PERSONNEL COMMISSION€¦ · Vote 2-0 Approved ratification of the following eligible(s) for...

PERSONNEL COMMISSION HACIENDA LA PUENTE

UNIFIED SCHOOL DISTRICT

Personnel Commission Meeting Agendas December 6, 2016

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PERSONNEL COMMISSION HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT

15959 East Gale Avenue City of Industry, California 91746

AGENDA

REGULAR MEETING December 6, 2016

4:30 P.M. in the Board Room Meeting called to order by at p.m. PLEDGE OF ALLEGIANCE: ROLL CALL:

Anita Ford, Vice Chair ______ Anita Perez, Member ______ Kristina Hannon, Personnel Director ______ Valerie Spolsky, Interim Senior Personnel Analyst ______ Carol Kelly, Personnel Assistant ______

I. GENERAL FUNCTIONS REFERENCE ACTION

1. Acknowledge the appointment of Ms. Jeanne Gooch Moved by to the Personnel Commission as the Union appointee for Seconded a term from December 6, 2016 to December 1, 2019. Vote 2. Oath of Office 1 No Action required 3. Resolution of the Personnel Commissioners 2 No Action required Code of Professional Conduct. 4. Election of Officers of the Personnel Commission for the term of December 6, 2016 to December 1, 2017. Election of the Chair Moved by Seconded Vote Election of the Vice Chair Moved by Seconded Vote 5. Approve the agenda as submitted or amended. Moved by Seconded Vote

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6. Approve minutes of the regular meeting 3 Moved by _____ of November 1, 2016. Seconded

Vote 7. Director’s Report. 4 8. Communications.

a. Employee Associations. b. Administration. c. Audience members who filed a request to speak.

II. SELECTION PROCESS

REFERENCE ACTION

1. Receive Test Plan information. 5 No Action Required 2. Receive Provisional Assignment and 6 No Action Required Working-Out-of-Class Report. 3. Approve ratification of the following Sep. Doc. Moved by _______ Eligibility list(s): A. Seconded _______ Vote _______ Bus Driver, #1302/0614 Merged Instructional Materials Attendant, #0236/0916 Personnel Analyst, #1742/0916 4. Ratify the removal of the following eligible(s) Sep. Doc. Moved by _______ in accordance with Personnel Commission B. Seconded _______ Rules 4.1.1 and 6.1.11: Vote _______

Custodian I, #0806/0516 Eligible(s) #8777193 Instructional Aide I – Special Education, #0260/0915 Eligible(s) #25654185, #25950612 Instructional Aide II – Special Education, #0262/0816 Eligible(s) #29327182, #29282740

III. CLASSIFICATION AND SALARY

1. Approve revised class description 7 Moved by _______ of Adult School Office Manager. Seconded _______ Vote _______

IV. RULES AND REGULATIONS

1. None.

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V. CHARGES AND HEARINGS

1. None.

VI. OTHER

REFERENCE ACTION

1. Report: Instructional Aide II – Special Education. 8 No Action Required

2. Report: School Office Manager Classification. 9 No Action Required

3. Unfinished Business. No Action Required

4. Adjourn to Closed Session No Action Required Government Code 54957: Public Employee Performance Evaluation. Title: Personnel Director

Adjourned to Closed Session _____ p.m. Reconvened to regular meeting _____ p.m.

5. Commissioner’s Comments. No Action Required NEXT REGULAR MEETING Date: February 7, 2017 Time: 4:30 p.m. Location: Board Room ADJOURNMENT: p.m.

Pursuant to Government Code 54957.5, a copy of all documents related to any item on this agenda that have been submitted to the Commission may be obtained from the Commission office, 15959 E. Gale Avenue, City of Industry, CA 91716. Persons requiring accommodation in order to view the agenda or participate in the meeting, may make the request for accommodation to the Personnel Director at 626-933-3920 at least 24 hours in advance of the meeting. (Government Code 54954.2 (a) 1.)

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OATH OF OFFICE FOR PERSONNEL COMMISSIONER

I, Jeanne Gooch, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter.

____________________________________ Jeanne Gooch

Subscribed and sworn to before me

This 6th day of December 2016

________________________________________ Kristina Hannon, Personnel Director and Secretary

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COMMISSIONERS’ CODE OF CONDUCT

Whereas, the Personnel Commission shall base all actions and decisions on merit, fairness and efficiency regardless of outside influence, and

Whereas, Commissioners shall publicly champion and vocally encourage others to embrace the principles of merit in all decisions and actions related to Human Resources Management, and

Whereas, Commissioners shall act and vote independently and objectively regardless of their source of appointment, and

Whereas, although Commissioners should routinely meet with the Board of Education, and employee representatives to discuss general Human Resources concerns, Commissioners shall direct individuals who privately contact them about specific Commission issues to the Personnel Director, and then the full Commission, and

