Transcript Brownsville Independent School District Brownsville, Texas

Lee County School District
Beattyville, KY
Hiring Process
Project Team
Team Lead
Sharron Adams
Process Owner
Dr. James Evans
Team Members
Cathy Begley
Zina Gibson
John Profitt
Central Office Staff
School Principals
Project Charter
Problem Statement
All staff do not follow existing policies and procedures for
hiring employees
Goals
Develop and communicate a documented and
consistent hiring process.
Reduce the number of incidents in which existing
hiring policies and procedures are not followed during
the hiring process.
Develop Job Descriptions for all positions within the
school district; obtain Board approval; and distribute
to all employees.
©2013 APQC. ALL RIGHTS RESERVED.
3
Milestones
Project Start Date
Define
Measure
Analyze
Improve
Control
©2013 APQC. ALL RIGHTS RESERVED.
June 2014
November-December 2014
February 2015
March-April 2015
June 2015
4
Cost of Poor Quality

Administrative directives, policies and procedures
were in place but were not being followed.
Identified an essential need to develop a new
district-wide hiring process to ensure all
regulations and requirements are met and
followed; ensure most qualified staff are
employed to provide quality service to students;
and to alleviate possible liability issues and costs
that could arise as a result.
©2013 APQC. ALL RIGHTS RESERVED.
5
Project Scope

Brainstormed issues
Job descriptions
 Performance evaluations (following policy and
procedure)
 Not following a consistent hiring process
 Accountability


Final Scope

Started with job descriptions and finally
focused on the entire hiring process
©2013 APQC. ALL RIGHTS RESERVED.
6
Hiring Process
Enablers: District leadership
S
I
Suppliers
Inputs
Superintendent
• Senior Leaders
• Applicants
• Universities
• EPSB
• SBDM
• Police Dept.
• State/Federal
Agencies
• Drug Testing Vendor
• Physician
• Former District HR
Dept.
• Board
• Job descriptions
•
Start
Verify
FTE
P
Completed Posting
Requests
• Vacancies Posted in
KEPS
• Applications
• Fingerprints
• Background checks
• Drug Test Results
• New Hire
Paperwork
• Budgeted FTEs
•
Open
Position
Complete
Posting
Request
•
•
•
•
•
Post
Vacancy
Review
Applicants
Guides: State/federal laws and regulations, policies
©2013 APQC. ALL RIGHTS RESERVED.
7
O
C
Outputs
Customer
Hired Employee
Vacancy Filled
MERR Information
Completed
List of Qualified
Applicants
New Hire Paperwork
Completed
Interview
Applicants
Make
Offer
•
•
•
•
•
•
•
•
Applicant
Superintendent
Senior Leaders
Principals
SBDM
Payroll
DTC
Board
Onboard
New
Hire
End
Onboarding New Hire
Applicant
accepts
position
HR receives new hire’s
application
Applicant submits
paper work
HR sets appointment
with new hire
Applicant completes
required checks
HR requests required
paperwork
©2013 APQC. ALL RIGHTS RESERVED.
Send personnel file to
Payroll for New Hire
Packet & Munis ID
Certified
or
Classified
Certified
Classified
Verify applicant
transferrable status
(Cert)
8
Notify superintendent
required paper work
completed
DTC receives
notification of new
hire
New hire
starts work
Hiring Process Steps
CERTIFIED
Superintendent Will Verify Budgeted FTE
Superintendent will Complete Posting Request
HR will Post position KEPS (30 days)
Receive Applications
Superintendent and Senior Leaders will Screen Applicants
Superintendent and Senior Leaders will Interview Qualified Applicants
Instructional Assistant will Copy Applications of Qualified Applicants and Send to Principals/SBDM
SBDM Interview Applicants & Verify [HQ] for Position
SBDM Recommends Qualified Applicant to Superintendent
Superintendent makes offer to hire and notifies HR
HR Contacts Applicant to Schedule an Appointment
Create personnel File

Drug Screening Completed & Results Received

Background Check Completed & Results Received

Physical Exam Received

Job Description Provided

Experience Verification, Contract Status, & Sick Days From Former Employer Requested & Received

I9 Completed and Two Forms of Identification Obtained

Copy of Social Security Card

Copy of Driver’s License
©2013 APQC. ALL RIGHTS RESERVED.
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Hiring Process Steps (Certified
Continued)

SSA-1945 Completed

Official Transcripts Obtained

Teaching Certificate Obtained

Teacher Interns: ( ) COE Completed ( ) Principal/Cooperating Teacher Assigned

Sick Leave Bank Participation Form Completed

When Paperwork is Complete, HR notifies Superintendent and Contract is Signed

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding
Forms, Insurance, etc.)

Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes
Acceptable Use Document
RETIREES

Follow Steps for Other Certified New Hires With the Addition of:

HR will ask Applicant to Verify Break In Service

HR will Verify DWT

HR will Inform Retiree of Their Responsibility to Make Certain They Meet KTRS Return to Work Requirements

If Certified Retiree is Hired as a Classified Employee, HR Must Obtain a Waiver From KTRS
©2013 APQC. ALL RIGHTS RESERVED.
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Hiring Process Steps Substitute
Teacher (Three Levels)
Substitute Teacher With Certification
Superintendent will Verify Budgeted FTE
Receive Applications
Screen Applicants Superintendent
Interview Qualified Applicants Superintendent
Superintendent makes offer to hire and notifies HR
HR Contacts Applicant to Schedule an Appointment
Create personnel File

Drug Screening Completed & Results Received

Background Check Completed & Results Received

Physical Exam Received

Job Description Provided

Experience Verification Received

I9 Completed and Two Forms of Identification Obtained

Copy of Social Security Card

Copy of Driver’s License
©2013 APQC. ALL RIGHTS RESERVED.
11
Hiring Process Steps Substitute
Teacher -Three Levels (Continued)

SSA-1945 Completed

Official Transcripts Obtained

Teaching Certificate Obtained

New Hire Completes TC-4 Character & Fitness When Paperwork is Complete, HR notifies Superintendent

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding
Forms, Insurance Notification Letter, etc.)

Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes
Acceptable Use Document
EMERGENCY CERTIFIED SUBSTITUTE TEACHER

Follow Steps for Certified Substitute Teacher With the Addition of:

New Hire Must Have Email Address in Order to Complete the On-line Process for Emergency Non-Certified
Substitute Teachers

HR Submits Request On-line to Hire Applicant

New Hire Establishes an Account With the EPSB (Login and password)

New Hire Completes EPSB On-line Application and Character & Fitness
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12
Substitute Teacher -Three Levels
(Continued)

HR Verifies On-line information

New Hire Prints One-Year Certificate for Lee County and Submits to HR

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding
Forms, Insurance Notification Letter, etc.)

Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes
Acceptable Use Document
EMERGENCY NON-CERTIFIED SUBSTITUTE

Follow Steps for Certified Substitute Teacher With the Addition of:

Emergency Non-Certified Substitute Teachers Must Complete an Initial Three-day Training

Substitutes who Complete the Three-day Training are Approved to Teach on an Emergency Non-Certified
Substitute Basis in Lee County Only
NOTE: All Returning Substitute Teachers Must Complete the Intent Form Sent to Them by HR Each School Year Marking
Their Intentions to Continue Employment.
•
Certified Substitute and Emergency Non-Certified Substitute Teachers Must also Complete a Hard Copy TC-4
Character & Fitness Form Each School Year.
•
Emergency Certified Substitute Teachers Must Complete the On-line Application and Character & Fitness to Obtain
Their One-Year Certificate each school year.
©2013 APQC. ALL RIGHTS RESERVED.
13
Hiring Process Steps
CLASSIFIED (FULL-TIME & *SUBSTITUTE)
Superintendent will Verify Budgeted FTE
Superintendent will Complete Posting Request
HR will Post Position Vacancy on the District and School Website and at Each School Building
Receive Applications
Superintendent and Senior Leaders will Review Application on File
Superintendent and Senior Leaders will Screen Applicants
Superintendent and Senior Leaders will Interview Qualified Applicants
Superintendent makes offer to hire and notifies HR
HR Contacts Applicant to Schedule an Appointment
Create personnel File

Drug Screening Completed & Results Received

Background Check Completed & Results Received

Physical Exam Received

Job Description Provided

Experience Verification

I9 Completed and Two Forms of Identification Obtained

Copy of Social Security Card

Copy of Driver’s License
©2013 APQC. ALL RIGHTS RESERVED.
14
Hiring Process Steps (Classified
Continued)

Education Verification

Official Transcripts Obtained if Applicable

Sick Leave Bank Participation Form Completed

When Paperwork is Complete, HR notifies Superintendent and Contract is Signed

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding
Forms, Insurance, etc.)

Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes
Acceptable Use Document
BUS DRIVERS (FULL-TIME & *SUBSITUTE)

Follow Steps for Other Classified New Hires With the Addition of:

Transportation Department Completes MVR Release Authorization (3 Yr. Driving Record ) Submitted and Received

Transportation Department Provides Forms for CDL Medical Exam – Card – Report – T.B. Test

Transportation Department Conducts Pre-Employment Road Test

Transportation Department Enrolls Driver in Training Program

Applicant Driver Completes Approximately 80 Hrs. Training With Transportation Director/Driver Trainer + Blood
Borne Pathogen Training, Confidentiality Training, and Traffic Control Devices, Signs, and Markings

Applicant Driver Must Obtain CDL License With S-Endorsement
©2013 APQC. ALL RIGHTS RESERVED.
15
Hiring Process Steps (Classified
Continued)
COOKS (FULL-TIME & *SUBSTITUTE)

Follow Steps for Other Classified New Hires With the Addition of:

Food Handlers’ Permit
RETIREES

Follow Steps for Other Classified New Hires With the Addition of:

Verify Break In Service

Inform Retiree of Their Responsibility to Make Certain They Meet CERS Return to Work Requirements
*Substitute New Hires are responsible for the cost of initial drug screening, background
check, and medical exam (with the exception of bus driver medical exams – the board pays
up to $50 on CDL Medical Exams)
©2013 APQC. ALL RIGHTS RESERVED.
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Hiring Process Steps
ATHLETIC COACHES
Superintendent will Verify Budgeted FTE and Notify HR to Post Position
HR will Post Position 30 days (District Website and Each School)
Applicants will Return Completed Application to the Board Office and Meet With the Superintendent
Superintendent will Screen Applicants and Refer to District AD
District AD will Copy Applications of Qualified Applicants and Send to Principals/SBDM
SBDM will Interview Applicants and Make Recommendation to the Superintendent
Superintendent Makes Offer to Hire and Notifies HR and the District AD
HR Contacts Applicant to Schedule an Appointment
Create personnel File

Drug Screening Completed & Results Received

Background Check Completed & Results Received

Physical Exam Received

Job Description Provided

Experience Verification

I9 Completed and Two Forms of Identification Obtained

Copy of Social Security Card

Copy of Driver’s License
©2013 APQC. ALL RIGHTS RESERVED.
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Hiring Process Steps (Athletic Coach
Continued)

Education Verification

Official Transcripts Obtained if Applicable

When HR Paperwork is Complete, HR notifies Superintendent and District AD

District AD Contacts Applicant and Schedules Appointments for Coaching Certification/Qualification Requirements

District AD Identifies Coaching Requirements Dependent on the Position Being Identified as a KHSAA Position

District AD Notifies the Superintendent and HR When the Applicant has Completed all Coaching
Certification/Qualification Requirements

District AD & Superintendent Sign-Off on Extra-Curricular Payment Form and Submit to Payroll Department

Extra Service Salaries and Extra Duty Assignments are Added to Certified Staff Applicants

Classified Coaching Applicants Sign Lump Sum Salary Classified Contract

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding
Forms, Insurance, etc.)

Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes
Acceptable Use Document
©2013 APQC. ALL RIGHTS RESERVED.
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Hiring Process Steps
ACADEMIC COACH/SPONSOR
Superintendent will Verify Budgeted FTE and Notify HR to Post Position
HR will Post Position 30 days (District Website and Each School)
Applicants will Return Completed Application to the Board Office and Meet With the Superintendent
Superintendent will Screen Applicants
Instructional Assistant will Copy Applications of Qualified Applicants and Send to Principals/SBDM
SBDM will Interview Applicants and Make Recommendation to the Superintendent
Superintendent Makes Offer to Hire and Notifies HR and the School Principal
HR Contacts Applicant to Schedule an Appointment
Create personnel File

Drug Screening Completed & Results Received

Background Check Completed & Results Received

Physical Exam Received

Job Description Provided

Experience Verification

I9 Completed and Two Forms of Identification Obtained

Copy of Social Security Card

Copy of Driver’s License
©2013 APQC. ALL RIGHTS RESERVED.
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Hiring Process Steps (Academic Coach
/Sponsor Continued)

Education Verification

Official Transcripts Obtained if Applicable

When HR Paperwork is Complete, HR notifies Superintendent

Superintendent Signs-Off on Extra-Curricular Payment Form and Submits to Payroll Department

Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding
Forms, Insurance, etc.)

Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes
Acceptable Use Document
©2013 APQC. ALL RIGHTS RESERVED.
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Data Reviewed and Analyzed








Reviewed the procedures followed for hiring different positions (classified,
certified, substitute classified personnel, athletic coaches, academic coaches,
etc., substitute teachers –Certified, Emergency Certified, Emergency NonCertified, retirees, etc.) in order to develop process for each
Reviewed # of incidents when current hiring policy and procedures were not
followed
Reviewed incidents when district staff other than the Superintendent had
hired applicants without completing necessary HR paperwork
Reviewed # of incidents when applicants were sent to HR without an
appointment from someone other than the Superintendent
Reviewed incidents when payroll and HR first found out that an applicant had
been hired when a timesheet was submitted for payment without completion
of all necessary HR paperwork
Identified the need for development of a Complete District-wide Hiring
Process
Identified the need for communication of the hiring process to all school
district employees
Identified the need for cross-training of staff
©2013 APQC. ALL RIGHTS RESERVED.
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Process Key Performance Indicators
Following development, communication, and implementation of the new District-wide Hiring
Process, we will measure the productivity and success of the process by:

Reviewing the # of applicants (are postings visible?)

Reviewing # of qualified applicants

Reviewing # qualified applicants hired

Measuring Delay time (is it reduced?)

Surveying staff to make certain all are familiar with the Hiring Process

Noting in an employee’s evaluation that additional communication/training is needed
if/when the employee does not follow the proper Hiring Process

Measuring # incidents when someone other than the Superintendent tries to hire an
applicant without completing necessary HR paperwork (is this still occurring?)

Measuring # of incidents when applicants are sent to HR without an appointment from
someone other than the Superintendent (is this still occurring?)

Measure # of incidents when payroll and HR first become aware that an applicant has been
hired when a timesheet is submitted for payment without completion of all necessary HR
paperwork (is this still occurring?)
©2013 APQC. ALL RIGHTS RESERVED.
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Analyze – Future Focus Fishbone
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23
Improve – Implementation Plan



Develop and document a consistent
District-wide Hiring Process for staff
throughout the district
Align current policy and procedures to this
process
Make certain Job Descriptions exist for all
staff positions throughout the district. If
needed, develop, obtain board approval,
and communicate new job description
©2013 APQC. ALL RIGHTS RESERVED.
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Improve - Findings








No consistency in following hiring process
Determined a need for development of a Districtwide Hiring Process
Job Descriptions did not exist for every position
Job Descriptions needed to be reviewed and
updated
Communicate District-wide Hiring Process to all
staff
The Superintendent hires all employees
HQ Requirements for staff
Hire qualified staff for all posted positions
©2013 APQC. ALL RIGHTS RESERVED.
25
Improve - Cost Benefit Analysis
Several hours have been spent developing a District-wide Hiring Process.
Upon completion, communication to all staff, and implementation of the
process, the cost benefit to the district will be analyzed and measured by:
increased productivity of HR staff; qualified employees hired for each
position within the district; decreased liability due to completion of all
requirements prior to employment; and reduction in delay time due to
cross-training of employees.
©2013 APQC. ALL RIGHTS RESERVED.
26
Control
•
•
•
•
•
Make sure the District-wide Hiring Process is well communicated
Monitor certain key measures
Conduct regular reviews of the process
Cross Train Employees
Hold people accountable
©2013 APQC. ALL RIGHTS RESERVED.
27
Key Findings
Key Findings







Key Concerns
No consistency in following hiring
process
No accountability for not following
hiring process
Job Descriptions did not exist for
every position
Job Descriptions needed to be
reviewed and updated
Determined a need for
development of a District-wide
Hiring Process
District-wide Hiring Process must
be communicated to all staff
Hire qualified staff for all posted
positions
©2013 APQC. ALL RIGHTS RESERVED.





28
All staff do not understand that the
Superintendent hires all employees
Most Qualified Applicant was not
always hired
District was open to liability when
employees were hired without
completing necessary HR
requirements
District was open to liability for
employees hired in positions for
which they were not qualified
District was open to liability for
employees hired in coaching
positions prior to completing
necessary trainings/certifications