Hiring Guideline for non-permanent employees - Juneau School District

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					 Non-Permanent Employee Hiring Guidelines
                                                                                                             Workflow - Page 1a




                                                 Building Administrator (Contractor Administrator, Hiring
                                                 Administrator, etc.) wants to hire an employee to do a
                                                             specific, non-permanent job.



                                                                                                                   The work performed
                   The work is non-                                                                                is of a professional
                    professional in                                                                                 nature (requiring a
                        nature.                                                                                    teaching certificate
                                                                                                                     or other license).




             An hourly rate of pay, based                                                                     The employee is a certified or
                 on the current Non-                                                                          licensed employee and will be
               Permanent Rate of Pay                                                                             paid, based on the current
                 Schedule, must be                                                                              Non-Permanent Rate of Pay
               specifically designated.                                                                                  Schedule.




                                                                                                             Contract Administrator completes
   Administrator completes Personnel Requisition &                                                                Employee MOA form.
           Recommendation to Hire forms.                                                                    ____________________________
       ______________________________
                                                                                                                  MOA Hiring Process
     Non-Permanent Employee Hiring Process                                                                             Chart B
                    Chart A




                                              If individual to be hired is not currently a JSD employee,
                                            Administrator requests Interested Persons Report from the
                                                     individual, as part of the application process
                                            (See Note on how to obtain an Interested Persons Report).
                                                                                                                       NOTE: An Interested Persons
                                             NOTE: Fingerprinting and an Interested Persons report                    Report is obtained from the local
                                              are not required when the individual will NOT be in an                 Alaska State Troopers office. See
                                              unsupervised capacity with students. In this event, the                page 2 or 3 of the Non-Permanent
                                             Hiring Administrator may choose to accept responsibility                 Employee Hiring Guidelines for
                                                  for ensuring that the individual will not be in an                       detailed information.
                                             unsupervised capacity by signing in the area on the MOA
                                                form indicated by the yellow box. This area must be
                                             signed if the individual is not a current District employee
                                             and no Interested Persons report accompanies the MOA.



                                            DETERMINE WHETHER FINGERPRINTS ARE REQUIRED.

                                                                    See Chart C
                                                                     (page 1c)




                                                                    Return to
                                                Non-Permanent Employee Hiring Process Chart A
                                                                       OR
                                                          MOA Hiring Process Chart B
                                                                   (page 1b)
                                                    after making a fingerprint determination.


FILE: http://www.juneauschools.org/hr/employee/forms                                                                          Page 1 of 22
 Non-Permanent Employee Hiring Guidelines
                                                                                       Workflow - Page 1b

                                                                                            Return to
                          Return to
                                                                                      MOA Hiring Process
        Non-Permanent Employee Hiring Process
                                                                                     after making fingerprint
           after making fingerprint determination
                                                                                          determination.
         __________________________________
                                                                                _____________________________
                         CHART A
                                                                                            CHART B



             Submit Personnel Requisition and
              Recommendation to Hire forms,                                        Submit Employee MOA form
             and Interested Persons Report, if                                       and Interested Persons
                applicable, to HR with Non-                                         Report, if applicable, to HR
               Teaching Application and two                                                     office.
                        references.


                                                                OR
                HR reviews documents and                MOA is returned to
                                                                                           HR reviews,
                 notifies Administrator that           Contract Administrator
                                                                                          approves and
                hire is approved and offer of            with Request for
                                                                                         assigns number.
                employment may be made.                 Missing Information.




                                                                OR
                   Administrator directs                MOA is returned to               Administrative
                   employee to contact                 Contract Administrator           Services Director
                     HR to complete                      with Request for                 reviews and
                     new-hire forms.                    Missing Information.            approves MOA.




                    HR notifies Payroll                         OR
                     of new hire and                    MOA is returned to                  Assistant
                    forwards W-4 and                   Contract Administrator            Superintendent
                           I-9.                          with Request for                 reviews and
                                                        Missing Information.             approves MOA.




                 Employee completes time                                               HR returns original
                         sheet(s).                                                      MOA to Contract
                                                                                       Administrator with
                                                                                         all approvals.


                  Administrator collects
                 completed time sheet(s),                                  Contract Administrator discusses MOA with
                 approves and submits to                                   employee and makes offer of employment;
                         Payroll.                                                    employee signs MOA.



                                                                           Administrator collects completed W-4 and I-9
                                                                         forms. Employee may start working at this time.



                                                                         Contract Administrator submits completed W-4
                                                                                    and I-9 forms to Payroll.
                                                                           Administrator submits fully-signed MOA to
                                                                                             Payroll.



                                                                           Administrator collects completed MOA Time
                                                                           Report(s), approves and submits to Payroll.


