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OFFICE MANAGER TRAINING 2010 – 2011 HUMAN RESOURCES DEPARTMENT

OFFICE MANAGER TRAINING 2010 – 2011 HUMAN RESOURCES DEPARTMENT. Human Resources Agenda Personnel Requisition Process Ceylida L. 5 Min Certificated Subs Ariana P. 5 Min Workers' Compensation Elisa L. 5 Min

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OFFICE MANAGER TRAINING 2010 – 2011 HUMAN RESOURCES DEPARTMENT

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  1. OFFICE MANAGER TRAINING2010 – 2011HUMAN RESOURCES DEPARTMENT

  2. Human Resources Agenda • Personnel Requisition Process Ceylida L. 5 Min • Certificated Subs Ariana P. 5 Min • Workers' Compensation Elisa L. 5 Min • Leaves of Absence Elisa L. 7 Min • Intra /Inter District Transfers Claudia C. 10 Min • Limited Term, Provisional and Substitutes Pam S. 5 Min • Fingerprinting & Volunteers Pam S. 10 Min • Questions and Answers HR Staff 10 Min

  3. Personnel Requisition Process Classified Certificated Management Coaches There are four types of requisitions that get approved by freeze that must follow the freeze process.

  4. Personnel Requisition Process Classified Certificated Management Coaches There are four types of requisitions that get approved by freeze that must follow the freeze process.

  5. Personnel Requisition Process Classified Certificated Management Coaches There are four types of requisitions that get approved by freeze that must follow the freeze process.

  6. Personnel Requisition Process Classified Certificated Management Coaches There are four types of requisitions that get approved by freeze that must follow the freeze process.

  7. Personnel Requisition Process There are four types of requisitions that get approved by freeze that must follow the freeze process. Classified Certificated Management Coaches

  8. Personnel Requisition Process Classified Certificated Management Coaches There are four types of requisitions that get approved by freeze that must follow the freeze process.

  9. Other things to keep in mind A requisition must be received in HR, completed with all signatures by 4:30 PM, Friday before the next Freeze meeting. Only Assistant Superintendents assigned to the site or department can walk in last minute requisitions. Once a requisition is approved on Wednesday, site will get it back on Tuesday of the following week. The extra time is for Finance to perform the final audit and for HR to check credentials, consult the rehire list, assign pay, then we fax to the site. If changes need to be made to an approved requisition, the easiest way to submit it would be to make a copy of it with a revised date, highlight the areas being revised.

  10. Human Resources Agenda • Certificated Subs Ariana P. 5 Min • Workers' Compensation Elisa L. 5 Min • Leaves of Absence Elisa L. 7 Min • Intra /Inter District Transfers Claudia C. 15 Min • Limited Term, Provisional and Substitutes Pam S. 5 Min • Fingerprinting & Volunteers Pam S. 10 Min • Questions and Answers HR Staff 15 Min

  11. I. Substitute for Release Time/ School Business Fill out a Substitute Request Form/ Time Sheet School Business. Submit Form with part A completed and any required backup to the Budget Analyst in the Finance Dept. to verify funding The form is then sent down to HR for final processing and sent back to the site listed on the request. 4. All requests must be submitted with a minimum of 10 days prior to the start date to HR for approval or denial. *Reminder – If classroom is not covered teachers will be called back by an administrator.

  12. Substitute for Release Time/ School Business 1. Fill out a substitute request form/ Time Sheet School Business. 2. Submit Form with part A completes and any required backup to the Budget Analyst in the Finance Dept. to verify funding 3. The form is then sent down to HR for final processing and sent back to the site listed on the request. 4. All request must be submitted a minimum of 10 days prior to the start date to HR for approval or denial. *Reminder – If classroom is not covered teachers will be called back by an administrator.

  13. Substitute for Release Time/ School Business 1. Fill out a substitute request form/ Time Sheet School Business. 2. Submit Form with part A completes and any required backup to the Budget Analyst in the Finance Dept. to verify funding 3. The form is then sent down to HR for final processing and sent back to the site listed on the request. 4. All request must be submitted a minimum of 10 days prior to the start date to HR for approval or denial. *Reminder – If classroom is not covered teachers will be called back by an administrator.

