Fairfield-Suisun Unified School District Human Resources Department Metamorphosis: “The Launching of a New Department!”
ACSA Leadership SummitNovember 8, 2013
Marylou Wilson, Ed.D., Assistant Superintendent of Human
Resources◦ [email protected]
Robert A. Martinez, Ed.D., Director of Human Resources
◦ [email protected], @DrRobM_FSUSD
WELCOME AND INTRODUCTIONS
Transformational Leadership approach to change
Share our process, challenges and success
Engage, enlighten, and elicit conversation regarding transformational change
PRESENTATION OBJECTIVES
The mission of the Department of Human Resources is “dedicated to the District’s mission of creating a data driven, research based, student centered, learning community through the recruitment, retention and advancement of highly-qualified employees to achieve those goals and objectives defined by Fairfield-Suisun Unified School District in its role as the leader in public education in Solano County”.
HUMAN RESOURCES MISSION
Review of long-standing goals:
◦ Whom do we serve?◦ How do we provide services to those we serve?◦ Is there a need to transform our Human
Resources Department in our district?◦ What is the best course of action to take to realize
the expected improvement?◦ What did the collected data demonstrate?
REFLECTIVE ANALYSIS
Department analysis & reorganization◦Principal and other department
perspectives ◦Examination of workflow, efficiencies,
effectiveness◦Recommendations & feedback◦Reorganization
Staff Building structure
MOVING OUR MISSION FORWARD
Advancement of Technology
ESCAPE/SubFinder conversionExpansion of EdJoin for recruitmentConsider “Evaluat’d” to monitor,
promote effective evaluation for all employees
Electronic storage of documentsIntegration of electronic practices
MOVING OUR MISSION FORWARD
Table Talk: Characteristics of Transformational Change
TRANSFORMATIONAL CHANGE
A shift in the business culture of an organization resulting from a change in the underlying strategy and processes that the organization has used in the past. A transformational change is designed to be organization-wide and is enacted over a period of time.
TRANSFORMATIONAL CHANGE
“You as a manager, must accept full responsibility for the success of failure for your employees.
You are the greatest influence over the success or failure of your employees.”
Ferdinand Fournies, Coaching for Improved Work Performance
LEADERSHIP
DYNAMICS OF TOP TEAMS Shared Goals Shared Values Shared Plans Clear Leadership Continuous Evaluation and Appraisal
RenewRefreshRebuildReenergizeImproved Customer Service
OUR INITIAL BIG GOALS FOR TRANSFORMATION
Building Relationships
Conversation
Collegial Inclusion
PLANNING PROCESS
Transformational Leadership, a discussion:◦ Definitions Provided◦ Inclusive Design Process◦ Communication Was Essential
Free Think, let the ideas flow:◦ No Idea Is A Bad Idea
ENGAGING OUR EMPLOYEES
World Café and Appreciative Inquiry:◦ Begin a conversation
ENGAGING OUR EMPLOYEES
Overall Systems Review:◦ What’s working, needs to be changed, can’t do
without?
Innovative Technologies:◦ How do we make things easier for us all?◦ Will these ideas help or create confusion?
Review the growth, change, and reassess our direction:
ENGAGING OUR EMPLOYEES
Let The Ideas Cook, Provide time to:◦ Reflect◦ Consider◦ Rethink◦ Create◦ Examine◦ Analyze◦ Re-group◦ Adjust◦ Plan◦ Act◦ React◦ Grieve◦ Repeat
“PERCOLATION”
Change was needed! Our processes needed to be redesigned Our physical space needed to be modified We needed to become paperless We needed to improve our customer service We needed to increase our cross-training We needed to increase our efficiency We needed to be creative and flexible We needed a new identity throughout the
District.
THE TEAM’sCOLLECTIVE IDEAS
Silos:◦ Task Specific Jobs◦ Limited Cross-Training◦ Limited Personalization◦ Routine and Mundane Duties
One-Stop Model:◦ Personal Touch◦ Increased Cross-Training◦ Support For Employees From Hire to Retire◦ Variety of Assignments
FROM SILOS TO THE ONE-STOP MODEL
Responsible for, and provide support services in the areas of, recruitment, retention, and advancement of highly qualified employees.
Dedicated Personnel Specialists to assist our employees:◦Hire◦New Employee Induction◦Address Changes◦Change Pay Cycles◦Employment Verifications◦Leaves of Absence◦Timesheets◦Professional Growth◦Salary Credit◦Retirement
PERSONNEL SPECIALISTS
District Branding◦ Customer service is priority one!◦ Expunge the “Black Hole” tag!
