on-going responsibilities audience task monthly … pog...substitute hiring orientations: process...

Audience Task Monthly Quarterly Yearly Other PersonResponsible

Evaluate District trainings that effectively resolveissues and conflicts in order to cultivate a safelearning and working environment

Evaluate District plan for Diversity recruitment andretention including trainings and initiatives aroundcultural competenceMaintain School Office Staff list

Department Review Personnel/HR department budget andexpenditures

Facilitate regular department meetings

Review HR department POG to ensure that activitiesfor the prior month have been completed and toprepare for the current and next month’sresponsibilities.

Review open personnel and labor matters to ensureclosure on those which affect the start of school.

Review the WSPA web site for upcoming trainingopportunities and/or additional new information.www.wspa.net.

Prepare and submit to the Board of Directors amotion and/or updates to policies and procedures toestablish compensation, benefits and workschedules (holidays, vacations, leaves, etc.) for non-represented employees.

ON-GOING RESPONSIBILITIES

District

HR administrator conducts evaluations of HR staff asrequired.

Labor Relations

Review grievance actions to ensure that all stepshave been taken appropriately to process thegrievance in accordance with contract requirements

Perform terminations (retire/resign spreadsheet,email notification, letters, Business Plus ending payassignments/HR Code, Term Info., (if Special makeappropriate notes and give file to ExecutiveAssistant), files, cards.

Supervisors Send reminders to administrators of evaluationresponsibilities, due dates, etc

Evaluation

Certificated Staff

Continue to review certificated performanceprogress of employees with all evaluators todetermine if assistance is needed and/or employeesare in need of notification of performancedeficiencies. Share with appropriate personnel.

Facilitate student teacher placementsProcess reasonable assurance lettersPrepare overload spreadsheets and distribute

Review progress of employees in probationarystatus. Assist administrators as needed to provideresources and support. Ensure that all steps of theprobationary process are being met.

Classified Step increasesProcess classified licenses

Schedule and monitor ETS para-pro assessment tests

All Staff

Classified Staff

Create classified transfer letters and file in personnelfiles

Substitute hiring orientations: Process new hirepaperwork, complete/update information for newhires, create personnel file

Clean up sub list to determine who gets a letter ofassurance

Update pay rates, staff, etc. in electronic sub system

Substitute tracking: those who call in sick, hoursworked, document restrictions from buildings, etc.

Substitute orientationsPost classified substitute and substitute teacherpositions

Supplemental PaySend Extracurricular spreadsheets to ExtracurricularBuilding Leaders, Athletic Coordinators, & AthleticDirectors; process extracurricular payments

Process supplementals and issue contractsCheck/audit monthly stipends/supplementalsProcess new hires: create personnel files, gatherdocumentation, provide trainings, etc.Assign/schedule new hire orientation/onboarding fornew staff

PD/TrainingData Collection

FiscalMisc.

Hiring

Classified Staff

Substitutes

JANUARY

Audience Task Notes Quarterly Yearly Other PersonResponsible

CompletionDate

Federal/StateDeadlinesDistrictDeadlinesDistrict

Department Update forms as appropriate for the year andorder.Review upcoming expenses for recruitmentactivities.Change dates for HR processes

Begin review of processes for upcoming year

LaborRelations

Determine composition of district collectivebargaining agreement team(s) as needed andbegin the schedule development for sessions.

All Staff

SupervisorsMeet with principals/supervisors to review nextyear staffing projections and confirm forecastedenrollment and staffing allocations.

Schedule Involuntary Transfer Meeting (location,time)

EvaluationCertificatedStaff

Coordinate administrative internship applicationmaterials.

Continue to review staffing based on monthlyenrollment reports. Work with otherdepartments, principals and site administratorsto adjust enrollment as necessary, particularly forsecond semester secondary staffing

Prepare reports to compare planned secondsemester staffing and mid-year actual staffing toplan and budgeted staffing FTE.

Send reminder letters on expiring certificates,licenses and required training to staff.

Prepare staffing spreadsheet and allocate tobuilding.

Continue to make changes to the S 275 report inpreparation for February or March submission.

Check OSPI for disciplinary certs

Update Certificated Seniority list for webpage(Per CBA and/or district procedure)

Prepare preliminary staffing projections, estimateall FTE and budget costs, and check staffingallocations. (NOTE: Be aware of legislativechanges.)

Classified Staff

Review classified performance progress ofemployees with all evaluators to determine ifassistance is needed and/or employees are inneed of notification of performance deficiencies.Prepare a report for the Superintendent of thestatus of employee performance.

Classified staffing.

Create dates of employment/calendars forclassified ten-month employees

Substitutes

Review substitute rosters to determine ifadditional recruitment activities are needed toadd substitute and/or temporary staff to rostersto meet the typically heavier upcoming leave

SupplementalPay

HiringSchedule Career Fair functions, processregistrations, schedule, and make travelarrangementsProvide announcements to applicants andcolleges/universities as appropriate.Attend recruitment events.Review hiring procedures with managementteam and appropriate staff.Continue with Career Fair Coordination (date,location, persons attending, etc.)Plan for hiring season.Post early hire pools (Certs)

PD/Training

Data Collection

Fiscal Begin review of budget guidelines and budgetactivities calendar for the upcoming school year.

Continue budget development and staffingplanning for the upcoming school year, enteringdata into database systems as appropriate toreflect changes. Continue meeting with site anddepartment administrators to review staffingneeds and allocations.

Process sick leave cash out for employees.Modify the S 275 report data to reflect cash outdata.Begin review of basic education budget guidelinesand district budget activities calendar for theupcoming school year

Misc.