Whereas, the Commission is to provide counsel and direction to their Director at the policy level rather than become involved in the day-to-day operations of the staff, and

Whereas, Commissioners understand and recognize that the power and decision-making authority over the Personnel Commission and its staff or over actions that impact the Classified Service lies only with the full Commission and not with an individual opinion or one Commissioner, and

Whereas, Commission members are expected to attend and participate in all Commission meetings and become fully informed of the issues being considered at those meetings, and

Whereas, Commission members who receive expressions of concern regarding issues that impact the Classified Service should share that information with the entire Commission, and

Whereas, Commission members should avail themselves of opportunities to inform and educate themselves about current Human Resources practices and employment law by individual study and/or through participation in programs providing related information, and

Whereas, the Commission shall encourage regular and impartial performance evaluations of all Classified employees, and

Whereas, the Commission shall encourage training programs for all Classified employees, and

Whereas, the Commission shall ensure a continuous review of positions in the Classified Service and recognize that classification descriptions are based on assigned duties not attributes of individual incumbents, and

Whereas, Commissioners shall not publicly engage in personal attacks on Commission staff or attempt to discipline any employee other than the Director of their staff, and

Whereas, Commission members shall recognize that the Chair of the Commission is the official voice of the Personnel Commission and that members have the responsibility when meeting privately with others to differentiate their views from those of the Commission as a whole, and

Whereas, Commissioners shall respect the confidentiality of all privileged information, including that discussed in closed session, and

Whereas, Commissioners shall comply with the accepted Rules of Order and the Brown Act in the conduct of their meetings, and shall enforce the accepted Rules of Order for attendees at their meetings, and

Whereas, Commissioners shall support and ensure that all candidates for classified employment are provided with equal employment opportunity and that selection procedures are based on merit and fitness, and

Whereas, the Commission shall recognize the value of diversity in the workplace and encourage recruitment outreach to members of underrepresented groups, and

Whereas, the Commission shall adjudicate disciplinary and examination appeals on the basis of relevant substantial evidence and not on personal, prejudicial, or extraneous information, feelings, or beliefs, and

Whereas, the Commission shall abide by related provisions of the California State Education Code and federal, state and local legislation and regulations;

Therefore, be it resolved that I, COMMISSIONERS NAME, Personnel Commissioner, agree to and support this Code of Conduct.

December 6, 2016

Signature Date

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PERSONNEL COMMISSION HACIENDA LA PUENTE UNIFIED SCHOOL DISTRICT

MINUTES OF THE REGULAR MEETING OF November 1, 2016

PRELIMINARY SECTION

CALL TO ORDER The meeting of the Personnel Commission of the Hacienda La Puente Unified School District was called to order by Ms. Adriana Salazar Avila, Chair, at 4:30 p.m., in the Board

Room, 15959 East Gale Avenue, City of Industry, California. MEMBERS PRESENT Ms. Adriana Salazar Avila, Chair Ms. Anita Perez, Member STAFF MEMBERS PRESENT Ms. Kristina Hannon, Personnel Director Ms. Valerie Spolsky, Interim Senior Personnel Analyst Ms. Carol Kelly, Personnel Assistant OTHERS PRESENT See Visitor’s Register

I. GENERAL FUNCTIONS AGENDA APPROVED AS AMENDED 68. MSC-U Ms. Perez Ms. Avila Vote 2-0 The agenda was amended to remove the closed session. MINUTES APPROVED AS SUBMITTED 69. MSC-U Ms. Perez Ms. Avila Vote 2-0 Approved the minutes of the regular meeting of October 4, 2016. DIRECTOR’S REPORT 70. Ms. Hannon, Personnel Director, provided the following

information to the Commission.

Current recruitments: Bus Driver, Assistant Director of Food Services, Executive Director of Business Services, Personnel Analyst, Purchasing Supervisor, Cafeteria Worker I, Instructional Materials Attendant.

Upcoming recruitments: Adult School Office Manager, Senior Accounting Technician, Special Education Liaison.

Classifications:

o Food Services: Discussions with District Administration and Bargaining Units anticipated to resume in January 2017.

o Instructional Aide II - Special Education: A proposal of a possible Instructional Aide III – Special/Medical Circumstances Education class description is in progress.

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o School Office Manager: Staff completed 15 site observations. A report/recommendation is anticipated to be ready for the December Personnel Commission meeting.

Training:

o Interview Skills workshops are scheduled for November 2, 2016.

o A survey will be sent to all classified employees to gather areas of interest for future training.

COMMUNICATIONS 71. Ms. Diane Ortiz, Instructional Aide II – Special Education,

stated that she is looking forward to the proposal of a possible Instructional Aide III- Special Education class description.

