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LI'I*fLE ROCK SCHOOL DISTRICT POSITION CONTROL POLICY AND PROCEDURES MANUAL DRAFT MAY 10, 1993 NOTICE This policy and procedures manual has been developed by the Little Rock School District to provide direction and guidance in the processing of various personnel actions. The manual is designed to provide manual and data entry procedures to assist in accomplishing most personnel actions. The Human Resource Management System used by the Little Rock School District is one of several modules in the Comprehensive Information Management for Schools III (CIMS III) system. The CIMS III system is a product of National Computer Systems. For reference, consult the following user manuals: Human Resources Management System, Applicant Tracking System, 4F330. Human Resources Management System, Position Control System, 4F230 SECTION 1 POSITION CONTROL POLICY STATEMENT SECTION 1 POSITION CONTROL POLICY STATEMENT The Little Rock School District position control process is designed to provide a framework for successful personnel actions, sound stewardship of positions, and a base of accurate and timely information for decision-making. A quality position control process benefits all employees of the district every work day. A quality position control process requires the pride and professionalism of all employees. All positions in the Little Rock School District are authorized and allocated funding by the Board of Directors of the Little Rock School District. As administrator of the district, the Superintendent is ultimately responsible for the position control process. Accordingly, the Superintendent has directed all employees of the district to follow the policy and procedures outlined in this manual. The Director of Human Resources is the position control authority. Within the parameters set by the Board and Superintendent, the Director will have final approval on setting up new positions and initiating the hiring process. Prior to action, the Director will require the approval signature of the requesting Associate Superintendent (thereby acknowledging the position is necessary), and the approval signature of the Manager of Resources and School Support (thereby acknowledging that funds are available to support the position). The Director of Human Resources will maintain the Position Control Policy and Procedures Manual. All recommended changes must be submitted to the Director. The Director will be responsible for training on the position control system. Hiring managers must realize their key role and comply with the procedures outlined in this manual to ensure success. Paperwork must be initiated in a timely manner, be accurate in all respects, and reflect the proper accounting codes. SECTION 2 LRSD01 NEW HIRE LRSD(.U NDI HI RI A B F DISISION TO HIRE COMPLETE NDI POSITION REQUEST FORM YES PCS 301H UACANCY SET-UP C H J 0 Q YES PCS 301.11 CHANCE NECESSARY DATA PCS 301,12 CHANCE NECESSARY DATA PCS 301.13 CHANCE NECESSARY DATA PCS )00( XX GENERATE UACANCY NUPIBER RETURN AtfflTAT[]) COPY or NEW POSITION FORM TO MANAGER ]( NO SIT UP JOB CODES L PCS 301,11 ADJ) NECESSARY DATA N p ____, UBAYC ANSCIQY UFffIiCLEE NUPIBER R s T u w l( MANAGER ASKS HR roR CANDIJ>ATI LISTING ATS 552.SER UACANCY MEttJ TO PREP SELECT ATS 550 Xl'Y UACANCY tllMBER AND PULL SELECT GIMRATI TRr CANDIDATI LlSTlHC MANAGER RlVlIS TRr CANDIDATE LlSTlHC MANAGER CONDUCTS IN1ERUIIWS u AR AD OLD POSITION BECOMES UACANCY y 2 AA AB AC YES MANAGER COMPLETES POSITION CONTROL FOJlfl MANAGER SENDS POSITION CONTROL FOJlfl TO ASSO SUPER ASSO SUPER APPROIJES AN]) SOOS TO HR DIRECTOR ATS 550 CRF.ATI CA NJ) I DA TI FILI ATS 230,SER CHANCE INFO ON TRF CHIRED> AJ NO AL AM AN AO AP ATS 550 CRF.ATI CA NJ) I DA TI LISTING OF ALL APP MANAGER RlVIDIS APP LISTING MANAGER CONDUCTS INTERUIDIS MANAGER SELECTS APP FOR HIRING MANAGER COMPLETES POSITION CONTROL FOJlfl MANAGER SENDS POSITION CONTROL FOJlfl TO ASSO SUPER 2 AH COPY or PCF AND FORMS SENT TO PAYROLL AE AF AG RINT SCRm POSITION ENTORY AND POSITION HISTORY Per, FORMS Fli.El) IN PERSONNEL FILE IN HR AQ AR AS AT AU ASSO SUPEJ! APPROIJES AND SENDS TO HR ])I RECTOR ATS 550 CREATE CANDll)ATE FILE HR CALLS SELECTEI) APPLICANT INTO OFFICE APPLICANT COMPLETES INSURANCE AND OTHEJ! FORMS PRINT SCREEN ON POSITION INVENTORY AND OTHEJ! -~ AU\ l AW I AI I EEN D r PCPF~ INFOT RMFSlL EDAN / COPY or ALL :B-PROCESS IO PERSottm. MATERIAL IO FILI IN HR PAYROLL ..___. ...__ ~ I! SECTION 2 LRSDOI NEW IDRE A. The hiring manager makes the decision to begin the hiring process. B. The hiring manager completes the NEW POSITION REQUEST FORM (Appendix A). It is most important that the information is accurate. All information must be completed through the justification section. If not, the form may be returned, and the hiring process delayed. By signing the form, the hiring manager is certifying the position is necessary for the successful operation of the unit/ school. Upon completion, forward the form to the Associate Superintendent responsible for the position. C. The Associate Superintendent responsible for the position must sign and date the form. By signing the form, the Associate Superintendent is certifying the position is necessary for the successful operation of the unit/ school, and that they approve of the action. Upon signing, forward the form to the Manager of Resources and School Support. If not approved, return the form to the hiring manager with an appropriate explanation. D. The Manager of Resources and School Support must sign and date the form. By signing the form, the Manager is certifying that funding is authorized and available to support the position, and that they approve of the action as fiscally sound. Upon signing, forward the form to the Director of Human Resources. If not approved, return the form to the Associate Superintendent responsible for the position with an appropriate explanation. E. The Director of Human Resources must sign and date the form. By signing the form, the Director is certifying that this is a valid position and directing the Human Resources staff to complete the personnel action. If not approved, return the