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PROCESS ALIGNMENT THROUGH

CONTINUOUS IMPROVEMENT

Hurst-Euless-Bedford ISD Human Resources Department

SESSION OVERVIEW

Continuous Improvement

in Action

Leadership Development

Program

Workers Compensation

Reporting Process

Substitute Teacher Renewal

Process

Callie HearneAssistant Superintendent of Human Resources

Continuous Improvement in Action

HEB ISD Mission Statement

What Drives

Us!

HEB ISD will maintain the quality ofpersonnel and rigorous curriculum andinstructional design necessary to meetthe challenge of successfully educatingour increasingly diverse population inan atmosphere that fosters strongcharacter, achievement, and ensuresstudent safety.

Our Purpose:• District Goal 3: The

district will recruit, employ and retain a quality teaching, administrative, and support staff to attain excellence in student performance.

Our Mission• The mission of the

Human Resources Department is to serve the District by recruiting, hiring, and retaining quality staff through outstanding customer service.

Our Vision• Human Resources:

“Here to Serve”

What is Process Alignment and Refinement?

• Focus on the System Rather than the Individual

• Identification of Processes

Leadership Team Meetings, Department Meetings,

Focus Groups

• Documentation of Processes• Communication of Processes

Essential Functions Calendar,

Written Processes

• Monitoring & Evaluation of Processes• Intended Results

Department Plan, District Score Cards,

Systems Check, Surveys,

Administrator Appraisal

Plan

Do

Study

Act

PDSA IN ACTION

Sonia Cardenas & Cicely Tuttle Coordinators of Human Resources

Leadership Development Program

To develop outstanding principals and to impart a consistent organizational culture among all of the District’s administrators leading to increased student achievement and maintenance of a positive learning environment.

Teachers aspiring to become Assistant Principals

Screening/Application/Selection

Participants become pool of candidates for assistant principal

positions

Maximum of 20 participants annually

Assistant Principals aspiring to become Principals

No Application Process- Current District Assistant Principals

Participants become pool of candidates for principal positions

Graduation Presentation/Project based on Continuous Improvement

Strand I

Two-Year Program

Rotating Curriculum

Field Based Assignments &

Projects

Strand II


Scope and Sequence

Field-Based Experiences

SCREENING/APPLICATION/SELECTION PROCESSEducation/Certification

Master’s degree in Educational Administration or degree to be completed within two years of application to Strand

Texas Principal Certificate or other appropriate Texas certificate

Experience

Minimum of three (3) years experience as a classroom teacher

Currently employed in HEB ISD

Screening Process:

Email Coordinator of Human Resources between February 24 and March 12, 2010 for instructions on taking the Gallup Principal

Insight Interview. This will be the screening criteria used to determine which candidates are invited to complete the application

process for Strand I. In order for a candidate to be screened as for potential application, the Gallup Principal Insight Interview must

be completed no later than March 26, 2010.

Application Process:

Based on the results of Gallup Principal Insight Interviews, selected candidates will be invited to complete the application process

for Strand I. All candidates will receive an email from Coordinator of Human Resources no later than March 29. 2010 with

notification of status. Candidates invited to go through application process will be asked to do the following:

Complete application for Strand I Leadership Development Program.

Submit a 1-2 page essay on a specific topic.

The deadline to submit the application and essay to Human Resources will be April 9, 2010. Campus Principals of applicants will

be contacted by Coordinator of Human Resources regarding recommendation for admission into Strand I Leadership Development

Program.

Selection Process:

The Cabinet will review all materials and select Strand I participants based on Gallup Principal Insight Interview score, essay and

recommendations of campus principals. Letters will be sent to all applicants with notification of status by May 28, 2010.