Audit and review quarterly reports for workers’compensation and unemployment benefits. Takeaction as necessary to return workers to theirpositions and/or process claims.

Submit OSHA 300 Log to Department of Labor.

FEBRUARY RESPONSIBILITIESAudience Notes Quarterly Yearly Other Person

ResponsibleCompletionDate

Federal/StateDeadlinesDistrict DeadlinesDistrict Begin district personnel budget preparations for

the upcoming school year. Obtain forecastedstudent enrollments and convene staffing andfinance team to review preliminary data anddiscuss early hiring plans. Reports based onpreliminary known data.

Department Review departmental goals.Determine WSSDA/WASA legislative conferenceattendance.Determine if any data is needed to supportupcoming negotiations, including preparation andcompletion of surveys to collect salary, benefits orother data.Update HR Department internal procedures.Review summer vacation schedules with HRdepartment staff.Prepare and Submit to Labor Relations Director forreview the "Are you Returning" correspondence toone-year leave employees

Review HR special projects for the year.Labor RelationsAll Staff

Supervisors Communicate with principals/staff for potentialtransfers, intent to return, educationaladvancement, etc. for next year as part of thecontinued staffing planning work.

Review involuntary transfer plans withsupervisors. Meet with affected employees andcomplete transfer processes as necessary. Providesupport to transferred staff to plan move of theirclassroom supplies and materials.Evaluation

Certificated Staff Check performance of provisional contractemployees to determine eligibility for continuedemployment.Pull a random set of certificated files. Reviewcredit, degree and experience data to ensure it hasbeen accurately calculated and reported on the275 report.Reminder to New National Board Recipients tosubmit certificateCreate and finalize Certificated official dates hire

Classified Staff Spring coaching contractsNotify all temporary employees of the status oftheir temporary position.

SubstitutesSupplemental Pay Prepare supplemental forms for elementary and

secondary payment prior to the tenth of themonth.

Hiring Schedule recruitment events.Check schedules of all participants and travelaccommodations for recruiting events.

Continue with Career Fair Coordination (date,location, persons attending, etc.)

PD/Training Begin planning for New Hire Orientations.Set a meeting with Mentors and T & L to plandates for next year’s Novice Teacher PLC’sSchedule Fall, Winter and Spring CooperatingTeacher training datesSchedule Student Teacher Training series dates

Data CollectionFiscal Review the S 275 summary reports (1801, 1803)

for accuracy. Obtain and review the 1159 K-4compliance report. Make adjustments asnecessary for submission of an updated 275report.

Misc. Create calendars in Business Plus.Change dates for HR processes

MARCH RESPONSIBILITIESAudience Task Notes Quarterly Yearly Other Person Responsible Completed

DateFederal/StateDeadlinesDistrictDeadlinesDistrictDepartment Begin collective bargaining for all open

contracts.If not in a bargaining year, prepare andsubmit to the Board of Directors anaction item to approve salaryschedules for represented and non-represented employees specific toyour district. If appropriate,recommend compensationadjustments.

LaborRelationsAll StaffSupervisors Review hiring processes with

administrators. Provide training asappropriate.

Notify supervisors of upcomingevaluation deadlines. Make finalpreparations for processing status ofemployee in probationary status orprovisional employees that may not beperforming adequately.

Begin coordinating Summer School.Push out emails to all principalsrequesting information on theircoordinators and timekeepers (CERT)

EvaluationCertificated Coordinate intake of admin intern applications.

Review and approve admin internshipapplications prior to state deadline.

Work with other units to prepare andpost summer school positions.

Start preparing letter of assurance fornext school year.Communicate with evaluators any concerns for performance plans, RIF's, etc.Mail the "Are You Returning” letters toall one-year leave employees.

Continue to prepare staffingallocations for the upcoming schoolyear. Work with Business Services tobegin data entry into the databasesystems to establish the upcomingbudget data. Check for changes inaccount codes and make changes todatabase accordingly

Check certification, licensing or workvisas for all staff. Send remindercommunications to staff with expiringcertificates, licenses or work visas.

Summer School prepClassified Staff Check certification, licensing or work

visas for all staff. Send remindercommunications to staff with expiringcertificates, licenses or work visas.

Review requirements for springcoaches to ensure they areappropriately qualified.

SubstitutesSupplementalPayHiring Summer school classified positions

postedContinue with Career Fair Coordination(date, location, persons attending,etc.)Involuntary Transfer Meeting (CERT)

Post Summer School positions.

PD/Training Prepare TPEP course descriptions andfind instructors for summer trainings.

Begin planning New Admin Orientationmtg. (dates, location, food, agenda,binders, stakeholder input)as neededfor the summer

DataCollectionFiscal Coordinate with Finance to create new

salary schedules including any knownchanges for their projections inaccordance with bargaining andminimum wage provisions

Update the S 275 reporting data asnecessary in preparation for the Marchsubmission.

Ensure grant applications submitted tostate by deadline.

Misc.

APRIL RESPONSIBILITIES


CompletionDate

Federal/StateDeadlines

District Deadlines

District

DepartmentIf necessary, prepare resolutions for approval bythe Board of Directors to support a reduction inforce (RIF) plan for the upcoming school year.

Typically begin negotiation with various units asrequired by CBAs. Meet with the Board of Directorsto establish bargaining parameters.

Submit the annual resolutions to employcertificated staff and administrators to the Board ofDirectors for approval.

Labor RelationsAll Staff

Supervisors

Final check of employees on Provisional contractstatus to determine performance. If problems exist,review with legal counsel if appropriate, and issuenon-renewal notice on or before May 15th.

