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.
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Milestones
Project Start DateDefine June 2014Measure November-December 2014Analyze February 2015Improve March-April 2015Control June 2015
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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.
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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
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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
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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
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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
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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
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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
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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.)
Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document
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
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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.)
Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document
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.
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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
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 I9 Completed and Two Forms of Identification Obtained Copy of Social Security Card Copy of Driver’s License
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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
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
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
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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)
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Hiring Process Steps
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
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
I9 Completed and Two Forms of Identification Obtained
Copy of Social Security Card
Copy of Driver’s License
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Hiring Process Steps (Athletic Coach Continued)
Education Verification
Official Transcripts Obtained if Applicable
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
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
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Hiring Process Steps
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
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
I9 Completed and Two Forms of Identification Obtained
Copy of Social Security Card
Copy of Driver’s License
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Hiring Process Steps (Academic Coach /Sponsor Continued)
Education Verification
Official Transcripts Obtained if Applicable
When HR Paperwork is Complete, HR notifies Superintendent
Superintendent Signs-Off on Extra-Curricular Payment Form and Submits to Payroll Department
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
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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
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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?)
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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
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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
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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.
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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
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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
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