FILE: http://www.juneauschools.org/hr/employee/forms                                                         Page 2 of 22
 Non-Permanent Employee Hiring Guidelines
                                                                                                  Workflow - Page 1c


                                                                CHART C

                                                       Fingerprint Determination



                           Choose the scenario below that best describes your situation.
                                                    Not currently employed by the
                                                   District, or no fingerprints on file
                                                   AND the individual WILL be in an
                                                      unsupervised capacity with
                                                                students.
         Certified individual with proof                                                     Current Classified employee
                                                    For MOAs, Hiring Administrator
         of state certificate (work is of                                                    (work is non-professional in
                                                     may accept responsibility for
                                                                      `
            a professional nature).                                                                    nature).
                                                    individuals who are NOT in an
                                                      unsupervised capacity with
                                                        students – see Chart 1.
                                                      (work is non-professional in
                                                                 nature).

                      NO                                                                                  NO
          Fingerprints not needed.                                YES                         Fingerprints not needed.
        Return to the hiring process on                 Fingerprints are required.          Return to the hiring process on
                Chart A or B.                                                                       Chart A or B.




                                                         Employee completes
                                                               Fingerprint
                                                        Authorization Form and
                                                        has fingerprints rolled at
                                                         Community Schools.




                                                           Rolled fingerprint
                                                           cards are given to
                                                               Contract
                                                             Administrator.



                                                                Contract
                                                             Administrator
                                                           submits fingerprint
                                                           cards to HR office.



                                                               HR notifies
                                                                Contract
                                                           Administrator that
                                                              employee is
                                                            cleared to work.




                                                                Return to
                                            Non-Permanent Employee Hiring Process Chart A
                                                                   OR
                                                      MOA Hiring Process Chart B
                                                               (page 1b)
                                                after making a fingerprint determination.


FILE: http://www.juneauschools.org/hr/employee/forms                                                                Page 3 of 22
                                               Hiring Administrator’s Checklist
                                                For Non-Permanent Positions


      Non-Permanent Employee Personnel Requisition form – Hiring Administrator completes this
       form and submits it to the Human Resources office for approval.

      Non-Permanent Recommendation to Hire form - If no advertising is needed, begin reference
       checking (see below) and submit Recommendation to Hire form, and appropriate paperwork.

      If Hiring Administrator requests advertising

               o The HR staff prepares the job announcement and sends it to the Hiring Administrator
                 for review/approval before posting or advertising.
               o Applications are submitted to HR office.
               o HR reviews applications and places them in the electronic file. HR provides electronic
                 access to Hiring Administrator to view applications as they are received/reviewed.

      Interview Team – This is not required for non-permanent positions but if interviews are
       conducted, the hiring administrator sends all interview materials to the HR office with
       Recommendation to Hire form.

      Applicant References – A minimum of two references, one of which is a current or former
       supervisor other professional relationship to the applicant, must be contacted for the finalist.

      Interested Persons Report - This is required for non-district employees. Direct employee to the
       Alaska State Troopers station to secure this report. The report is returned to Hiring
       Administrator who attaches it to the Recommendation to Hire and submits it to the HR office.

      Non-Perm Recommendation to Hire form – Hiring Administrator submits the following with
       the Non-Perm Recommendation to Hire form to the HR office:

               o    References.
               o    Interview questions, if interviews were conducted.
               o    Interested Persons report.
               o    Any other selection material.

      Hiring Approval – HR notifies the Hiring Administrator when the hire has been approved.

      Hiring Administrator contacts applicant and makes job offer.

      Notification to Candidates – The Hiring Administrator contacts all interviewed candidates
       who were not selected for the job to inform them that they were not selected.

      Hiring Administrator advises the employee to attend new-employee orientation Thursday at
       8:15 a.m. in the HR office for completion of new-hire paperwork; and notifies new employee
       that fingerprints (NOTE: only first-time hires are required to be fingerprinted – not those


FILE: http://www.juneauschools.org/hr/employee/forms                                  Page 4 of 22
          employees returning from year-to-year.) are required as well as appropriate ID to complete
          the I-9 Employment Eligibility form. See Items to Bring to New Employee Orientation list.




FILE: http://www.juneauschools.org/hr/employee/forms                               Page 5 of 22
                                        Hiring/Contract Administrator’s Checklist
                                          For MOAs - Employee and Contractor


      Fingerprinting and Interested Persons report – fingerprinting and an Interested Persons are
       not required when the employee will NOT be in an unsupervised capacity with students. In
       this event, the Hiring Administrator may choose to accept responsibility for ensuring that the
       individual will not be in an unsupervised capacity by signing in the area on the MOA form
       indicated by the yellow box. This area must be signed if the individual is not a current District
       employee and no Interested Persons report accompanies the MOA.

               o Fingerprinting - If fingerprints are needed, employee/contractor completes the
                 Fingerprint Authorization form and Hiring/Contract Administrator directs
                 employee/contractor to Community Schools where fingerprints will be processed.
                 Employee/contractor leaves fingerprint cards and a check payable to Department of
                 Public Safety for $54.25 (this is the cost of the background report) with the Community
                 Schools staff.

               o Interested Persons Report – If fingerprints are needed, employee/contractor will also
                 need to get this report. Direct employee to the Alaska State Troopers station to secure
                 this report. Employee/contractor returns the report to Hiring/Contract Administrator
                 who attaches it to the MOA for submission to the HR office.