form to the Associate Superintendent responsible for the position with an appropriate explanation. F. The Human Resources staff enters the PCS 301H series of screens (Position Inventory) to start setting up the vacancy in the system. G. The Human Resources staff looks to see if the position requested is already set up in the system. PCS 301H.ll. (Ref 4F230, 5-2). H. The Human Resources staff enters screen PCS 301.11 (Ref 4F230, 5-2) and makes any necessary data element changes. NOTE: PLEASE LIST ANY DATA ELEMENT CHANGES WHICH WOULD LIKELY BE MADE. I. The Human Resources staff enters screen PCS 301.12 (Ref 4F230, 5-2) and makes any necessary data element changes. NOTE: PLEASE LIST ANY DATA ELEMENT CHANGES WHICH WOULD LIKELY BE MADE. J. The Human Resources staff enters screen PCS 301.13 and makes any necessary data element changes. NOTE: PLEASE LIST ANY DATA ELEMENT CHANGES WHICH WOULD LIKELY BE MADE. K. If the job codes are not already set up in the system, the Human Resources staff will set up the job codes in steps L,M,N. L. The Human Resources staff enters screen PCS 301.11 and adds necessary data elements. NOTE: PLEASE LIST ANY DATA ELEMENT ADDS WHICH WOULD LIKELY BE MADE. M. The Human Resources staff enters screen PCS 301.12 (Ref 4F230, 5-2) and adds necessary data elements. NOTE: PLEASE LIST ANY DAT A ELEMENT ADDS WHICH WOULD LIKELY BE MADE. N. The Human Resources staff enters screen PCS 301.13 (Ref 4F230, 5-2) and adds necessary data elements. NOTE: PLEASE LIST ANY DAT A ELEMENT ADDS WHICH WOULD LIKELY BE MADE. 0. The Human Resources staff enter screen PCS 301.11 (Position Inventory Detail) (Ref 4F230, 5-2), generating a new vacancy number. Write the vacancy number on the corresponding NEW POSITION REQUEST FORM (Appendix A). P. The Human Resources staff signs and dates the NEW POSITION REQUEST FORM (Appendix A),and files the original in the vacancy file by vacancy number sequence. Q. The Human Resources staff returns a copy of the signed and dated NEW POSITION REQUEST FORM (Appendix A) directly to the hiring manager. R. At this point, the hiring manager is able to proceed with the hiring process. The hiring manager asks Human Resources for a candidate listing from which records can be reviewed. S. The Human Resources staff enters ATS 000 Applicant Tracking Option, and the ATS 400 Vacancy Information Option (Ref 4F330, 5-1). At the ATS 552.01/ 11/ 12 screen, prepare the selection criteria. NOTE: WE NEED TO DEVELOP SOME GUIDELINES ON THE CANDIDATE CRITERIA. PLEASE GIVE THIS SOME THOUGHT, AND ADD YOUR COMMENTS. T/ U. The Human Resources staff enters ATS 550 series screens (Ref 4F330, 5-7), keys vacancy number, and pulls the select. This first listing should be set up to pull from the file of eligible transfers so that existing employees are looked at first. V. The Candidate Selection Report is generated, and should be used as the initial listing of candidates. W. The hiring manager reviews the Candidate Selection Report, reviews the individual personnel records of the prospective transfers, and decides on those to interview. X. The hiring manager conducts interviews with the top transfer candidates. Y. The hiring manager decides if there is a suitable transfer to fill the position. If yes, the manager will proceed with step Z below. If not, the manager will go to step AJ, to pull general applicants into the candidate listing. Z. The hiring manager completes the POSITION CHANGE FORM - TRANSFER (Appendix B). The hiring manager should pull the correct vacancy number from the NEW POSITION REQUEST FORM which was returned earlier in the process, and use that vacancy number on the POSITION CHANGE FORM - TRANSFER. This will link the two requests and ensure quicker approval. AA. The hiring manager sends the completed POSITION CHANGE FORM - TRANSFER to the responsible Associate Superintendent for approval. The Associate Superintendent forwards the signed form to the Director of Human Resources for approval and action. AB. NOTE: ACCORDING TO OUR CHARTS, WE SHOULD GO INTO THE ATS 550 SERIES AND CREATE A CANDIDATE FILE. I AM NOT SURE OF WHAT WE ARE DOING IN THIS STEP. I WILL NEED SOME HELP HERE. PLEASE GIVE SOME WORDS. AC. The Human Resources staff enters ATS 000 Applicant Tracking option, ATS 400 Vacancy Information option, and ATS 230 Applicant Hiring or Change of Status option. Once in the A TS 230 series screens (Ref 4F330, 5-27), the specific information on the individual is changed to make the hire. At this point, the transfer applicant is hired. NOTE: PLEASE LIST ANY SPECIFIC DATA ELEMENTS FOR CHANGE YOU THINK IMPORTANT TO MENTION HERE. AD. Transferring the applicant out of the old position will put the old position in the "vacant" status. This should be noted for backfill purposes. AE. The Human Resources staff enters EIS 301 series (Ref HELP), and changes the pay location site so that the absentee report will be correctly aligned. NOTE: NEED MORE SPECIFIC SCREEN INF OR MA TION AND POSSIBLY DATA ELEMENTS TO CHANGE. PLEASE PROVIDE. AF. The Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301 series, the staff does a print screen of PCS 301.11 and 301.13 (Ref 4F230, 5-1). The Human Resources staff enters PHS 000 Position History System option, and the PCS 820L Display Employee Position History option. In the PCS 820.01 and 820.11 screens (Ref 4F230, 6-1), the staff does a print screen on PCS 820.11. NOTE: CHECK ME CLOSELY HERE. AG. The Human Resources staff files the POSITION CHANGE FORM - TRANSFER, and the original of each of the four print screens above in the personnel file of the individual. AH. The Human Resources staff sends a copy of each of the four print screens above to the payroll office for necessary action. Al. In the case of a transfer, the hiring sub-process is now completed. No further action is required. If a transfer was not to be hired, go to step AJ. AJ. If a general applicant is to be hired rather than a transfer, these branch procedures should be followed. The Human Resources staff enters ATS 550 series screens (Ref 4F330, 5-7), keys vacancy number, and pulls the select. AK. The Candidate Selection Report is generated by pulling from