Staffing 101. NSW Department of Education & Training

Transcription

1 Staffing 101 In this Introduction to School Staffing course we will look at: The School Staffing Calendar What is OMSEE and how do I use it? How do I read my school s Entitlement Report? The Staffing Agreement Managing my school s staffing

2 AER OMSEE AER FTE OTS CEPS PPT TTP GSL GSU ESC PLO

3 Answers AER Anticipated Enrolment Return OMSEE Online Management of School Enrolments and Entitlements AER Actual Enrolment Return FTE Full Time Equivalent OTS Online Transfer System CEPS Casual Employment Payroll System PPT Permanent Part Time GSU General Scale Upper (Yrs 11-12) TTP Temporary Teacher Program ESC Employee Service Centre GSL General Scale Lower (Yrs 7-10) PLO Principal Liaison Officer

4 Staffing of Schools 2011: Key dates for Principals Date Due Action 11 August 2010 Anticipated 2011 student enrolments submitted 25 August 2010 Anticipated 2011 teacher entitlements published 1 September September 2010 Retirements and resignations for 2011 submitted (for separations taking effect from 28 January 2011) Anticipated variations to teacher staffing submitted, including anticipated vacant positions and nominated transfers 22 October 2010 Leave without pay and long service leave applications submitted for 2011 (for leave commencing 28 January 2011) 12 November December 2010 Part-time leave without pay and maternity leave applications submitted for 2011 (for leave commencing 28 January 2011) Last opportunity to submit revised anticipated enrolments for 2011

5 School Staffing Calendar Guides the school staffing process for both schools and Staffing Services Is published each year on the OMSEE site for your reference Please note the key dates on your School Calendar and ensure your executive and staff are also aware of the key dates and deadlines

6 School Staffing Process August Principals submit anticipated 2011 enrolments on OMSEE Staffing Services publishes anticipated 2011 staff entitlements on OMSEE October; November LWOP and LSL for 2011 submitted for leave commencing Jan 2011 P/T LWOP and Maternity Leave applications submitted for 2011 for leave commencing Jan December Last opportunity for principals to submit revised anticipated enrolments on OMSEE Note: this is the last day of Term 4

7 School Staffing Process Continued January Notify Employee Service Centre of staff who have not entered on duty or who have not returned February Principals submit actual enrolments of 2011 on OMSEE Staffing Services publishes actual teachers and SASS staffing entitlements on OMSEE March Principals submit staffing variations ie vacancies or nominated transfers on OMSEE (AER Staffing Details Notification)

8 What is OMSEE And how do I find it?

9 OMSEE is your online link to SS for managing your staffing OMSEE is automatically available to: Principals Assistant Principals Deputy Principals School Administrative Managers

10 OMSEE is the online management of school enrolments and entitlements and can be found on your My Applications section of the DET Staff Portal. This system is used by principals to: submit anticipated, actual and revised enrolments notify of vacancies and variations in staffing request that vacancies be filled view staffing entitlements and details of current school staff view active staff transfers activate the reclassification process for positions at their school - And it provides advice to principals on the procedures for nomination for transfer of teachers and the staffing entitlements formulae for both teachers and SASS.

11 OMSEE AER Home

12 August/February Enter Anticipated/Actual Student Enrolments on OMSEE Anticipated: best guess Actual: exact

13 To find OMSEE: Login to the DET Portal

14 Don t forget to accept!

15 My applications Select the My applications tab

16 My applications page Scroll down until you reach OMSEE

17 OMSEE - Management of School Staffing Online management of school enrolments and entitlements Select OMSEE

18 OMSEE Login Same as your Portal Login

19 OMSEE AER Home

20 Entering your Student Enrolment numbers Step by Step AERs: August and February

21 Anticipated Student Enrolment Anticipated Staffing Entitlement Global Budget

22 Actual Student Enrolment Adjusted Staffing Entitlement Global Budget Adjusted Semester 2

23 Preparing to submit your Anticipated AER You can check your enrolment history on the OMSEE site

24 Enrolment History Select Enrolment History to view anticipated and actual enrolments for three years

25 Enrolment History

26 Before You Enter Student Details How Do You: Consider your school s enrolment history and current issues that are likely to impact Gather as much information about your current students intentions for the following year as you can Research probable enrolments for the following year