Scope and Sequence


Hurst-Euless-Bedford Independent School DistrictStrand Leadership Development Program

Scope and Sequence 2010-2012

+Strand/Year I (2010-2011) I (2011-2012) II (2010-2011) II (2011-2012)

Podcast *Overview of 10-11 Expectations *Overview of 10-11 Expectations *Overview of 10-11 Expectations *Overview of 10-11 ExpectationsSession 1

OVERVIEW ANDGOAL 1Student

Achievement

9/18/10*Strand Mission, Purpose (Buinger)*Goal 1- The Ever-Growing Accountability Challenges of Instructional Leadership (Chapman)* Campus CI Panels- Meeting the Ever-Growing Accountability Challenges with CI at the Classroom Level

11-12*Strand Mission, Purpose (Buinger) *Goal 1- AP’s Role in Assessment*AP Panel- The Rookie Year

9/13/10*Strand Mission, Purpose (Buinger) *Goal 1- The Ever-Growing Challenges of Instructional Leadership (Chapman)[Assign MAP Analysis]*Princ Panel- “Hit the Ground Running”

11-12*Strand Mission, Purpose (Buinger) *Goal 1- Continuous Improvement (Chapman)*Princ Panel- Shifting from the Role of AP to Principal

Session 2GOAL 3

(2010-2011)Quality Staff

GOAL 2 (2011-2012)

EffectiveEfficient Operations;

11/13/10*Goal 3- Coaching for Excellence (Scozzari/Tribble)*AP Panel- Coaching for Excellence

11-12*Goal 2- Financial Responsibilities of School Administrators (Roesler)* AP Panel- Shifting from the Role of Teacher Leader to AP: Maintaining High Student Achievement with Limited Resources [Assign- A Day in the Life of…]

11/22/10*Goal 3- Coaching for Excellence (Scozzari/Tribble)*Princ Panel- Coaching for Excellence [Share MAP Analysis Project]

11-12*Goal 2- Financial Responsibilities of School Administrators (Roesler)[Assign Budget Project]*Technology Tool Swap *Princ Panel- Managing Your Resources: Time and Money

Session 3(2010-2011)

GOALS 4 & 5Safe, Healthy Nurturing &

Enduring Relationships

GOAL 3 (2011-2012)Quality Staff

1/22/11*Goal 4- Career & Technical Education*Goal 5- AP Panel- Making Difficult Conversations with Stakeholders Win-Wins

11-12*Goal 3- Critical HR Responsibilities of Campus Administrators &Interviewing for the Job of AP (HR Leadership Team)[Share A Day in the Life of…]

1/10/11*Goal 4 – Career & Technical Education*Goal 5- Princ Panel- Creating Partnerships that Impact Student Achievement [Return MAP Analysis Project with Cabinet feedback]

11-12*Goal 3- Critical HR Responsibilities of Campus Administrators & Effective Documentation Practices (HR Leadership Team)*Present Budget Projects[Assign- Strengthsfinder]

Session 4GRADUATION

PRESENTATIONS & PARTING

CHALLENGES

5/14/11*Networking between Strand I & Strand II*Strand II Presentations*Cabinet Panel- What You Always Wanted to Ask Cabinet Members

11-12*Networking between Strand I & Strand II*Strand II Presentations*Share Strengthsfinder* History of HEB ISD (May)

5/14/11*Networking between Strand I & Strand II*Strand II Presentations*Cabinet Panel- What You Always Wanted to Ask Cabinet Members

11-12*Networking between Strand I & Strand II*Strand II Presentations*Share Strengthsfinder* History of HEB ISD (May)


Scope and Sequence


* “A Day in the Life of…” Interview Project (2.1)- Each individual will interview one of the following and report back to the group: Instructional Coordinator, Special Education Teacher (PPCD, FACI, DLS, PACES, BIS), Educational Diagnostician, Bilingual Teacher, International Baccalaureate Teacher, Spanish Immersion Teacher, Suzuki Strings Teacher, Night Custodian, Secondary Teacher/Coach, PK/Headstart Teacher, Instructional Technology Staff, World Languages Teacher, School Psychologist, Band/Choir/Orchestra Director

Hurst-Euless-Bedford Independent School DistrictStrand Leadership Development Program

Scope and Sequence 2010-2012

Strand/Year 1.1 (2010-2011) 1.2 (2011-2012) 2.1 (2010-2011) 2.2 (2011-2012)Projects * Bus Ride- AM/PM

* Board Meeting * Shadow AP (Own Level/Opposite)* CIC Meetings (2)* Annotated Bibliography