this file of general applicants. General applicants will be considered after transfer candidates. AL. The hiring manager reviews the applicant listing, checks all of the appropriate records, and decides which applicants will be interviewed. AM. The hiring manager conducts interviews with the top applicants. AN. The hiring manager selects one of the applicants for hiring. AO. The hiring manager completes the POSITION CHANGE FORM - NEW EMPLOYEE RECOMMENDATION (Appendix C). The hiring manager should pull the correct vacancy number from the NEW POSITION REQUEST FORM which was returned earlier in the process, and use that vacancy number on the POSITION CHANGE FORM - NEW EMPLOYEE RECOMMENDATION. This will link the two requests and ensure quicker approval. AP. The hiring manager sends the completed POSITION CHANGE FORM - NEW EMPLOYEE RECOMMENDATION FORM to the responsible Associate Superintendent for approval. The Associate Superintendent forwards the signed form to the Director of Human Resources for approval and action. AQ. NOTE: SAME AS STEP AB. ACCORDING TO OUR CHARTS, WE SHOULD GO INTO THE ATS 550 SERIES AND CREATE A CANDIDATE FILE. I AM NOT SURE OF WHAT WE ARE DOING IN THIS STEP. I WILL NEED SOME HELP HERE. PLEASE GIVE SOME WORDS. AR. The Human Resources staff enters ATS 000 Applicant Tracking option, ATS 400 Vacancy Information option, and ATS 230 Applicant Hiring or Change of Status option. Once in the A TS 230 series screens (Ref 4F330, 5-27), the specific information on the new employee is entered to make the hire. At this point, the new employee is hired. NOTE: PLEASE LIST ANY SPECIFIC DATA ELEMENTS FOR CHANGE YOU THINK IMPORTANT TO MENTION HERE. AS. The Human Resources staff telephones the selected applicant, and requests they come into the office to complete the hiring process. AT. The new employee completes all necessary insurance forms and other required personnel forms. AU. The Human Resources staff enters PCS 301 (Position Inventory) and does a print screen on PCS 301.11 and PCS 301.13 (Ref 4F230, 5-1). NOTE: IS THERE ANY OTHER PRINT SCREEN PRODUCED AT THIS POINT? AV. The Human Resources staff files the POSITION CHANGE FORM - NEW EMPLOYEE RECOMMENDATION, and the original of each of the print screens above in the personnel file of the individual. AH. The Human Resources staff sends a copy of each of the print screens above, insurance forms, and any other required forms to the payroll office for necessary action. AI. In the case of a new employee being hired, the hiring sub-process is now completed. No further action is required. ' SECTION 3 LRSD02 NEW HIRE - TRANSFER CANDIDATE LRS002 NI HI RI - TRANSrIR CAHD I DATI A TRF CANDIDATE COMPLETES TRr REQUEST FORM ....__ ~ B TRF CANDIDATE SENDS TRr REQUEST FORM TO ASSO SUPER ASSO SUPER SENDS TRr REQUEST FORM TO HR l>IRICTOR C 1 ATS 3(11 ENTER REQUISITION DATA i I) , ATS 33(1 OOER DATA E F I ATS 32(1 \ RFEIQLEU ISTITRIrO N / ENTER DATA FORM IN PERSottm. FILE I I G H l l~r~IN) '\/ SECTION 3 LRSD02 NEW IDRE -TRANSFER CANDIDATE A. The transfer candidate completes the TRANSFER REQUEST FORM (Appendix E). B. The transfer candidate sends the TRANSFER REQUEST FORM to the Associate Superintendent for approval. Upon approval, the Associate Superintendent sends the form to Director of Human Resources. C. The Human Resources staff enters ATS 000 Applicant Tracking option, the ATS 300 Applicant Information option, and the ATS 301 Applicant Basic Information option. In the ATS 301 series screens (Ref 4F330, 4-4), the individual's information is verified and is "T"ed for transfer. If the requester is not already in the Applicant Tracking System, they will have to entered. D. The Human Resources staff enters ATS 000 Applicant Tracking option, the ATS 300 Applicant Information option, and the ATS 330 Applicant All Information Driver option. In the ATS 330.01 screen (Ref 4F330, 4-2), data is entered on about the individual and the transfer requester is set up as an applicant. The staff can now begin to pull over information on the transfer applicant. NOTE: DO WE NEED TO PUT MORE INFORMATION AT THIS POINT? E. The Human Resources staff enters ATS 000 Applicant Tracking System option, the A TS 300 Applicant Information option, and the ATS 320 Application Type and Positions option. The staff enters the necessary data on the ATS 320.01, 320.11, and the 320.12 screens (Ref 4F330, 4-9). This enters the application type and positions for which the transfer applicant is applying. F. The Human Resources staff files the TRANSFER REQUEST FORM in the employee's personnel file. G. At this point, the transfer applicant is set up in the application file and can be selected as a candidate for vacancies. Candidate listings will be pulled from this file. See step V in LRSD0l. H. The transfer candidate sub-process is now completed. SECTION 4 LRSD03 NEW HIRE - GENERAL APPLICANT B LRS003 NEW HIRE - GINIJIAL APPLICANT 111ST HAUE COPY or SSN CAR]) CREATE FILE ON GENERAL APPLICANT A APPLICANT COMPLETES APPLlCATlON FORM C OTHER REQU[RII) i---------->"-------1 ])OCIJMENTATlON MA'i BE INCREMENTAL I) E r C MATERIAL COLLECTD BV HR ATS 3'11 ENTER APPLICATlON ATS 3'11.12 ENTER CHOICE l>ATA, MA'i BE MILi) CAR]) FILE APP ANI> SUPPORT PAPERS IN PERSottm. FILE H J )( ATS 320 COMPLETE NECESSARY l'IATA SECTION 4 LRSD03 NEW lllRE - GENERAL APPLICANT A. The general applicant (one who is not a current employee of the district) completes the appropriate application form, and submits the form to Human Resources. NOTE: DO WE WANT TO INCLUDE THE APPLICATION FORMS AND TALK ABOUT THEM? B. The general applicant must have at least a copy of the Social Security Card as part of the application package before it will be accepted by Human Resources. This copy will be attached to the application. C. The general applicant will be required to submit other documentation to verify citizenship, eligibility, and credentials. The latter two will vary depending on the job requirements. These materials may be submitted with the application or after the application is filed. NOTE: DO WE WANT TO INCLUDE MORE INFORMATION AT THIS POINT? D. The Human Resources staff will collect all general