II. SELECTION PROCESS RECEIVED TEST PLAN 72. Received Test Plan. No action was required. RECEIVED PROVISIONAL ASSIGNMENT AND 73. Received Provisional Assignment and Working Out of Class WORKING OUT OF CLASS REPORT report. No action was required. RATIFIED ELIGIBILITY LISTS 74. MSC-U Ms. Perez Ms. Avila Vote 2-0 Approved ratification of the following eligibility lists: ASB Secretary, #0320/0616 Assistant Director of Food Services, #1700/0816 Bus Driver, #1302/0614 Merged Executive Director of Business Services, #1727/0716 Instructional Aide II – Special Education, #0262/0816 Instructional Aide II – Special Education (Female), #0265/0816 Instructional Aide II – Special Education (Male), #0264/0816 Purchasing Supervisor, #1214/0916

RATIFIED REMOVALS OF ELIGIBLES 75. MSC-U Ms. Perez Ms. Avila Vote 2-0

Approved ratification of the following eligible(s) for removals in accordance with Personnel Commission Rules 4.1.1 and 6.1.11.

Cafeteria Worker I, #0506/0416 Eligible(s) #27846107 Instructional Aide I – Special Education, #0260/0915 Eligible(s) #6486236

NOTIFICATION OF REMOVAL OF ELIGIBLES 76. Notification of the removal of the following eligible(s) in accordance with Personnel Commission rule 6.1.11. No action was required.

Assessment Technician, #0251/0216 Eligible(s) #23266728 Instructional Aide II – Special Education, #0262/0516 Eligible(s) #27917220

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RECEIVED LATERAL TRANSFER CANDIDATE 77. Received the following lateral transfer candidate in

accordance with Personnel Commission rule 11.1.4. No action was required. Budget Supervisor to Accounting Supervisor.

III. CLASSIFICATION AND SALARY 78. None. IV. RULES AND REGULATIONS 79. None. V. CHARGES AND HEARINGS 80. None. VI. OTHER UNFINISHED BUSINESS 81. None. CLOSED SESSION 82. The closed session was removed from the agenda. COMMISSIONER’S COMMENTS 83. Ms. Perez, Member, thanked the audience for their

participation, and wished everyone a Happy Thanksgiving.

84. Ms. Avila, Chair, took the opportunity to remind everyone to vote in the upcoming election. She thanked the Personnel Commission and staff for three wonderful years serving as Commissioner. She stated that it had been a pleasure to serve the classified employees of the Hacienda La Puente Unified School District, and commended them for the outstanding work they perform each day.

NEXT REGULAR MEETING 85. The next regular meeting is scheduled for:

Tuesday, December 6, 2016, at 4:30 p.m. Meeting adjourned at: 4:43 p.m.

Submitted by _______________________________ Kristina Hannon, Personnel Director

Approved 12/06/16 by ___________________________________________ Date Chair

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Director’s Report: December 2016 Current Recruitments

Adult School Office Manager (Promotional Only)- Closed 11/30 Bus Driver (Open and Promotional) – Continuous Cafeteria Worker I- (Open and Promotional) – Continuous Instructional Aide – Auto Mechanic – Closed 10/31 Instructional Aide I – Special Education – Will close 12/14 Senior Accounting Technician (Promotional) Recruitment extended as Open and Promotional due to lack of qualified applicants - Will close 12/14

Upcoming Recruitments

Instructional Aide – Bilingual (Mandarin) Language Assessment Technician (Mandarin) Media Center Clerk Special Education Liaison Technology Services Technician Rehabilitation Program Assistant Warehouse Delivery Worker (Subs)

Classification

Food Services Study o Discussions with District Administration and Bargaining units anticipated January 2017

Instructional Aide III- Special Circumstances/Medical Circumstances Education o Recommendation Attached

School Office Manager o Report Attached

Technology Services o Based on changes in industry, a review of this job family has been moved up in priority.

Salary Studies None Training

Survey will be sent to all classified to gather interest for other areas of training- December 9th Miscellaneous

Welcome Khrynston Samreth

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PROVISIONAL ASSIGNMENT AND WORKING OUT OF CLASSIFICATION REPORT

November 2016

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Education Code Sections on Provisional Assignment

45287. When no eligibility list exists for a position in the classified service, an employee may receive provisional appointments which may accumulate to a total of 90 working days. A 90- calendar-day interval shall then elapse during which the person will be ineligible to serve in any full-time provisional capacity. No person shall be employed in provisional capacities under a given governing board for a total of more than 126 working days in any one fiscal year, except that when no one is available on an appropriate eligibility list for a part-time position, as defined in Section 45256, successive 90 working days provisional appointments may be made to the part-time position for a total of more than 126 working days in any one fiscal year.

45288. The personnel commission may authorize the extension of a provisional employee's assignment for a period not to exceed 36 working days provided the following requirements are met:

(a) An examination for the class was completed during the first 90 working days of his provisional assignment. (b) Evidence satisfactory to the personnel commission is presented indicating:

(1) That an adequate recruitment effort has been and is being made. (2) That extension of the provisional assignment is necessary to carry on vital functions of the district. (3) That the position cannot be satisfactorily filled by use of other employment lists or procedures.