  14. Substitute for Release Time/ School Business 1. Fill out a substitute request form/ Time Sheet School Business. 2. Submit Form with part A completes and any required backup to the Budget Analyst in the Finance Dept. to verify funding 3. The form is then sent down to HR for final processing and sent back to the site listed on the request. 4. All request must be submitted a minimum of 10 days prior to the start date to HR for approval or denial. *Reminder – If classroom is not covered teachers will be called back by an administrator.

  15. Substitute for Release Time/ School Business 1. Fill out a substitute request form/ Time Sheet School Business. 2. Submit Form with part A completes and any required backup to the Budget Analyst in the Finance Dept. to verify funding 3. The form is then sent down to HR for final processing and sent back to the site listed on the request. 4. All request must be submitted a minimum of 10 days prior to the start date to HR for approval or denial. *Reminder – If classroom is not covered teachers will be called back by an administrator.

  16. II. Request for Substitute Coverage Request a Substitute through Sub Finder. a. Online Web Center Address: https://sems.pvusd.net b. By phone: (831) 728-8193 2. Sick and Personal Necessity Request a Substitute through Sub finder web center or phone. All absences must be reported no later than 6:30 am to secure a substitute teacher. *All School business must be reported with a minimum of 2 days prior to event of training.

  17. III. Policy of the District *Reminder To all administrators, office managers and teachers: You are not allowed to call your own substitute for coverage. Once the job has been filled make sure you input the substitute’s name in Subfinder.

  18. Human Resources Agenda • Workers' Compensation Elisa L. 5 Min • Leaves of Absence Elisa L. 7 Min • Intra /Inter District Transfers Claudia C. 15 Min • Limited Term, Provisional and Substitutes Pam S. 5 Min • Fingerprinting & Volunteers Pam S. 10 Min • Questions and Answers HR Staff 15 Min

  19. Workers’ Compensation As of 10/8/10 3 new forms must be replaced in all red Workers’ Comp packets

  20. Workers’ Compensation As of 10/8/10 3 new forms must be replaced in all red Workers’ Comp packets • You may print and replace forms yourself • Or send packets back to me and I will update them 

  21. Workers’ Compensation • Please send me an email request for new or updated packets if you need them • Always inform injured workers to treat with authorized Workers’ Comp. providers, even if they say they don’t want to go to a doctor at the time of reporting.

  22. Workers’ Compensation • Please send me an email request for new or updated packets if you need them • Always inform injured workers to treat with authorized Workers’ Comp. providers, even if they say they don’t want to go to a doctor at the time of reporting.

  23. Human Resources Agenda • Leaves of Absence Elisa L. 7 Min • Intra /Inter District Transfers Claudia C. 15 Min • Limited Term, Provisional and Substitutes Pam S. 5 Min • Fingerprinting & Volunteers Pam S. 10 Min • Questions and Answers HR Staff 15 Min

  24. Leaves of Absence • Most leaves can and should be submitted PRIOR to the beginning of lost time.

  25. Leaves of Absence • Most leaves can and should be submitted PRIOR to the beginning of lost time. • All leave requests start at the site

  26. Leaves of Absence • Most leaves can and should be submitted PRIOR to the beginning of lost time. • All leave requests start at the site • Employee submits signed leave request (for more than 10 days) to their supervisor for approval

  27. Leaves of Absence • Completed leave requests are submitted to Human Resources

  28. Leaves of Absence • Completed leave requests are submitted to Human Resources • If leave request is received in HR without signature, it will be faxed back to site for approval

  29. Leaves of Absence • Completed leave requests are submitted to Human Resources • If leave request is received in HR without signature, it will be faxed back to site for approval • HR submits leave request and medical documentation to Payroll & Board of Trustee’s

  30. Human Resources Agenda • Intra /Inter District Transfers Claudia C. 15 Min • Limited Term, Provisional and Substitutes Pam S. 5 Min • Fingerprinting & Volunteers Pam S. 10 Min • Questions and Answers HR Staff 15 Min

  31. Intra District Transfers/Inter District Transfers

  32. Intra District/Inter District Open EnrollmentNovember 1st through December 17th Be sure to use the Intra-District Transfer forms that were revised October 2009. Incomplete or incorrect forms will be returned to the school site to be corrected. This may delay the application process and cause the Open Enrollment deadline to be missed. Please review all forms carefully and follow the procedures listed below.

