Human Resource Policy and Practice Handbook for Management East Lyme Public Schools
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Welcome to the Human Resource Policy and Practice Handbook The Human Resource Policy and Practice Handbook is the official source of policies and procedures for administrators and hiring managers relating to their hiring practices with East Lyme Public Schools. The handbook is not inclusive of all district policies, practices, or procedures. Our district website has listed all our district policies for viewing and printing. Questions regarding the interpretation of these district policies or procedures should be directed to the Office of Human Resources, Christine Kluge at 860-739-3966 x5621. The Human Resource Policy and Practice Handbook is not intended to be a contract of employment, express or implied, between any employee and the East Lyme Public School System.
About HR Welcome to the Office of Human Resources. Our strategic goals of delivering HR Excellence through strategic service delivery, creating a performance culture, and making East Lyme Public Schools a workplace of choice are the drivers behind everything we do. We are passionate about delivering consistent, quality customer service to the district through effective business processes.
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Affirmative Action Plan / Equal Employment Opportunity Employer East Lyme Public Schools is committed to selecting faculty and staff without regard to race, color, sex, gender identity, sexual orientation, religion, creed, national origin, ancestry, age, protected veteran status, disability, genetic information, military service or other protected status. The Board of Education and all of their employees call upon every member of the school district involved in recruitment, hiring, and promotions to exert their best efforts to achieve the goals set forth in the current affirmative action plan. East Lyme Public Schools (ELPS) calls upon every member of the school district involved in supervision of staff to engage wholeheartedly in the effort to ensure a wholly nondiscriminatory process in all phases of employment, including, but not limited to, recruiting, employment, placement, upgrading, demotion or transfer, reduction of workforce and termination, rates of pay or other form of compensation, and selection for training all in collaboration with union contract language. ELPS also expects that outside agencies which it contracts with will comply with all applicable antidiscrimination laws. Employees and applicants shall not be subjected to harassment, retaliation, or intimidation because they have: (1) filed a complaint; (2) assisted or participated in an investigation, compliance review, hearing or any other activity related to the administration of any federal, state, or local law requiring equal employment opportunity; (3) opposed any act or practice made unlawful by any federal, state, or local law requiring equal opportunity; or (4) exercised any other legal right protected by federal, state, or local law requiring equal opportunity. East Lyme Public Schools is Proud to be your Equal Employment Opportunity Employer.
Table of Contents Affirmative Action Plan/EEOE
2
Process for a New Hire Requesting a Posting
6-8
Submitted Application
9
Power of Pre-screening
10
Interview Committee
11
Submitting Recommendation for Hire
12-14
On-Boarding
15
Welcoming a New Hire to Your Building
16
Best Practice Assessing Candidates
1 -2
Interview Analysis
3-5
Interviewed Candidates not Selected
6-7
Hot Topic Resources and Helpful Links Family Medical Leave Act
1
Tuition Reimbursement Program
2
Viewing Personnel Files
3
State Certification Renewals
4
Exit Interview
5-6
Evaluation Forms (links)
7
Teacher Certification Codes (links)
7
Page 6 Requesting a Posting
Please be sure to submit a resignation letter from the exiting employee to Human Resources to officially end their employment and allow a new vacancy.
Log onto Frontline Education and go to Recruiting and Hiring to complete a Request to Post
From Frontline Central /Recruting and Hiring (link) you will follow:
1) Select “Job Postings”
2) Select “Create New Req”
Page 7 3) Select “A blank form”
A. From the Blank Form 1. From a Blank Form you will start to create the requisition: • Title: should be the ELPS approved contract language title. 2. Position Type: will give you a drop down list of options. • Be sure you choose accurately – certified vs. non-certified etc. 3. Location: will give you a drop down list of where the job is physically located. 4. Requisition: all windows should be filled in with applicable information and reviewed. B. Once you reach “Selection Pipeline” you have completed your responsibilities and may “submit request” on the top righthand side of screen. Once the requisition is submitted the process can take up to 5 days to post your position.
4) Select “Submit Requisition”
Page 8 Requesting a Posting Contined
Human Resources will post your vacancy. This process can take up to 5 business days.
Requesting A
A. Once the Hiring Manager submits a job posting requisition via Recruiting and Hiring, the process can take up to 5 business days before the job is available to receive applications. 1. Hiring Manager submits the request in Recruiting and Hiring, it goes directly to Human Resources. 2. Human Resources reviews data and if all is accurate, forwards to Finance for approval. If there are data problems HR will reject request and it will be sent back to Hiring Manager for corrections. Once Hiring Manger makes corrections and resubmits, it continues through the process. (FYI: rejection can happen at any step, pushing the req. back to the last submitter) 3. Finance approves funding for the position against the operating budget. It is then sent back to Human Resources to post. 4. Once posting is complete the job will be active in Recruiting and Hiring and any other recruting sites we are using at the time. NonCert positions will post for one week and Certified positions will post for 2 weeks.