*Interview Assignment*Board Work Session *Shadow AP (Opposite/Own Level)*CIC Meetings (2)*Annotated Bibliography

*MAP Analysis*Tour [JPS, Keys, AEP- Sec/Elem, CNS]*CIC Meetings (All)*Annotated Bibliography

*Final Project*Budget Project*Tour [Trans, CTE, Trans, Maint, IT] *CIC Meetings (All)*Technology Swap*Annotated Bibliography

Required ReadingFor Book Study

Results NowMike Schmoker

Running All the Red LightsHolliday, Clark

The Five Dysfunctions of a Team

Patrick Lencioni

What Great Principals Do Differently

Todd WhitakerSelected Reading

For Annotated Bibliography

(One per year)

Winning with People John MaxwellWe Can’t Teach What We Don’t Know Gary HowardA Child Called It Dave PelzerEnrique’s Journey Sonia NazarioOther People’s Children Lisa DelpitLeading with Soul Lee Bolman and DealThe 21 Irrefutable Laws of Leadership John MaxwellReframing the Path to School Leadership Bolman and DealSchool Leadership that Works Robert MarzanoThe 17 Indisputable Laws of Teamwork John MaxwellLetters to the Next President Carl GlickmanFirst, Break All the Rules Buckingham and CoffmanThe Learning Leader Douglas ReevesThe Educator’s Guide to Preventing and Solving DisciplineProblems Mark and Christine BoyntonWorking on the Work Phillip SchlechtyWho Moved My Cheese? Spencer JohnsonThe Quality School William GlasserFailing Forward John MaxwellCultural Literacy E.D. HirschWhat Works in Schools Robert MarzanoProfessional Learning Communities at Work DuFourThe World is Flat Thomas Friedman

Lincoln on Leadership David PhillipsThe Tipping Point Malcolm GladwellThe Five Temptations of CEO’s Patrick LencioniBuilding Engaged Schools Gary Gordon Dealing with Difficult Parents and the Parents of Difficult Children Todd WhitakerDeveloping the Leaders Around You John MaxwellWho Said School Administration Would Be Fun? J.SigfordExceptional School Leaders Mark GoldbergPromises Kept Steven J. GrossResults Mike SchmokerLeadership for Learning Carl GlickmanClosing the Achievement Gap Belinda WilliamsThe Art of School Leadership Thomas HoerrThe Respectful School Stephen WesslerThe Knowledge Deficit E.D. HirschWhatever It Takes Robert DuFourWhite Teachers/Diverse Classrooms Landsman and LewisFailure Is Not An Option Alan BlankensteinA Leader’s Legacy Kouzes and PosnerBlink Malcom Gladwell

What Is the Data Telling Us?The Program Is Producing Quality Administrators

Of our 28 current campus principals in the District, 22 of them, or 79%, are products of our Strand I and Strand II LDP’s

5 of our current Central Administration Coordinators are

products of the LDP’s.

6 of our current Instructional Facilitators are products of the

LDP’s.

Network with other Strand participants

Use Strength Finder to build on personal

leadership strengths

Gain the perspective of HEB ISD administrators

and executive leadership

Customize their leadership skills to HEB

ISD

LDP Graduates have reported the following benefits of Strand:

As a result of this program our District doesn’t have to rely on a single interview process with a candidate for an administrative position; our Cabinet has the opportunity to get to know these candidates over a period of two years in order to determine who the best FIT for a current vacancy will be.

Karen RoseCoordinator of Benefits & Risk Management

Workers Compensation Process

In July 2009, the Benefits Office took over the Workers Compensation Program in the District.

The Benefits Office studied the data and created a plan to reduce costs related to District Workers Compensation claims.

In November 2009, the Benefits Office presented the new plan to the Administration Staff.

