Lee County School District Beattyville, KY

Lee County School DistrictBeattyville, KY

Hiring Process

Project Team

Team Lead Sharron Adams

Process Owner Dr. James Evans

Team Members Cathy BegleyZina GibsonJohn ProfittCentral Office StaffSchool Principals

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Project Charter

Problem Statement All staff do not follow existing policies and procedures for hiring employees

GoalsDevelop and communicate a documented and consistent hiring process. Reduce the number of incidents in which existing hiring policies and procedures are not followed during the hiring process.Develop Job Descriptions for all positions within the school district; obtain Board approval; and distribute to all employees.


Milestones

Project Start DateDefine June 2014Measure November-December 2014Analyze February 2015Improve March-April 2015Control June 2015


Cost of Poor Quality

Administrative directives, policies and procedures were in place but were not being followed. Identified an essential need to develop a new district-wide hiring process to ensure all regulations and requirements are met and followed; ensure most qualified staff are employed to provide quality service to students; and to alleviate possible liability issues and costs that could arise as a result.


Project Scope

Brainstormed issues Job descriptions Performance evaluations (following policy and

procedure) Not following a consistent hiring process Accountability

Final Scope Started with job descriptions and finally

focused on the entire hiring process


PSSuppliers

IInputs

OOutputs

CCustomer

Enablers:

Guides:

Start End

Verify FTE

Open Position

Complete Posting Request

Post Vacancy

Review Applicants

Interview Applicants

Make Offer

Onboard New Hire

Hiring Process

• Superintendent• Senior Leaders• Applicants• Universities• EPSB• SBDM• Police Dept.• State/Federal

Agencies• Drug Testing Vendor• Physician• Former District HR

Dept.• Board• Job descriptions

• Completed Posting Requests

• Vacancies Posted in KEPS

• Applications• Fingerprints• Background checks• Drug Test Results• New Hire

Paperwork• Budgeted FTEs

• Hired Employee• Vacancy Filled• MERR Information

Completed• List of Qualified

Applicants• New Hire Paperwork

Completed

• Applicant• Superintendent• Senior Leaders• Principals• SBDM• Payroll• DTC• Board

District leadership

State/federal laws and regulations, policies


Onboarding New HireApplicant accepts position

HR receives new hire’s application

HR sets appointment with new hire

Applicant submits paper work

Applicant completes required checks

Send personnel file to Payroll for New Hire Packet & Munis ID

HR requests required paperwork

Notify superintendent required paper work

completed

DTC receives notification of new

hire

Verify applicant transferrable status

(Cert)New hire

starts work

Certified or

Classified

Certified Classified


Hiring Process StepsCERTIFIEDSuperintendent Will Verify Budgeted FTESuperintendent will Complete Posting RequestHR will Post position KEPS (30 days)Receive ApplicationsSuperintendent and Senior Leaders will Screen Applicants Superintendent and Senior Leaders will Interview Qualified Applicants Instructional Assistant will Copy Applications of Qualified Applicants and Send to Principals/SBDMSBDM Interview Applicants & Verify [HQ] for Position SBDM Recommends Qualified Applicant to SuperintendentSuperintendent makes offer to hire and notifies HRHR Contacts Applicant to Schedule an AppointmentCreate personnel File Drug Screening Completed & Results Received Background Check Completed & Results Received Physical Exam Received Job Description Provided Experience Verification, Contract Status, & Sick Days From Former Employer Requested &

Received I9 Completed and Two Forms of Identification Obtained Copy of Social Security Card Copy of Driver’s License


Hiring Process Steps (Certified Continued)

SSA-1945 Completed

Official Transcripts Obtained

Teaching Certificate Obtained

Teacher Interns: ( ) COE Completed ( ) Principal/Cooperating Teacher Assigned

Sick Leave Bank Participation Form Completed

When Paperwork is Complete, HR notifies Superintendent and Contract is Signed

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance, etc.)

Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document

RETIREES Follow Steps for Other Certified New Hires With the Addition of:

HR will ask Applicant to Verify Break In Service

HR will Verify DWT

HR will Inform Retiree of Their Responsibility to Make Certain They Meet KTRS Return to Work Requirements

If Certified Retiree is Hired as a Classified Employee, HR Must Obtain a Waiver From KTRS


Hiring Process Steps Substitute Teacher (Three Levels)

Substitute Teacher With Certification

Superintendent will Verify Budgeted FTE

Receive Applications

Screen Applicants Superintendent

Interview Qualified Applicants Superintendent

Superintendent makes offer to hire and notifies HR

HR Contacts Applicant to Schedule an Appointment

Create personnel File

Drug Screening Completed & Results Received

Background Check Completed & Results Received

Physical Exam Received

Job Description Provided

Experience Verification Received

I9 Completed and Two Forms of Identification Obtained

Copy of Social Security Card

Copy of Driver’s License


Hiring Process Steps Substitute Teacher -Three Levels (Continued)

SSA-1945 Completed

Official Transcripts Obtained

Teaching Certificate Obtained

New Hire Completes TC-4 Character & Fitness When Paperwork is Complete, HR notifies Superintendent

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance Notification Letter, etc.)