A Submitted Application
A successfully submitted application is available as soon as the candidate submits.
A Posting A. Once an applicant successfully submits an application into Recruiting and Hiring an automatic email will be sent to the applicant, via Recruiting and Hiring, thanking them for their interest in East Lyme Public Schools and letting them know they have successfully submitted an application and they will be contacted if their skill set meets our current needs. B. After the candidate’s application is successfully submitted, the application will be available to the Hiring Manger for review from Recruiting and Hiring. You can see your available applicants by viewing the following: From this vantage you can see, by category, all the applicants.
1) Select Applicants
A successfully submitted certified application will include: 1. 2. 3. 4.
Completed Application A letter of Introduction Resume 2 Letters of Reference (at least one professional) 5. Copies of all College Transcripts 6. Evidence of Teaching Certification (if applicable)
2) Select by Category
A successfully submitted noncertified application will include: 1. 2. 3. 4. 5.
Completed Application A letter of Introduction Resume Copies of all College Transcripts Evidence of Teaching Certification (if applicable)
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Page 10 Power of Pre-Screening
Pre-Screening will provide you with a highly qualified candidate to move forward
A. If a candidate is a Union Contracted employee with us, which requires an interview, the employee should be notified they are being interviewed by the Hiring Manager. B. Hiring Manager verifies applicant has given permission for a Social Media Search on their application. Only after this permission has been verified (via application) can the Social Media Search begin. C. Only the most highly qualified candidates are contacted for an onsite interview. Prescreening Candidates The review of the applications and support documents should be as blind and systematic as possible. Applicants should not proceed on the basis of courtesy or simply because they are an internal applicant (unless required by union contract). If the applicant would not have proceeded in the process based upon their application documents, then the applicant should not be considered further. Inclusion of such an applicant can lead to unreasonable expectations by the applicant and expose the selection process. If a union contract requires internal applicants to proceed in the selection process, the applicants should be informed in writing that they are proceeding in accordance with the union contract. Such notification can be used subsequently to support that the internal candidate only proceeded due to the union contract requirement.
The Interview Committee
Interview Committee must include at least one Administrator. A separate interview with Superintendent will be scheduled for every final candidate in certified positions. A. An interview will be conducted using an Interview Committee or a one on one based interview depending on position criteria. Teachers will always be interviewed via committee and if promising, will be asked to a second interview to present to the group and test as needed. 1. Criteria is based on Certified vs. Non-Certified B. Hiring Manager must be sure everyone on the interview committee has the same interview package for the specific job being interviewed for and are well versed with the questions they will be asking. C. Once the interview committee has identified their top candidate a more in-depth reference check must be completed. Please refer to “Reference Check Questions” for comprehensive, insightful questions to ask the references. D. Once the Hiring Manager has identified a candidate who meets established criteria and would like to move forward towards an offer, the Hiring Manager may contact the candidate and inform them of a “sincere interest in preparing an offer per the discretion of the Superintendent”.
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Page 12 Submitting a Recommendation for Hire Up to 10 Business Days for Offer Letter A. Hiring Manager will complete a Recommendation for Hire via Recruiting and Hiring. Once submitted via Recruiting and Hiring this process can take up to ten (10) business days to complete. 1. To submit the Recommendation for Hire from Recruiting and Hiring you need to be in Recruiting and Hiring:
1) Select Forms
2) Select Fill Out a New Form
3) Select Recommendation for Hire 4) Select Bottom Right Side of Page
5) Complete Both Questions & Click Next
B. Once you are in the Recommendation for Hire screen you will review and answer all questions until you reach Signature (leave certified salary blank). Once you input your signature, you are ready to click “Submit Form”. This will cause your recommendation to move to the authorization stage (no further action is needed on the Hiring Managers side).
Submitting a Recommendation for Hire No Hiring Managers may extend an offer. You can inform your ideal candidate you are recommending them for hire and Human Resources will be in touch.
From the date of your submission of the recommendation of hire you can expect to hear back from Human Resources within 10 business days with a signed offer letter. You can monitor the progress of the Recommendation of Hire within Recruiting and Hiring by:
1) Select Forms
2) Select This View
From this vantage you can see where we are the process of creating the official offer letter.