Provisional Last: First: Current Classification: WOC as: Location: For: Reason: Start

Date: End Date:

Details:

Mar Mofun Accounting Technician Sr. Accounting Technician (20 hrs./week)

Accounting Kim Leisure Vacancy 08/04/16 12/30/16 Recruitment extended due to lack of internal applicants.

Pejthaveeporndej Pranee Senior Accounting Technician

Budget Supervisor (20 hrs./week)

Accounting Nety Con Vacancy 11/01/16 12/22/16 Upcoming recruitment.

Sosa Christina Food Services Supervisor

Assistant Director of Food Services

Food Services

Christina Bou Sleiman

Vacancy 07/11/16 12/16/16 Candidate selected pending Board of Education approval.

PROVISIONAL ASSIGNMENT AND WORKING OUT OF CLASSIFICATION REPORT

November 2016

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Education Code Sections on Substitutes 45286. Whenever the appointing power shall require the appointment of a person to a position, the duration of which is not to exceed six months, or, in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of said employee, the appointing power shall submit a request in which the probable duration of the appointment is stated. Eligibles shall be certified in accordance with their position on the appropriate employment list and their willingness to accept appointment to such position as limited-term employees. Limited-term employees shall be subject to conditions affecting status and tenure during and after employment that the commission may by rule determine. Notwithstanding these limitations on the duration of these positions, the commission may, based on a declaration of an emergency by the President of the United States or the Governor, authorize an extension that may not exceed one year. The duties of the extended position must be related to the emergency. Working Out of Class

Last:

First:

Current Classification:

WOC as:

Location:

For:

Reason: Start Date:

End Date:

Bourne Joleen Personnel Technician Assoc. Personnel Analyst Personnel Commission Jennifer Chen LOA 07/01/16 12/16/16

Canales Eloisa Office Assistant Communication Specialist Police and Safety Sarah Gutierrez LOA 10/17/16 06/30/17

Casanova Rocio Cafeteria Worker I Cafeteria Worker II Grandview Ana Magana LOA 11/01/16 01/31/17

Espinosa Mary Sr. Purchasing Tech. Buyer Purchasing Vicki Evans WOOC 08/08/16 01/31/17

Guerrero Leizle Payroll Technician Sr. Budget Tech.(20 hrs./week) Budgeting Jody Burton LOA 07/20/16 01/03/17

Hernandez Fernando Maintenance Worker Carpenter Facilities Dept. Richard Walsh WOOC 10/01/16 11/30/16

Jackson Elisa Cafeteria Worker I Cafeteria Worker II Orange Grove Sylvia Vallejo Staff coverage at Workman HS 10/27/16 01/31/17

Marquez Eugene Maintenance Worker Maintenance Painter Facilities James Lawrence LOA 11/01/16 11/30/16

Palafox Myriam Payroll Technician Sr. Budget Tech.(20 hrs./week) Budgeting Jody Burton LOA 10/03/16 01/03/17

Saiza Raymond Digital Systems Printer Operator Reprographics Supervisor Reprographics Christina

Valenzuela LOA 09/23/16 12/31/16

Walsh Richard Carpenter Facilities Manager Facilities Dept. Robert Wilcox Additional for projects 10/01/16 12/31/16

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CLASSIFICATION SPECIFICATION REVISION

ADULT SCHOOL OFFICE MANAGER Report Date: December 6, 2016

I. Recommendation

The Personnel Director recommends that the Personnel Commission approve the revision of the classification specification for Adult School Office Manager.

II. Background

Revisions were made to the minimum education and experience qualifications section of the classification specification for current recruitment efforts. The changes are not sufficient to alter the salary allocation.

SUBJECT TO THE APPROVAL OF THE PERSONNEL COMMISSION

ADULT SCHOOL OFFICE MANAGER

DEFINITION

ESSENTIAL DUTIES

The classification specification does not describe all duties performed by all incumbents within the class. This summary provides examples of typical tasks performed in this classification.

OTHER RELATED DUTIES

DISTINGUISHING CHARACTERISTICS AMONG RELATED CLASSES

MINIMUM QUALIFICATIONS

, including one year of lead experience.

EMPLOYMENT STANDARDS

PHYSICAL DEMANDS

WORK ENVIRONMENT

Revised: 12/6/2016

ADULT SCHOOL OFFICE MANAGER

DEFINITION

ESSENTIAL DUTIES

The classification specification does not describe all duties performed by all incumbents within the class. This summary provides examples of typical tasks performed in this classification.