EMERGENCY CERTIFIED SUBSTITUTE TEACHER Follow Steps for Certified Substitute Teacher With the Addition of:

New Hire Must Have Email Address in Order to Complete the On-line Process for Emergency Non-Certified Substitute Teachers

HR Submits Request On-line to Hire Applicant

New Hire Establishes an Account With the EPSB (Login and password)

New Hire Completes EPSB On-line Application and Character & Fitness


Substitute Teacher -Three Levels (Continued)

HR Verifies On-line information

New Hire Prints One-Year Certificate for Lee County and Submits to HR

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance Notification Letter, etc.)


EMERGENCY NON-CERTIFIED SUBSTITUTE Follow Steps for Certified Substitute Teacher With the Addition of:

Emergency Non-Certified Substitute Teachers Must Complete an Initial Three-day Training

Substitutes who Complete the Three-day Training are Approved to Teach on an Emergency Non-Certified Substitute Basis in Lee County Only

NOTE: All Returning Substitute Teachers Must Complete the Intent Form Sent to Them by HR Each School Year Marking Their Intentions to Continue Employment.

• Certified Substitute and Emergency Non-Certified Substitute Teachers Must also Complete a Hard Copy TC-4 Character & Fitness Form Each School Year.

• Emergency Certified Substitute Teachers Must Complete the On-line Application and Character & Fitness to Obtain Their One-Year Certificate each school year.


Hiring Process Steps

CLASSIFIED (FULL-TIME & *SUBSTITUTE)Superintendent will Verify Budgeted FTE

Superintendent will Complete Posting Request

HR will Post Position Vacancy on the District and School Website and at Each School Building

Receive Applications

Superintendent and Senior Leaders will Review Application on File

Superintendent and Senior Leaders will Screen Applicants

Superintendent and Senior Leaders will Interview Qualified Applicants

Superintendent makes offer to hire and notifies HR


Create personnel File Drug Screening Completed & Results Received Background Check Completed & Results Received Physical Exam Received Job Description Provided Experience Verification I9 Completed and Two Forms of Identification Obtained Copy of Social Security Card Copy of Driver’s License


Hiring Process Steps (Classified Continued)

Education Verification

Official Transcripts Obtained if Applicable

Sick Leave Bank Participation Form Completed

When Paperwork is Complete, HR notifies Superintendent and Contract is Signed



BUS DRIVERS (FULL-TIME & *SUBSITUTE) Follow Steps for Other Classified New Hires With the Addition of:

Transportation Department Completes MVR Release Authorization (3 Yr. Driving Record ) Submitted and Received

Transportation Department Provides Forms for CDL Medical Exam – Card – Report – T.B. Test

Transportation Department Conducts Pre-Employment Road Test

Transportation Department Enrolls Driver in Training Program

Applicant Driver Completes Approximately 80 Hrs. Training With Transportation Director/Driver Trainer + Blood Borne Pathogen Training, Confidentiality Training, and Traffic Control Devices, Signs, and Markings

Applicant Driver Must Obtain CDL License With S-Endorsement


Hiring Process Steps (Classified Continued)

COOKS (FULL-TIME & *SUBSTITUTE) Follow Steps for Other Classified New Hires With the Addition of:

Food Handlers’ Permit

RETIREES Follow Steps for Other Classified New Hires With the Addition of:

Verify Break In Service

Inform Retiree of Their Responsibility to Make Certain They Meet CERS Return to Work Requirements

*Substitute New Hires are responsible for the cost of initial drug screening, background check, and medical exam (with the exception of bus driver medical exams – the board pays up to $50 on CDL Medical Exams)



ATHLETIC COACHESSuperintendent will Verify Budgeted FTE and Notify HR to Post Position

HR will Post Position 30 days (District Website and Each School)

Applicants will Return Completed Application to the Board Office and Meet With the Superintendent

Superintendent will Screen Applicants and Refer to District AD

District AD will Copy Applications of Qualified Applicants and Send to Principals/SBDM

SBDM will Interview Applicants and Make Recommendation to the Superintendent

Superintendent Makes Offer to Hire and Notifies HR and the District AD







Experience Verification





Hiring Process Steps (Athletic Coach Continued)



When HR Paperwork is Complete, HR notifies Superintendent and District AD

District AD Contacts Applicant and Schedules Appointments for Coaching Certification/Qualification Requirements

