and Planning 1.4 Organization and Planning Professional Standard Progress on Recommendations and Improvement Plan

Transcription

1 1.4 Organization Planning Professional Stard district has an organizational chart a functions chart that includes names, positions job functions of all staff in Human Resources Division. Progress on Recommendations Improvement Plan 1. Personnel Services Division provides an organizational chart that was revised in September, distributed to site program managers in October. 2. latest organizational chart not only provides position titles names of individuals in position but lists major functions for all Personnel Services Division staff. A separate Personnel Office Functions Chart listing areas of responsibility was provided. 3. Personnel Services Division plans to update organization functions chart(s) annually as part of its annual report to Governing Board. organizational chart has been placed on Web site. Stard Implemented: Fully Implemented - Substantially Rating: 4 December Self-Rating: 8 December ew Rating: 8 Planning Personnel Management 1

2 1.7 Organization Planning Professional Stard district has a monthly activities calendar accompanying list of ongoing Human Resources activities to be reviewed by staff at planning meetings. Progress on Recommendations Improvement Plan 1. Personnel Services Division provided assessment team with a year s monthly meeting calendars that identify Personnel Services Division leadership team, Personnel Services staff, certificated staff, classified staff. Agendas backup materials were also provided. 2. Personnel Services Division also provided assessment team with an annual calendar of major monthly Personnel Services activities to be completed by staff. Activities were separated by items that needed to go to Governing Board those that needed to be completed within division. Individuals responsible for completion of tasks were identified by position title. Stard Implemented: Fully Implemented - Substantially Rating: 0 December Self-Rating: 8 December ew Rating: 8 2 Personnel Management

3 2.1 Communications: Internal/External Professional Stard Personnel Services Division effectively utilizes latest technological equipment for incoming outgoing communications. Progress on Recommendations Improvement Plan 1. Personnel Services Division has developed a communication policy procedures that is still in draft stage has not yet been finalized or instituted. draft covers use of telephones voic creates telephone answering groups. Included in draft is a proposed requirement that voice mail be responded to at least twice a day or in no case longer than 24 hours. 2. Included in Personnel Services Division s draft communication policy procedures is a chart that defines telephone answering groups. draft procedures do not address how groups are to function. Specific responsibility for covering assigned telephone numbers is not spelled out. se draft procedures have not been implemented. 3. assessment team was provided with a copy of a flow chart showing steps required to establish a new position to fill a vacant position. flow chart will be included in Operational Procedures Manual has not yet been distributed to anyone outside personnel. team was also provided copies of two procedures that were contained in Operational Procedures Manual that describe how a Personnel Requisition Form is processed. eir one of two documents has been distributed outside Personnel Office. Stard Implemented: Partially Rating: 5 December Self-Rating: 8 December ew Rating: 6 Personnel Management 3

4 2.5 Communications: Internal/External Professional Stard Personnel Services Division holds regularly scheduled staff meetings. Progress on Recommendations Improvement Plan 1. Personnel Services Division has established calendared regular staff meetings for leadership team, classified team, certificated team full Personnel Office staff meetings. 2. Staffing meetings include an agenda sign-in sheet. In most cases, a record of topics discussed was created. re is no evidence that, on a future agenda, re is an opportunity to follow up on prior action/problem areas to ensure matter is resolved. 3. Staff agendas included items issues that are of an ongoing nature. Based on minutes provided to assessment team, it is not evident that timelines responsibility were set periodically reviewed. Stard Implemented: Partially Rating: 4 December Self-Rating: 8 December ew Rating: 6 4 Personnel Management

5 3.3 Certificated Recruitment Selection Professional Stard job application form requests information that is legal, useful, pertinent, easily understood. Progress on Recommendations Improvement Plan 1. district has developed a preliminary draft of an Application for Certificated Employment based on review of applications from following districts: San Ramon Valley Unified School District, Los Banos Unified School District, Mt. Diablo Unified School District, Antioch Unified School District, Contra Costa County Office of Education. At time of review, draft did not include an e- mail field for applicants. district is in process of refining draft application with a goal of adopting it by January draft application document did not include Source Referral information. Staff is planning to add Source Referral descriptions to application insert descriptions into BiTech applicant tracking module in order to retrieve recruitment data for future reports. 3. At time of review, Voluntary Applicant/Employer Identification section was not separated from original application. Staff is planning to have a separate sheet for this information. Data will be entered into BiTech for future use by staff. 4. draft application document currently asks questions regarding previous dismissal /or resignations. It is also included in draft section titled Input Information for All Applicants; Questions 1 2 inquire wher an applicant has ever resigned or was dismissed for cause. Stard Implemented: Partially Rating: 3 December Self-Rating: 3 December ew Rating: 3 Personnel Management 5