OTHER RELATED DUTIES

DISTINGUISHING CHARACTERISTICS AMONG RELATED CLASSES

MINIMUM QUALIFICATIONS

EMPLOYMENT STANDARDS

PHYSICAL DEMANDS

WORK ENVIRONMENT

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Report: Instructional Aide II- Special Education

December 6, 2016

I. Discussion Item

At the October 4, 2016 Personnel Commission meeting, staff reviewed the Instructional Aide II- Special Education (IA II) concern and asked for additional time to review. IA II positions were observed in multiple classrooms and sites. The need to provide special medical support and special behavior management for students prompted staff to look into a new classification of Instructional Aide III- Special Medical/Circumstances (IA III).

As of the November 1, 2016 Personnel Commission meeting, staff was still meeting with District administration to discuss the duties and competencies needed for all Instructional Aide- Special Education positions and possibly a new class of IA III to meet these needs. The following information provides additional review of the IA II class and duties performed and a recommendation for further consideration.

II. Background and Previous Discussions

At the February 2, 2016 Personnel Commission meeting, Ms. Diana Ortiz, an IA II, expressed concern regarding a duty statement listed on the IA II classification, which reads as follows: “Assists students with personal physical needs (e.g. diapering, using restroom, menstrual cycle needs and/or changing bag for students with colostomy, catheterizing, and g-tube feeding.” Ms. Ortiz stated that not all incumbents are required, willing, and/or able to perform these job duties.

At the April 2, 2016 Personnel Commission meeting, staff presented a report providing the historical background of the Instructional Aide II classification, as well as an overview of the Federal and Education Code requirements for Special Education programs.

At the June 7, 2016 Personnel Commission meeting, staff presented a report with additional information regarding the IA II issue, but no formal recommendation was made at that time. Staff was requested to make a formal recommendation at the next Personnel Commission meeting in order to bring resolution to the issue. Staff was also requested to identify the type of training program currently in place and/or anticipated for employees serving as IA IIs with the administration of Special Education. At the August 9, 2016 Personnel Commission meeting, staff presented the Instructional Aide II classification description report. After discussion and comments from the audience, it was discovered some IA IIs may be performing duties that are outside the scope of their classification description, experiencing unsanitary work conditions and not receiving adequate training as required by Ed Code and California Code of Regulation. Staff was asked to investigate the duties further and bring forth additional recommendations based on the new findings. At the October 4, 2016 Personnel Commission meeting staff presented additional information regarding the Instructional Aide classification. After review of the California

Nursing Practice Act in conjunction with California Education Code, and the Emergency First Aid Guidelines for California Schools, staff determined the duties prescribed in the IA II classification description fell under the rule for the administration of specialized physical health care. California Education Code section 49423.5(a) which states:

“(a) Notwithstanding Section 49422, an individual with exceptional needs who requires specialized physical health care services , during the regular school day, may be assisted by any of the following individuals:

1. Qualified persons who possess an appropriate credential issued pursuant to Section 44267 or 44267.5, or hold a valid certificate of public health nursing issued by the Board of Registered Nursing.

2. Qualified designated school personnel trained in the administration of specialized physical health care if they perform those services under the supervision, as defined by Section 3051.12 of Title 5 of the California Code of Regulations, of a credentials school nurse, public health nurse, or licensed physician and surgeon and the services are determined by the credentialed school nurse or licensed physician and surgeon, in consultation with the physician treating the pupil, to be all of the following:

A. Routine for the pupil B. Pose little potential harm for the pupil C. Performed with predictable outcomes, as defined in the

individualized education program of the pupil. D. Do not require a nursing assessment, interpretation, or decision

making by the designated school personnel. Specialized physical healthcare or other services that require medically related training must be provided pursuant to the requirements outlines under Section 49423. Education Code section 49423.5(a) (2) specifically authorizes qualified designated school personnel trained in the administration of specialized physical health care to provide catheterization, gastric tube feeding, suctioning and other service when they perform those services under the supervision of a credentialed school nurse, public nurse or licensed physician.¹

It was determined that the duties prescribed in the IA II class description were allowable with the completion of training. However staff felt additional duties should be discussed to cover both special medical and behavioral circumstances, prompting a review of these additional duties in order to determine if a new class was needed.

III. Analysis Initial review of the IA-II position suggested that there may be a need for an additional Instructional Aide class. In a general comparison of duties, it was determined that the one or more IA II positions may perform Health Care Assistant (HCA) duties 2-3 times per day, based on the school site and student need. The Health Care Assistant provides first aid, delivers specialized health care procedures and medical treatments to students with severe disabilities. An IA II performs a variety of instructional and tutoring services on various subjects to students with severe disabilities. In some settings the IA IIs are needed to perform in a primary capacity for special healthcare procedures and behavior modification techniques, in conjunction with their assigned classroom duties. There are currently 2 HCA