Administrator contracts may be issued at a laterdate but should be issued no later than June 30th ofthe year.Prepare new administrative Salary TablesRoll Administrative Staff for July

Audit Administrative staff with Supervisor ofStaffing & Fiscal Reporting

Evaluation Notify supervisors of evaluation due dates.Send out evaluation template with reminder to evaluators for consistency.Reminder about upcoming certificated andclassified evaluation deadlines.

Certificated Staff Finalize letter of assurance for next school year.

Push out Summer School Hiring Spreadsheets to allCoordinators (CERT)

Follow-up on return from leave letters sent inMarch

Prepare certificated employee contracts forissuance, typically the week after spring break.Contracts may be delayed depending on budgetinformation, legislative action and/or other CBArequirements. This is a good time however to issuecontracts if possible to lock employees into thecontract for staffing purposes. – Remember, donot mail out May contracts until after edits.

Follow-up with employees that were notified ofexpiring certificates, licenses or work visas toensure they are taking action to renewappropriately.

Update S275 with National Board information

Summer School prep work with applicantspecialists, payroll & new cert hire specialist

Check with records specialist for stipend amountchange in National Boards stipend

Roll Certificated and Classified staff in preparationfor contracts in May (roll degree stipends)

Classified StaffCheck progress of any probationary statusemployees; review with attorney.

Prepare Reasonable Assurance notices to less-than-12-month classified, certificated and substituteemployees. If possible, send an experience recordto classified employees so they have anopportunity to review their work experience recordwith the district. If possible, include return to workdate.

Follow-up with employees that were notified ofexpiring certificates, licenses or work visas toensure they are taking action to renewappropriately.Verify prints with AD's for summer sports camps.(CLASS)

Roll Certificated and Classified staff in preparationfor contracts in May (roll degree stipends)

SubstitutesSupplementalPay

Hiring

Attend recruitment events as planned. Review datacoming back from recruitment activities. Follow upwith applicants and/or administrators to set sitevisits and/or interview schedules as appropriate.

Depending on recruitment activities and budgetavailability, issue early contracts as a result ofrecruitment activities.

Review applicant pool, particularly for hard-to-fillpositions. Conduct additional recruiting asnecessary.Certificated summer school positions postedContinue with Career Fair Coordination (date,location, persons attending, etc.)Post certificated summer school positions

PD/TrainingDevelop plans for the New AdministratorOrientation.

Look over previous year’s hiring and on-boardingmaterials and begin to make revisions as necessary.

Prepare TPEP evaluation instruction sheet foradministrators (print in color, landscape, 8.5 x 11);Send out End of Year Eval training docs;

Data Collection

FiscalConnect with Payroll & Benefits to become awareof any changes to benefit design that impactbargaining units.

Misc.

MAY RESPONSIBILITIESAudience Task Notes Quarterly Yearly Other Person Responsible Completion

DateFederal/StateDeadlines

~Notice of non-renewal (by May 15)~Transfer of administrator to suboridnateposition (by May 15)

DistrictDeadlinesDistrictDepartment Review impact of new state legislation.

Prepare a year-end HR/Personnel Departmentreport that displays information related to thedepartment goals and achievements, as well asdata that supports the department functions(e.g. number of separation and reasons, numberof job postings, sources of recruitment events,number of new hire and their status (new,transfer, rehire, etc.), numbers of leaves;number of dispatched substitutes, numbers oflegal cases – complaints, investigations,grievances, etc.

Labor Relations

All StaffSupervisors Transfer of administrator to subordinate

position, letters out by May 15th.Keep track of new admin hires in order toprovide mentorship for upcoming year.Begin preparation of administrator contracts forthe upcoming school year. Ensure that the Boardof Directors has previously approved the relatedResolution.

Work with Staffing Supervisor on Administrativecontract finalization


Finalize non-renewal notices for employees withunsatisfactory probation status and/orprovisional status that will be non-renewed – nolater than May 15.Deliver (and sign for) certificated contract non-renewals before May 15 (performance relatedor RIF).Complete Summer School hiring spreadsheetsOrganize LOA's & disclosures received back fromsubs, update spreadsheet, term non-returningsubs, and check new disclosures.Pull a random set of certificated files. Reviewcredit, degree and experience data to ensure ithas been accurately calculated and reported onthe 275 report.Check to ensure that all required staff(certificated and classified) evaluations arecomplete by the applicable deadlines.Follow-up to ensure that all issued contractshave been signed returned and filed.

Send final reminder of certificate, license orwork visa expirations.

Classified Staff Check to ensure that all required staff(certificated and classified) evaluations arecomplete by the applicable deadlines.Send final reminder of certificate, license orwork visa expirations.

SubstitutesSupplementalPay

HiringPD/Training Finalize upcoming year’s hiring and on-boarding

materials.Data Collection Send out Mentor Teacher Survey to admin and

new teachersSend out New Teacher Survey

Fiscal Change fiscal year on security forms.Review K-3 actual staffing with Budget &Accounting to determine if adjustments may beneeded in the current year 275 reporting.

Misc.

JUNE RESPONSIBILITIESAudience Task Notes Quarterly Yearly Other Person

ResponsibleCompletedDate

Federal/StateDeadlinesDistrictDeadlinesDistrictDepartment Provide support to the Board of Directors for

the review and/or issuance of theSuperintendent’s contract and/or otherindividual administrator contracts.Continue negotiation as appropriate.

