Charter School Hiring Process

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1 Charter School Hiring Process The Charter School Hiring Process is defined by the steps below. All forms listed below can be found on the Charter School website under the Forms dropdown menu. Schools should remember that the top section of the Charter School Authorization form (PBSD 2177) must be completed by the school, NOT by the employee. To ensure timely processing, please make sure your employee arrives to the District office with a valid driver s license, Social Security card, and a money order (if needed) for the fingerprinting/background check fee. NOTE: Please make sure that the employee knows to have each area of the form signed off before they can begin to work for your school. If an incomplete form is returned to you, the person will need to return to the District office to have it completed. Once complete, the Authorization form will note the person s EMPLOYEE ID number and the new employee can be entered into the District s PeopleSoft system. (For DOE Reporting purposes.) STEP 1 For Instructional Employees or Paraprofessionals ONLY Submit the Charter School Pre Clearance for Instructional/Title I Paraprofessional Applicants form (PBSD 2522) and any required documentation, via or fax, to the appropriate Certification Analyst in the PBC Certification Office. The Certification Analyst will evaluate the potential employee s information and let the school know whether or not the person is cleared, and, if instructional, the subject(s) they are cleared to teach. NOTE: The employee should not visit the Certification Office until the school has been notified of the employee s clearance status. STEP 2 For ALL Employees (Including Non Instructional and Temporary Employees) The Charter employee should bring the forms listed below, and any additional documentation required for Certification, to the District Office for processing along with a valid driver s license, Social Security card, and a money order, if needed, for fingerprint/background check processing. Charter School Authorization form (PBSD 2177) The top section must be filled out by the school. Employee must obtain signatures from each department noted on the form. (School Police, HRIM, Certification, Charter Office) Charter Employee Personal Information form (PBSD 2521) The employee completes this form and the HRIM team inputs the information into PeopleSoft. It is required for DOE Staff Survey Reporting. The Charter School retains this form. Charter School Pre Clearance form (PBSD 2522) (Instructional and Title I Paraprofessional Employees Only) The school gives a copy of the form to bring to the Certification Office. STEP 3 Employee returns all COMPLETED forms back to the school. Note: If the Charter School Authorization form is returned incomplete, the employee must return to the District Office to have the form completed before they can begin work. STEP 4 Charter School enters the job into PeopleSoft The Charter School will input the job information into PeopleSoft using the Employee ID (EMPLID) listed in STEP 2. The number can be found on the completed Charter School Authorization form (PBSD 2177). Step by Step instructions are available in the Entering New Employee Jobs manual found on the Charter School website under the Resources/PeopleSoft menu.

2 Processing Tips: Once the Job Data information is entered for employees in PeopleSoft, a process runs each evening to: Add the instructional employees in TERMS (the employee will not show up in TERMS until the next business day following the input of their position into Job Data). Create the District address. (Their address will not be visible in PeopleSoft Personal information until the next day, but the employee will not be able to view it until give Basic Access.) New Employee Access: Basic Access Takes up to four (4) days after the job has been created in PeopleSoft for basic access to be available. New Employees should contact the IT Service Desk to get set up with a District User ID and Password ( ). The Charter employee will use the District User ID/Password when accessing District , PeopleSoft, elearning, etc. (NOTE: If the employee needs to change their password, later, a Change/Reset Password link is available on the Charter website in the Quick Links box.) elearning is included with Basic Access, if the school participates with District Professional Development. Charter employees access elearning via the Telework link in the Quick Links menu on the Charter School website. More elearning information is available on the Charter School website under the Resources dropdown menu. Special Access* (Only for those employees needing additional access) The new employee must submit a PeopleSoft/Mainframe Charter School Access form (PBSD 2308C) to request specific additional access such as for PeopleSoft or for Mainframe/TERMS. (The Form is available via a link on the Charter website in the Quick Links box.) The employee must already have their District User ID and Password to complete this process. For PeopleSoft Access Fill out the PeopleSoft portion of the form. Sign and submit the form. It will be routed to the Charter School Department Office, who will route the form to IT Security. Please note: This access will only be granted to Principals and specific employees needing the ability to input into PeopleSoft. (Example: Head Secretary, HR Manager, etc.) For Mainframe Access Fill out the Mainframe/Terms portion of the form. Sign and submit the form. It will be routed to the Charter School Department Office, who will route the form to IT Security. Please note: This access will only be granted to specific employees needing the ability to input into Mainframe/TERMS. (Example: Data Processor) For BOTH PeopleSoft and Mainframe/TERMS access, fill out BOTH portions of the form. ESE Access (for ESE eforms) Employee must be in an ESE job code (Example: SLI and OT/PT). For additional assistance, contact the IT Service Desk at *Note: If both the Principal and HR Manager/Head Secretary are new, please contact the District s HRIM Department at or via at HRIM@palmbeachschools.org for assistance.

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