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Page 14 Submitting a Recommendation for Hire
A. Certified candidates are invited back to interview with the Superintendent. The Superintendent will present the offer to the candidate if the interview is successful. 1. If the fit doesn’t feel right, the Superintendent will not extend the offer and a conversation will occur between Superintendent, Human Resources, and Hiring Manager. 2. If the candidate is extended an offer and accepts, the candidate will be contacted by the Human Resources office to schedule an on boarding meeting. B. Non-Certified candidates are invited to meet with Human Resources. Human Resources will present the Superintendent’s signed offer to the candidate. 1. If the candidate does not accept the offer, a conversation will occur between Human Resources, Superintendent, and Hiring Manager. 2. If the candidate accepts the offer an onboarding meeting will occur with Human Resources at that time.
Onboarding: • Takes place with Human Resources after letter is signed • Review of all new hire paperwork, benefits, technology, and security ID info.
Onboarding Process Page 15
Human Resources schedules all onboarding
A. Onboarding is completed in the Human Resources Office located at Central Office once a candidate has signed an official offer letter from the Superintendent. 1. Human Resources reviews all new hire paperwork with employee including, how to activate their technology, safeschools and an overview of benefits. 2. Human Resources takes photo for ID badge and forwards it to secerity who makes the ID badge and will have it ready at their assigned school.
Page 16 Welcome to Your Building
Please be sure each of the following steps occur for your new employee
Main Office Secretary to do: • • • •
Introductions to office staff Map of school building Phone list for district Instructions on -phone -copiers -fax machines
Building Based Sercretary to do:
• Quick tour of essentials at school level -bathrooms -nurse -cafeteria
Instructional Technician to do: • IT Tech Meeting -All Access Logins Checked -Receive device if needed
Page 1 Assessing Candidates
Assessing Candidates Reference Checks It is required for the hiring manager to conduct reference checks prior to creating the recommendation for hire form. It is required that before checking references, an applicant has a completed application in Frontline Central/Hiring and Recruiting, has been interviewed and is being considered for hire. A previous manager/supervisor is required to be contacted as a first source of information for a reference check. Please always use the provided questions.
Internal Candidate Reference Checks When considering an internal employee as a final candidate, the hiring manager should always advise the employee that a conversation will occur with their current manager/supervisor about their over all performance.
Assessing Candidates
Be sure to contact their prior manager/supervisor if given permission from candidate
Reference Checks 1. Hiring Manager__________________________________________________________ 2. Candidate’s Name_______________________________________________________ 3. Speaking to______________________________________________________________ When conducting a reference check, ask the reference to talk about the candidate in relation to the following topics: 1. Candidates relationships with students/ colleagues/ administrators/ and parents.
2. Candidates strengths/skills (personal and professional).
3. Candidates target areas for growth (personal and professional).
4. Have there been substantiated allegations regarding this candidate that we should be aware of?
5. Anything else the reference would like to share about this candidate?
6. Would candidate be rehired if reference was in a position to do so?
Link to this form
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Page 3 Interview Analysis “Stick to the Script” be consistent with your questions Subject Name
May Ask
May Not Ask
Current Legal
Whether person worked under a different name:
Name
questions that would divulge ancestry or marital status. May not comment on person’s sex unless it is a bona
Sex
Nothing
fide occupational qualification (BFOQ). This is highly unlikely in most circumstances, except maybe film, theatre, etc.
Age Address
Nothing
Age; when applicant graduate from high school, etc.
Place and length of
How long have you lived in the United States? What
current address
foreign address have you had?
Birthplace
Nothing
Citizenship
Nothing
Marital Status
Nothing
Sexual Preference / Lifestyle
Any inquiry into place of birth, or that of parents, spouse, grandparents, or other relatives. Whether applicant, parents, or spouse, are native born U.S. citizens; or what country applicant is a citizen. Whether applicant is married, single, divorce, engaged, widowed, or living with someone. Whether applicant is homosexual, heterosexual, or
Nothing
any other question pertaining to sexual tendencies, preferences or natural way of living Any question concerning family size, family planning,
Family
Nothing
children’s ages, plans for childcare, or spousal income or employment. About religious denomination, affiliation, church or
Religion
Nothing
synagogue, religious holidays observed; whether applicant regularly attends a house of worship.
Disabililty
Nothing
Questions about physical or mental limitations that are not job related.
Whether the Physical Data
applicant is able to perform the job
Applicant’s height or weight.
responsibilities About the applicants plans for having children; about Pregnancy
Nothing
medical history concerning pregnancy and health related matters.