Recruiting◦ Targeted and early identification of needed
positions◦ Edjoin-Use it at full capacity
Employee Induction◦ Personal Touch: Marylou or Rob personally meet
with every certificated hire for a final interview
ADVANCING AND IMPLEMENTING OUR MISSION
Ed-Join: ◦ Recruitment, Interviewing
Evaluat’d:◦ Certificated Evaluations◦ Classified Evaluations◦ Administrative Evaluations
Tracking is simplified Accessibility-iPads, desktop, secure servers Analytics
Document Scanning:◦ Clear the clutter
INNOVATIVE TECHNOLOGIES
Sub-Finder Management
Risk Management ◦ Employee Assistance Program◦ Reasonable Accommodation◦ Training◦ Wellness◦ We-Tip Program◦ Workers Compensation
Investigations, Employee Discipline
ADDITIONAL HR SERVICES
http://www.youtube.com/watch?v=LGxMpimf1pg&feature=em-share_video_user
OUR TEAM
OUR TEAM
2013-03-22 12.06.58.mov
Process
NEXT STEPS
“Provide an uncommon experience for your students, your employees, your colleagues, and they will reward you with an uncommon response, effort, engagement and attitude”
Dave Burgess “Teach and Lead Like a Pirate”
PERSEVERANCE
Questions and Discussion
FSUSD Web Site www.fsusd.org◦ Board Policies◦ Contracts◦ Professional Development Request Forms
FSUSD Facebook Page: www.facebook.com/fsusd
FSUSD Human Resources Twitter Account: @FSUSDHR
Additional Resources
Personal Conversations Professional Expectations Oath & Affirmation Child Abuse Laws/Mandatory Reporting Drug/Alcohol-Free Workplace Sexual Harassment Anti-Discrimination Technology Acceptable Use
Induction Process
BP 4119.21, 4219.21, 4319.21
Professional attire, appropriate to position
Appropriate interactions with students
Technology
Professional Expectations
BP 4112.3, 4212.3, 4312.3
Public employees are disaster workers Subject to disaster service activities as
assigned by supervisor Administer Oath Acknowledgement form signed/returned
Oath & Affirmation
Penal Code Section 11166
Mandatory Reporter
Provide/review mandated reporter booklet◦ What to look for
What happens when you don’t report
How to report & to whom
Acknowledgement form signed/returned
Child Abuse Laws/Mandatory Reporting
BP 4020
Zero Tolerance
Applies anywhere on premises at all times, even in your car
Read Board Policy
Acknowledgement form signed/returned
Drug/Alcohol Free Workplace
BP 4119.11, 4219.11, 4319.11
Video
District policy and brochure
Complaint Procedure
Acknowledgement form signed/returned
Sexual Harassment
BP 4030, AR 4032
District policy
Reasonable accommodation
Complaint Procedure
Anti-discrimination
BP 4040
Review Board Policy
Review process for getting e-mail
Acknowledgement form signed/returned
Technology Acceptable Use
Employee Benefits
Reporting Absences
Workers’ Compensation
Pre-Designation of Personal Physician
HR PROCEDURES
Contact Benefits Technician at 399-5095 for: Medical Dental Vision Life Insurance Section 125 Retirement information
Employee Benefits
Sub-Finder
Leave requests
Medical verification of injury/illness
Reporting Absences
Reporting workplace injuries:◦ Company Nurse: 877-778-2567◦ Provide Company Nurse Card
Incident only vs. Medical care
Medical provider network◦ Occupational Health/NorthBay◦ Kaiser Occupational Health: Vacaville or Vallejo
Workers’ Compensation
Complete form if you want your doctor to treat work-related injuries
Form must be complete and on file in HR prior to injury to be valid
Doctor must be DO or MD; no chiropractor or acupuncturist
Acknowledgement form signed/returned
Pre-Designation of Doctor
Injury & Illness Prevention Program Bloodborne Pathogens Ergonomics Fire Safety Emergency Procedures/Preparedness Indoor Air Quality
SAFETY PROGRAM
What is it?
Where is it?
Key components of the program
How to report a safety hazard
Safe work practices
Acknowledgement form signed/returned
Injury & Illness Prevention Program
Video
Exposure Control Plan
Hepatitis B Vaccination
Declination Form
Bloodborne Pathogens
General Office Ergonomics◦ Distribute educational materials◦ Tips for adjusting workstation
How to request a workstation evaluation
Ergonomics
Key practices
Electrical
Exits
Protective devices
Fire Prevention & Safety
Site-specific plans
Drills
Roles/Responsibilities
Emergency Procedures/Preparedness
IAQ – Tools for Schools
Authorized cleaning agents only
Impact of air fresheners
Reporting air quality concerns
Indoor Air Quality
Recycling
Energy Conservation
Other District Programs
APA: Ancillary Professionals Association◦ President: Bill Pasichow
CSEA: California School Employee Association - Clerical◦ President: Sandi Fallon, Vice President: Anastacia Duncan-Hall
CSEA: California School Employee Association - Support◦ President: Sandi Fallon, Vice President: Michael O’Brien
F-SUTA: Fairfield-Suisun Unified Teachers Association◦ President: Laurel Salerno-White
MOS: Mutual Organization of Supervisors◦ President: Troy Smith
Employee Representative Groups
Our Mission is to Provide a Quality Educational System that Assures Opportunities for Every Student to Learn and Meet the Challenges of the Future.
FSUSD District Mission
We Believe:
All students are capable of achieving excellence through hard work and persistence.
All students must be challenged to meet the highest educations and behavioral standards.
All students have inherent value and deserve to be members of classrooms and schools that affirm their worth.
All students have the right to be served by competent and caring adults who are provided the resources and the professional development to meet clear performance criteria.
FSUSDBelief Statements
We Believe:
All students benefit from positive communication and healthy relationships among members of the school community
All students are inspired by a positive image of our school system. All students deserve the close involvement of parent/guardians in
their education. All students are to be regularly assessed for continuous learning
and are due educational programs that are evaluated for their effectiveness.
FSUSD Belief Statements
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