$528,734.59

$753,999.80

$0.00

$100,000.00

$200,000.00

$300,000.00

$400,000.00

$500,000.00

$600,000.00

$700,000.00

$800,000.00

2007-2008 2008-2009

Claims Paid by School Year

25

20

3

12

7

1

3

6

1

1

2

1

9

8

1

4

5

4

1

2

4

2

1

1

41

74

3

20

5

3

1

4

3

1

0 10 20 30 40 50 60 70 80

Fell

Student

Lifting/Moving Object

Tripped on something on the floor

Cut

Struck by Object

Burn

Other

Chemical

Hit an Object

Reaching

Vacuum/Machine

Repetitive Motion

Lawn Equipment

Cause of Injury by Job TypeAll Reported Claims - 279

Maintenance Cafeteria Transportation Professional

Fell - On Wet

Floor, 35

Fell -Outside,

22

Fell -Down

Stairs, 9

Fell -Other, 7

Fell - Off Chair, 3

Fell - Off Ladder,

3

Injuries Caused by Falling -More Details

79

Student -Bit by, 28

Student -Hit by,

26

Student -Other, 16

Student -Tripped over, 4

Student -Lifting, 2

Injuries Caused by Students -More Details

76

2

15

24

32

4

31122

122

811

43

23

83

1

$23,085

$4,993$18,528

$1,485$4,156

$182$15,290$7,510

$864$0

$112$771

$12,874$338

$1,925$532

$20,169$426

$367$7,527

$2,157

$1,839$556

$5,923$1,899

$1,268

1 10 100 1000 10000

AdministrationBedford Heights

Bedford Jr.Bell Manor

BellaireCentral Jr.

Donna ParkEuless Jr.

Harrison LaneHarwood Jr.

Hurst HillsHurst Jr.

KeysLakewood

LD BellMeadow Creek

Midway ParkNorth Euless

Oakwood TerraceRiver Trails

Shady BrookShady Oaks

South EulessSpring Garden

StonegateTransition

TrinityWest Hurst

Wilshire

# of Injuries by Campus # of ClaimsTotal Claims Cost

13

32

3

116

3

$102,556.00$49,652.00

$1,780.00

$60,190.00

$8,096.00

$3,007.00

1

10

100

1000

10000

100000

1000000

Child Nutrition Custodian Grounds Maintenance Transportation Warehouse

# of Injuries by Department

# of Claims Total Cost

PositionDate of Injury

Amount Paid this

Year

Grand Total Amt. Paid

Still Employed with HEB?

Event Body Part

Bus Driver 10/24/1994 $10,870 $240,945 No Hit head on top of the bus Fusion in neck

Cafeteria Specialist 09/08/2008 $27,000 No Turned to reach something and heard pop Broken foot

Cafeteria Specialist 04/07/2008 $47,196 $24,091 No Slipped on wet floor Strained multiple body parts

Cafeteria Specialist 09/22/2008 $14,441 $14,441 Yes Slipped on wet floor Strained multiple body parts

Cafeteria Specialist 10/14/2008 $21,532 $21,532 Yes Slipped on wet floor Contusion to both knees

Cafeteria Specialist 05/19/2008 $33,195 $35,436 No Slipped on wet floor Strained hip and shoulder

Coordinator 03/23/2009 $22,187 $22,187 Yes Heel caught on mat by back door Broken foot

Custodian 02/02/2009 $10,994 $10,994 Yes Lifting tables Hernia

Custodian 01/16/1993 $21,753 $422,644 NoSlipped on bleachers - Had a stroke while in recovery from surgery

Back and neck - then stroke

Custodian 03/18/2008 $9,970 $15,065 Yes Scrubbing floor & felt pain in wrist/hand Strained wrist

Driver 07/23/2008 $37,226 $37,822 Yes Tying down wheelchair - strained hip, knee, back Strained hip, knee, back

Maintenance 06/07/2001 $56,954 $555,432 No Grading ditch when front wheel fell into the hole Back injury

Maintenance 12/29/2008 $54,290 $54,290 No Rat jumped on his arm and he jerked and hit a brick wall Contusion to elbow

Teacher 03/19/2003 $28,846 $231,169 No Fell in parking lot Sprained multiple body parts

Teacher 02/29/2000 $34,178 $124,474 No Slipped on pen on the floorDouble knee replacement in 2007