District AD Identifies Coaching Requirements Dependent on the Position Being Identified as a KHSAA Position

District AD Notifies the Superintendent and HR When the Applicant has Completed all Coaching Certification/Qualification Requirements

District AD & Superintendent Sign-Off on Extra-Curricular Payment Form and Submit to Payroll Department

Extra Service Salaries and Extra Duty Assignments are Added to Certified Staff Applicants

Classified Coaching Applicants Sign Lump Sum Salary Classified Contract





ACADEMIC COACH/SPONSORSuperintendent will Verify Budgeted FTE and Notify HR to Post Position

HR will Post Position 30 days (District Website and Each School)

Applicants will Return Completed Application to the Board Office and Meet With the Superintendent

Superintendent will Screen Applicants

Instructional Assistant will Copy Applications of Qualified Applicants and Send to Principals/SBDM

SBDM will Interview Applicants and Make Recommendation to the Superintendent

Superintendent Makes Offer to Hire and Notifies HR and the School Principal







Experience Verification





Hiring Process Steps (Academic Coach /Sponsor Continued)



When HR Paperwork is Complete, HR notifies Superintendent

Superintendent Signs-Off on Extra-Curricular Payment Form and Submits to Payroll Department




Data Reviewed and Analyzed

Reviewed the procedures followed for hiring different positions (classified, certified, substitute classified personnel, athletic coaches, academic coaches, etc., substitute teachers –Certified, Emergency Certified, Emergency Non-Certified, retirees, etc.) in order to develop process for each

Reviewed # of incidents when current hiring policy and procedures were not followed

Reviewed incidents when district staff other than the Superintendent had hired applicants without completing necessary HR paperwork

Reviewed # of incidents when applicants were sent to HR without an appointment from someone other than the Superintendent

Reviewed incidents when payroll and HR first found out that an applicant had been hired when a timesheet was submitted for payment without completion of all necessary HR paperwork

Identified the need for development of a Complete District-wide Hiring Process Identified the need for communication of the hiring process to all school

district employees Identified the need for cross-training of staff


Process Key Performance Indicators

Following development, communication, and implementation of the new District-wide Hiring Process, we will measure the productivity and success of the process by: Reviewing the # of applicants (are postings visible?) Reviewing # of qualified applicants Reviewing # qualified applicants hired Measuring Delay time (is it reduced?) Surveying staff to make certain all are familiar with the Hiring Process Noting in an employee’s evaluation that additional communication/training is

needed if/when the employee does not follow the proper Hiring Process Measuring # incidents when someone other than the Superintendent tries to hire

an applicant without completing necessary HR paperwork (is this still occurring?) Measuring # of incidents when applicants are sent to HR without an appointment

from someone other than the Superintendent (is this still occurring?) Measure # of incidents when payroll and HR first become aware that an applicant

has been hired when a timesheet is submitted for payment without completion of all necessary HR paperwork (is this still occurring?)


Analyze – Future Focus Fishbone


Improve – Implementation Plan Develop and document a consistent

District-wide Hiring Process for staff throughout the district

Align current policy and procedures to this process

Make certain Job Descriptions exist for all staff positions throughout the district. If needed, develop, obtain board approval, and communicate new job description


Improve - Findings

No consistency in following hiring process Determined a need for development of a District-

wide Hiring Process Job Descriptions did not exist for every position Job Descriptions needed to be reviewed and

updated Communicate District-wide Hiring Process to all staff The Superintendent hires all employees HQ Requirements for staff Hire qualified staff for all posted positions


Improve - Cost Benefit Analysis

Several hours have been spent developing a District-wide Hiring Process. Upon completion, communication to all staff, and implementation of the process, the cost benefit to the district will be analyzed and measured by: increased productivity of HR staff; qualified employees hired for each position within the district; decreased liability due to completion of all requirements prior to employment; and reduction in delay time due to cross-training of employees.


Control

• Make sure the District-wide Hiring Process is well communicated• Monitor certain key measures• Conduct regular reviews of the process• Cross Train Employees• Hold people accountable


Key Findings

Key Findings

No consistency in following hiring process

No accountability for not following hiring process

Job Descriptions did not exist for every position

Job Descriptions needed to be reviewed and updated

Determined a need for development of a District-wide Hiring Process

District-wide Hiring Process must be communicated to all staff

Hire qualified staff for all posted positions

Key Concerns

All staff do not understand that the Superintendent hires all employees

Most Qualified Applicant was not always hired

District was open to liability when employees were hired without completing necessary HR requirements

District was open to liability for employees hired in positions for which they were not qualified

District was open to liability for employees hired in coaching positions prior to completing necessary trainings/certifications

Lee County School District Beattyville, KY

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