applicant information and documentation, and create a file on the general applicant. Data on the general applicant can be entered into the system on an incremental basis as it is received by Human Resources, or on a batch basis if everything is submitted at once. Standard practice will be to enter data incrementally as received. E. The Human Resources staff enters the ATS 000 Applicant Tracking System option, the ATS 300 Applicant Information option, and the A TS 301 series screens. In the ATS 301.01 and the ATS 301.11 (Ref 4F330, 4-4), the staff enters the necessary basic information needed for the general applicant. F. The Human Resources staff enters ATS 000 Applicant Tracking option, the ATS 300 Applicant Information option, and the ATS 330 Applicant All Information Driver option. In the ATS 330.01 screen (Ref 4F330, 4-2), data is entered about the general applicant. NOTE: DO WE NEED TO PUT MORE INF OR MA TION AT THIS POINT? G. NOTE: I AM CONFUSED AT THIS STEP. CHART SAYS ATS 301.12 FOR "CHOICE". I THOUGHT THIS WAS ATS 320.12. WHAT ARE WE DOING HERE IN 301.12? H. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 300 Applicant Information option, and the ATS 320 Application Type and Positions option. The staff enters the necessary data on the A TS 320.01, 320.11 (Ref 4F330,4-9), and the 320.12 screens. This enters the application type and positions for which the applicant is applying. I. The Human Resources staff files the application and all supporting documents in the general applicant's personnel file. J. At this point, the general applicant is set up in the application file and can be selected as a candidate for vacancies. Candidate listings will be pulled from this file after transfer applicants have been considered. See step AK in LRSDOI. K. The general applicant sub-process is now completed. SECTION 5 LRSD04 999 EXCEPTION HANDLING LRSD04 999 EXCEPTION HANDLING A B C D I r EMPLOYEE COMPLETES EXTINDD LIAUI REQUEST. SEND TO ASSO SUPER YES HR DIR RICIIUES EXTINDD LIAUI REQUEST HR CHICJ<S LIAUI AUA I LABI LITY HR DIR COLLECTS NECESSARY SUPPORT PAPERS NO rILI EXTINDD LIAUI REQUEST ---~,AND SUPPORT IN PERSONNEL rILI FILE MOOD Lr.AUE REQUEST C H J AND SUPPORT IN , __ ____. PERSONNEL FILE )( L OFFLINE CHECJ< or LEAUE AUAILABILITV HR NOTIFIES DIPLOVEE or LEAUE AUAILABLE HR DIR WRITES MDIO TO BUS orr WITH DETAILS ATS 330 .01 CHANCE NECESSAJIV DATA Q u FILE IN PERS<Hm. FILE FILE IN PERSONNEL FILE M N 0 p ATS'230,11 CHANCE DATA, UACANCY IIIMBER IN])EX ATS 233.11 OLD POSITION MOIJD TO "OPEN" STATUS PCS 820L.11 1~--~ PRINT SCREEN T u PCS 301H,11 PCS 301H.13 PRINT SCREEN PCS 301H .13 PRINT SCREEN, NI "OPEN" POSITION R s w COPY TO PAYROLL ABSENTEE ROUTINE .-------... 1----41 sus-r.&: '-----~ "------" SECTION 5 LRSD04 999 EXCEPTION HANDLING 999 exceptions include employees on extended leave. They are still set up on the payroll and are active employees, but will not be working in their jobs for some period of time. This category includes, but is not limited to, the following: - Medical leave, with or without pay - Suspension, with or without pay - Military leave due to mobilization, not annual training - CTA leave - Educational leave - Sabbatical leave A. The employee completes an EXTENDED LEA VE REQUEST FORM (Appendix F), and sends the form and supporting documentation to the responsible Associate Superintendent for approval. B. The responsible Associate Superintendent approves or rejects the request. If rejected, the EXTENDED LEA VE REQUEST FORM with written explanation is returned to the employee. A copy of the EXTENDED LEA VE REQUEST FORM with written explanation is filed in the employee's personnel file. If approved, the EXTENDED LEA VE REQUEST FORM is signed and dated, and forwarded to the Director of Human Resources. C. The Director of Human Resources receives the EXTENDED LEAVE REQUEST FORM and reviews it for appropriateness. D. The Human Resources staff enters an off-line leave application to check and verify the available leave credited to the employee. E. The Director of Human Resources collects all necessary supporting documentation which may be required in support of the request. These requirements will vary with the type of leave requested. F. The Director of Human Resources decides on approval of the leave. If rejected, the EXTENDED LEA VE REQUEST FORM with written explanation is returned to the employee. A copy of the EXTENDED LEAVE REQUEST FORM with written explanation is filed in the employee's personnel file . If approved , the EXTENDED LEAVE REQUEST FORM is signed and dated, and further processing takes place. G. The Human Resources staff enters an off-line leave application to check and verify the available leave credited to the employee. NOTE: THIS SEEMS REDUNDANT. WE CHECKED IT IN STEP D. CAN WE DELETE THIS STEP? H. The Human Resources staff notifies the employee of the leave and options available. I. The employee decides how to utilize the leave available, and provides the Human Resources staff this information for execution. J. The Director of Human Resources writes a memo to the Business Office with all of the details of the extended leave. The EXTENDED LEAVE REQUEST FORM, the supporting documentation, and a copy of the memo is filed in the employee's personnel file. K. The Human Resources staff enter PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301H.01, the PCS 301H.11, and the PCS 301.11 screens (Ref 4F230, 5-2), the staff sets up a new position of the same type in location 999. While on extended leave, the employee will reside in this position. L. The Human Resources staff enters ATS 000 Applicant Tracking system option, the A TS 300 Applicant Information option, and the ATS 330 Applicant All Information Driver option. In the A TS 330.01 screen (Ref 4F330, 4-2), the staff changes the necessary data. NOTE: WHAT IS THE NECESSARY DATA? M. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 400 Vacancy Information option, and the ATS 230 Applicant Hiring or Change of Status option. In the A TS 230.01 and 230.11 (Ref 4F330, 5-27), the staff changes necessary data and enters the vacancy number of the new position in 999 location. This action moves the employee into the new position. NOTE: WHAT OTHER DATA ELEMENTS NEED TO BE MENTIONED? N. The Human Resources staff continues in the same screen series to ATS 230.12. At this screen, the staff enters the SSN of the Director of Human Resources in the data element block "HIRED BY SSN". The staff will also enter the appropriate dates using the date definition rules. NOTE: WE NEED SOME RULES/DEFINITIONS ON THESE DATES SO THAT PAYROLL AND HR ARE ON THE SAME SHEET. PLEASE HELP ME WITH WORDS. O. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 400 Vacancy Information option, and the ATS 233H Employee Terminations option. In the ATS 233H.0l and 233.11 screens (Ref 4F330, 5-51), the staff enters the data to move the "old" position into the "open" status. The employee is now terminated from the old position, and the position is in the "open" hold. P. The Human Resources staff enters PHS 000 Position History System option, and the PCS 820L Display Employee Position History option. In the PCS 820.01 and 820.11 screens (Ref 4F230, 6-1), the staff does a print screen on PCS 820.11. Q. The Human Resources staff files the original print screen in the employee's personnel file. R. The Human Resources staff sends a copy of the print screen to Payroll for further action. S. Payroll staff will use the print screen information to make the necessary changes to correct absentee reporting. T. The Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301 series (Ref 4F230, 5-2), the staff does a print screen of PCS 301.11 and 301.13. The Human Resources staff files the original print screens in the employee's personnel file. U. The Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301 series (Ref 4F230, 5-2), the staff does a print screen of PCS 301.11 and 301.13. This series of print screens are on the new "open" position. This copy will allow an audit trail of the original location from which the 999 exception came. V. The Human Resources staff files the original print screen in the employee's personnel file. W. The 999 Exception Handling sub-process is now completed. SECTION 6 LRSD05 999 EXCEPTION HANDLING - REMOVAL LRSl>05 999 EXCEPTION HAN])LING - RDIOIJAL A B C D E r HR DIR WRITES AUTHORIZATION TO BRING BACK DIPLOYEI PULL SHEET ON OLD "OPEN" POS lTl ON FROM PERSONNEL FILE PCS 301,01 CHANGE POS lTl ON FROM "OPEN" TO "UACAHT" ATS 230.11 UERU'Y DATA ATS 230.12 UERIF'i ACTION CODIS AN]) DATIS COPY TO PERSONNEL FILI FILE IN PERSONNEL FILI C H J ATS 233.11 CHANCE uACANCY TO NO PCS 8201,11 ,.,__ __, PRINT SCREEN )( L PCS 301H IN 999 llELITE OPEN/UACANT POSITION COPY TO PAVROLL COPY Of BOTH SCREENS TO PAVROLL ...__ " l N 0 PUT BACJ< ON PAVROLL PUT BACJ< ON ABSOOEI LOC SECTION 6 LRSD0S 999 EXCEPTION HANDLING - REMOVAL A. The Director of Human Resources writes an authorization to bring back an employee from the 999 EXCEPTION status. There is no form
a memo will be utilized. B. The Human Resources staff pull the print screen of PCS 301.11 and 301.13 created in step V. of Section 5 (LRSD04 999 EXCEPTION HANDLING). The print screen will be in the employee's personnel file. C. The Human Resources staff enters PCS 000 Position Control System option, and PCS 301 Position Inventory option. In screens PCS 301.01 and 301.11 (Ref 4F230, 5-2), the staff changes the old position, matching the print screen from step B, from "open" status to "vacant" status. D. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 300 Applicant Information option, and the ATS 301 Application Basic Information option. In the A TS 301.01 screen (Ref 4F330,4-4), the staff checks the status of the employee and makes it "active". E. The Human Resources staff enters ATS 000 Applicant Tracking System option, the A TS 400 Vacancy Information option, and the A TS 230 Applicant Hiring or Change of Status option. In screens A TS 230.01 and 230.11 (Ref 4F330, 5-27), the staff verifies the data on the employee to ensure transfer to the correct position. F. The Human Resources staff continues in the ATS 230 series screens to ATS 230.12. In this screen, the staff verifies the action codes and the dates. G. The Human Resources staff enters A TS 000 Applicant Tracking System option, the A TS 400 Vacancy Information option, and the A TS 233H Employee Terminations option. In the ATS 233H.01 screen (Ref 4F330, 5-51), the staff terminates the employee from the 999 position location. H. The Human Resources staff continues in the ATS 233 series screens to ATS 233.11. In this screen, the staff changes the data element "create vacancy'' to "N", preventing a vacancy in the old position. I. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 300 Applicant Information option, and the ATS 301 Application Basic Information option. In the ATS 301.01 screen (Ref 4F330, 4-4), the staff checks the status of the employee and makes it "inactive". J. The Human Resources staff enters PHS 000 Position History System option, and - the PCS 820L Display Employee Position History option. In the PCS 820.01 and 820.11 screens (Ref 4F230, 6-1), the staff does a print screen on PCS 820.11. The original of the print screen is filed in the employee's personnel file. A copy of the print screen is sent to Payroll for further action. K. The Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301H.11 screen (Ref 4F230, 5-2), the staff goes into the old 999 position and deletes it from the inventory. L. The Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301 series (Ref 4F230, 5-2)for the new position to which the employee has been moved, the staff does a print screen of PCS 301.11 and 30l.13. The original print screens are filed in the employee's personnel file, and copies of both print screens are sent to Payroll for further action. M. N. 0. Payroll staff places the employee back on the payroll in the new position. Payroll staff places the employee back on the proper absentee log. The 999 Exception Handling - Removal sub-process is now completed. L ' SECTION 7 LRSD06 SATELLITE HIRING - LRSl>06 SATELLITE HIRING A B C I) I r I MANAGER MAXIS J>ICISION TO HIRI I HIRING PACKAGE IS J)I1JILOPD AT SATELLITE ..._ - A LL l>OCU MOOS SINT TO HR ATS 301, 11 COMPLITI ON THI Nill HIRI 1 ATS 320.11/12 COMPLITI ON THE NDI HIRI ATS 311,11 COl1PLITI DATA I FlLE lN PERSottW. FILE C H J )( ATS 230, 11 ATS 230.12 ATS 230.13 COMPLETE :DATA ATS 233,01 PASS THRU SCREDI EIS 301 CHANCE :DATA PCS 301.11 PCS 301.13 PRINT SCREDI COPY or BOTH SCRDM TO PAYROLL SECTION 7 LRSD06 SATELLITE IDRING This sub-process applies to satellite hiring areas such as