positions in the District and at least five sites, with over 35 students needing these specialized healthcare services. The need for behavioral modification techniques and ability to assist students with special behavioral needs have been identified at six sites, with additional individual cases at other sites. The IA II is part of the student’s behavior plan and uses specialized behavior modification techniques to ensure the safety and wellbeing of students inside and outside of the classroom. The rate or frequency of specialized training/medical procedures is based on site and student need and can vary daily. Further analysis discovered that IA I- Special Education (IA-I) positions do provide instructional and tutoring services with students needing special medical/behavioral support and may be used to perform duties such as diapering, assist in the management and shaping of student behavior, and assists teachers and other professional personnel with instructional and behavioral management activities and strategies with students experiencing interruptions of the learning process due to special needs ( IA I- Special Education class description, revised 8/11/03). The process for determining if a new class is warranted includes reviewing the current duties of classifications in the same job family, and meeting with District Administration and incumbents to determine the new duties of the class. It is expected that duties and functions overlap in job families, however classifications within a job family that are similar and have shared duties need to have distinguishing characteristics that clearly define the separation of duties between the classes and justify the need for a separate class. Staff followed this process and reviewed current class descriptions for IA I, IA II Special Education, and met with District Administration. Staff discovered many similarities in duties between IA I, IA II and the proposed class of IA III. It was also discovered that the class description for IA I had not been revised since 2003. After further review of this job family staff learned that many class descriptions had not been revised in over 10 years.

IV. Recommendation It is the responsibility of the Personnel Commission and its staff to ensure that all classifications are reflective of the work being performed by incumbents through the core merit system principles of ensuring efficiency of the service, selection and retention of employees. In order to meet this requirement we must make efforts to review classifications routinely and to keep up with changes happening internally and externally in the various industries. Education Code 45256(a) reads “The commission shall classify all employees and positions within the jurisdiction of the governing board….(b)….to classify shall include, but not be limited to, allocating positions to appropriate classes, arranging classes into occupational hierarches and preparing written class specifications”. There are currently 328 positions in the Instructional Support Job Family and 180 of those positions operate as an Instructional Aide. The purpose of the initial review was to determine the appropriateness of the duties being performed by many IA II- Special Education positions. Staff made an initial recommendation to create a new class in this job family that combined special medical/circumstances in one class. During the review of

duties staff and the district discovered there was duplication of duties across the classes within the series that created difficulty in defining a clear distinction among classes. Staff recommends that a review of the Instructional Support job family be conducted in order to accurately identify appropriate duties for all Instructional Support classifications. Creating a new class without reviewing other classes related to it can potentially create a duplication of duties. Internal alignment of duties can only be maintained through a thorough review of the classes in the series. Through the work of a comprehensive study, the District will be able to determine the need and placement of any additional classes and work with the Personnel Commission on determining appropriate duties and competencies for these classes. It is the recommendation of this office to conduct a complete classification study for the Instructional Support family with an anticipated goal of determining appropriateness of all classes, arranging an occupational hierarchy and preparing written class descriptions that capture current industry standards while meeting the needs of the students in the district. Upon approval, the study will begin in January with an anticipated completion date of May 2017.

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REPORT: SCHOOL OFFICE MANAGER CLASSIFICATION December 6, 2016

I. Background

In 2015, a classification study was completed on the District’s clerical classifications. The purpose of a classification study is to ensure positions are classed appropriately, arranged in an occupational hierarchy and to review the written class specifications. As a result of this study, the Personnel Commission determined that the School Office Managers (SOM) were working within the scope of the classification. The remaining concern has been the two bargaining units that represent members in the same class. SEIU represents members who work at Middle Schools and Alternative High Schools while CSEA represents members who work at Elementary Schools (with the exception of Stimson Learning Center). Under the rules of merit, members who perform the same duties should be paid equally. The classification study determined the duties being performed by SOMs at all sites were the same.

At the April 7, 2015 Personnel Commission meeting, CSEA made a request to discuss the salaries of employees in the SOM classification and review the discrepancies in pay between those on the SEIU schedule and those on the CSEA schedule. After discussion in May 2015, the Personnel Commission recommended two solutions: discuss the issue at the bargaining table with both CSEA and SEIU or through a petitioning to the Public Employee Relations Board (PERB) for a unit modification.

Meetings were held with District Administration in the subsequent months to determine a course of action. In October of 2016 staff requested time to conduct a new study, review data and study positions at the site. The following report includes additional information and possible solutions for action.

II. Fact Finding

The position of SOM (Formerly School Secretaries) was established in 1978. This classification was created with two salary schedules: “B” for bargaining unit and “S” for supervisory, which did not have any representation until 1997. Once supervisory employees unionized in 1997, CSEA and SEIU contracts were revised in order to determine which positions would be assigned to which bargaining unit, however the class description remained the same. SOMs at Middle Schools were assigned to SEIU while SOMs at Elementary Schools remained on CSEA.

In 1978 when the classification was established, two salary schedules existed based on the needs of the district. It is inferred that the supervisory group (S) performed supervisory duties while the “B” group did not. This difference was sustained in 1997 when the “S” members were then represented by SEIU.