6 3.8 Certificated Recruitment Selection Professional Stard Selection procedures are uniformly applied. Progress on Recommendations Improvement Plan 1. Personnel Services Division revised issued Bulletin P-7 (9/21/01) titled Reference Checks for Certificated Cidates to all principals. It reminded principals that all cidates must have at least one reference check on file before hiring can be completed. Principals who obtain references may fax or send m by school mail to Personnel Services Division. re was no evidence that a completed interview sheet was routinely submitted as part of employment process. 2. Bulletin P-7, Reference Check for Certificated Cidates, was distributed to all principals (9/21/01) a memo titled Reference Check for ew Subs informed Substitute Placement Clerk that no person would be hired without a reference check. 3. re was no written documentation outlining a substitute teacher hiring policy that included reference checks or a documented oral interview. However, it was assumed by Personnel Services Division staff that reference check policy extended to all substitutes. 4. Written correspondence has been developed signed by Director of Certificated Personnel to alert cidate of status of his/her employment application. Detailed instructions relative to obtaining a teaching position district s job fair are also included. In addition, a letter has been developed notifying cidate of an incomplete application. letter informs cidates of missing items that need to be submitted for employment consideration. 5. It was observed during visitation through written operational documents that faxes are used daily. For example, principals are instructed to send completed references via fax. Stard Implemented: Partially Rating: 4 December Self-Rating: 8 December ew Rating: 5 6 Personnel Management

7 3.9 Certificated Recruitment Selection Professional Stard district systematically initiates follows up on experience reference checks on all applicants being considered for employment. Progress on Recommendations Improvement Plan 1. Bulletin P-7, Reference Checks for Certificated Cidates, has been revised issued (9/21/01) to all principals. o similar written policy or bulletin was submitted regarding required references for certificated substitutes. A memo was sent to Substitute Placement Clerk to inform her of reference requirement provide operating instructions. 2. Both Personnel Services Bulletin P-7 memo ( ) Reference Checks for ew Subs emphasized that a minimum of one reference check had to be on file before any employee could report to work. 3. Director, Certificated Personnel, has discussed reference requirements procedures with principals. Reference forms can be downloaded from files, or, upon request, forms are sent through school mail. Stard Implemented: Partially Rating: 2 December Self-Rating: 7 December ew Rating: 5 Personnel Management 7

8 4.2 Classified Recruitment Selection Legal Stard Employment procedures practices are conducted in a manner that ensures equal employment opportunities. Written hiring procedures are provided. (Education Code ) Progress on Recommendations Improvement Plan 1. Personnel Services Division uses a spreadsheet application at Senior Personnel Assistant s desk to track progress of personnel requisitions. information is primarily used by Senior Personnel Assistant, although it is placed on H drive for viewing by schools or offices. information is very limited does not reflect current status of personnel action. Information regarding filling of regular ongoing positions is not included. Personnel does not have a process for identifying positions that have not been filled within some predetermined guidelines. 2. Classified Personnel Department has not established a process whereby supervisors are asked to assist in development of appropriate promotional examination materials. Personnel has begun, on a selected basis, to involve supervisors, but it has not been institutionalized. As district begins to update job descriptions qualifications, identification of appropriate testing materials should be improved. 3. Personnel Services Division includes a one-page document on its Web page that describes classified employee selection process for applicants. draft of Operational Procedures Manual also includes a flow chart portraying process for initiating a new position filling existing vacancies. assessment team was not provided any detailed procedure that set forth steps required of supervisors to initiate filling a position subsequent steps to be taken by Personnel Office. 4. district has presented to Local 1 a comprehensive bargaining proposal that would modify existing contract language in hiring, promotions transfers. proposed language would include or criteria in addition to seniority when considering applicants. 5. Personnel Services Division has currently set a meeting in ovember to examine district s practices with regard to use of temporaries substitutes. Personnel Services Division has not yet modified its practices; however, Personnel Services Division is working with Legal Services to determine appropriate practices. 6. district has presented to Local 1 a bargaining proposal that would allow district to post vacancies that occur during summer recess. 8 Personnel Management