Teacher 04/30/2009 $12,372 $13,016 Yes Tripped over student Fractured wrist

Teacher 09/12/2006 $78,037 $109,809 Yes Slipped on wet floor Stain shoulder

Teacher 08/21/2008 $22,092 $22,092 Yes Fell over boxes on the floor Broken arm

Teacher 11/21/2008 $15,290 $15,290 Yes Throwing football and felt pop in arm Broken arm

Teacher Asst. 12/15/2008 $12,530 $12,530 Yes Hit by student Contusion to nose

Teacher/Coach 01/14/2009 $9,527 $9,527 Yes Coaching wrestling - struck by student Teeth

$553,480 $2,019,786

Total of All Claims Paid $754,000

73.41%

When an Incident occurs the employee will notify his/her supervisor immediately.

All incidents must be reported to the supervisor immediately, even if medical treatment is not necessary.

1. Emergency Injury – Call 911. Contact the next of kin. Please have the injured worker complete the First Report of Injury Form at a later date,

but within 3 days of the date of injury.2. Non-Emergency Injury –

Please have the injured worker complete the First Report of Injury Form. The form must be turned into the Benefits Office within three days of the date of injury. Failure to do so may result in the denial of Workers Compensation benefits.

Have the appropriate supervisor complete the Employer Authorization to Treat Form and give it to the injured worker to take with him/her to the doctor.

Give the injured worker the List of Providers. An injured worker may visit any doctor that will accept workers compensation patients or he/she can visit a provider at Nova, Concentra or Care Now. The List of Providers document has the addresses for each location.

The Supervisor or Supervisor’s Designee should accompany the injured employee to the Doctor. The injured person should not drive himself/herself to the doctor unless it is a very minor injury.

3. No Injury At All – Please have the injured worker complete the First Report of Injury Form. The form must

be turned into the Benefits Office within 3 days of the date of injury. Failure to do so may result in the denial of Workers Compensation benefits.

Workers Compensation List of Providers

You may choose your own physician (Many primary care physicians will not treat work-related injuries. The employee should ask their physician if they accept Workers’ Compensation patients.

NOVA

)

Care Now

Hours: Monday – Friday 8:30 am to 6 pm

1. Emergency Injury – Call 911. Contact the next of kin. Please have the injured worker complete the First Report of Injury Form at a later date,

but within 3 days of the date of injury.2. Non-Emergency Injury –

Please have the injured worker complete the First Report of Injury Form. The form must be turned into the Benefits Office within three days of the date of injury. Failure to do so may result in the denial of Workers Compensation benefits.

Have the appropriate supervisor complete the Employer Authorization to Treat Form and give it to the injured worker to take with him/her to the doctor.

Give the injured worker the List of Providers. An injured worker may visit any doctor that will accept workers compensation patients or he/she can visit a provider at Nova, Concentra or Care Now. The List of Providers document has the addresses for each location.

The Supervisor or Supervisor’s Designee should accompany the injured employee to the Doctor. The injured person should not drive himself/herself to the doctor unless it is a very minor injury.

3. No Injury At All – Please have the injured worker complete the First Report of Injury Form. The form must

be turned into the Benefits Office within 3 days of the date of injury. Failure to do so may result in the denial of Workers Compensation benefits.

Contact the Benefits Office and notify Maria Ortiz or Karen Rose of the injury. Please indicate if the employee is going to the doctor. You may leave a message with the details on our voicemail if we are not available.

Maria [email protected]

Karen [email protected]

mailto:[email protected]�


The Supervisor or Supervisor’s Designee will conduct an investigation based on the Investigation Procedure guidelines. The Incident Investigation Form must be turned into the Benefits Office within three days of the date of injury.

The primary focus should

be the determination of the facts

surrounding the incident and the lessons that can be learned to prevent future,

similar occurrences.

The focus of the investigation should NEVER be to place

blame. The process should be

positive and presented as

an opportunity for

improvement.

Unsafe behavior should be

reprimanded. (Examples: standing on chairs, not wearing

protective eyewear, etc.)