California Education Code defines supervisory employee below:

3580.3. “Supervisory employee" means any individual, regardless of the job description or title, having authority, in the interest of the employer to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline other employees, or responsibility to direct them, or to adjust their grievances, or effectively to recommend such action, if, in connection with the foregoing, the exercise of such authority is not of a merely routine or clerical nature, but requires the use of independent judgment.


In 1997 when the supervisory SOMs unionized, the class description remained the same for all SOM employees, however, the bargaining unit was assigned based on location. Supervision was not in the class description however the middle school SOMs remained on the SEIU salary schedule. In reviewing the positions that fall under SEIU at HLPUSD, it was discovered that several positions fall under the SEIU salary schedule and contract, that do not directly supervise employees.

PERB case law defines supervision below:

(g) “Supervisory employee” means any individual, regardless of the job description or title, having authority, in the interest of the employer, to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline other employees, or responsibility to direct them, or to adjust their grievances, or effectively to recommend this action, if, in connection with the foregoing, the exercise of this authority is not of a merely routine or clerical nature, but requires the use of independent judgement. Employees whose duties are substantially similar to those of their subordinates shall not be considered to be supervisory employees.

PERB certified all SEIU positions in 1998, per SEIU contract. Those positions included Personnel Assistant, Police Officer, School Office Manager and Senior Custodian, positions that do not directly supervise employees but meet the class concept of supervisory. The Collective Bargaining Identifier Code (CBID) is a three-digit code that is assigned to each job classification and designates classification (rank in file, supervisory, exempt, etc) for state employees. CBID E-48 is identified as an excluded supervisory position that meets class concepts, but do not supervise staff. The use of the identifier code is repeated in PERB case law and some districts have adopted the same codes to designate classifications.

III. Methodology and Analysis of Data

A Kruskal-Wallis H test is used when you have three or more categorical, independent groups, but it can be used for two groups. The test is designed to determine whether there are differences between individual groups and determine if there are differences between the medians of the group(s). For this study there were 6 groups being compared- (1) SOM Elementary; (2) SOM Middle; (3) SOM Other; (4) Adult SOM; (5) Secretary I; (6) Secretary II.

A survey was distributed to 33 participants (16 Elementary SOM; 10 Middle SOM; Two Other SOM; One Adult SOM; One Secretary I; Three Secretary II). The survey was designed to identify tasks performed, frequency and critical levels, define decision making and supervision exercised for all positions. Staff observed 15 incumbents performing their jobs in the work setting (Six Elementary; Six Middle (or K-8); One Other; Three High School; One Adult School). The Observation was used as an additional analysis method to obtain information that may have been missed in the survey or is difficult to describe.

There were 22 surveys returned to staff- 57% of Elementary (11 of 19); 40% of Middle (4 of 10); 100% of Other; 100% of Adult; 50% of Secretary I (1 of 2); 100% of Secretary II. Participants were asked to include significant tasks and to group them according to subject areas. All tasks identified in the survey were given a quantitative value- 0-3 for duration; 0-3 for frequency of task; 0-3 for criticality of task. Staff pulled 10 tasks (See attachment- Table 1) that were considered high skilled, independent work that is moderate - critical to the business needs of the school site and district. The highest achievable score for these task is 90 points. The duties for SOM will overlap in other


class descriptions, and the study confirmed there was no statistical difference between Middle/Elementary SOM (See attachment-Table 2).

In 2014-2015 staff compared SOM and Secretary II duties as part of the clerical classification study. Based on the answers provided by participants, the differences are highlighted below:

Som Sec II

NONE Supervises and evaluates the work and performance of assigned clerical staff.

May coordinate and provide work direction, of a routine and clerical nature, to other

office staff.

Provides work direction to clerical personnel and student workers, monitors workflow,

and adjusts duties.

Files digital/paper documents, and creates digital/paper file folders.

Files CONFIDENTIAL digital/paper documents, and creates digital/paper file

folders. During the recent study, the below is a comparison of duties as of 2016. The answers were provided by participants (confirmed by site Administrators) or observed by staff.

Som Sec II Files digital/paper documents, and creates digital/paper file folders. Reviews confidential documents for Administrator Approval.

Files CONFIDENTIAL digital/paper documents, and creates digital/paper file folders.

Supervises noon aides. Gives input and makes recommendation for other clerical staff to Principal/Administrator.

Supervises and evaluates the work and performance of assigned clerical staff.

Provides work direction to clerical personnel and student workers, monitors workflow, and may adjusts duties as needed.

Provides work direction to clerical personnel and student workers, monitors workflow, and adjusts duties.

Prepare, maintain and distribute monthly mileage, absence claims and travel for all teachers. Assist in maintaining student behavior in the office Collects and prepares timesheet for all certificated and classified staff for Administrator approval.

Collects and prepares timesheet for all certificated and classified staff for Administrator approval.