Labor Relations

All StaffSupervisors Issue administrator contracts for the upcoming

school yearAudit Administrative pay contracts


Ensure that all administrator and certificatedevaluations are completed, submitted to HR andfiled as appropriate.Continue to place student teachersPrepare out-of-endorsement waivers for AugustSchool Board meetingUpdate educational records for certificatedemployees and change schedule placement asappropriate for the upcoming school year.

Letters of Assurance.Input certificated evaluation data into masterdatabase

Work on expiring certificatesClassified Staff Ensure that all classified evaluations are

completed, submitted to HR and filed asappropriate.Switch all Summer School employees/STEMEmpmaster after payroll deadline.

Before end of school term, email 10-monthemployees on leave regarding need for doctor’srelease before return and before they canattend any summer training.

Temporary/seasonal hiresSubstitutes Term and pull all personnel files for Intern

Substitutes.Continue to organize LOA's & disclosuresreceived back from subs, update spreadsheet,term non-returning subs, check new disclosures.

Update the substitute database system asappropriate to reflect changes in substituteand/or temporary employees and their relateddata.Continue to send out confirmation of LOA'semail with attachment to substitutes.

Work with Substitute Application & SelectionSpecialist on LT pay rates.

SupplementalPay

Creation, and payment, of stipends: Medicationoverload, ESP, workload, National Boards.

Send supplemental contracts to homeaddresses.

Hiring Process summer school documentation andhiring lists

PD/Training Review New Hire Orientation materials andmake revisions as necessary.

Data Collection

Fiscal Provide input for budget preparation.Prepare spreadsheet for Payroll Department fortriple deductions by the fifth of the month.

Make changes to pay assignments formaintenance personnel moving from PM to AM.

Summer School Finalization, support summerschool contract buildSubmit an update to the S-275 if needed.Continue budget preparation and staffing workfor the upcoming school year, making finaladjustments in preparation for adoption of thebudget by the Board of Directors.

Salary table updates as availableProvide input for budget preparation.Update budget database records to reflectexperience changes. Support RFPA entries forupcoming school year

Misc. End of year wrap up (gathering missingdocuments, etc.)

JULY RESPONSIBILITIESAudience Task Notes Quarterly Yearly Other Person



Budget due

DistrictDeadlinesDistrictDepartment Update district and/or department organization

chart, directories, etc. in preparation for Augustdistribution.Prepare a year-end HR/Personnel Departmentreport that displays information related to thedepartment goals and achievements.

Audit and review quarterly reports for workers’compensation and unemployment benefits. Takeaction as necessary to return workers to theirpositions and/or process claims.

Prepare “Welcome Back” information for allemployees for August distribution. (news, updates,HR/Personnel reminders, policy reminders, trainingrequirement notices, etc.)

As bargaining concludes, update all CBAs anddistribute to site administrators as appropriate.Update the CBA “time schedule” document asappropriate as well. Schedule meetings asappropriate to update administrators and keydepartment officials (payroll) as to changes in theCBAs.


Review any changes to the Washington StateRecords Retention Schedule.Pre-set Labor Management dates for new year

Edit Annual Fall RemindersReview actions taken to accommodate employeesduring the prior year. Prepare a year-end report ofADA plan progress and accommodation actions.

Check the WSPA web site for updates to legalrequirements that may be new and/or changed –www.wspa.net.Review grievance actions to ensure that all stepshave been taken appropriately to process thegrievance in accordance with contract requirements.

Review the agreement with your Drug and Alcoholand/or Pre-Employment Physical testing providers.Determine if changes are needed and arrange foragreements for the upcoming school year.

Conduct negotiation sessions with unionrepresentatives. Continue to prepare materialsand/or information to support negotiation activitiesas necessary.Review HIPPA requirements and adjust materials asnecessary to provide accurate information toemployees, administrators and/or update the Boardpolicies and/or procedures.

Update department organizational chart, directories,etc. in preparation for the new school year.

Update forms as appropriate to reflect changes forthe new year.

LaborRelationsAll Staff Check to ensure that all employee evaluations for

the prior year are completed and filed. Prepare areport for the Superintendent to reflect thisinformation.

Supervisors Final check to ensure that all certificated andadministrator contracts are signed and filed.Final check on administrative new fiscal yearinformation


Update due dates on documents: Comp. Timeline,Focused Timeline, One Sheet to Bind Them,Performance Tracking template, TPEP EvalOverview, Tracking Items dueReview staffing for K-12.Verify experience for new hires, both certificatedand classified. Ensure we have documentationshowing correct placement.July 1st In district and out of district sent in combinedlists to schools must interview top two most senior.(Certificated)Manage student teacher placement, emails andphone calls.Assist employees with requests for leaves ofabsence for the next school year.Close out one-year leave files making sure they haveaccurate pay assignments for coming year

Review expiring certification for existing employees.Communicate with employees to ensure they areprocessing their renewals as appropriate.

Follow up on letters of assurance.Final check to ensure that all certificated andadministrator contracts are signed and filed.

Classified Staff Verify experience for new hires, both certificatedand classified. Ensure we have documentationshowing correct placement.July 1st In district and out of district sent in combinedlists to schools for Para educators (classified)

Process STEM hires. (CLASS)Mail a copy of the email sent to 10-monthemployees still have not heard from that a release isneeded before return, or new paperwork to extendleave into new school year.

Substitutes Review and update all electronic forms for newsubstitutes.Update employee and/substitute handbooks.Follow up with any subs from whom we have notreceived LOA’s.Work with Substitute Application & SelectionSpecialist on LT pay rates.Prepare contracts for subs and any emailcommunication that may go out.Move terminated and substitute files to archivedstorage.

SupplementalPay

Prepare supplemental forms for elementary andsecondary payment prior to the tenth of the month.