Interview Analysis Page 4
Name of Applicant: __________________________ Name of Interviewer:__________________________ Position Applied For: ___________________________ Date of Interview: __________________________
Unsatisfactory
Some Deficiencies
Satisfactory
Exceptional
Clearly Outstanding
Insert Rating
0
1
2
3
4
0-4
Meets requirements
Exceeds expectations of average candidate
Thoroughly versed in job and very strong in associated areas Totally experienced in job. Has strong experience in related areas
TRAITS
Knowledge of Specific Position Related Topics
No Knowledge Evident
Less than we would prefer
Experience
None for this job nor any related experience
Would prefer more for this job
Adequate for job applied for
More than adequate. Has some experience in related areas
Communication Ability
Could not communicate. Will be severely impaired in most jobs
Some difficulties. Will detract from job performance
Sufficient for adequate job performance
More than sufficient for job
Outstanding ability to communicate
Appeared genuinely interested
Very interested. Seems to prefer type of work applied for
Knows every aspect of job and is interested in only this type
Average desire to succeed
Highly motivated. Wants to succeed and advance
Extremely motivated. Has very strong compulsion to succeed Displayed impressive poise under stress. Confident and secure
Interest in position and our schools
Showed no interest
Some lack of Interest
Overall motivation to succeed
None exhibited. No concern for personal future
Not up to average level. Shows little desire to succeed
Poise
Appeared distracted, confused or bad tempered.
Sufficient display of confusion to interfere with job performance
Sufficient poise to perform job applied for
No Loss of poise during interview. Confidence in ability to handle pressure
Insight and Alertness
Did not understand may points or concepts
Mixed up some concepts or ideas
Understood most new ideas and shifts in discussion points
Grasped all new points and concepts quickly
Extremely sharp. Understood subtle points. Strong Insight
Personality in relation to position
Not acceptable for job
Some deficiencies
Within satisfactory range for job
Good it for job. Some traits considered especially desirable
Perfect for job. Generally outstanding personality as well Total Score:
Link to this form
Page 5 Interview Analysis
Follow-up Comments on Points Noted from Ratings:
(include strengths, weaknesses, commendations, concerns and questions as appropriate)
Recommendation: Please check the following:
Hire Without Reservation: This person exemplifies all of the qualities and
characteristic that are necessary for the position.
Hire With Some Reservations: This person is acceptable and should be
employed but there are areas where growth is needed.
Do Not Hire: Based on the interview, this person does not possess the
qualifications necessary for the position.
Additional Comments Pertaining to Recommendation:
Interviewer’s Signature:
Link to this form
Date:
Interview Analysis Page 6
Reasons for Non-Selection of Applicant
A.
Experience/Education Related: A-1 Did not possess required certifications A-2 Did not have sufficient technical competence in primary areas A-3 Did not have required years of experience for position
B.
Candidate Withdrew: B-1 Pre-Interview B-2 Post Interview B-3 Declined Position B-4 Accepted another position B-5 Would not relocate
C.
Salary/Benefit Related: C-1 Required higher salary than offered C-2 Required more generous benefits package
D.
Candidate Availability: D-1 Not available for full-time employment at required date D-2 Failed to respond to requests for additional information D-3 Did not return calls following interview
E.
Other: E-1 Applicant acceptable, but selected another applicant who is a more and/or better work-related experience. (include strengths, weaknesses, commendations, concerns and questions as appropriate)
Page 7 Interviewed Candidates not Selected
Position:_______________________________ School:_____________________________ Hiring Manager:___________________________ Date of Interview:______________ Applicant Selected:___________________________________
Applicant
Link to this form
Interview Date
Reason not selected (rating codes from debrief)
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Family Medical Leave Act Family Medical Leave Act (FMLA or FML) is a National Act in place to protect an employees’ job for up to 60 working days during an approved leave of absence. This Act is in place to give the employee piece of mind for job security while either recovering from a serious condition or assisting with a family members serious condition. East Lyme Public Schools run the Family Medical Leave Act on a rolling 12–month, year to year calendar – not school year calendar. Certified Staff and has worked for over 1 year with ELPS: • Must have worked 1250 hours to be eligible to participate in FML Paraprofessional Staff and has worked over 1 year with ELPS: • Must have worked 950 hours to be eligible to participate in FML FML qualifying reasons: • Birth/adoption of a child • Serious Health Condition of employee • Serious Health Condition of spouse, son, daughter or parent • Serious Health Condition as “In Loco Parentis” (day to day responsibilities to care for or financially support a child, biological or legal relationship with a child) • Serious Health Condition arising out of the fact that the employee or employee’s spouse, son, daughter or parent is a military member on covered active duty. Our Human Resource Office is available for a private conversation at the convenience of the employee for any topic of the FMLA.