  33. 2010-2011 Open Enrollment Intra-District Transfer Process • Parent or Guardian starts the transfer process at the school of residence • Please make sure parent or guardian fills out the top portion and signs in the signature line • Note the date you received the form on the top right corner • Make a copy for your records, forward the original to Human Resources • If a parent fills the form out at the wrong site, please just forward it to Human Resources

  34. 2010-2011 Open Enrollment Intra-District Transfer Process • TO REMEMBER: *To support parents and improve customer service, check with the parent about any Special Education needs, if applicable. *Generally go over the form to see if everything has been filled in. NOTE: From Monday, December 20th, parents will have to use the Box #2 “OTHER” category on the form. All “OTHER” Intras will be added to our Wait List as they come in.

  35. Inter District Transfers • The Inter district transfer must start at the district of residence • They must fill out the form, have the other district approve, then it gets sent here. • Some parents get a copy from the other district to bring to ours, we replace the copy with the original as soon as we receive the approved one. • Some districts process their Inters after March 1st and then they are too late for our open enrollment • For students from our district asking to be released: • Send them to Student Services • They fill out the form • Form gets approved • Student Services mails the original to the other district.

  36. Human Resources Agenda • Limited Term, Provisional and Substitutes Pam S. 5 Min • Fingerprinting & Volunteers Pam S. 10 Min • Questions and Answers HR Staff 15 Min

  37. Limited Term ProjectLimited Term SubstituteProvisional Assignment Limited Term Project: A project within a classification that is above and beyond the daily work of a position The project should not last more than 90 working days No time served in a limited term appointment may count toward acquiring permanent status in any position (Personnel Commission Rule 8.3E)

  38. Limited Term ProjectLimited Term SubstituteProvisional Assignment Limited Term Substitute: An employee substituting for a regular employee while out on leave The assignment may last for as long as the regular employee is on leave No time served in a limited term substitute assignment may count towards permanent status in any position

  39. Limited Term ProjectLimited Term SubstituteProvisional Assignment Provisional Assignment: A provisional appointment may be made to a vacancy when there is no eligibility list that exists for the class OR an eligibility list exists, but there are an insufficient number of available eligibles, and the appointing authority requests three (3) ranks of eligibles to interview. A provisional appointment may be a total of 90 working days Time served in provisional status shall not be counted as credit toward permanency or completion of the probationary period for the class in which the provisional appointment is made (PC Rule 8.1F)

  40. Human Resources Agenda • Fingerprinting & Volunteers Pam S. 10 Min • Questions and Answers HR Staff 15 Min

  41. Fingerprinting • New Law – AB346 • Communication to Administrators

  42. Revised Volunteer Form Following are the steps needed to process a volunteer. • Have volunteer complete this form. • Send completed form via FAX 761-6018 to Human Resources or volunteer may bring the form to HR in person. • Human Resources will review and determine if volunteer needs to be fingerprinted BEFORE volunteering. • Human Resources will notify you by phone or email whether or not to send volunteer for fingerprinting or if they are cleared to volunteer without fingerprinting.

  43. Revised Volunteer Form 5. When volunteer comes to HR to be fingerprinted they must bring a current picture ID and TB clearance. HR will not fingerprint volunteers without TB clearance. Volunteer may not begin work until they have been cleared by Human Resources. 6. Hours for fingerprinting: Monday 8:30 am – 11:30 am Tuesday 8:30 am – 11:30 am Wednesday 1:00 pm – 4:00 pm Thursday 1:00 pm – 4:00 pm

  44. Human Resources Agenda • Questions and Answers HR Staff 15 Min

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