Ozark R-VI School District

HUMAN RESOURCES DEPARTMENT OVERVIEW

May 21, 2015

Mr. Chris Bauman-Executive Director of Operations

Mrs. Kim Cully-Human Resources Specialist

Program Overview:

The Human Resources Department was developed in 2008 by Dr. Kevin Patterson and Mrs. Kim Cully as an offshoot from the payroll department, who had previously handled all aspects of payroll and human resources. During the first couple of years, the main focus was in getting all the programs related to Human Resources in legal compliance as many were not at the time (such as FMLA, Work Comp, I-9s, annual trainings for staff, etc). Since that time, Human Resources has developed into a complete department (Chris Bauman and Kim Cully) overseeing over 1050 active employees (including substitutes).

Human Resources Process and Procedures Overview:

  1. Hiring New Employees:
  1. Once a current employee gives notice to leave employment or the addition of a new position/fte is approved and the principal/supervisor is ready to post the position, Human Resources posts the position on our recruitment program, Applitrack.
  2. Principal/Supervisor reviews applications and schedules interviews. This can be done through the Applitrack system or via phone calls.
  3. Once interviews are complete and an applicant is chosen, the hiring supervisor completes a NEW HIRE FORM through Applitrack to Human Resources to submit this applicant to the Board for approval.
  4. The Board Secretary submits the prospective new employee to the Board for approval.
  5. If this is a contract position, a contract is sent after the Board approves if the applicant has all the required documents submitted in order to determine their location on the pay scale. Otherwise, as soon as the person has submitted the necessary documents, the contract is printed, sent and collected by Human Resources. If not a contracted position, once the pay rate is established, the employee is set up in our payroll system. (Required documents: Transcripts (if applicable to position) and Verification of Employment Forms from previous employers)

2. On-boarding Process(This process may vary depending upon the time of year and the position. This is a general outline.)

  1. Human Resources receives the request to hire (New Hire Form) and submits to Board Secretary for Board approval
  2. Human Resources makes contact via email with the prospective employee to get the process started by providing information on fingerprints, transcript requests, verification of employment request and HR/Payroll paperwork (tax forms, benefit enrollments,required video trainings, etc.)
  3. Prospective employee schedules an appointment with Human Resources to submit completed paperwork and go over benefits.
  4. Human Resources also monitors that the required videos were completed and fingerprints have cleared BEFORE the employee is allowed to begin working.
  5. Once all requirements are met,(Fingerprints must be cleared, I-9 form with documents must be received, videos must be viewed) the employee may begin working. The Human Resources Department notifies the hiring supervisor that they have completed the requirements. The hiring supervisor then confirms the actual start date with HR and the new employee. **Sometimes they begin work (with the understanding that they are still pending Board approval) before the Board has made official approval because of the urgent need to fill a position before a board meeting has occurred.
  6. During this process, HR collects all payroll/HR paperwork, explains benefits, trains on use of AESOP, HR PORTAL and timeclock(if applicable). HR determines placement on the correct salary scale.

**If this new employee begins at the beginning of a school year, some of the above mentioned items/trainings occur at the New Employee Orientation (one for certified staff and one for support staff) in August.

3. Off-boarding Process

  1. Resignations/Retirements

Employee submits a letter of resignation to their supervisor/principal.

Principal completes an End of Employment form to Human Resources to go to Board for approval.

Board Secretary submits to Board for approval/denial.

**Depending on the date of their resignation and the date of the Board meeting, an employee (if a non-contracted employee) may have worked their last day before the Board has made official approval. Contracted employees may not resign before Official Board release from their contract.

Resignees: Human Resources submits Cobra paperwork to be sent through our third party administrator if the employee had health, dental or vision coverage.

Retirees: Payroll will contact retirees regarding continuation of coverage.

b. Terminations

Supervisor contacts Superintendent, Assistant Superintendent or Executive Director and Executive Director of Operations for initial approval for termination

After approval, and termination, End of Employment form is sent by supervisor to Superintendent, Assistant Superintendent or Executive Director for written signature/approval

HR receives the end of employment form

HR forwards termination information to Board Secretary, Chief Financial Officer, Technology

HR begins Cobra Notification process

Board Secretary presents termination to Board in closed session

4. Change in Positions/Assignments

If an existing employee is changing positions or assignments, the principal/supervisor completes a Change in Position form which is routed to HR, then to the CFO, IT, and Superintendent Secretary to make necessary changes in our various systems and programs.

Technology:

Applitrack(System Coordinator) Recruitment program & new addition Employee Center (will also be using for support staff evaluations)

SISFIN (enter new employees/substitutes into Demographics in order to start their payroll record)

AESOP (System Coordinator) Absence management (employees enter their absence requests) and Substitute Calling system (employee positions requiring substitutes are filled via Aesop)

Timeclock Plus (enter new employees/substitutes (if applicable) to the time clock system)

HR Portal (System Coordinator)(employees can view paycheck information and change personal information)

OccMedStat(work comp telemedicine through CoxHealth for injured employees)

DirectConnect(personal telemedicine offered to all staff and dependents through CoxHealth)

Other:

New Employee Paperwork/Orientation

E-Verify new employees

Maintain Personnel files

FMLA

Short Term Disability

Worker’s Compensation (including OccMedStat, telemedicine)

DirectConnect (employee personal telemedicine through Cox)

Coordinate Health Risk Assessments with Cox Health

Coordinate Benefits Open Enrollment with Payroll/Benefits

Job Descriptions

Employee Handbook

Substitute Handbook

Wellness Information/Newsletters

Ensure teaching certificates are current

Submit teaching certificate renewals/upgrades to DESE from district level

Figure Tenure

Award/Track Leave

Post job openings

Track evaluations

Track required annual video/trainings are completed

Track/record education hours (additional college hours, new degrees), make changes to pay/contract

Track hours for employees to determine full time status (qualify for benefits)

HOUSSE submissions to DESE

Unemployment Claims

Certified Staff Contracts

Personnel Issues

Verification of past employment

Maintain Human Resources website

PD Academy Vendor Fair Coordinator