9 Stard Implemented: Partially Rating: 0 December Self-Rating: 5 December ew Rating: 3 Personnel Management 9

10 5.1 Employee Orientation Professional Stard Initial orientation is provided all new staff. Progress on Recommendations Improvement Plan 1. district provides an orientation program that is comprehensive ongoing during year. A consultant has been hired to develop an orientation video that includes district expectations, employee rights responsibilities, employee support services available, how to succeed in West Contra Costa Unified School District. 2. Personnel Services Division provides assistance to new employees in understing payroll benefit entitlement requirements compliance issues. A checklist is used to assure completion of all employment requirements. 3. re is no evidence of principals or supervisors involvement in planning presenting orientation programs for certificated employees. It was reported that principals supervisors would be involved in annual planning meetings for new teachers. 4. ew Teacher Hbooks have been developed for elementary secondary employees. Hbooks are comprehensive include excellent material for new teachers. 5. ew Teacher Hbooks an orientation video will be used distributed in induction of new employees for school year. Stard Implemented: Partially Rating: 5 December Self-Rating: 6 December ew Rating: 6 10 Personnel Management

11 6.3 Operational Procedures Professional Stard Personnel Services Division has an operational procedures manual for internal department use in order to establish consistent application of personnel actions. Progress on Recommendations Improvement Plan 1. Personnel Services Division has designated Confidential Senior Personnel Assistant as point person for coordinating monitoring development of an Operational Procedures Manual. 2. assessment team was provided a copy of Operational Procedures Manual for Personnel Office. format of material is not uniform appears to be a compilation of existing documents into one binder. This manual is currently under development has not been distributed outside personnel office. district currently is working to determine an appropriate format. 3. leadership team agendas included an item covering an update on development of an Operational Procedures Manual. Stard Implemented: Partially Rating: 1 December Self-Rating: 7 December ew Rating: 6 Personnel Management 11

12 6.4 Operational Procedures Professional Stard Personnel Services Division has a process in place to systematically review update job descriptions. se job descriptions shall be in compliance with Americans with Disabilities Act (ADA) requirements. Progress on Recommendations Improvement Plan 1. district on October 1,, retained services of a personnel consultant to review, revise update all district job descriptions for ADA compliance during period October 15,, through 30, Thus far, none of job descriptions have been revised. re is no specific timeline for completing various tasks associated with revising implementing job descriptions. 2. personnel consultant has been assigned responsibility for establishing a uniform format for job descriptions. district union have been provided sample copies of job descriptions prior to finalizing on format to be used. 3. district has indicated that it intends to secure from Local 1 union an agreement that anytime re is a change in a classification s salary allocation, re will be a corresponding agreement that district may revise job description to reflect current duties. 4. It was reported to assessment team that personnel consultant is responsible for providing training to existing staff on principles techniques used to analyze positions. current Consultant Services Agreement form does not include such inservice training as a service to be rendered by consultant. Stard Implemented: Partially Rating: 2 December Self-Rating: 5 December ew Rating: 4 12 Personnel Management

13 7.2 State Federal Compliance Legal Stard Governing Board requires every employee to present evidence of freedom of tuberculosis as required by state law. (Education Codes ) Progress on Recommendations Improvement Plan 1. district has done initial research into model policies regulations covering tuberculosis testing for employees. It was reported that research will continue until a policy regulations are completed adopted by Governing Board. 2. assessment team was presented a new Operational Procedures Manual for division. Included in this hbook is a page regarding tuberculosis testing, containing three basic statements concerning testing for new current employees. This information can form basis for necessary step-by-step procedures that detail how individuals in division process tests for new employees as well as how division staff monitor current employees, including notification follow-up by letter or or forms of communication. 3. Personnel Services Division is working with district legal counsel to review tuberculosis testing requirements for new current employees. This work is designed to result in development of uniform consequences for those employees who fail to comply with such requirements. 4. Personnel Services Division is working with Management Information Services (MIS) to explore feasibility of using BiTech computer system applicant tracking /or credentials modules to track names of current employees ir tuberculosis renewal dates. y are also exploring capabilities of system to create computer-generated reminder letters to individual employees as ir renewal dates approach. Stard Implemented: Partially Rating: 4 December Self-Rating: 5 December ew Rating: 4 Personnel Management 13

14 7.4 State Federal Compliance Legal Stard A clear, implemented policy exists on prohibition of discrimination. (Government Code ) Progress on Recommendations Improvement Plan 1. Personnel Services Division is working with district s legal counsel to review current district policies regulations on discrimination. This process also involves review of CSBA three or school district policies regulations to develop language concepts to be included in district revisions. 2. District legal counsel is working with administrators in different divisions to review scope of district documents materials requiring inclusion of a nondiscrimination statement. It was reported that, upon adoption of a new policy regulations on discrimination, a stard nondiscrimination statement would be developed used in all district materials postings. 3. District legal counsel is investigating procedures used by or school districts that systematically ensure proper placement review of employment-related legal notices at each work site. Legal counsel will be working with Personnel Services Division to develop a plan for placement, review replacement of postings on an annual basis. Stard Implemented: Partially Rating: 4 December Self-Rating: 5 December ew Rating: 4 14 Personnel Management