27 Entering Student Details Support students Mainstream students

28 OMSEE Menu Options Student details for support classes Click on your AER menu Select Student details for support classes to view your school s information

29 Support Classes Also found on OMSEE front page Select the Year and Form Type to view details e.g. New 2010 Anticipated

30 Student Details for Support Classes form Complete the details as required or add as new

31 Entering Student Details for Secondary Students on OMSEE Select Secondary Students to view your school s Secondary Student Enrolment Return

32 Secondary Student Enrolment Return Select the Year and Phase to view details e.g Anticipated

33 Preparation of Enrolment Returns Best Practice Statement Advice for Principals Anticipated Enrolments 2010 and Audit advice to Principals are found on the AER School Home page Appendix A in the Advice for Principals provides advice on ensuring that student enrolment numbers are accurate and verifiable

34 Key Points AER numbers must be supported by appropriate documentation available in the school Students must be present on the date of the return s submission; or Have attended in the current year and not informed the school they are leaving; or Have been absent up to the AER return date, but parents have advised the school in writing that the student will be returning before the end of Term 1

35 Special Care An enrolment form alone is not sufficient advice You must not form classes on the basis of unconfirmed enrolments Take special care that students are not double counted: eg, students in support classes; Intensive English classes and students taking VET classes through an external provider

36 Special Note for High Schools Accelerated students: Stage 5 students who are taking Stage 6 courses must be counted as 1.0 FTE Stage 5 students and cannot be counted towards Stage 6 enrolments Students enrolled through the International Students Centre cannot be included until they actually commence classes at your school

37 Audit Evidence A copy of the 2011 AER and any subsequent revised enrolment returns; All documents used to support the preparation of your AER; Written advice from parent, or a formal record of parent interview, to state that absent students will be returning before the end of Term 1, 2011

38 Full-Time enrolments Anticipated (August) Scroll down to view the different parts of the Student Enrolment Return

39 Part-Time & VET enrolments Scroll down to view the different parts of the Student Enrolment Return

40 Secondary Students Support Classes Revise button Each screen has FAQs Scroll down to view the different parts of the Student Enrolment Return

41 August/February Anticipated/Actual School Staffing Entitlements Published on OMSEE: August 25

42 Checking and Entering your Staff Information Once you have received your Staff Entitlement

43 Entitlement Reports Select Entitlement Reports to view your Enrolment & Entitlement Reports

44 Entitlement Reports Select the Year and Phase to view details e.g Anticipated

45 Explains how your Entitlement is calculated

46 Primary Entitlement Details

47 Secondary Entitlement Details

48 Reading My Entitlement Report: a Quick Quiz What is the difference between the Total School Enrolment and the Total Adjusted Enrolment number? Why are the senior enrolment numbers adjusted? How many DPs does this school have? Why is this school given an entitlement of 1.0 for the DP? What concessional entitlement is each HT given? The total of general scale 11/12 and 7/10 is 55.3 does this include your DPs and HTs? Why is this important? How many days per week has this school been given for STLA support? How many days per week has this school been given for ESL support? What is the maximum number of permanent full-time or part-time teachers this school is able to employ? If the school employs over 65.1 teachers, who will pay the additional salary cost? Anything else interesting about this report?

49 So I ve got my Entitlement: now what??? Keep note of all the staff changes that can occur as the year progresses: LSL LWOP Transfer Promotion Long Term sick Maternity leave PPT applications/ptlwop requests Retirements/resignations..etc, etc, etc

50 Your Staff List Permanent Temporary Leave (Code) Dates Comment Responsibilities (Concessions) Other Principal: 1 Wendy D DPs: John E Jane F Retiring 17 Dec 2010 English (5) Byron L HT William W Debating (1pd) Therese Z Year 7 Adviser (2 pds) Judy W (M;T) Ted J (W;T;F) PTLWOP (235) Jan Mary L LSL ( 245) 20 July 24 Sept Retiring 17 Dec Maths (5) Margie S HT Lyn B Mat L (240) 2010 Return Jan 2011 Jo R (PPT 0.6) (M;T;W) Max E 0.4 ( T;F) Unfilled Vac (250) (John E) DP Etc.. Entitlement 48.6 Additional to Linda T Dance teacher P&C