      MOA form – Hiring/Contract Administrator completes MOA form and submits it to the Human
       Resources office for the initial review.

               o MOA is routed to District Administrative Services Director for approval.
               o MOA is routed to Assistant Superintendent for approval.

      Approved MOA – Original MOA is returned to Hiring/Contract Administrator by HR staff.

      Hiring/Contract Administrator gives employee/contractor new-hire paperwork.

               o    Gets employee/contractor’s signature on the MOA form.
               o    Gets completed new-hire paperwork from employee/contractor.
               o    Attaches appropriate paperwork to MOA.
               o    Forwards to Payroll.

          (Original W-4 tax form and I-9 Employment Eligibility form are sent to Payroll;
          Hiring/Contract Administrator retains the rest of new-hire paperwork.)




FILE: http://www.juneauschools.org/hr/employee/forms                                   Page 6 of 22
CHAPTER III – Non-Permanent Hiring Process

     A. Hourly Hires

           1.    Definition - An hourly position with the Juneau School District may be defined in one of
                 two ways:
                 a. Temporary - working full time for 30 working days or less, within a 60-day period, or
                 b. Hourly - working less than 20 hours per week.
                 c. Some examples of non-permanent temporary/hourly jobs include:
                     1) Substitute Nurses
                     2) Building Supervisor
                     3) Cultural Elders
                     4) RALLY temporary hires like RALLY Recreational Assistant
                     5) Parent-Involved Coordinators
                     6) Saturday School
                 d. The current Non-Permanent Rate of Pay Schedule is used to determine the correct
                     pay rate, which will be advertised on the job posting.
          2.    Non-Permanent Personnel Requisition form. The Hiring Administrator submits a
                completed Non-Permanent Employee Personnel Requisition to the Human Resources
                office.
                a. Filling out the Non-Permanent Employee Personnel Requisition form.
                     1) The top portion of the personnel requisition contains information about the
                         position to be filled.
                          The Hiring Administrator is the Initiator of this request.
                          Provide the Position Location and Position Requested/job title.
                          Fill in the Proposed Start Date. The actual start date may be different but
                              providing a date here will help the planning process.
                     2) Check the appropriate box under Position Information.
                     3) Provide the names of all interview team members under Interview Team, if
                         interviews will be held.
                     4) Advertising/Posting – Indicate if the position is to be advertised.
                     5) Funding Source – Be sure to include the account code. If you need assistance
                         determining the correct account code, contact Administrative Services Director
                         David Means or the Finance Department.
                     6) The Approval and New Employee Information sections will be completed by the
                         HR office.
          3.    Personnel requisition is approved/disapproved by HR; HR notifies Hiring Administrator.
          4.    If advertising is requested, HR creates a job announcement and sends it to the Hiring
                Administrator for review/approval prior to posting.
                a. The Job Announcement is posted.
                b. The job posting is open until filled and applications are accepted on an ongoing basis.
                c. The Hiring Administrator may review applications as they are received.
          5.    If advertising is not desired, a Recommendation to Hire form should accompany the
                Personnel Requisition form.
          6.    Interviews – Optional, however, if Hiring Administrator holds interviews, the following
                steps should be followed:


FILE: http://www.juneauschools.org/hr/employee/forms                                    Page 7 of 22
                a.  Establish an interview team and develop interview questions. NOTE: Interview
                    questions must be pre-approved by HR staff.
                b. Contact applicants and schedule interviews.
                c. Use a pre-determined selection process. Guidelines include the following.
                    1) Finalists may appear in person for an interview or be interviewed by telephone.
                    2) The same interview team members must conduct all of the interviews. All
                         individuals of the team must participate in all of the interviews in order to
                         provide a fair and equitable environment for all candidates.
                    3) The interview team must use the same set of interview questions for all
                         interviewed candidates.
                    4) The interview team must clearly record all answers to all questions, and score
                         each response to the best of their ability.
          7.    Applicant References – A minimum of two references, at least one of which is a current or
                former supervisor or other professional relationship to applicant, must be contacted for
                each finalist.
                 a. The Hiring Administrator must make telephone/personal contact with a minimum of
                    two (2) references per candidate. An Applicant Reference form, with pre-approved
                    reference questions, is provided for this purpose.
                 b. Reference check questions should include a rating scale and an area for quantifying
                    comments.
                 c. The Hiring Administrator is required to verify references for the top-ranked
                    candidate. Hiring Administrators are strongly encouraged to verify references on the
                    second-ranked candidate at this time in order to include references as a weighted
                    piece of the overall selection decision. Checking references on the top two
                    candidates will also aid in streamlining the selection process in the event the job
                    offer is not made to the first candidate, or the first candidate declines the offer.
                    1) Filling out the Applicant Reference/Recommendation form.
                          Complete all questions for all references contacted.
                          Check the appropriate box at the top of the reference form to indicate
                               whether the applicant may view the reference or not.
                          Be sure to sign and date at the bottom of the form as well as clearly
                               documenting all information received from the reference.
                          References should have a professional relationship with the candidate in
                               order to provide information regarding work performance, skills and
                               abilities of the individual. Contact at least one former, or current, supervisor
                               of the candidate as one of the references.
                          The reference-checking process is the same for internal candidates (current
                               employees) as it is for external candidates (members of the public). The
                               Hiring Administrator is encouraged to review a copy of the candidate(s)’
                               most recent performance evaluation prepared by the applicant’s immediate
                               supervisor.
                d. Interested Persons Report.
                    1) When hiring an individual who does not currently work for JSD the individual
                         must obtain an Interested Persons Report from the Alaska State Troopers. To
                         obtain an Interested Persons report the individual must go in person to one of
                         the locations shown below:

                      Alaska State Troopers Records Office    Alaska State Troopers
FILE: http://www.juneauschools.org/hr/employee/forms                                        Page 8 of 22
                      450 Whittier Avenue                     2760 Sherwood Lane
                      Juneau, AK 99801                        Juneau, AK 99801
                      (907) 465-4343                          9907) 465-4000 or 465-4005
                      Hours vary – call before visiting       Hours: 8 a.m. – noon and 1:00
                                                                      p.m. to 3:30 p.m.
                                                                      Monday through Friday
                    2) The person requesting the report must appear in person with two pieces of
                         identification – one must be a driver’s license or state ID (with photo) and the
                         second must contain a signature. Cost for the report: $20.00. The report is
                         provided to the individual immediately and contains criminal background
                         information for any activity occurring within the State of Alaska.
          8.    The Non-Perm Recommendation to Hire form must be accompanied by the following
                forms:
                a. Completed Non-Teaching Employment Application, if not previously submitted.
                b. Minimum of two completed Applicant Reference forms.
                c. Interested Persons Report, for non-district employees.
                d. Interview Questions, if interviews were conducted.
                e. Any other selection material.
         9.     HR staff reviews documents and forwards to HR Director for approval.
        10.     Upon approval of hiring documents by HR Director, hiring supervisor is notified
                and offer of employment may be made to the individual.
        11.     Hiring Approval
                a. HR staff reviews documents and forwards to HR Director for approval.
                b. Upon approval of hiring documents by HR Director, hiring supervisor is notified that
                    an offer of employment may be made to the individual.
        12.    Notification to Candidates – Hiring Administrator contacts any interviewed candidates to
               information them of their non-selection.
        13.    New Hire Paperwork
                a. When hiring a current JSD employee to work as a non-permanent hourly/temporary
                    employee in addition to their regular job, it is not necessary to complete the
                    paperwork in the new-hire packet
                b. The Hiring Administrator may collect the new-hire paperwork at their location or
                    direct the employee to contact the HR office to complete new-hire paperwork. See
                    the employee’s checklist, Non-Permanent (Temporary/Hourly/Extra Duty) Employee
                    Hire Packet as a guide for the Administrator and the new employee.
                    1) The following forms must be completed on or before the first day of work:
                              Non-teaching Application, if not previously submitted
                              W-4 tax form
                              I-9 Employment Eligibility and Verification form \
                              Fingerprint Authorization form. Give the individual the Memo to New Hires
                               regarding the fingerprinting procedure. Fingerprints may be required –
                               check with the HR office if you are unsure. Fingerprinting – provide
                               applicant with the Fingerprinting Memo and direct the employee to
                               complete and submit the Authorization for Fingerprinting form. Employee
                               must have fingerprints processed on or before the first day of work.
                              Direct deposit form, optional but strongly encouraged
                              Confidentiality Statement
                              Computer Policy, if work will involve use of a JSD computer
FILE: http://www.juneauschools.org/hr/employee/forms                                   Page 9 of 22
                        Emergency Contact form
                Upon receipt of the completed new-hire forms, HR staff prepares the necessary
               c.
                paperwork to notify Payroll staff of the newly hired employee.
        14. New Employee Begins Work
            a.  The Hiring Administrator provides the employee with a copy of the current Biweekly
                Pay Periods/Pay Schedule and a blank time sheet.
            b. Employee completes a Classified/Hourly Employee Time Sheet and submits to
                supervisor for approval.
            c.  Administrator collects completed time sheet(s), approves and submits to Payroll
                staff.




FILE: http://www.juneauschools.org/hr/employee/forms                            Page 10 of 22
     B. Hiring For an Employee Memorandum of Agreement (MOA)