Mail supplementals and contracts to homeaddresses.

HiringPD/Training Update the HR/Personnel section of the annual

administrator training and/or orientation agenda forsummer trainings. Prepare related materials forpresentation(s).Update orientation materials for new hires, includingnew substitute and/or temporary staff. Finalizeorientation dates, schedule, location, presenters andmaterials. Prepare orientation announcementmaterials.Finalize secretarial in service/PD for classified staff.

DataCollection

Collect data that supports the department functions(e.g. number of separation and reasons, number ofjob postings, sources of recruitment events, numberof new hire and their status (new, transfer, rehire,etc.), numbers of leaves; number of dispatchedsubstitutes, numbers of legal cases – complaints,investigations, grievances, etc.

Fiscal Create pay assignments for all Summer Schoolemployees (CERT)

Misc. Box up oldest year leave files to ship to Warehouseand shift last year's files to make room for comingyearIn consultation with Business Services, reviewstaffing for the upcoming school year and estimate K-4 FTE need and planned staffing to prepare for K-4compliance reporting. Review staffing needs withsite administrators as changes occur.Plan for roles

Review monthly edit checklist for HR Specialists.Update and/or revise as necessary.

Review any changes to the Washington StateRecords Retention Schedule.

AUGUST RESPONSIBILITIES


CompletedDate


DistrictDeadlinesDistrict

DepartmentConduct negotiation sessions with unionrepresentatives.

Ensure that the name, address, phone number ofdistrict Affirmative Action Officer, Title IX Officer,and Section 504 Coordinator are published.Coordinate with other mandated public disclosurenotifications. This information is typically included inthe District Calendar, published by theSuperintendent’s or Community Relations offices.

Identify HR Goals for upcoming year


Bring remaining salary schedules to Board forapproval

Send out an email regarding HR staff authorized touse the WAC stamp

Ensure that salary schedules and calendars areposted online.Attend the annual WASPA/WASBO S 275 reportingworkshop and/or webinar.

Update the Non-Discrimination Statement for thewebsite ensuring accuracy in the stated districtcompliance officers.

Review Drug and Alcohol testing list. Send updatedroster to Drug and Alcohol testing provider.

Process final shared leave donations and prepare afinal shared leave report for the current school year.

Check to make sure those returning from leave havea new year pay assignment.Send certified mail to any remaining previous yearemployees who have not submitted a release orleave extension paperwork.

Labor Relations

Participate in, and coordinate, negotiation sessionswith union representatives. Continue to preparematerials and/or information to support negotiationactivities as necessary.

Update all CBA’s

Create a summary sheet of major changes per CBA

Distribute to appropriate staff: site and programadministrators, HR Specialists, SLT, etc.

Schedule meetings as appropriate to updateadministrators and key department officials (payroll)as to changes in the CBAs.

Review grievance actions to ensure that all stepshave been taken appropriately to process thegrievance in accordance with contract requirements.

All Staff

Recommend procedure for tracking I-9documentation. Review expired INS/work visapermits. Ensure that all employees working withtemporary authorizations are legal and/or takeaction to remove the employee from their workassignment and/or separate employment asnecessary.

Coordinate sending a policy reminder information toemployees subject to Drug and Alcohol testing.

Ensure that all employees working with temporaryUS Work authorizations are legal and/or work withHR Directors as needed to remove the employeefrom their work assignment and/or separateemployment as necessary.

Supervisors

Advise administrators of changes in policies,procedures, rules and regulation related to HR(Highly Qualified, Certification, ADA, FMLA, FLSA,EEO rules, etc.)

Update administrators on negotiation activities andchanges in CBAs as a result of negotiations.

Update administrators on staffing, budgeting andrelated data.

Send Annual Fall Reminders document to AllAdministrators (or give out at All Admin meeting)

Inform certificated employees/principals ofprofessional leave guidelines, including the rules foruse of substitutes and the limits to the number ofsubstitutes per day for professional leave purposes.

Send reports to evaluators listing the employeesthey will be responsible for evaluating and theevaluation cycle the employee will be on for theupcoming school year. This should includeprobationary evaluations and required observationdates for all new hires. Ask evaluators to review,make any corrections and return to HR for finaldistribution in September.

Review staffing for the upcoming school year withprincipals and department administrators to preparefor any potential changes.

Evaluation

Review evaluation status for all employees for theupcoming school year. If any employees arescheduled for probation status for the followingschool year, schedule meetings as appropriate toreview status and resources needed.

Set up Certificated Evaluations for next year. Roll upevaluation type and Tenure status, remove retiree’sand resignations, add new hires and updateEvaluation management system

260 day employee evaluations due

CertificatedStaff

Begin meetings with certificated staff aroundInformal Plans of ImprovementFor all sites check teacher certification and highlyqualified requirements to the assignments noted onthe roster.

Take action as appropriate to reassign staff toappropriate assignments and/or create waivers andrelated documents as appropriate for reporting tothe Board of Directors, parents and others. Remindprincipals of assignment rules and regulations, bothfor certification and Highly Qualified regulations.

Out of endorsement waivers presented to SchoolBoard by the first August School Board meeting.

Finalize Certificated Staffing allocation.Assign new employee mentors working with siteand/or department administrators.Switch all Summer School/STEM employees back totheir original Empmaster screens after Augustpayroll.

Pull a random set of certificated files. Review credit,degree and experience data to ensure it has beenaccurately calculated and reported on the 275report.

Request schedules and staff assignment rosters fromall sites. For all sites check teacher certification andhighly qualified requirements to the assignmentsnoted on the roster. Take action as appropriate toreassign staff to appropriate assignments and/orcreate waivers and related documents asappropriate for reporting to the Board of Directors,parents and others. Remind principals of assignmentrules and regulations, both for certification andHighly Qualified regulations.

