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HR Presentation

Living Sky School Division No. 202

October 26th, 2010

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Agenda Morning Session 9:00am to 11:30am

Overview Substitute and Casual Employees Human Resource Reports Web Portal

Afternoon Session 12:30pm to 3:00pm Position Overview Lessons Learned Additional Questions

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HR Overview Job Opportunity Applicants

Applicant Employee

Employee Assignment Changes

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Job Opportunity Generates Job Numbers Electronic Data

Tracking Data Collection Applicant (internal & external) Web Portal

Assignment Setup

Refer to Job Opportunity Screens

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Applicant Card New applicants are entered

Name Contact Information Address

Allows applicants to be attached to posting Initial information that will follow to

employee card Shows Job Opportunities applied for

Refer Application Card Screens

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Job Opportunity Report Navision

Displays Opportunity Information

Lists internal & external applicants

Generates seniority dates (if applicable) that are entered onto the employee cards

Refer to Job Opportunity Report Screens

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Job Opportunity Report Web Portal

Administrators can access Job Opportunity Database

View applicants and their contact information

Refer to Job Opportunity Web Portal Screens

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Applicant to Employee Transfers applicant and assignment

information to employee card

Applicant number changes to employee number

Refer to Applicant to Employee Screens

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Employee Information General Information

Name, Job Title, Preferred Name, Former Name, Employee Number

Communication Phone Numbers, Email, Correspondence Setup

Refer to Applicant to Employee Information Screens

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Employee InformationAdministration Tab

Employment Date Last Contract Effective Date

Original Date of Hire First worked with the division

Status- Employee’s current status Active, Terminated, Casual, etc

Termination Date Date of separation Grounds for termination

Refer to Applicant to Employee Information Screens

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Employee InformationPersonal Tab

Address Birth Date Gender Boolean Fields

Self declaration What documents are on record

Refer to Applicant to Employee Information Screens

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Employee Information KwikTag

Scan all applicable documents into KwikTag Employee Electronic Document

Refer to Applicant to Employee Information Screens

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Additional Information Tab Additional Information- Service Date- Criminal Record Check Information- Details of Teaching Certificate- Transcripts

Refer to Applicant to Additional Information Tab Screens

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Education Tab Education (Transcripts/Certificates)

Scan transcripts into KwikTag attached to the education line

Information includes: School Type of education Relevant Dates

Refer to Education Tab Screen

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Payroll AssignmentsStart/End Reason Code Maternity Leave Sick Leave Salary Payment Option Change Transition to Retirement Transfer or Reassignment Contract Amendment

Replacement/Replacing Name Teacher Change Form

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Payroll AssignmentsCause of Absence Code Leave Without Pay Sick Leave Without Pay Maternity Leave

Full Time Temporary Assignments End Sub/Casual Assignment and reopen once

temporary contract ends

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Substitute and Casual Applications Procedure New Applicants- Are they internal? - Previous Applicant? New Applicant Card Enter Job Opportunity Additional Information (If Received with App) Change Status Confirm all required documents have been

received Pass Information on to HR Manager / HR

Administrator Change Status Refer to Substitute and Casual Applications Procedure Screens

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Sub/Casual Application Procedure HR Manager/HR Administrator complete the

referencing process Status Approval/ Decline Letters Created Letter & Applications are returned to HR Assistant

to mail Create Employee Card Additional Information Complete Preferences Payroll Assignment KwikTag Refer to Substitute and Casual Applications Procedure Screens

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Substitute and Casual List Access on the Web Portal Two Types

Sub and Casual List contact information

Sub and Casual Availability Book Subs and Casuals Only shows available subs and casuals on a selected

day

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Sub and Casual Setup Employee Preferences

Select grade, location, and subject preferences Enter comments for additional information Active sub and casual assignment

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Correspondence Create correspondence from the employee

Card

Automatically completes the address and name fields

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HR Reports Sick Leaves LINC CUPE Seniority Report Evaluations Teaching Certificates

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Sick Leave Report Summary of extended sick leaves

The leaves are 30 days or more

Information is available through the employee assignment screen

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LINC Report

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CUPE Report

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Seniority Report Includes the following:

Name Position Seniority Date Total years and months of seniority Associated School

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Seniority Report

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Evaluations Track review dates for all employees

Scan reviews into KwikTag

Select location, reviewer, type of review, and the next expected review

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Evaluations

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Teaching Certificates Enter all Teaching Certificate numbers

attached to the employee card

Track any probationary or provisional certificates and the expiry dates

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Teaching Certificates

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FTE Allocation Current and Future Assignments Replacing/ Replacements School FTE Available on the Web Portal

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WEB Portal Employee Balances

Central Office Absences Every employee at central office enters their

own absences Approved by central office staff member

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Web Portal Enrollment Projections

Track current and previous year enrollments

Request additional or reduction of FTE to the Superintendent of HR

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Lunch 11:30 to 12:30

Upstairs in cafeteria

Sponsored by Open Door Technology

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Position Overview Payroll/HR Assistant- Jolene Silva Executive Assistant HR- Christeena Fisher Payroll Officer- Susan Fox and Kristy Walker HR Manager- Chantelle Stolniuk

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Payroll/HR Assistant- Jolene Day to Day- Entering Applicant & Employee

Information- Job Opportunities- Kiwiktag Reports Benefits

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Executive Assistant HR Data is all stored electronically – very

seldom are files pulled any longer Job Opportunities Assignments (facility, hours, contracts, etc.) Contact Information (address, phone #) Leaves (medical, maternity, balances, etc.) Historical Data Teacher Certificates

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HR Manager- Chantelle New Employees (Applications)

- are they internal?- updating application status

Current Employees- contact information- assignments (current and past)- updating sub-list preferences- checking leave balances- absences/dispatches

Refer to HR Manager Screens

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HR Manager- Chantelle

Online Documents- verify credentials

- letters, contracts, etc.

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Lessons Learned Importance of assignments Correct balance tracking Importance of dates for seniority,

employment, reviews Planning the needs of HR and designing

Navision to meet those needs Proper processes to delegate duties and

assign responsibilities

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Lessons Learned Con’t Internal controls Effective communication between the

positions Training for all staff at central office and

within the schools Staff web portal entry for absences

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Setup Dates Balances Accurate Assignment Recording Job Opportunities Applicants

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Questions

Questions?