          1.    General Information
                a. ALLOW up to 10 business days for the MOA to be processed and returned to you.
                b. Always complete and submit the MOA BEFORE the work has started. This will enable
                    the employee to be paid in a timely manner and to assure adherence to district
                    policies and mandates.
                c. If the employee is not a teacher, administrator, exempt salaried employee or
                    performing work of a professional nature, the Employee MOA must include an hourly
                    rate of pay.
                d. Ensure that the rate of pay on the Employee MOA is consistent with the current
                    Employee Non-Permanent Rate of Pay Schedule.
                e. Provide enough detailed information to allow those approving to make a decision on
                    TRS eligibility.
                f. REMEMBER: The employee/contractor does not sign the MOA until it has been
                    processed, approved by the Administrative Services Director and the Assistant
                    Superintendent, and returned to the Contract Administrator.
                g. The Contract Administrator is responsible for submitting the approved, fully signed,
                    MOA and any other necessary documents to the Payroll Office.
                h. The Contract Administrator must ensure that a current W-4 tax form, I-9
                    Employment Eligibility/Verification form and rolled fingerprint cards (if the work
                    will involve student contact and the individual will not be in the presence of a JSD
                    employee while performing the work) are on file PRIOR to employment.
          2.     Determine if Fingerprinting and Interested Persons Report are required.
                a. Fingerprinting and an Interested Persons are not required when the employee will
                    NOT be in an unsupervised capacity with students. In this event, the Hiring
                    Administrator may choose to accept responsibility for ensuring that the individual
                    will not be in an unsupervised capacity by signing in the area on the MOA form
                    indicated by the yellow box. This area must be signed if the individual is not a
                    current District employee and no Interested Persons report accompanies the MOA.
                b. Current District employees do not need to be fingerprinted. Check with the HR office
                    if you are unsure.
                c. If it is determined that fingerprints are required, the fingerprinting process will take
                    place as part of the new-hire packet - for more information see Step 6 below.
                    However, if fingerprints are required, the employee needs to obtain an Interested
                    Persons report so that it can be submitted with the MOA form to the HR office.
                d. Interested Persons Report - To obtain an Interested Persons report the individual
                    must go in person to one of the locations shown below:

                      Alaska State Troopers Records         Alaska State Troopers
                      Office                                2760 Sherwood Lane
                      450 Whittier Avenue                   Juneau, AK 99801
                      Juneau, AK 99801                      9907) 465-4000 or 465-4005
                      (907) 465-4343                        Hours: 8 a.m. – noon and 1:00
                      Hours vary – call before visiting             p.m. to 3:30 p.m.
                                                                    Monday through Friday



FILE: http://www.juneauschools.org/hr/employee/forms                                    Page 11 of 22
                      The person requesting the report must appear in person with two pieces of
                      identification – one must be a driver’s license or state ID (with photo) and the second
                      must contain a signature per the requirements of the Alaska State Troopers. Cost for
                      the report: $20.00. The report is provided to the individual immediately and
                      contains criminal background information for any activity occurring within the State
                      of Alaska.

          3.    Completing the Employee MOA form
                a. The School District Contract Administrator completes ALL information in the top
                    three sections of the form:
                    1) Section 1 - Employee Name – Name and contact information for the person
                        performing the work. Be sure to check the appropriate box to indicate if the
                        employee is a represented employee of the District. Note that the employee may
                        be required to undergo a fingerprint check based upon the work that is to be
                        performed. If The Contract Administrator is not sure whether this is required,
                        contact the HR Office to confirm.
                    2) Section 2 - Juneau School District Contract Administrator – Name and contact
                        information for the person responsible for administering this contract AND the
                        account code for charging the work performed.
                    3) Section 3 - Work to be Performed – Provide specific detail about the work that is
                        to be performed. This detail will be used to determine the correct rate of pay
                        and whether or not the employee is eligible to receive TRS for this work. Use the
                        current Non-Permanent Rate of Pay Schedule to determine the correct pay.
                             Fill in the start date and end date of the work.
                             Chose the appropriate Rate of Pay – when choosing an hourly or daily rate,
                              also include an amount on either the Project Based or Remuneration Not to
                              Exceed line. Remember if the employee is not performing work that is of a
                              professional nature, i.e., requiring state certification, or other professional
                              license, degree or certification, you must include an hourly rate of pay. If
                              you are not sure of the rate of pay, contact the HR Office. Note: The hourly
                              rate of pay must be greater than or equal to the current minimum wage –
                              this is calculated by dividing the “not to exceed” amount by the total
                              number of hours worked. The total of this calculation must be equal to or
                              greater than the current hourly minimum wage rate of pay. The current
                              minimum          wage      rate    of     pay      can     be     found     at:
                              http://www.labor.alaska.gov/lss/new-min-wage.htm - effective 1/1/2010:
                              $7.75 an hour. Note: When hiring referees who receive a “per game”
                              amount, Community Schools classes where presenters receive a “per class”
                              amount, individuals who assist with building sets or making costumes for
                              plays, etc.
                b. When hiring an individual who does not currently work for JSD the individual may
                    need to obtain an Interested Persons Report from the Alaska State Troopers. See
                    item #2, a through b, above for details.
          4.    Hiring Approval
                a. The Contract Administrator sends the MOA (and Interested Persons Report, if
                    required) to the HR office for review and approval. HR staff will review the pay rate
                    and TRS eligibility, and assign an MOA number.


