Employment ProceduresKI BOIS Personnel Policies

DHS Licensing

Applications (KHS-1100) will be accepted by KI BOIS Head Start at any time and will be kept on file for 60 days at the KI BOIS Central Office.

Current staff (part-time and full-time) will be considered first for any vacancies, prior to looking outside the program for new hires.

Current or former Head Start parents who are qualified will be given special consideration for Head Start positions.

Hiring will be done based on the KI BOIS Personnel Policies and Procedures. The job requirements, the person’s job experience, education and personal attributes will be considered for any positions to be filled. Volunteering in the Head Start program will count as job experience.

The following “Guidelines for Hiring Process” must be followed:
Receive Applications. Check and print Joshua’s List ()
Supervisor makes hiring choice with approval of Head Start Director or designee.
References(KHS-1104 or other documentation) are checked at center level/local office
level (at least 3).
Conditional offer of employment is made at center level/local office level.
Applicant completes new hire packet:
I-9 (KHS-1101)
  1. Copy all forms of ID. (Acceptable list of ID on 1-9)
  2. Verify I-9 by filling out and signing “Certification” Section located at the bottom of
Section 2, back page.)
W-4 (KHS-1102)
Affidavit and Consent for Chemical Testing (KHS-1103)
Declaration for Prospective Employees – Child Abuse (KHS-1105)
DHS Criminal History Review Request for Individuals (CHR) (KHS-1108)
DHS Criminal History Review for Programs (KHS-1107)
DHS Personnel Information (KHS-1108A)
TB Screening (KHS-1110)
Direct Deposit Agreement Form (KHS-1112) or SAGE Pay Card (KHS-1113)
Self-Identification Form (KHS-1118)
Personnel Information Card (KHS-1117)
Health Appraisal (KHS-1109) Must be returned on/before official start date, completed and
signed by applicant’s HCP (Health Care Provider)
Drug Testing:
Applicant is sent to McAlester, Poteau or Stigler for Drug Testing, (South) or Tahlequah (North).
Please call ahead to the office involved to make sure someone will be available for testing.
1-866-213-4881 McAlester 1-866-341-3381 Poteau
1-800-299-4479 Stigler 1-918-431-1284 Tahlequah
Collector will send employer copy of drug testing form to perspective hiring office, North or South,
immediately after testing.
Now schedule fingerprinting at
Applicant should do this process as the information is personal.
Book appointment. Choose State – Oklahoma. Choose location for fingerprinting.
Chick here to schedule on-line.
Fill in Name on Welcome Screen.
Who this is for: DHS
Why: Child Care
What: Child Care
After zip code choose Schedule Date and Time
Complete Application Information
In Application Details check: Individual with Unsupervised Access to Children
Check Electronic Signature checkbox then click “I Agree”.
Review information and if correct, choose: Go
Choose payment method: Billing Account.
(call Kim, Tahlequah or Nedra, Stigler for Account Number)
Make copy of “Registration Complete” (send with hire packet)
Applicant must take two forms of ID to appointment
After fingerprinting, applicant will be given a receipt with a TCN #,
this receipt must be sent to office in Stigler (South), Tahlequah (North).
Send complete new hire packet to Stigler/Tahlequah immediately.
The eligibility process may take up to 14 days
New Hire packet is pending in HR until BACKGROUND AND DRUG TEST RESULTS ARE
RECEIVED.
Chief Operating Officer or Executive Director will authorize the hiring request.
Once Joshua’s List, Background Checks, and Drug Test have been returned clear:
1)Applicant may begin orientation process i.e., video’s, center orientation (KHS-706 & 707)
2)Applicant must have Health Appraisal (KHS-1109) done and return this to Central Office.
HR will notify Center Director (or his/her designee) immediately that hiring request has been
approved and provide EWS training.
Supervisor may then make formal notification to employee regarding start date, etc.
HR will enter new hire information into the HR and Payroll Processing Systems.

Policy Council approval will occur at the next scheduled meeting.

After hiring process is complete, employee will be provided the following information:

Employment Agreement for New Employees (KHS-1115) (full-time staff only) OR

Employment Agreement for Part-Time or Substitute Employees (KHS-1116) (Part-time)

Job Description

KI BOIS CAF, Inc. Personnel Policies & Procedures – Must return Acknowledgement

Form (KHS-1119)

Individual Staff Development Plan (KHS-703– Return

Insurance Information – Return

Center Orientation (KHS- 706) AND (KHS 707) must be completed immediately. A copy MUST be sent to Central Office. This must include documentation of current First Aid and CPR cards and current vehicle insurance (FULL-TIME staff only)

Things to Remember:

Please make sure that each item on the list below is done correctly and in a timely manner. This will help to ensure the results from the OBI (Office of Background Investigations) are returned quickly.

  1. Please make sure that all sections of the paper-work are filled out by the applicant.
  1. Please make sure you are using CURRENT forms (all forms can be found online and are described above)
  2. Name and alias’ (maiden name, previous marriages, etc.)
  3. Date Joshua’s list was completed. (Section A, page 1 CHR, Criminal History Request, for Programs) (This should be the same date that they are filling out paperwork.)
  1. Whenever possible applicant should be drug-tested/ fingerprinted/ Joshua’s List on the same day or within one week.
  1. If the applicant cannot be fingerprinted/ drug-tested / Joshua’s List within a 7 day period; DO NOT DRUG TEST and re-do JOSHUA’S LIST when they can be done close together.

DHS has time restrictions on Joshua’s List and KIBOIS does on Drug Testing.

Must be registered with the Oklahoma Professional Development Registry (OPDR)

Must be registered on the Professional Development Ladder (PDL) and maintain current status

Must complete the Entry Level Child Care Training (ELCCT) online course within 30 days of hire

Must complete a minimum of 20 hours of formal training annually

2017