15 7.6 State Federal Compliance Legal Stard Duties to be performed by all persons in classified service or positions not requiring certification are fixed prescribed by Governing Board. (Education Code ) Progress on Recommendations Improvement Plan 1. Personnel Services Division recently engaged a consultant to review revise all position descriptions in district. This process is designed to result in uniform formats meet necessary ADA requirements. process began in October, is scheduled for completion by 30, It was reported that Personnel Services Division would be developing procedures guidelines for periodic review updating of all position descriptions to be included in new Operational Procedures Manual. 3. At completion of position description review revision process, Personnel Services Division plans to present position descriptions to Governing Board for approval set up a schedule for annual review. 4. As part of current review revision process, consultant is meeting with representations from each bargaining unit. Personnel Services Division plans to develop strict procedures timelines for review of future revisions by bargaining units to include results in Procedures Manual. Stard Implemented: Partially Rating: 3 December Self-Rating: 5 December ew Rating: 4 Personnel Management 15

16 7.8 State Federal Compliance Legal Stard Current position descriptions are established for each type of work performed by certificated classified employees. (Education Code ) Progress on Recommendations Improvement Plan 1. Personnel Services Division recently engaged a consultant to review revise all position descriptions in district. This process is designed to result in uniform formats meet necessary ADA requirements. process began in October, is scheduled for completion by 30, It was reported that Personnel Services Division would be developing procedures guidelines for periodic review updating of all position descriptions to be included in new Operational Procedures Manual. 3. At completion of position description review revision process, Personnel Services Division plans to present position descriptions to Governing Board for approval set up a schedule for annual review. 4. As part of current review revision process, consultant is meeting with representatives from each bargaining unit. Personnel Services Division plans to develop strict procedures timelines for review of future revisions by bargaining units to include results in Procedures Manual. Stard Implemented: Partially Rating: 3 December Self-Rating: 5 December ew Rating: 4 16 Personnel Management

17 8.3 Uses of Technology Professional Stard certificated classified departments of Personnel Services Division have in place an applicant tracking system. Progress on Recommendations Improvement Plan 1. Personnel Services Division Technology Plan (ovember ) presented to assessment team contained four components: (1) Hardware, (2) Software, (3) Training, (4) Monitoring. text of plan is a progress report of what has occurred what is scheduled for rest of fiscal year. plan contained no short- long-term goals/objectives, timelines or maintenance elements. Currently, applicant tracking credential monitoring modules are operative; classified applicant tracking is scheduled to be operative at end of ovember. 2. technology focus group of Personnel Services Division has six leadership team members who are scheduled to meet every Friday (for two hours starting at 9 a.m.) to discuss computer issues. During October BiTech training, staff was able to convey request reports critical data fields on computer screens. Stard Implemented: Partially Rating: 1 December Self-Rating: 4 December ew Rating: 5 Personnel Management 17

18 8.4 Use of Technology Professional Stard Personnel Services Division has in place a program of providing funds time for staff training skills development in use of computers. Progress on Recommendations Improvement Plan 1. Two senior personnel assistants are currently being cross trained in operation of substitute calling system. In addition, person hired to fill vacant Workers Compensation Clerk position will also be cross trained in future. 2. A memo titled HR Training from Management Information Services outlining opportunities in Empmstr, Emppay, CDH Assign PC was sent to Personnel on 7/ 9/01. re was no information or documentation of staff attendance or documentation encouraging staff to attend classified personnel workshops. 3. Director of Classified Personnel is designated leadership team member responsible for an in-house staff development activities program or plan. re was no evidence of an in-house staff development plan or documentation of past or present internal staff development activities. 4. Training was conducted in October for recently installed Applicant Tracking Credentials modules. Furr training is scheduled for ovember. Stard Implemented: Partially Rating: 1 December Self-Rating: 7 December ew Rating: 4 18 Personnel Management