Food Services, HIPPY program, custodians, bus drivers, etc. A. The hiring manager at the satellite site makes the hiring decision. B. The hiring manager prepares the hiring package on the individual. The hiring manager must ensure all necessary documents are in the package, and that the documents are properly and clearly completed. NOTE: WE NEED STANDARDS FOR PACKAGE DOCUMENTS. WE NOTED 1-9 INFORMATION, INSURANCE AND BENEFITS FORMS, APPLICATION. WHAT ELSE NEEDS TO GO IN HERE. C. The hiring manage sends all documents to the Director of Human Resources for processing. D. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 300 Applicant Information option, and the ATS 301 Application Basic Information option. In ATS 301.01 and 301.11 (Ref 4F330, 44), the staff enters all of the necessary information on the new hire. E. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 300 Applicant Information option, and the A TS 320 Application Type and Positions option. The staff enters the necessary data on the ATS 320.01, 320.11, and the 320.12 screens (Ref 4F330, 4-9). This enters the application type and position for which the new hire is being employed. F. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 300 Applicant Information option, and the ATS 311 Applicant Documents Received option. The staff completes all of the necessary information on the new hire in ATS 311.01 and 311.11 (Ref 4F330, 4-33). G. The Human Resources staff enters ATS 000 Applicant Tracking System option, the ATS 400 Vacancy Information option, and the ATS 230 Applicant Hiring or Change of Status option. In screens ATS 230.01, 230.11, and 230.12 (Ref 4F330, 5-27), the staff completes the necessary data on the new hire. ATS 230.13 is a pass-thru screen. The new hire has now actually been hired into the system. H. The Human Resources staff enters ATS 000 Applicant Tracking System option, the A TS 400 Vacancy Information option, and the A TS 233H Employee Terminations option. The ATS 233H.0l (Ref 4F330, 5-51) is a pass-thru screen. The purpose of going through this screen is to add the base to the pay. NOTE: I DON'T UNDERSTAND THIS ONE. WE SHOULD PROBABLY ADD SOME MORE EXPLANATION. I. The Human Resources staff enters EIS 301 (Ref HELP). The staff changes necessary data on the new hire. NOTE: I HA VE NO INFORMATION ON EIS 301 SO I CAN'T DO MUCH WITH THIS ONE. PLEASE GIVE ME SOME WORDS. J. The Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301 series, the staff does a print screen of PCS 301.11 and 301.13 (Ref 4F230, 5-2). The staff files the original of both print screens in the new employee's personnel file. The staff sends a copy of both print screens to Payroll for further actions. K. The Satellite Hiring sub-process is new completed. SECTION 8 LRSD07 TERMINATION r J.RSJ)07 TERMINATION A B C D YES H HR DIR COMPLETES TERMINATION DOCIIMffiT PCS 381.11 HR UERIFIES CORRECT PERSON ATS 233 ,01 TERMINATE POSITION YES E NO PCS 301 DELETE UACIIHCY C HR A])IJERTISES POSITION J SOO COPY TO PAYROLL ATS 353 J>ILl'TI TIJIMINATION FROM FILI FILI IN PIRSottm. FILI SECTION 8 LRSD07 TERMINATION A. The Director of Human Resources writes a termination document on the employee. Since no form currently exists for this purpose, a memo will be used. B. The Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301.11 screen (Ref 4F230, 5-2), the staff verifies the correct employee. NOTE: CHECK THIS ONE CLOSELY. ARE WE CHECKING THE POSITION OR THE PERSON? C. The Human Resources staff enters ATS 000 Applicant Tracking System option, the A TS 400 Vacancy Information option, and the A TS 233H Employee Terminations option. In the ATS 233.01 screen (Ref 4F330, 5-51), the staff terminates the position on the employee's listing. D. Continuing to ATS 233.11, the Human Resources staff enters the necessary data to terminate the employee from the position. A decision is necessary at this point concerning creating a vacancy to backfill the employee. An entry must be made on this screen. E. If no vacancy is to be created, the Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. In the PCS 301.11 screen (Ref 4F230, 5-2), the staff deletes the "vacancy". F. If a vacancy is to be created, the Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. The staff prints the PCS 301.11 screen (Ref 4F230, 5-2) with the new vacancy number on it. This will be used for advertising the new vacancy. G. The Human Resources staff advertises the position. All general applicants will be entered into the system following the procedures in LRSD 03 New Hire - General Applicant. H. The Human Resources staff enters PHS 000 Position History System option, and the PCS 820L Display Employee Position History option. In the PCS 820.01 and 820.11 screens (Ref 4F230, 6-1), the staff does a print screen on PCS 820.11. The original of the print screen is filed in the employee's personnel file. A copy of the print screen is sent to Payroll for further action. Payroll staff will remove the former employee from the payroll using EMS programs. I. The Human Resources staff enters ATS 000 Applicant Tracking System option, the A TS 400 Vacancy Information option, and the A TS 353 Remove Pending Terminations option. In the ATS 353L.01 screen (Ref 4F330, 5-56), the staff deletes the termination from the file. This will remove the pending termination records entered using A TS 233H in step C/ D above. J. The Termination sub-process is new completed. SECTION 9 LRSDOS CHANGE IN SALARY CLASS LRS:OOS CHANGE IN SALARY CLASS A HR :OIR RECEIVES ACTION NOTICE ,.____ - B HR :OIR WRITE MEMO TO PAYROLL TO EXECUTE CHANGE ---- - C PAY 345 PAYROLL ENTERS CHANCE INFORMATION :0 PAYROLL RETURNS MEMO TO HR NOTING COMPLETION ...