procedure Template HUMAN RESOURCES POLICIES AND PROCEDURES Policy: Summary: Procedure: PROCEDURE: Created by Implemented: Last Modified: Frequently Asked Questions/Problems:

15 ACSA HR Committee

16 Standards for an effective Human Resources Division Self-Assessment Instrument Human Resource Standards 1.0 ORGANIZATION & PLANNING 1.1 An updated/detailed policy and procedures manual exists which delineates the responsibilities and operational aspects of the personnel office. 1.2 The district has clearly defined and clarified roles for board and administration relative to recruitment, hiring evaluation and dismissal of employees. 1.3 The district has developed a Mission Statement that sets clear direction for personnel staff. 1.4 The district has an organizational chart and a functional chart which includes the names, positions and job functions of all staff in the HRD. 1.5 The department has established goals and objectives directly related to the district's goals that are reviewed and updated annually. 1.6 Individual staff members have developed goals and objectives in their areas of responsibility and a personal professional development plan. 1.7 The department has monthly activities and calendars and accompanying lists of ongoing Human Resources activities to be reviewed by staff at planning meetings. 1.8 The HRD head is a member of the Superintendent's Cabinet and participates in decision making early in the process. 1.9 Personnel files are complete, well organized and up-to-date HRD non-management staff members have individual desk manuals for all the personnel functions for which they are held responsible. 2.0 OFFICE ENVIRONMENT 2.1 The HRD provides and office environment with appropriate furniture, equipment and materials. 3.0 COMMUNICATION (Internal/External) 3.1 The HRD utilizes the latest technological equipment for incoming and outgoing communications. The HRD and Business Office have developed and distributed a menu of services which 3.2 includes the activities performed, the individual responsible and phone numbers and/or e- mail addresses where they may be contacted. 3.3 The HRD provides an annual report of activities and services provided during the year. 3.4 The HRD staff is cross-trained to respond to client need without delay. 3.5 The HRD holds regularly scheduled staff meetings 3.6 Various publications and resources are provided on a number of subjects to orient and inform its clients. 3.7 The HRD develops regular reports and action items to the Board of Trustees. Handled by HR (name) Comments:

17 DAIT Self Assessment

18 Lessons Learned Balance the break water issues with long-term goals Cross training is key, especially with turnover Consider grouping similar HR duties on desks Write internal procedures using the stranger test Review changes to contracts and COE policies monthly and discuss details for implementation as a group Learn how HR work affects other depts. (i.e. budget) Review HR dept. progress and standards regularly Change is hard; relationships are essential

19 SLOCOE Human Resources www : slocoe.org/human Resources/Trainings 1: SLOCOE Web Page Human Resources tab 2: Trainings