19 8.5 Use of Technology Professional Stard Personnel Services Division utilizes latest technology to provide staff clients with improved communication (e.g., voice mail, fax, ). Progress on Recommendations Improvement Plan 1. Several personnel desk manuals contained a draft of a guide titled Communication Policy Procedure. guide s purpose is to define both Personnel Services communication etiquette stards technical operation of telephone equipment. 2. Management Information Services (MIS) has contracted an outside vendor to install ovell system, which will change district s current two platform system to one. Installation is scheduled for January Personnel Services Division has an informative Web page that enhances its outreach in recruitment, 24-hour classified certificated job hotlines, Quick Reference Personnel Directory, a soon-to-be-improved system (January 2002). 4. With assistance of Associate Superintendent of Business Operations, Management Information Services (MIS) Personnel Services Division were able to purchase 20 computers with licenses that are compatible to BiTech. In addition, MIS is contracting with an outside vendor to rewire (Ernet) Personnel Services Division building. Stard Implemented: Partially Rating: 4 December Self-Rating: 5 December ew Rating: 5 Personnel Management 19

20 8.6 Use of Technology Professional Stard Personnel Services Division has computerized its employee database system, including but not limited to credentials, seniority lists, evaluations, personnel by funding source, program, location, workers compensation benefits. Progress on Recommendations Improvement Plan 1. Assistant Superintendent of Personnel Services has designated both senior personnel assistants as point persons to work with Budget Management Information Services (MIS) to implement position control applicant tracking. 2. applicant tracking credentials monitoring modules have been installed as of October using BiTech system. Staff has undergone initial user training has provided MIS input in data elements needed types of reports necessary for information daily operations. 3. Although a Personnel Services Technology Plan was presented to assessment team, document was more of a technology progress update report than a plan. A plan with timelines, outlining short- long-term goals objectives addressing equipment, training, maintenance, funding was not presented for review. 4. Scheduled leadership team meetings are conducted on Fridays from 9 to 11 a.m., agenda time is allotted for technology. However, re was no documentation of ideas, suggestions or recommendations as a result of those interactions. Stard Implemented: Partially Rating: 2 December Self-Rating: 6 December ew Rating: 5 20 Personnel Management

21 9.5 Staff Training Professional Stard district provides training for all management supervisory staff responsible for employee evaluations documentation. Progress on Recommendations Improvement Plan 1. FRISK training will take place March 6, 2002, for managers supervisors. 2. Personnel Services Division is monitoring certificated classified evaluations. Documentation dated 9/29/01 10/15/01 indicates that a number of schools departments have not submitted evaluations for school year. 3. A Teacher Evaluation Workshop for principals was held on October 2,, using five focus areas: literacy, math, Close Gap (in reading math), High School Exit Exam. A contract management meeting was held September 27,, for cook/ managers. agenda focused on evaluations discipline/grievance process. Personnel Services Division also has scheduled two series of contract review sessions for supervisors on Local 1 collective bargaining agreement, with focus on evaluation process grievance/disciplinary process. Five days in ovember were established, two of which have been held. Stard Implemented: Partially Rating: 4 December Self-Rating: 7 December ew Rating: 5 Personnel Management 21

22 9.6 Staff Training Professional Stard district provides training opportunities to managers in leadership development supervision. Progress on Recommendations Improvement Plan 1. FRISK training is scheduled for March 6, 2002, for all managers supervisors. 2. Principal training is ongoing continuing throughout year. An evaluation training program for principals took place on October 2,. Training sessions for classified managers held its initial training on September 27,, with ors scheduled throughout year. Stard Implemented: Partially Rating: 4 December Self-Rating: 7 December ew Rating: 6 22 Personnel Management

23 10.2 Evaluation/Due Process Assistance Professional Stard Stards for evaluation of management supervisors will be developed implemented. Progress on Recommendations Improvement Plan 1. district has not started any negotiations with classified supervisors. Any evaluation instrument for classified supervisors will come out of process. 2. district is presently in process of negotiating a new evaluation instrument management guide with West Contra Costa Administrators Association. first meeting is scheduled in ovember. evaluation instrument will be based on California stards for school administrators. 3. At present time, no specific proposals are on negotiations table with supervisors or managers that address how well managers evaluate those y supervise. 4. Beginning October 15,, Personnel Services Division began providing Cabinet with a monthly classified listing of overdue evaluations. Certificated evaluations not completed for school year were submitted by Personnel Services Division to Area Administrator Cabinet members on September 29,. re are no written procedures that address se notifications. Stard Implemented: Partially Rating: 2 December Self Rating: 4 December ew Rating: 3 Personnel Management 23