__ - r E 1 I \ FILE "EMO IN PCS 3(ill,SER PERSONNEL c CHANGE FILE ALL SCREDIS, I G EB-~J '----' - SECTION 9 LRSD08 CHANGE IN SALARY CLASS A. The Director of Human Resources receives an action notice from an Associate Superintendent to change the salary classification of a specific employee. There is currently no form to initiate this action, so the notice will likely be a memo. B. The Director of Human Resources will write a memo to Payroll describing the necessary change, and requesting that the change be executed. C. Payroll staff enters PAY 345 series (Ref HELP), and enters the change information. D. Payroll staff annotates the memo from the Director of Human Resources as to date and successful completion of the requested change, and returns the annotated memo to the Director of Human Resources. E. The Human Resources staff enters PCS 000 Position Control System option, and the PCS 301 Position Inventory option. The staff enters "C" changes on all screens in the PCS 301 series (Ref 4F230, 5-2). NOTE: WHAT IS THIS ACTION DOING FOR US? WE NEED A WHY IN HERE. PLEASE HELP ME WITH SOME WORDS. F. The Human Resources staff files the annotated memo in the employee's personnel file. G. The Change In Salary Class sub-process is now completed. -- SECTION 10 LRSD09 CHANGE OF CONTRACT LENGTH LRSD09 OIANCI or CONTRACT LmCTH D FILI ACTION REQUEST IN PERSONNEL FILI A B C I r C HR DIR RECIIUES ACTION REQUEST TRANSFER ROUTINE DELETE OLD RECORD SECTION 10 LRSD09 CHANGE IN CONTRACT LENGTH NOTE: IT WAS LATE IN THE DAY, AND WE DID NOT PROVIDE VERY MUCH INFORMATION ON THESE STEPS. PLEASE REVIEW THEM CLOSELY, AND HELP WITH SOME WORDS. A. The Director of Human Resources receives a request to change a contract length. The request must be in writing
no form is currently used for this sub-process. This request must be endorsed and approved by the responsible Associate Superintendent. B. The Human Resources staff enters the CIMS system and performs the transfer routine
LRSD02 NEW HIRE - TRANSFER CANDIDA TE, steps C, D, and E. NOTE: I AM NOT SURE WHAT WE ARE DOING HERE. PLEASE HELP ME OUT. C. The Human Resources staff enters the systme and changes the contract date of the employee. NOTE: NO SCREENS WERE GIVEN HERE. PLEASE PROVIDE SOME INFORMATION. D. The Human Resources staff files the action request in the employee's personnel record. E. The Human Resources staff enters the system and deletes the old record. NOTE: NEED SOME MORE INFORMATION HERE ... SCREENS AND DAT A ELEMENTS. F. The Human Resources staff enters the system and changes the calendar code. NOTE: NEED SOME MORE INFORMATION HERE ... SCREENS AND DAT A ELEMENTS. IS THIS PCS 120 SERIES FOR CALENDAR CODE? G. The Change of Contract Length sub-process is now completed. SECTION 11 LRSD10 DELETE POSITION E F H J K NO PCS 301 LOOIQJP tllKBER AH "PREii HELD BV" VES PCS 301 FIN LINE AH :DELllE 1 LINE IIDI VOii HAUE A PROBLEM L l \ i~~s}tf:'/ IN DELETED POSITION FILI SECTION 11 LRSDlO DELETE POSITION A. . A manager makes an initial decision that a specific position should be deleted from the position inventory. B. The manager completes the POSITION CONTROL FORM - DELETE POSITION (Appendix D). All information above the first line of stars must be completed correctly. The form is then sent to the responsible Associate Superintendent for approval, and then on to the Director of Human Resources. C. The Human Resources staff must determine if the position is in "open" status. If it is, then they proceed to step H for processing. If it is not, they proceed to step D for further determination. D. The Human Resources staff must determine if the position is in "vacant" status. If it is, then they proceed to step H for processing. If it is not, they proceed to step E for further determination. E. The Human Resources staff must determine if the position is "filled". If it is, then they must talk to the Director of Human Resources to see if the manager really wants to delete a position with an employee currently in it. This may require going back to the manager for more information. If it is not, they proceed to step F for further determination. F. The Human Resources staff must determine if the position is a 999 Exception which is being backfilled. If the answer is yes, then there is a problem with deleting a position for which an employee is targeted sometime in the future. The Director of Human Resources must discuss the matter with the manager to make sure this is a valid move. If the answer is no, they proceed to step H for processing. H. The Human Resources staff enters the PCS 000 Position Control System option, and the PCS 301 Position Inventory option. From the PCS 301H .11 and the 301.11 screens (Ref 4F230, 5-2), they lookup the position number and the "Person Replaced SSN" data element. I. The Human Resources staff continues in the PCS 301 H .11 screen to see if there are more than one of these positions. If the answer is no, they proceed to step K to delete the position. If the answer is yes, they proceed to step J to identify the position to delete. J. The Human Resources staff continues in the PCS 3 lOH .11 screen, identifies the position, and flags one of them for deletion. K. The Human Resouces staff enters PCS 000 Position Control System option, the PCS 100 Management option, and the PCS 120 Position Codes option. In the PCS 120 series screens (Ref 4F230, 4-18), the staff flags the position "D" for deletion. L. The Human Resources staff files the POSITION CHANGE FORM - DELETE POSITION in the DELETED POSITION file for audit and history purposes. M. The Delete Position sub-process is now completed. APPENDICES APPENDIX A NEW POSITION REQUEST FORM THIS FORM IS USED TO REQUEST SET-UP OF A NEW POSITION AND VACANCY IN THE POSITION CONTROL PROCESS. PLEASE BE ACCURATE. Requesting manager: ___________ Date: ____ _ Requesting manager SSN: School/Dept: ____ _ Job Code State Dept Job Title Level Funding FTE Salary Schedule --- Range___ Step _ _ Contracted days _ _ Days/ week __ _ Hours/day __ _ Projected budget: FU - SF - IO - FUNC - OPUN - OBJT - PCT Justification: ------------------------ Requesting manager signature: ________________ _ ************************************************************* Associate