FILE: http://www.juneauschools.org/hr/employee/forms                                      Page 12 of 22
                b. HR staff forwards the MOA to the Administrative Services Director for review and
                   approval. The Administrative Services Director will review the MOA for correct
                   account code, budget availability, and whether or not the work performed is of a
                   professional nature.
                c. The Administrative Services Director forwards the MOA to the Assistant
                   Superintendent’s office for review and approval. The Assistant Superintendent will
                   review/approve the MOA for merit of the work to be performed.
                d. The Assistant Superintendent returns the approved MOA to the HR Office.
                   1) The signatures at the bottom of the MOA form will indicate final approval.
                e. HR returns the approved MOA to the Contract Administrator.
                   1) HR staff monitors receipt of fingerprinting/background report.
                f. If at any stage of the review and approval process information is missing or incorrect,
                   the MOA will be returned to the Contract Administrator for correction. See MOA
                   Missing Information form in the appendices.
          5.    New Hire Documentation
                a. The Contract Administrator makes the employment offer to the employee and
                   discusses the MOA employment relationship with the employee. Employee signs
                   his/her agreement at the bottom of the form.
                b. The employee may begin work.
                c. The Contract Administrator sends the original approved, fully signed, MOA to the
                   Payroll Office (be sure to keep a copy for your files), along with necessary new hire
                   paperwork described below.
                d. The Contract Administrator is responsible for collecting all necessary paperwork
                   from the new employee on or before the first day of work.
                e. When hiring a current JSD employee to work under an Employee MOA in addition to
                   their regular job, it is not necessary to complete a new W-4 or I-9 form, and a new
                   fingerprint card is not necessary for current JSD employees.
                f. When hiring an individual who does not currently work for JSD the following forms
                   must be completed, and collected by the Contract Administrator, on or before the
                   first day of work. The Contract Administrator will distribute the forms as noted
                   below.
                   1) W-4 tax form – send original to payroll office.
                   2) I-9 Employment Eligibility and Verification form – send original to payroll office.
                   3) Fingerprints may be required – check with the HR office if you are unsure.
                         Ensure that employee reads Fingerprinting Memo and completes Fingerprint
                         Authorization Form on the back side of the memo. Employee must have
                         fingerprints processed on or before the first day of work.
                             Contract Administrator sends Fingerprint Authorization Form to HR office
                              and directs employee to go to Community Schools to have fingerprints
                              rolled.
                             Community Schools returns the rolled fingerprint cards to the Contract
                              Administrator who will send them to the HR office to obtain a background
                              report and to keep on file.
                             HR notifies Contract Administrator if employee background report reveals
                              inappropriate activity that would prevent continued employment.
                   4) Direct deposit form, optional – send original to payroll office.
                   5) Confidentiality Statement – original retained by Contract Administrator.


FILE: http://www.juneauschools.org/hr/employee/forms                                   Page 13 of 22
                      6) JSD Computer Policy, if a JSD computer will be used Statement – original
                         retained by Contract Administrator.
                      7) The employee records his/her work hours on a MOA Time Report form and
                         submits to supervisor for approval.
                      8) The Contractor Administrator sends the completed/approved Time Report(s) to
                         the Payroll office.




FILE: http://www.juneauschools.org/hr/employee/forms                               Page 14 of 22
     C. Hiring For a Contractor Memorandum of Agreement (MOA)

          1.    Be sure to read and adhere to all steps in B.1. General Information, above.
          2.    The Memorandum of Agreement - Independent Contractor form is to be used for
                contracts that are under $5,000. (Use a Professional Services Agreement form for
                contracts of $5,000 or more.)
          3.    Complete the MOA Questionnaire to determine eligibility as an Independent Contractor.
          4.    The School District Contract Administrator completes ALL Sections of the form above the
                Human Resources Approval Section, with the exception of the MOA Number. Be sure to
                keep a copy for your files.
                a. When hiring an individual who does not currently work for JSD the individual may
                    need to must obtain an Interested Persons Report from the Alaska State Troopers.
                    See item #2, a through b, above for details..
          5.    Determine if Fingerprinting and Interested Persons Report are required.
                 a. Fingerprinting and an Interested Persons are not required when the employee will
                    NOT be in an unsupervised capacity with students. In this event, the Hiring
                    Administrator may choose to accept responsibility for ensuring that the individual
                    will not be in an unsupervised capacity by signing in the area on the MOA form
                    indicated by the yellow box. This area must be signed if the individual is not a
                    current District employee and no Interested Persons report accompanies the MOA.
                b. Current District employees do not need to be fingerprinted. Check with the HR office
                    if you are unsure.
                c. If it is determined that fingerprints are required, the employee needs to obtain an
                    Interested Persons report so that it can be submitted with the MOA form to the HR
                    office.
                    1) Contract Administrator sends Fingerprint Authorization Form to HR office and
                         directs employee to go to Community Schools to have fingerprints rolled.
                    2) Community Schools returns the rolled fingerprint cards to the Contract
                         Administrator who will send them to the HR office to obtain a background report
                         and to keep on file.
                    3) HR notifies Contract Administrator if employee background report reveals
                         inappropriate activity that would prevent continued employment.
                    1) Interested Persons Report - To obtain an Interested Persons report the
                         individual must go in person to one of the locations shown below:

                      Alaska State Troopers Records Office   Alaska State Troopers
                      450 Whittier Avenue                    2760 Sherwood Lane
                      Juneau, AK 99801                       Juneau, AK 99801
                      (907) 465-4343                         9907) 465-4000 or 465-4005
                      Hours vary – call before visiting      Hours: 8 a.m. – noon and 1:00
                                                                     p.m. to 3:30 p.m.
                                                                     Monday through Friday

                      2) The person requesting the report must appear in person with two pieces of
                         identification – one must be a driver’s license or state ID (with photo) and the
                         second must contain a signature. Cost for the report: $20.00. The report is
                         provided to the individual immediately and contains criminal background
                         information for any activity occurring within the State of Alaska.
FILE: http://www.juneauschools.org/hr/employee/forms                                   Page 15 of 22
          6.    Hiring Approval
                a. The Contract Administrator sends the MOA (and Interested Persons Report, if
                    required) to the HR office for review and approval. HR staff will assign an MOA
                    number.
                b. HR staff forwards the MOA to the Administrative Services Director for review and
                    approval. The Administrative Services Director will review the MOA for correct
                    account code and budget availability.
                c. The Administrative Services Director forwards the MOA to the Assistant
                    Superintendent’s office for review and approval. The Assistant Superintendent will
                    review/approve the MOA for merit of the work to be performed.
                d. The Assistant Superintendent returns the approved MOA to the HR Office.
                    1) The signatures at the bottom of the MOA form will indicate final approval.
                e. HR returns the approved MOA to the Contract Administrator.
                    1) HR staff monitors receipt of fingerprinting/background report.
                f. If at any stage of the review and approval process information is missing or incorrect,
                    the MOA will be returned to the Contract Administrator for correction. See MOA
                    Missing Information form in the appendices.
          7.    New-Hire Paperwork
                 a. The Contract Administrator sends the original approved, fully signed, MOA to the
                    Payroll Office (be sure to keep a copy for your files), along with necessary new hire
                    paperwork. If you are unsure of what documents are needed, contact the District
                    Finance/Accounting office.
                 b. The Contract Administrator is responsible for collecting all necessary paperwork
                    from the contractor on or before the first day of work.
          8.    Contractor Begins Work
                    1) The Contract Administrator discussed the MOA contract employment
                         relationship with the employee. Contractor signs the agreement at the bottom of
                         the form.
                    2) The contractor may begin work.
                    3) The Contract Administrator will send the original approved, fully signed, MOA
                         including a completed Purchase Order Requisition and MOA invoice to the
                         Accounts Payable office for payment to the Contractor.




FILE: http://www.juneauschools.org/hr/employee/forms                                   Page 16 of 22
         Chapter III Non-Permanent Employee
                   Hiring Guidelines


                                                       Forms

                                      Please visit the District website at:

                     http://www.juneauschools.org/hr/employee/forms

                                  for the newest version of all HR forms.




Forms discussed in these guidelines:

1.   Non-Permanent Personnel Requisition
2.   Non-Permanent Recommendation to Hire form
3.   Applicant reference forms
4.   MOA forms – Employee form and Contractor form




FILE: http://www.juneauschools.org/hr/employee/forms                          Page 17 of 22
 Date                                                                                VACANCY NUMBER: ______________



                                               JUNEAU SCHOOL DISTRICT
                                         NON-PERMANENT Personnel Requisition Form
                                                       (Temporary/Hourly/Extra Duty)


 Name of Initiator:                                             Position Location:
 Position Requested:
 Start Date:                                                    End Date:

 POSITION INFORMATION - Check one:

      Temporary (30 or less working days)
      Hourly (less than 20 hrs per wk)
      Extra Duty (per JEA bargaining agreement Article 10)
      Other (please explain): ________________________________



   ADVERTISING/POSTING:

   Check one:                    Do Not Advertise Position               Advertise Position


   FUNDING SOURCE: Account Code (For more than one funding source, indicate percent for each code):




  APPROVAL:


   Human Resource Director                             Date           Administrative Services Director                  Date



 NEW EMPLOYEE INFORMATION (to be completed by HR staff):

 Filled by:                                                    Start Date:
                 $        based on the current Non-Perm
 Salary:                                                       Recommended for Hire Date
                 Rate of Pay Schedule

      1. Hourly: these staff work 19.75 hours or less per week and are not represented by a bargaining union. They are
         non-benefitted and the basic rate of pay is determined by the Non-Permanent Rate of Pay schedule; the typical
         rate of pay for FY11 for most positions is $11.80 per hour.
      2. Temporary: these staff work less than 30 days in a newly created position and are not represented by a
         bargaining union. They are non-benefitted and the basic rate of pay is determined by the Non-Permanent Rate
         of Pay schedule; the typical rate of pay for FY11 for most positions is $11.80 per hour.
      3. Extra Duty: these staff work beyond the 7.5 hr day, individuals are compensated in accordance with the Extra
         Duty Assignment Pay Schedule (Appendix H) in the JEA contract. PLEASE REMEMBER THAT AN IN-BUILDING
         POSTING MUST OCCUR FIRST and needs to be attached to this form.