24 10.5 Evaluation/Due Process Assistance Professional Stard Personnel Services Division has developed an evaluation hbook for management supervisory training. Progress on Recommendations Improvement Plan 1. re is presently no certificated evaluation hbook; however, district United Teachers of Richmond have developed a pilot evaluation project that y plan to use at two sites this year. In-service plans were taking place at time of assessment team visitation. Finalization of project hbook will provide district with a valuable training tool. 2. re is presently no classified evaluation hbook. Personnel Services Division reported that a target date of July 1, 2002, has been set for its completion. 3. On October 2,, Personnel Services Division provided a Teacher Evaluation Workshop that provided hbook materials. FRISK training for certificated managers was offered during August 8-12 administrator workshops. On March 6, 2002, additional FRISK training will take place for managers/supervisors. ew managers/ supervisors will attend sessions beginning at 2 p.m., while all or managers/ supervisors will join m at 3:45 p.m. Classified managers were provided evaluation workshops September 27,, ovember 6,. Stard Implemented: Partially Rating: 0 December Self-Rating: 3 December ew Rating: 2 24 Personnel Management

25 12.5 Employer/Employee Relations Professional Stard Personnel Services Division has a process in place that provides management Governing Board with information on impact of current contract language all new bargaining proposals (e.g., fiscal, staffing, management flexibility student outcomes) on district operations. Progress on Recommendations Improvement Plan 1. District legal counsel, outside legal counsel administrators from Personnel Services Division have worked with principals or district administrators to review collective bargaining agreements to assess problem areas, including contract language impacting employee selection assignment. Detailed analytical documents were prepared shared with Cabinet Governing Board for ir use in developing initial contract proposals to unions for - negotiations. 2. Governing Board met multiple times to review information from Study, which compares West Contra Costa Unified School District/United Teachers of Richmond contract language with Mt. Diablo, Oakl Vallejo school district contracts, in addition to alternative contract language developed by district s attorneys. se meetings resulted in establishment of priorities for several proposed changes during contract negotiations. 3. district s initial contract proposals for -2002, to both United Teachers of Richmond (UTR) Local 1, include proposed changes in contract language concerning selection, assignment transfer of employees. Stard Implemented: Fully - Substantially Rating: 6 December Self-Rating: 8 December ew Rating: 8 Personnel Management 25

26 26 Personnel Management

27 Chart of Personnel Management Stards Progress Ratings Toward Implementation of Improvement Plan Personnel Management 27

28 28 Personnel Management

29 R not reviewed Personnel Management targeted for review 29 Management Personnel addressed be to Stard Rating ec. D s Focu ec. D g Ratin 2002 Focus 1.1 manual procedures policy detailed updated An responsibilities delineates which exists office. personnel of aspects operational 7 R 1.2 for roles clarified defined clearly has district recruitment, to relative administration board employees. of dismissal evaluation hiring, 7 R 1.3 Mission a developed has Division Personnel staff. personnel for direction clear sets that Statement 0 1 R 1.4 chart organizational an has Division Personnel positions names, include which chart functions a Division. Personnel in staff all of functions job goals established has Division Personnel that goals district's to related directly objectives annually. updated reviewed are 0 1 R 1.6 goals developed have members staff Individual a responsibility of areas ir in objectives plan. development professional personal 3 R 1.7 activities monthly a has Division Personnel personnel ongoing of lists accompanying calendar meetings. planning at staff by reviewed be to activities of member a is head Division Personnel decision in participates Cabinet Superintendent's process. in early making 0 1 R 2.1 technological latest utilizes Division Personnel communications. outgoing incoming for equipment 5 6

30 Personnel Management (continued) Stard to be addressed Rating Dec. Focus Dec. Rating 2002 Focus 2.2 Personnel Business divisions have developed distributed a menu of services which includes activities performed, individual responsible, telephone numbers where y may be contacted. 5 R 2.3 Personnel Division provides an annual report of activities services provided during year. 10 R 2.4 Personnel Division staff is cross-trained to respond to client need without delay. 1 R 2.5 Personnel Division holds regularly scheduled staff meetings Various publications are provided on a number of subjects to orient inform various clients. 4 R 3.1 governing board will provide equal opportunities for all persons without regard to race, color, creed, sex, religion, ancestry, national origin, age, or disability (EC ). 6 R 3.2 Employment procedures practices are conducted in a manner that ensures equal employment opportunities. Written hiring procedures are provided. 6 R 3.3 job application form requests information which is legal, useful, pertinent, easily understood Personnel Division recruitment plan includes a training component for district recruitment team. 7 R 3.5 recruitment plan identifies placement centers, colleges publications where re are significant numbers of cidates to meet district's diverse needs. 6 R 30 Personnel Management R not reviewed targeted for review