Finalize Certificated Staffing allocation.

Review expired certificates list. Communicate withemployees as appropriate to determine the status oftheir renewal applications. Communicate withadministrators as appropriate to ensure they areaware of the status of the expired certificate.BEFORE school starts, conduct a final check. If anycertificated employee does not hold a validcertificate, take action to remove them from theirassignment BEFORE the first day of school.

Download the list of approved clock hour providersand approved private schools from the OSPI website, www.k12.wa.us, and add to your binder ofprevious information. This data is needed whenchecking clock hours and experience from privateschools for the upcoming school year.

Adjust compensation for staff holding or obtainingNational Board Certification.

Classified Staff Finalize Classified Staffing allocation.

SubstitutesCreate calendar of new substitute orientation datesfor the upcoming school year.

Continue updates and corrections to the substitutedatabase as appropriate.

Term subs who didn’t return their Letter ofAssurance; update info in sub database

Pull all subs who have not worked in the past yearand make contact with them to see if why they havenot worked and if coming back. Tell them to turn inLOA if coming back.

Get a list of subs who have returned LOA's tosecurity no later than 2-3 days before subs are askedto come in and get badge for next year.

Review SPED position codes for August sub pays.Tech Services needs updated list each August.

Inform certificated employees/principals ofprofessional leave guidelines, including the rules foruse of substitutes and the limits to the number ofsubstitutes per day for professional leave purposes.

SupplementalPay

Update list of employees who will be issuedsupplemental contracts for extra duties and/orcoaching authorizations for the upcoming schoolyear based on feedback from site administrators.Submit the list of employees who will be issuedsupplemental contracts for extra duties and/or payauthorizations for coaching to the Board of Directorsfor approval. This list should also include anyvolunteer coaches.

Process Supplemental payments and sendsupplemental contracts to employees.

Set up ROTC supplemental payAudit and build or roll one-off stipends

Create, test and implement any new stipends asrequired by bargaining including creating processesfor manipulating stipends as required by employeecircumstances

HiringContinue recruiting activities to locate applicants forremaining vacancies and the substitute andtemporary staff pool.

PD/TrainingParticipate in annual administrator trainingworkshop activities.

Create and share a calendar of PD opportunities

Conduct a “Welcome Back” meeting for allsubstitute staff. Distribute updated substitutehandbooks to substitute staff. Review changes asappropriate.Continue to define, document and monitor trainingprogram compliance for new and existingemployees.

Data Collection

FiscalUpdate S-275 database system for final transmittalin September for the previous school year.

Prepare reports to compare year-end staffingbudgeted staffing, working with Business Servicesand other staff responsible for district staffingfunctions.

Audit new fiscal year information. Work with DataEnabled Spreadsheet and Tech Services reports toidentify and correct data entry errors

Finalize salary table changes, work with Payroll fordata verification

Misc.Update emergency/disaster information andemergency telephone trees and forward to Security.

Prepare VOE’s and transfer records

SEPTEMBER RESPONSIBILITIESAudience Task Notes Quarterly Yearly Other Person



Final S275 due

District DeadlinesDistrict Present opening of schools report to board.Department Begin compiling documents for annual RAS (Risk

Assessment Survey) in coordination with the districtSafety Specialist.

Labor Relations Conduct negotiation sessions with union representatives.Continue to prepare materials and/or information tosupport negotiation activities as necessary.

As bargaining concludes, update all CBAs and distributeto site administrators as appropriate. Update the CBA“time schedule” document as appropriate as well.Schedule meetings as appropriate to updateadministrators and key department officials (payroll) asto changes in the CBAs.

Pre-set Labor Management dates for new yearUpdate the CBA “time schedule” document asappropriate as well.

All Staff Coordinate sending a policy reminder information toemployees subject to Drug and Alcohol testing.

Tally carryover shared leave from previous year and addit to the pool balance.Work closely with timekeepers regarding whether or notto wait to do timekeeping until front loads are availablefor those employees who do not have enough leavebalances.

Double check all employee pay screens for all full yearleaves or employees on unpaid leave first of the year tomake sure pay screens have been adjusted or deleted.

Supervisors Review the evaluation reports distributed toadministrators in August. Update as necessary.Redistribute to administrators so they will have anaccurate list of employees they are required to evaluate,the evaluation type or cycle, and the due date of thatactivity, including probationary evaluations or requiredobservations.Provide evaluation/performance appraisal informationupdates and/or training for administrators. Checkprocedures for tracking administrator training related toevaluation processes, as administrators are required tomaintain teacher evaluation training on a current basis.

Advise supervisors to inform all employees of theevaluation process and tools that will be utilized for theirevaluation for this year. Receive documentation fromeach site that this information has been distributed to allemployees.

Advise administrators of changes in policies, procedures,rules and regulation related to HR (Certification, ADA,FMLA, FLSA, EEO rules, etc.)Update administrators on negotiation activities andchanges in CBAs as a result of negotiations.Update administrators on staffing, budgeting and relateddata.Send updated staffing reports to site and departmentadministrators. Ask administrators to double-check dataand report any discrepancies.

EvaluationCertificated Staff Send HR Confidentiality agreement to all interns and new

admin staff (cc Principals)Review processes for any staff scheduled to be onprobation. Meet with evaluators and review specificsteps; establish specific timelines, processes, resources,assistance and responsibilities.

Notify certificated employees of deadlines for submittingnew educational records or experience verifications thatwould affect salary schedule placement.