FILE: http://www.juneauschools.org/hr/employee/forms                                                     Page 1 of 22
                                       JUNEAU SCHOOL DISTRICT
                                  NON-PERM RECOMMENDATION TO HIRE


   I recommend                                                             be hired to fill Vacancy No.

          New Hire               Rehire         School/Dept                                  Position        ____________________



   HOURLY EMPLOYEES:

   Start Time             a.m./p.m.       End Time             a.m./p.m.     Days Worked M         T      W     Th      F     S   Su



   TEMPORARY EMPLOYEES:

   Start Date                                          End Date of Temporary Position:



   COACHES/ADVISORS/EXTRA DUTY:

   Position                                    Start Date:                 End Date




   NOTE: Reference checks, Employment Application, and the Interested Person’s Report must be attached prior to approval
      by HR Director. Please remember that before an individual can begin work, the Human Resource Office must give
                                                       APPROVAL.


  Administrator                                          Location                                              Date




  APPROVAL:

  Director of Human Resources                                                                                  Date



                    If you have questions, please contact the Human Resources Office or Payroll:
                                                         HUMAN RESOURCES STAFF
                                           Cherish Hansen, Senior Human Resource Specialist 523-1714
                                                 Ruth Hanis, Human Resource Specialist 523-1715
                                               Jenny Thomas Human Resource Technician 523-1712
                                      Melanie Ellenberg, Human Resources Administrative Assistant 523-1713
                                                   Peg Warren, Hourly Office Support 523-1711
                                                                  Payroll Staff
                                                     Sarah Jahn, Payroll Supervisor 780-2081
                                           Candy Wierzelewski, Payroll and Benefit Specialist 780-2087
                                                     Jody Wade, Payroll Technician 780-2086
                                                      Payroll@jsd.k12.ak.us
  Please make sure that employees complete the required forms listed on the Non-Permanent Employee Hire Packet checklist and
   send to the Human Resources Office on or before their first day of work or employees stop by the District office on or before
                                  their first day of employment to complete hiring paperwork.
FILE: http://www.juneauschools.org/hr/employee/forms                                                               Page 2 of 22
Page 1 of reference form shown as a sample only.




FILE: http://www.juneauschools.org/hr/employee/forms   Page 3 of 22
FILE: http://www.juneauschools.org/hr/employee/forms   Page 1 of 22
                                                                                MOA NUMBER:
                               CITY & BOROUGH OF JUNEAU SCHOOL DISTRICT
                                  10014 Crazy Horse Drive  Juneau, Alaska 99801
                           Human Resources: Phone (907) 523-1713 / Facsimile (907) 523-1719
                   MEMORANDUM OF AGREEMENT – INDEPENDENT CONTRACTOR 
                                        between
Name:                                                                     AND        City & Borough of Juneau School District
Address:                                                                             District Contract Administrator:

Phone: (       )                          Fax:      (       )                        Location:
e-mail:                                                                              Phone:    (907)                      Fax:     (907)
SSN or TIN Number:                                                                   e-mail:
AK Business License No.:                                                             Account Code:
Other Licenses:
IMPORTANT NOTICE: A completed W-9 form must either be on file in the Finance Office or attached to the MOA. If a W-9 form is not on file or
attached, the school district will withhold 31% of the payment in compliance with IRS backup withholding rates.
   NOTE: A fingerprint check may be required for individuals who are not current District employees. Fingerprinting is done to protect District
                          students against potential harm from persons involved in violence, sexual abuse, or drug distribution.

   If the following statement is true and acknowledged in writing by the Contract Administrator named below, fingerprint processing and an Interested
  Persons report may not be required. If not, the administrator agrees to obtain an Interested Persons report from the above-named individual, submit it
                                          to the HR office, and direct the individual to have fingerprints processed.

  I guarantee that the employee named on this document will not be in an unsupervised capacity with students:

  Signed by Administrator:      ______________________________________________

Purpose:


Period Covered / Time Frame:
Rate of Pay:        Hourly   $                                               Daily $                             Project Based $
                    Remuneration not to exceed                           $
Other Considerations:

Other Conditions: Independent Contractor must abide by the Rules & Regulations of the Juneau School District in order for this
Memorandum of Agreement to remain in effect. Payment will be made upon receipt of invoice from the Independent Contractor
containing the approval of the District Contract Administrator.

  HUMAN RESOURCES APPROVAL:                                                                                         DATE:

AGREED TO BY:

District Contract Administrator                                                                            Date

Director of Administrative Services                                                                        Date

Superintendent or Assistant Superintendent                                                                 Date

Independent Contractor                                                                                     Date
                   This Memorandum of Agreement is not valid or binding until approved by Human Resources and signed by all parties.
THIS IS A 2-SIDED FORM – PLEASE PRINT & COMPLETE BOTH SIDES
BEFORE SUBMITTING TO HR.



FILE: http://www.juneauschools.org/hr/employee/forms                                                                       Page 2 of 22

				
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