31 Personnel Management (continued) Stard to be addressed Rating Dec. Focus Dec. Rating 2002 Focus 3.6 recruitment plan provides a cost estimate (included in division budget) for recruitment program. 6 R 3.7 A summary or evaluation of results of year's recruitment efforts is provided in written form. 6 R 3.8 Selection procedures are uniformly applied district systematically initiates follows up on experience reference checks on all applicants being considered for employment. governing board will provide equal employment opportunities for persons without regard to race, color, creed, sex, religion, ancestry, national origin, age or disability (EC ). Employment procedures practices are conducted in a manner that ensures equal employment opportunities. Written hiring procedures are provided (EC ) R job applicant form requests information that is legal, useful, pertinent, easily understood. 4 R 4.4 recruitment plan identifies various recruitment sources utilized in search process for numerous position classifications. 6 R 4.5 district systematically initiates follows up on all applicants being considered for employment. 6 R 4.6 Appropriateness is evident. of required tests for a specific position 5 R R not reviewed Personnel Management targeted for review 31

32 Personnel Management (continued) Stard to be addressed Rating Dec. Focus Dec. Rating 2002 Focus 4.7 A summary of recruitment efforts for year is provided in written form. 10 R 5.1 Initial orientation is provided for all new staff Personnel Division provides orientation hbooks for new employee orientation in all classifications: substitutes, teachers classified employees. 3 R 5.3 Personnel Division has developed a video of district activities expectations for new employee orientation. 0 R 6.1 Personnel to-date. files are complete, well- organized up- 4 R 6.2 Personnel Division non-management staff members have individual desk manuals for all of personnel functions for which y are held responsible. 0 R 6.3 Personnel Division has an operation procedures manual for internal department use in order to establish consistent application of personnel actions Personnel Division has a process in place to systematically review update job descriptions. se job descriptions shall be in compliance with Americans with Disabilities Act (ADA) requirements Personnel Division provides an office environment with appropriate furniture, equipment, materials. 4 R 6.6 Personnel Division has procedures in place which allow for both personnel payroll staff to meet regularly to solve problems which develop in process of new employees, classification changes employee promotions. 5 R 32 Personnel Management R not reviewed targeted for review

33 Personnel Management (continued) Stard to be addressed Rating Dec. Focus Dec. Rating 2002 Focus 6.7 Wage salary determination ongoing implementation are hled without delays conflicts (substitutes, temporary employees, stipends, shift differential, etc.). 6 R 6.8 Regulations or agreements covering various types of leaves are fairly administered. 10 R 6.9 Personnel staff members attend training sessions/workshops to keep abreast of most current acceptable practices requirements facing personnel administrators. 3 R 6.10 Personnel Division provides employees with appropriate forms for documenting requested actions (i.e., leaves, transfers, resignations, retirements). 10 R 6.11 Established staffing formulas dictate assignment of personnel to various sites programs. 4 R 7.1 Policies regulations exist regarding implementation of AB 1610 AB 1612 on fingerprinting requirements. Education Codes: 44237, 45125, , , , , R governing board requires every employee to present evidence of freedom from tuberculosis as required by state law (EC 44839, 49406). o person shall be employed as a teacher's aide unless that person has passed basic reading, writing, mamatic skills proficiencies required for graduation from high school (EC ). A clear implemented policy exists on prohibition of discrimination (Government Code 11135) R 4 4 R not reviewed Personnel Management targeted for review 33

34 Personnel Management R not reviewed targeted for review 34 (continued) Management Personnel addressed be to Stard Rating ec. D s Focu ec. D g Ratin 2002 Focus 7.5 valid more or one hold persons certificated All allow which diplomas life or credentials certificates, in designated services school in engage to holder document he t ) (EC 6 R 7.6 classified in persons all by performed be to Duties certification requiring not positions or service (EC board governing by prescribed fixed are 45109) a of maintenance for requirements growth Professional 44277). (EC exist credential valid 0 1 R 7.8 each for established are descriptions position Current classified certificated by performed work of type 35020). (EC employees all which by process a established has district been have training notices/in-service required reporting, abuse child i.e., documented, performed nonharassment, sexual pathogens, blood-borne 8355). GC 44691, (EC etc. discrimination, 0 1 R 7.10 on policies IX Title with compliance in is district posting 12950(a) Code Government discrimination discrimination. or harassment concerning requirements 8 R 7.11 Consolidated with compliance in is district (COBRA) of Act Reconciliation Budget Omnibus 0 1 R 7.12 Medical Family with compliance in is district proper posting including (FMLA) Act Leave notifications. 9 R 7.13 with Americans with compliance in is district application in 1990 of (ADA) Act Disabilities discharge, or advancement hiring, procedures, terms, or training job compensation, employment. of privileges conditions, 4 R