51 Transfer Applicants Select Transfer Applicants to view active teacher transfers for your school

52 Current Transfer Applicants List Displays a list of teachers who have active applications for transfer

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54 Monitoring Your Staffing Entitlement Your DP/HT Admin/AP who manages casuals and temps needs to know: who; for how long; status; which CEPS codes for which teacher on leave

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58 Monitoring Your Staffing Entitlement Your Timetablers need to know: the alignment of staff numbers in each faculty/special roles/full-time to part-time changes; job sharing arrangements; RFF arrangements You need to keep updating your staffing planning document and sharing updates with key staff as information becomes available Your school needs a culture of good communication and advance notice where possible of matters affecting your staffing It is good practice to check your information against the OMSEE 4 My School staff details list

59 OMSEE 4 Takes you through to OMSEE 4 My School which summarises your executive, SAO and full staff list

60 OMSEE 4: My School (Linked to Annual Review of Executive Entitlement on OMSEE) This screen provides you with: Calculated Executive entitlement Calculated SAM entitlement Calculated SAO entitlement Principal: details Executive: details Teachers: details SASS: Details Enrolment summary Support enrolments Projected enrolments

61 September Anticipated variations to teacher staffing submitted on OMSEE by principals, including vacant positions and nominated transfers: 1 st September

62 Managing Increases and Decreases in staff through the Staff Details Notification menu For decreases in staff entitlements: Follow nominated transfer process Refer to Reductions in Staff Entitlements procedures for the Nominations for Transfer of Teachers For increases in staff entitlements: Click on Staffing Details Notification Enter codes You can check school s history of vacancy notifications

63 For Vacancies/Reductions Select Staffing Details Notification to view or add vacancies or nominated transfers

64 For Staff Reductions Follow the Procedures for the Nominated Transfer of teachers

65 Staffing Details Notification Follow due dates Select the Year and Form to view details e.g. 2009

66 Staffing Details Notification Select New 2010 Anticipated Form to create a vacancy for 2010

67 2011 Staffing Details Notification Enter Nominated Transfer details Select Add New Vacancy to enter the vacancy details

68 Staffing Details Notification Scroll down to view the different parts of the Confirmed Vacancies report

69 Include reason for vacancy (eg retirement/resignation, transfer/promotion); The codes for this position; If you reach the suite of options, what option you would like to activate?; Any comments about this position you would like to add

70 Employing Temporary Teachers to fill Vacancies Take care when employing a Temporary against an unfilled vacancy at the start of the year employ for 4 weeks, then extend in stages in consultation with Staffing as the matching process progresses and the Actual ER is lodged Staffing Services should be consulted before any action is undertaken to cover long term leave vacancies by the engagement of casual or temporary teachers details of these vacancies should be included on the Staffing Details Notification Form ( Appendix B OMSEE Advice to Principals)

71 The Codes: Promotion and Transfer Procedures for School Teachers 2009 DET Intranet Employee Essentials Scroll down to Promotion and Transfer and click

72 Refer Page 26 Primary Subject / Teaching Area Codes Refer Page 34 Secondary Subject / Teaching Area Codes

73 Staffing Details Notification Scroll down to bottom of the report to view other vacancy positions

74 NB You can revise details if you need to. If you need to add to your list of vacancies, click on Revise for the screen where you can Add a New Vacancy or Add a New Nominated Transfer

75 How Staffing Responds Principal submits codes for the vacancy (no need to phone the Staffing Officer to let them know you are doing this unless there is a unique issue you need to discuss) Checked by Data and Classifications The Staffing Officer runs a match An appointment is made in line with the Staffing Agreement, which is in place until the commencement of Term 2, 2012 Once the codes are in, they re in!

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77 The Staffing Agreement Step 1 Filling classroom teacher positions: Staffing Services runs a computerised match for priority transfers and where there is a suitable match an appointment is made In filling substantive vacancies, Staffing Services will provide the highest priority for the placement of priority transfers (incentive, nominated, compassionate).