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Tuition Reimbursement Program Reimbursement maybe granted if you are seeking further education through an accredited college/university and have received approval for the curriculum. The cost of a *University of Connecticut part time, Graduate credit is the maximum reimbursement authorized per credit. Employees have an opportunity for reimbursement up to six credits per fiscal school year, July 1st – June 30th with a final course grade of a “B” or higher. Should the district exceed the budgeted amount allotted for this program, the reimbursements are reduced proportionately. Reimbursement will occur in October of the next school year.
No reimbursements are made for: miscellaneous charges, lab fees, processing fees, etc.
The following is required to apply for the tuition reimbursement program: • Tuition Reimbursement forms – located in TEAMS/HR/Files • Transcripts for classes – showing final grades and the dates of your course • Semester tuition statement from the school showing per credit cost • Proof of payment made by employee for each class *Variable per year
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Personnel Files and Reference Requests A. Personnel Files a. Inquiries from Employees Employee personnel files are maintained in our Human Resources Office. Employees may inspect or obtain a copy of their own file(s) by submitting a written request to the Human Resources Office. Employers must comply with an employee’s written request to view or obtain copies of personnel files within 5 business days of receipt of the request. b. External Inquiries The information that will be released from an employee’s personnel file in response to an outside inquiry ordinarily will be limited to job title and dates of employment. Further information may be divulged if required by law (FOIA) or by the audit provisions of an applicable contract or grant. An employee may authorize the release of additional information (for example, for bank, credit, or employment references) by submitting a written request to the Fiscal and Human Resources Analyst located at our Central Office building. B. Requests for Employment Verification Employment verification requests, as well as income verifications should be directed to the Fiscal and Human Resource Analyst located at our Central Office building. This information will not be released unless specifically authorized in writing by the employee.
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Expiring State of Connecticut Certifications Frontline Central will send one reminder email to certified staff at 60 then 30 days prior to certification expiring. • Keeping a certification active and in good standing is the responsibility of the employee. • If there is a failure to renew, the certified staff member will be paid as a long-term substitute until proof of renewal is brought to the HRO. (this will equal a reduction in pay for the employee) • In addition to being paid as a LTS, there may be further repercussions. This will be determined by the Superintendent of Schools. This can include a termination. • All will be documented to the Personnel File.
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Staff Exit Initiated
Supervisor schedules exit interview/school property collection meeting.
Human Resource Office creates a letter accepting resignation and cc’s building administrator, secretary, payroll, benefits, security & union.
Supervisor conducts exit interview/meeting and submits documentation to Exec. Sec. to Sup. via email.
Administrative assistant submits Help Desk Ticket for technology collection.
Support Technician picks up the device from Admin Assist. and follows workflow process.
Administrative assistant returns badge/FOB to building based security staff.
Human Resource Office puts in help desk ticket to deactivate computer access.
Administrative assistant returns keys (if applicable) to building Head Custodian.
Help Desk Manager assigns ticket to Systems Administrator The ticket contains the date of the staff member’s last day.
The Systems Administrator deactivates the account.
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Exit Interview Name of Employee: School: Date: Position: Why are you leaving the district?
Would you recommend this district to your friends as a good place to work?
Do you feel you were treated like a valuable member of the district?
Do you feel you were kept well informed about changes in the district, its policies and procedures and other important info?
What may we do to better support the person who takes your place?
Would you like to add any further comments/concerns?
Please rate your overall experience working for ELPS? 1 – 10 Last Day of Work: Recover: New Address? Keys to building / Office Fob ID Computer Email turned off
Link to this form
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Important Links Evaluations Due
November 30 and June 1
Link to Evaluation Form
Instructional Assistants
Link to Evaluation Form
Teaching Assistants
Link to Evaluation Form
Lunch Assistants
Link to Evaluation Form
Non-Cert, Unaffiliated - 10 Months
Evaluations Due
June 1
Link to Evaluation Form
Safety and Security
Link to Evaluation Form
Custodial/Maintenance
Link to Evaluation Form
Secretaries Union
Link to Evaluation Form
Aquatics
Link to Evaluation Form
Instructional Coaches
Teacher Certification Codes https://portal.ct.gov/SDE/Certification/Endorsement-Codes
East Lyme Public Schools Human Resource Office