35 Personnel Management (continued) Stard to be addressed Rating Dec. Focus Dec. Rating 2002 Focus 7.14 district has identified exempt nonexempt employees has promulgated rules regulations for overtime which are in compliance with Fair Labor Stards Act California statutes. 1 R 8.1 An online position control system is utilized is integrated with payroll/financial systems. 3 R 8.2 Personnel Division provides an automated substitute calling system. system should have ability to input retrieve data. Data should be distributed to site program managers. 7 R 8.3 certificated classified departments of Personnel Division have in place an applicant tracking system Personnel Division has in place a program of providing funds time for staff training skills development in use of computers Personnel Division utilizes latest technology to provide staff clients with improved communications (i.e., voice mail, fax, ) Personnel Division has computerized its employee database system including, but not limited to: credentials, seniority lists, evaluations, personnel by funding source, program, location, workers' compensation benefits. 2 5 R not reviewed Personnel Management targeted for review 35

36 Personnel Management (continued) Stard to be addressed Rating Dec. Focus Dec. Rating 2002 Focus 9.1 district has developed a systematic program for identifying areas of need for in-service training for all employees. 7 R 9.2 district shall make provisions for department- directed staff development activities (EC 52034(g)). 8 R 9.3 Teachers or professional school services personnel are provided diversity training (EC 44560). 10 R 9.4 district has adopted policies procedures regarding recognition reporting of sexual harassment (GC 12940). 7 R 9.5 district provides training for all management supervisory staff responsible for employee evaluations district provides training opportunities to managers supervisors in leadership development supervision. Training topics might include: interpersonal relationships, effective supervision, conflict resolution, cultural diversity, gender sensitivity, team building, etc district develops hbooks materials for all training components. 6 R 10.1 evaluation process is a regular function related to each employee involves criteria related to position. 4 R 10.2 Stards for evaluation of management supervisors will be developed implemented A clear policy practice exists for written evaluation assessment of certificated employees. (EC 44663) 5 R 36 Personnel Management R not reviewed targeted for review

37 Personnel Management (continued) Stard to be addressed Rating Dec. Focus Dec. Rating 2002 Focus 10.4 Personnel Division provides a process for monitoring of employee evaluations accountability reporting of ir completion. 4 R 10.5 Personnel Division has developed an evaluation hbook for management supervisory training Personnel Division has developed due process training for managers supervisors. 4 R 10.7 Personnel Division has developed a process for providing assistance to marginal employees (remediation). 0 R 10.8 district has developed a plan to address a Peer Assistance Review Program (PAR) (EC 44498, , 44662, 44664). 4 R 11.1 Personnel Division has developed a program for retirement counseling, including: STRS counseling, PERS counseling, "life after retirement." 7 R 11.2 Personnel Division has developed recognition programs for all employee groups. 9 R 11.3 Personnel Division has available to its employees various referral agencies to assist employees in need. 6 R 11.4 Employee benefits are well understood by employees through periodic printed communications provided by Personnel Division. 3 R 11.5 Personnel Division provides new hires with a detailed explanation of benefits, effective date of coverage, along with written information outlining ir benefits when enrollment forms must be returned to implement coverage. 4 R 11.6 Employees are provided state's injury report form (DWC Form 1) within one working day of having knowledge of an injury or illness. 9 R 11.7 district notifies third party admiistrator of an employee's claim of injury within five working days of having knowledge of injury forwards a completed Form 5020 to insurance authority. 10 R R not reviewed Personnel Management targeted for review 37

38 Personnel Management R not reviewed targeted for review 38 (continued) Management Personnel addressed be to Stard Rating Dec. Focus Dec. Rating 2002 Focus 11.8 experiences compensation workers' district to periodically reported are activities Cabinet. Superintendent's 8 R 11.9 in involved actively is unit compensation workers' to opportunity an with workers injured providing program. duty modified a in participate 0 1 R California maintains unit compensation workers' at posted is copy a sites work all for log OSHA as Feburary of month during site work each required. 0 1 R competitive are benefits schedules alary S 5 R 12.2 adminstrators site-level involves Division Personnel making decision relations labor bargaining in process. 5 R 12.3 managers all provides Division Personnel in training classified) (certificated supervisors grievance on emphasis with management contract administration. process 4 R 12.4 defined clearly a provides Division Personnel (i.e., groups employee its with bargaining for process interest-based). traditional, 6 R 12.5 that place in process a has Division Personnel with Education of Board management provides proposals bargaining of impact on information student flexibility, management staffing, fiscal, (i.e., outcomes) forms defined clearly provides Division Personnel its for grievances of hling in procedures supervisors. managers 6 R 12.7 are settlements negotiated proposals Bargaining allow public law to with accordance in "sunshined", implications cost of understing input of children on effects importantly, most district. 0 1 R