CRITICAL PROCEDURES ANNUAL UPDATE 2014-2015

1. HUMAN RESOURCES CRITICAL PROCEDURES ANNUAL UPDATE 2014-2015 PRESENTERS: AURORA ZAMORA, DIRECTOR JOHN CAVAZOS, DIRECTOR SANDRA L. GOMEZ, HR SPECIALIST

2. Human Resources Staff

3. Liquid Office Liquid Office Forms: http://mws.mcallenisd.net/employment/jobopportunities.html • Recommendation Form • Employee Action Form • Vacancy Requisition • Part Time Positions Posting

4. Vacancy Postings All Positions must be posted for a minimum of 10 calendar days.

5. Recommendation Form • Used for recommending New to the District staff: • Full time • Part Time

6. Action Form • Used for recommending staff changes: • Reassignment - within the campus • Transfer to other campus • Fund changes • Add and/or delete additional duties: • Extra class • Coaching • …..etc

7. Employee ID • Effective September 1, 2013: Districts are prohibited from using social security numbers as employee identifiers for any reason other than taxes.

8. Board Policy DEC (LOCAL) REVISIONS • Request for Personal Leave • Monitor of consecutive absences • Extended Medical Leave: After all available state and local leave days have been exhausted, a full-time employee shall be granted in a school year a maximum of 30 unpaid leave days of extended sick leave to be used on consecutive workdays and only for the employee’s own personal illness or injury, including pregnancy-related illness or injury. A written request for extended sick leave must be accompanied by a medical certification of the illness or injury.

9. Board Policy DEC (LOCAL) Reimbursement of leave upon retirement: • Contract employees must provide written notice of intent to retire at least 60 calendar days before the last day of employment. • Non-contract employees must provide written notice at least 14 calendar days before the last day of employment. …For each leave day used during the respective 60 or 14 day notice period before the last day of employment, an employee shall submit medical certification of the need for leave. Each leave day used without medical during this period shall be considered as leave taken for discretionary purposes and the district shall subtract one leave day from the number of unused local leave days eligible for reimbursement, regardless of which type of paid leave the employee uses. The employee shall be reimbursed, at a rate established by the Board, for each eligible day of unused local leave, to a maximum of 75 days.

10. Retirement FAQ • I am considering retirement. Where do I start? • MISD Website-MISD Retirement link • District & TRS specific Steps • http://mws.mcallenisd.net/benefits/retirement.html • Information duplicated on HR and Payroll Department website • Aida Loya • 618-6042

11. Board Policy DEC (LOCAL) NEUTRAL ABSENCE CONTROL • If an employee does not return to work after exhausting all available paid and unpaid leave, the District shall provide the employee written notice that he or she no longer has leave available for use. The District shall automatically pursue termination of an employee who has exhausted all available leave, regardless of the reason for the absence (see DF series). The employee’s eligibility for reasonable accommodations, as required by the American with Disabilities Act (see DAA(LEGAL), shall be considered before termination. If terminated, the employee may apply for reemployment with the District.

12. Leaves and Absences • Return to work after extended absence (FMLA, TDL, WC) • Doctor’s release : submit to HR prior to return approval • Doctor’s release with restriction: must be approved by immediate supervisor and submitted to HR prior to return

13. Resignations • Notice to immediate supervisor • Approval by supervisor must indicate approved last working day and noted on resignation letter prior to submitting to HR

14. Absence Recording Smart Find Express – SFE • Deadline for absence calling: 3 pm for day staff and 9 pm for night staff. • Submit After the Fact memo to Payroll the next day • Substitute calling • Cancel job if vacancy hasn’t been filled within a reasonable time frame • Jobs assigned - sub reports - committed to pay • Substitute for Vacancy requests with a teacher of record • Substitute for Vacancy requests for vacancy *HQ

15. Substitute for Vacancy Process for Substitutes for Vacancies • The steps for processing payroll for substitutes for vacancies is the same as for regular substitutes with the exception that a Substitute for Vacancy Request Form must be submitted to Human Resources prior to the Substitutes first working day. • Request for vacancy should be submitted to HR to ensure that substitute is Highly Qualified (HQ) and is cleared to fill in for the vacancy especially in the case of special funding which require further approvals. • The Payroll Department will not process any payment for Substitutes for Vacancies unless a Substitute for Vacancy Request Form has been submitted to the Human Resource Department and approved.

16. Substitute for Vacancy Vacancies Only…..

17. Absences Jury Duty and Mandatory Court Appearances • If you have an absence for either, then documentation must be provided by the employee and the campus/department is responsible for maintaining it • A copy must be sent to Payroll. Note job # on document. • Notice must include all days of absences • Campus/department will be required to submit documentation if it is requested from Auditor • For a Mandatory Court Appearance, a Subpoena is the only acceptable documentation

18. Time Clock Unreported Hours • The FLSA does not permit an employer to benefit from the work of an employee without compensating them for such work. Therefore, all hours worked must be reported using the Time Clock Plus electronic timekeeping system. Any time spent working while not clocked in (a.k.a. “working off the clock”) is strictly prohibited.

19. QUESTIONS?

20. Gold Service Everyday tell at least one person something you like, admire, or appreciate about them. Carlson Thank you MISD Staff!