Identify new hires eligible for the District New HireMentor Program. Work with others as appropriate toassign mentors and maintain appropriatedocumentation. Provide information and/or conductorientation for assigned mentors.Check staffing if applicable for certification and HighlyQualified requirements to the planned assignment.

Take action as appropriate to reassign staff toappropriate assignments and/or create waivers andrelated documents as appropriate for reporting to theBoard of Directors, parents and others. Remindprincipals of assignment rules and regulations, both forcertification and Highly Qualified regulations.

Obtain first four (4) days and every Monday report ofschool enrollment reports/rosters/master schedulesfrom schools. Prepare data reflecting the impact ofactual enrollment on current year staffing. Attendmeetings to adjust staffing as needed.

Collect staff rosters and master schedules from all sitesto conduct a final check of appropriate assignment asrelated to certification and Highly Qualified requirementsas assignments often change just before and after thestart of the school year. Process waivers or take otheractions as necessary to ensure compliance.

Prepare reports of new hires and distribute to variousother departments and/or administrators as appropriate,including to union representatives.

Complete Evaluation list and distribute to evaluators sothey can communicate with employees by Sept. 30th.

Issue certificated contracts for those who had FTEchangesEnter Credits/Clock hours and Experience for Salaryplacement

Classified Staff Review processes for any staff scheduled to be onprobation. Meet with evaluators and review specificsteps; establish specific timelines, processes, resources,assistance and responsibilities.

Term Summer Seasonal employees.Finalize Classified Staffing allocation.

Substitutes Substitutes can accept badges for the next fiscal year mid-May and onwards. Document the substitutes who havereceived updated badge to turn into AESOP Specialist.

Manage substitute pool to ensure the right school withthe right position.

Supplemental Pay Issue supplemental contracts for both current and prioryear

Create, test and implement any new stipends as requiredby bargaining including creating processes formanipulating stipends as required by employeecircumstances

Hiring Continue to recruit for vacancies and substituteemployees as necessary.

PD/Training Participate in annual administrator training workshopactivities.Create and share a calendar of PD opportunitiesReview Safe Schools modules with appropriate districtdirectors. Update custom modules as needed. Resettraining effective dates and completion dates.

Data Collection Equity report due Sept. 30.Review and prepare for the BEA 1497 report incoordination with other departments. Issue directionsand information to principals or departmentadministrators as appropriate

Fiscal Prepare reports comparing actual staffing based onSeptember data vs. budgeted staffing. Review withBusiness Services or others as appropriate to adjustbudget as needed.Finalize salary table changes, work with Payroll for dataverificationAudit new fiscal year information. Work with DataEnabled Spreadsheet and Tech Services reports toidentify and correct data entry errorsFine tune any oddities that cause pay errorsSubmit final S-275 report for the previous year. Check alldata prior to submitting to ensure data is correct,including reporting of salaries and K-4 FTE.

Review the S-275 reporting requirements for the newyear. Schedule activities, including training eventsoffered by WSPA, WASBO or the ESD.

Misc. Prepare VOE’s and transfer recordsComplete Loan Forgiveness ApplicationsAudit and build or roll one-off stipends

OCTOBER RESPONSIBILITIESAudience Task Notes Quarterly Yearly Other Person


Federal/StateDeadlinesDistrict DeadlinesDistrict Send Inclement Weather Work Expectations to

District StaffDepartment Determine HR’s annual goal

Attend AASPA annual conference.Attend the WSPA Fall Law Conference.Attend ESD workshop on S-275 reporting.Partner with Risk Management in the completionof the Risk Assessment Standards survey.

EEO5 report due Nov. 30Labor Relations Gather data for bargaining

Check district collective bargaining agreements formandated deadlines. Update the CBA timelinedocument and distribute to administrators andothers as appropriate

Check district collective bargaining agreements formandated deadlines.

All Staff Review actions taken to accommodate employeesduring the prior year. Prepare a year-end report ofADA plan progress and accommodation actions.

Prepare reminder notices to any staff withexpiring certification, licensing, work visas and/orrequired training as appropriate. Updateemployee records with completed training data.Continue to monitor to ensure that all employee-required training is current.

Supervisors Review evaluation requirements withadministrators.

EvaluationCertificated Staff October 1 is the first date for placing certificated

employees on probation for the year. Ensure allprocedures and notices are in place.

Remind evaluators or 90-day new-hireobservations/evaluations and/or probationaryevaluation requirements.Verify experience for new hires, both certificatedand classified. Ensure we have documentationshowing correct placement.Prepare official October enrollment/staffingreports. Check sections for elementary PE, Music,Library staff that provide release time support forteachers. Utilize this data to update P, K, E, F, M, Scodes for S 275 reporting and K-4 calculations.

Start activities for the S-275 report for the currentyear.Update of all credits/clock hours and experienceand update salary placementUpdate observation tool with employee selectedFocused Criterion on TPEPRun National Board report and update S275

Classified Staff Term October summer employeesSubstitutesSupplemental Pay Check department head sections and/or other

data that would alter compensation amounts forsupplemental contracts.Create non-essential stipends, which are paid laterin the year – National Boards, Supply, etc.

Hiring Review list of job descriptions to be updated forthe year. Schedule and assign activities tocomplete this task.

PD/Training Update orientation materials for new hires,including new substitute and/or temporary staff.Finalize orientation dates, schedule, location,presenters and materials. Prepare orientationannouncement materials.Finalize secretarial in service/PD for classifiedstaff.

Data CollectionFiscal Review September and October payroll data with

payroll one more time to ensure accuracy of dataand changes.Review September and October payroll data withpayroll one more time to ensure accuracy of dataand changes.