Moderate responsibility for decision-making, involving evaluation of information. Decision may require developing or applying options or guides.

Significant responsibility for decisions and final results, typically affecting the entire division/site. Available guides are limited.


Since the inception of this position, the needs at the Elementary and Middle schools have varied. The previous classification study of the clerical series determined the positions were the same at both Elementary and Middle. However, since that time, the needs of the school sites have changed and the duties have accreted over time to fit the needs of the site. The two tables above show this progression and site administrators have confirmed the needs continue to exist.

IV. Recommendation

The Board prescribes duties and responsibilities for positions while the Personnel Commission classifies employees and positions. The additional review of duties being performed by incumbents show that SOMs at both Elementary and Middle are performing high level duties, using independent judgement and exercising supervision over other classified employees, though direct supervision is not included in the duties.

Previous recommendations have been made to settle the issue at the Bargaining table between SEIU and CSEA, however, the need for SOMs to perform high level duties, use independent judgement and exercise supervision continues to exist in order to conduct business at the Elementary, Middle and Alternative Schools. Other recommendations have included submitting a unit modification to PERB in order to ensure all SOMs are in one bargaining unit. Determining which unit is appropriate is under the purview of the board.

Based on the additional review of duties and appropriateness of class The Personnel Director recommends the following actions:

A) Work with District Administration on updating the duties in the class description that reflect the needs of the sites;

B) Work with District Administration and site Administrators on creating a training module for clerical members at the school sites


Attachments

Below are the ten tasks used to create the participant score (0-90). These tasks were taken off of the participant’s survey.

Task Average Frequency Critical Level

Apply First Aid to Students Daily Critical Arrange Substitutes for trainings using AESOP

As needed Moderate

Maintain budget, transfer funds, research issues and work with District Office finance

Daily Critical

Enters Cal Pass Data into system; generates reports;

Multiple times per week

Critical

Assists in the supervision and maintenance of student behavior in the office.

Daily Very

Work closely with outside agencies (including Department of Children and Family Services, Therapists, Foster Agencies)

Daily Critical

Create Transcripts, enter grades, print report cards

Monthly Critical

Process timesheets for classified and certificates staff

Monthly Critical

Maintain/send and or receive Cum files Weekly Critical Supervise Noon Aides including participating in hiring, assigning work and giving input for evaluations

As needed Very

Table 1-Task Statements

Table 2- Task Score Report

A Kruskal-Wallis H test was conducted to determine if there were differences in the Elementary and Middle school SOM, along with a comparison between Adult School SOM, Secretary I and Secretary II: the Elementary SOM (n = 34), Middle SOM (n = 36), Other SOM (n= 46.5), Adult SOM (n = 63), Secretary 1 (n = 34) Secretary 2 (n=36). Distributions of scores were similar for all groups, as assessed by visual inspection of a boxplot (See Table 2 below). Title N Median Elementary 11 34.0000 Middle 4 36.0000 Other 2 46.5000 Adult SOM 1 63.0000 Sec I 1 34.0000 Sec II 3 36.0000 Total 22 36.0000


Additional Survey Items were measured to comparison of Secretary II and SOM. These tasks were supervision based, decision making based or tasks considered high level in skill or responsibility. The highest achievable score for these task is 90 points. Tasks are shown below in Table 3.

Task Average Frequency

Critical Level

Run reports in Aeries including reviewing pivot tables

Daily Critical

Maintain Budget transactions in BOSS including transfers, LCFF, Gen Fund and maintenance records

Daily Critical

Arrange Conference/Travel for Administrators and Teachers

As needed Critical

Prepare, maintain and distribute monthly mileage, absence claims and travel for all teachers

Monthly Very Important

Perform confidential secretarial duties Daily Critical Help maintain master schedule As needed Critical Manages the administration of an office or program

Daily Critical

Significant responsibility for decisions and final results, affecting more than one division, substantial analysis is required and many factors must be weighed before a decision can be reached.

Daily Critical

Maintain Confidential files Weekly Critical Hire, supervise, evaluate and assign work for clerical staff

Daily Critical

Table 3

Kruskal-Wallis H test was run to determine if there were differences in the Secretary 2, along with a comparison between: Elementary SOM, Middle SOM, Adult School SOM, and Secretary 1. The Elementary SOM (n = 9), Middle SOM (n = 18), Other SOM (n= 33.5), Adult SOM (n = 63), Secretary 1 (n = 27) Secretary 2 (n=54). Distributions of the scores were not similar for all groups, as assessed by visual inspection of a boxplot. The distributions of score were statistically significantly different between groups as seen in Table 4.

TYPE N Median Elem SOM 11 9.0000 MIddle SOM 4 18.0000 Other SOM 2 33.5000 Adult SOM 1 63.0000 Secretary I 1 27.0000 Secretary II 3 54.0000 Total 22 15.5000

Table 4- SEC II Comparison

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