78 The Staffing Agreement Step 2 If there is no priority transfer match, the position is considered by Staffing Services for filling by: Aboriginal or Torres Strait Islander employment Resumption of Duty Targeted recruitment programs (Scholarships; Accelerated Teacher Training; Retraining; and Graduate Recruitment Program if Clause 3* is implemented) *Clause 3 the DET reserves the right to implement a Graduate Recruitment Program and fill up to 450 classroom teacher positions each year

79 The Staffing Agreement Step 3 If a vacancy is not filled through Step 1 or 2, Staffing Services runs a computerised match for service transfers Where a service transfer matches the position: o Where the last vacant transfer was not filled through service transfer, then the teacher will be appointed; or o Where the last vacant position at the school was filled through service transfer, then the school is able to choose from the suite of options in Step 4

80 The Staffing Agreement Step 4 The suite of options: The school selects the method of filling the vacant position from one of the options below: o Service transfer ( top match or selection from interested pool) o Employment (top match or interested pool) o Graduate recruitment ( top match or interested pool) o Open Advertisement (all qualified teachers can apply) Note: Except for the Graduate Recruitment option, the service transfer applicant from Step 3 who matches the position and has the highest number of transfer points, will be guaranteed an interview if they apply.

81 What does a match look like?

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83 OMSEE ENG

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86 Filling Vacancies You can identify a vacancy at any time through the year to assist with your planning and that of other principals of schools affected down the line It is not necessary to wait until the Anticipated Staffing Operation or the Actual Staffing Operation You can request an entry on duty date of the beginning of the following school year if your teacher vacancy is called after the beginning of Term 2 (provided there is no match to a priority transfer) For executive positions, earlier entry on duty dates are usually negotiated between principals

87 True or False???? Schools Anticipated Staffing Entitlement for 2011 was published on OMSEE on Wednesday 25 August You are able to revise your Anticipated AER after you have submitted it, up until the end of Term 4 When a school s position codes are matched against teachers codes, both the subject codes and skills and experience codes are always taken into account

88 True or False???? If your last vacancy was filled by a priority appointment, you can fill the next vacancy from the suite of options If a position s ad is not submitted to Staffing within 4 weeks of being approved, the position will be automatically rematched if a teacher from Steps 1,2 or 3 matches, then that appointment will go ahead and the ad will be cancelled

89 October LWOP and LSL Applications submitted for 2011 for leave commencing 28 January 2011

90 OMSEE Menu options Select Leave Advice to submit leave details for your staff

91 Leave Advice Select the appropriate form to enter leave details e.g Anticipated

92 Leave Advice form Complete the details as required or add

93 November Part Time LWOP and Maternity Leave applications submitted for 2011 for leave commencing 28 January 2011

94 December The last day of Term 4 is the last opportunity you have to submit revised anticipated enrolments for 2011 on OMSEE

95 February Advise Staffing of any staff who have not entered on duty Continue the cycle

96 OMSEE Menu options Select Teachers Who Did Not Enter on Duty

97 Teachers Who Did Not Enter on Duty Select the New 20XX Form to enter staff details

98 Teachers Who Did Not Enter on Duty Complete the details as required or add

99 February Complete the Actual Enrolment Return by the due date and await your confirmed Actual Entitlement Report Revise your staffing and curriculum accordingly

100 Who Can Help? Manager, School Staffing: teacher staffing Leader, School Staffing: teacher staffing Manager, School Staffing Systems: SASS; National Partnerships; TTP Manager, SASS Staffing Manager, Client Services: IR/OH&S complexities relating to staffing Principal Liaison Officer: help for principals HR Co-ordinator, 47 Schools Pilot Program

101 Sources of Advice In addition to OMSEE, there are two key websites which provide up to date advice for principals in the management of human resources: The Employment With Us DET internet website includes public information for the recruitment of staff, staffing processes for schools and the salary and conditions of staff: The Human Resources Directorate section of the DET s Intranet includes public and departmental information on the management of human resources: s/index.htm

102 Congratulations on completing Staffing 101: An Introduction to School Staffing

103 What s next?? Staffing 201 Looks at some common staffing issues in more detail: Working within the Staffing Agreement Managing your staffing entitlement The 47 Schools Devolution pilot The future: what s heading our way and the implications for school staffing

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