Camera Caution Tape Graph Paper Pens Pencils Gloves Paperwork Batteries Clip Board

Workers Compensation Procedures

First Report of Injury Form Employer’s Authorization

to Provide Services Provider Maps Witness Statement Investigation Instructions Investigation Forms

Tools Paperwork

Gather information Obtain Witness Statements – forms are in campus kits. Interview other relevant personnel such as supervisors

and/or co-workers.Did any individuals witness any suspicious behavior

prior to the incident?Did the injured worker talk about any activity, in

which they were previously engaged, resulting in an injury?Was the injured worker previously reprimanded?

Take pictures of the scene from all angles, including pictures of the injured worker. Pictures should be taken IMMEDIATELY in order to prevent loss of key evidence. Examples:

If the employee slipped and fell in water, take pictures of employee’s wet clothing.

If the employee tripped, take pictures of the employee’s shoes. Was the employee wearing four-inch heels? Was there anything on the ground over which the employee tripped?

Did the incident occur within the view of a campus Security Camera?

If so, secure video footage in a timely manner.

Photographs Security Cameras

$528,734.59

$753,999.80

$544,137.32

$0.00

$100,000.00

$200,000.00

$300,000.00

$400,000.00

$500,000.00

$600,000.00

$700,000.00

$800,000.00

2007-2008 2008-2009 2009-2010

Claims Paid by School Year

What Is the Data Telling Us?The Investigations Are Working

Patrick SmithCoordinator of Auxiliary Human Resources

Substitute Teacher Program: Quantity, With CI Quality

District Goal 2: Effective & Efficient Operations for all Components

According to the Continuous Improvement Model,

program changes in the Human Resources Department

should always be aligned with one of the District’s five-year goals.

Invited substitute teacher applicants are asked to contact the Substitute Office Secretary to schedule a pre-orientation appointment

and to submit required documents.

Email invitation for employment in addition to specific instructions.

District Substitute Teacher Criteria: Bachelor’s Degree or higher; Clear Criminal History Record; Gallup Teacher Insight Score (75/70/65)

The Auxiliary Human Resources Offices facilitates five orientations per school year.

Screenings and invitations are emailed to applicants who meetcriteria up until an Orientation has reached capacity.

Using the District online teacher application allows substitute screening process to begin 30 days prior to each Substitute Orientation.

Substitute Applicant Selection

Mid-year Deactivation

Substitute teachers are informed during Annual

Training and in the annual letter of reasonable assurance that they are required to work five assignments per semester in order to remain active as an

HEB ISD substitute teacher.

Substitute Office reviews a report listing employees who do not meet this requirement.

Coordinator of Auxiliary Human Resources sends these

employees a letter of deactivation, as well as the

process for appealing deactivation.

Annual Renewal Process

Substitute Office sends second notice of renewal process to eligible substitute teachers who have not yet responded.

Substitute Office sends initial invitation to eligible substitute teachers inviting them to renew their substitute status for upcoming school year.

Verify email addresses in April through annual renewal notification.

Effective this school year, Substitute Office staff require all active substitutes to provide an email address.

Annual Renewal Process

Substitute Office sends second notice of renewal process to eligible substitute teachers who have not yet responded.

Substitute Office sends initial invitation to eligible substitute teachers inviting them to renew their substitute status for upcoming school year.

Verify email addresses in April through annual renewal notification.

Effective this school year, Substitute Office staff require all active substitutes to provide a personal email address.

What Is the Data Telling Us?The Process is Producing Quality Substitutes

HEB ISD’s Substitute Office has increased hiring rate by 200% in the

last two school years.

HEB ISD’s Substitute Office has increased absence fill rate from

approximately 95% to 98% in the last two school years.

HEB ISD’s Substitute Office has received consistent feedback from

campus administrators and teachers that the substitute teachers filling jobs

on their campuses are of a higher quality than in the past.

What Is Our Department Data Telling Us?

Our Stakeholders are Satisfied with the Service the HR Department is Providing

CI: A Journey Not A Destination

QUESTIONS?

HEB ISD Human Resources Leadership Team

Patrick Smith Coordinator of Auxiliary HR [email protected]

Karen Rose Coordinator of Benefits [email protected]

Cicely Tuttle Coordinator of HR

[email protected]

Sonia Cardenas Coordinator of HR

[email protected]

Callie Hearne Assistant Superintendent of HR

[email protected]






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