Misc. File all new contracts, supplemental contracts andpay authorizations prepared for the current yearinto the employees’ personnel files.

NOVEMBER RESPONSIBILITIES


CompletedDate

Federal/StateDeadlines Initial S275 due

DistrictDeadlinesDistrict

DepartmentReview any changes to the Washington State RecordsRetention Schedule.Review Affirmative Action Plan/Program for next duedate.

Begin preparation of annual Affirmative Action Reportto the Board of Directors. Prepare data from prior yearactivities (openings/reasons and hires/status, includinggender, ethnicity, and other required reporting data).

Labor Relations

Begin discussions with union representatives todetermine work calendars for the upcoming school yearif they are not already established by previousbargaining activities.

Review changes in laws to determine if new labor lawposters are required at work sites. If so, obtain newposters. Confirm each work site has the labor lawposters appropriately displayed.

All Staff

Supervisors

Evaluation

CertificatedStaff

Check to ensure that required observations and/orprobationary evaluations are completed and on file inpersonnel as appropriate.

Verify experience for new hires, both certificated andclassified. Ensure we have documentation showingcorrect placement.

Complete and transmit the initial State S-275 report.Continue to make corrections as necessary inpreparation for the December submission.

Prepare for second semester or trimester staffing.Request planned schedules to review certification,endorsements and Highly Qualified information toplanned assignments.

Pull a random set of certificated files. Review credit,degree and experience data to ensure it has beenaccurately calculated and reported on the 275 report.

EEO5 report due Nov. 30

90 Observations due this month

Classified StaffCheck to ensure that required observations and/orprobationary evaluations are completed and on file inpersonnel as appropriate.

Verify experience for new hires, both certificated andclassified. Ensure we have documentation showingcorrect placement.

Insert salary adjustments for minimum wage, stop/startaffected employees, recalculate employees and audit

Term November summer employeesSet up Classified Evaluations and distribute

Substitutes

SupplementalPay

Issue a report displaying all supplemental contracts andpay authorizations for extra duties and/or coachingassignments to site administrators. Ask theadministrators to double check and verify theassignments. Adjust pay authorizations accordingly.

Create non-essential stipends, which are paid later inthe year – National Boards, Supply, etc.

HiringBegin preparations for next year recruitment functions.Schedule dates on calendars. Review recruitmentmaterials in preparation for changes as necessary.

If applicable, review online application information andinstructions for applicants. Update as necessary.

Work on updates to job descriptions.

Review staffing for the current year. Attend meetings asappropriate to make final adjustments for the currentyear and prepare reports comparing current yearstaffing to budget planned staffing.

Schedule location for District Career Fair

Review online application information and instructionsfor applicants. Update as necessary.

Verify registration for Career Fair participation.

PD/TrainingConduct HR related training for administrators tocontinue updating administrators in key HR areas on aregular basis.

Data Collection

Fiscal

DECEMBER RESPONSIBILITIESAudience Task Notes Quarterly Yearly Other Person


Federal/StateDeadlinesDistrict DeadlinesDistrict Confirm the EMPPAYS for any outgoing School

Board members have been ended andremaining stipends paid. Confirm EMPPAYS have been built for incomingSchool Board members.

Department Prepare historical data from prior year forstorage (calendars, salary schedules, S275summary reports, substitute usage, leave usage,other data reports, etc.).Review minimum wage potential changes forthe upcoming calendar year. If changes arerequired, submit changes to the Board ofDirectors and/or work with unions to ensurethat all positions meet the new minimum wagerequirements. Adjust pay as appropriate. Besure to review hourly wage determination forcoaching positions as part of this process.

Take time to review the CBAs withadministrators to determine if any changes maybe necessary or are desired for upcomingnegotiations.Review changes in laws to determine if newlabor law posters are required at work sites. Ifso, obtain new posters. Check each work site toensure that all labor law posters areappropriately displayed.

Post annual workers compensation andunemployment reports as required.Review district policies for additional updates asnecessary.

Labor RelationsAll Staff Review actions taken to accommodate

employees during the prior year. Prepare a year-end report of ADA plan progress andaccommodation actions.Prepare and/or review unemployment reports.

SupervisorsEvaluationCertificated Staff Finalize revised application for admin internship

in December.Continue data updates to the S-275 report.Submit the December 275 report. This report isutilized by SPI and legislators for this year’slegislative session activities. Be as careful aspossible to ensure that this report is accurate –for salaries, benefits and assignment reporting.Double check the K-4 FTE reported and K-4 FTErequirements.

Check the master schedules from the highschools and the middle/junior high schools forcorrect teaching assignments with teachingcertificates/endorsements and highly qualifiedrequirements.Prepare a list of expiring teaching certificates,licenses, work visas and/or permits. Ensure thatall staff are working with valid certificationand/or licensing as required.

Prepare certificated contracts and submit90 day observations for later hires due

Classified StaffSubstitutesSupplemental Pay Process non-12 month stipendsHiring Continue to review recruitment plans and

prepare recruitment materials and events forthe upcoming recruitment season.Archive inactive applicants. Store archivedapplicant data as appropriate.

PD/Training Update orientation materials for new hires,including new substitute and/or temporary staff.Finalize orientation dates, schedule, location,presenters and materials. Prepare orientationannouncement materials.

Finalize secretarial in service/PD for classifiedstaff.

Data Collection Prepare a report of the prior year applicant dataand activities.

Fiscal Prepare HR department budget andexpenditures.

Misc.

on-going responsibilities audience task monthly … pog...substitute hiring orientations: process...

Documents