Superintendent Responsible: _____________ _ Approved:_____ Disapproved: ____ _ Signature:______________ Date: ______ _ ************************************************************* Manager/ Resources and School Support Approved:_____ Disapproved:. _____ _ Signature:______________ Date:. _______ _ ************************************************************* Director of Human Resources Approved:_____ Disapproved: ____ _ Signature:______________ Date:. _______ _ ************************************************************* Human Resources Set-up date:_____ Vacancy number assigned: _______ _ Set-up by: ____________ _ APPENDIX B POSITION CHANGE FORM - TRANSFER THIS FORM IS USED TO REQUEST AN EMPLOYEE BE TRANSFERRED FROM ONE POSITION TO ANOTHER POSITION. PLEASE BE ACCURATE. Requesting manager: ___________ Date: ____ _ Requesting manager SSN: School/Dept: ___ _ Employee Name: ____________ _ SSN: ------ Current Site: ---------- Assignment: -------- Absentee Location: -------- Pay Location: -------- ] ob Code State Dept Job Title Level Funding FTE Effective Date of Transfer:______ Vacancy Number: ____ _ Position Previously Held By:________ Site: ____ _ New Position Site: Assignment: _____ _ Job Code State Dept Job Title Level Funding FTE New Salary Classification: ------------------- Requesting manager signature: _______________ _ ************************************************************** Associate Superintendent Responsible: ___________ _ Approved:_____ Disapproved: ____ _ Signature:_____________ Date: ______ _ ************************************************************* Director of Human Resources Approved:_____ Disapproved: ____ _ Signature: ___________ _ Date: -------- ************************************************************* Human Resources Date entered: ___ _ Entered by: ____________ _ APPENDIX C POSITION CHANGE FORM - NEW EMPLOYEE RECOMMENDATION THIS FORM IS USED TO REQUEST A NEW EMPLOYEE BE PLACED IN A POSITION AND ON THE PAYROLL. PLEASE BE ACCURATE. Requesting manager:____________ Date: ____ _ Requesting manager SSN: School/Dept: ____ _ Employee Name: ___________________ _ Address: City: __-_-_-_-_-_-_-_-_-_-_ --S-ta-te:- --------- --- ZIP: ----- SSN: ------- Birth Date:- ----- Sex: Race:- -- Effective Date of Hire: ------------ Position site:___________ Assignment: _______ _ Position Previously Held By:________ Site: ______ _ Vacancy Number: ________ _ Job Code State Dept Job Title Level Funding FTE Projected budget: FU - SF - IO - FUNC - OPUN - OBJT - PCT Requesting manager signature: _______________ _ ************************************************************** Associate Superintendent Responsible: ____________ _ Approved:_____ Disapproved: ____ _ Signature: ___________ _ Date: -------- ************************************************************* Director of Human Resources Approved:_____ Disapproved: ____ _ Signature: ___________ _ Date: -------- ************************************************************* Human Resources Date entered: ___ _ Entered by: ____________ _ APPENDIX D POSITION CHANGE FORM - DELETE POSITION THIS FORM IS USED TO DELETE A POSITION FROM THE POSITION CONTROL INVENTORY. PLEASE BE ACCURATE. Requesting manager: ____________ Date: ____ _ Requesting manager SSN: School/ Dept: ____ _ Position: ___________ _ Effective Date: -------- Position Previously Held By: _________ _ SSN: ------- Location: __________ _ Job Code State Dept Job Title Level Funding FTE Requesting manager signature: ________________ _ ************************************************************** Associate Superintendent Responsible: ____________ _ Approved:._____ Disapproved: ____ _ Signature: ____________ _ Date: -------- ************************************************************* Director of Human Resources Approved: Disapproved: ____ _ Signature:. ____________ _ Date: -------- ************************************************************* Human Resources Date entered: ___ _ Entered by: ____________ _ APPENDIX E TRANSFER REQUEST FORM THIS FORM IS USED FOR AN EMPLOYEE TO REQUEST A TRANSFER WITHIN THE DISTRICT. Employee Name: ____________ _ Date: ____ _ Employee SSN: ______ _ School/ Dept: ---------- Current Site: ---------- Assignment: _______ _ Transfer requested to: I ___________________ _ 2 -------------------- 3 -------------------- Requested date for transfer: ------------------- Reason for Request: ---------------------- Requesting employee signature: ________________ _ ************************************************************** Associate Superintendent Responsible: _____________ _ Approved:_____ Disapproved: ____ _ Signature: ____________ _ Date: -------- ************************************************************* Director of Human Resources Approved:_____ Disapproved: _____ _ Signature: _____________ _ Date: -------- ************************************************************* Human Resources Date entered: ___ _ Entered by: ____________ _ APPENDIX F EXTENDED LEA VE REQUEST FORM THIS FORM IS USED FOR AN EMPLOYEE TO REQUEST ANY TYPE OF EXTENDED LEA VE. Employee Name: ___________ _ Date: ____ _ Employee SSN:_______ School/Dept: _______ _ Current Site:__________ Assignment: ________ _ Type of leave requested: -------------------- Requested start date of leave: ________________ _ Requested end date of leave: ________________ _ Reason for request: ____________________ _ Requesting employee signature: _________________ _ ************************************************************** Associate Superintendent Responsible: ___________ _ Approved:_____ Disapproved: ____ _ Signature: ____________ _ Date: -------- ************************************************************* Director of Human Resources Approved:_____ Disapproved: ____ _ Signature:______________ Date: ______ _ ************************************************************* Human Resources Date entered: ___ _ Entered by: ____________ _
This project was supported in part by a Digitizing Hidden Special Collections and Archives project grant from The Andrew W. Mellon Foundation and Council on Library and Information Resources.

<dcterms_creator>Little Rock School District</dcterms_creator>