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HR Presentation
Living Sky School Division No. 202
October 26th, 2010
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Agenda Morning Session 9:00am to 11:30am
Overview Substitute and Casual Employees Human Resource Reports Web Portal
Afternoon Session 12:30pm to 3:00pm Position Overview Lessons Learned Additional Questions
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HR Overview Job Opportunity Applicants
Applicant Employee
Employee Assignment Changes
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Job Opportunity Generates Job Numbers Electronic Data
Tracking Data Collection Applicant (internal & external) Web Portal
Assignment Setup
Refer to Job Opportunity Screens
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Applicant Card New applicants are entered
Name Contact Information Address
Allows applicants to be attached to posting Initial information that will follow to
employee card Shows Job Opportunities applied for
Refer Application Card Screens
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Job Opportunity Report Navision
Displays Opportunity Information
Lists internal & external applicants
Generates seniority dates (if applicable) that are entered onto the employee cards
Refer to Job Opportunity Report Screens
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Job Opportunity Report Web Portal
Administrators can access Job Opportunity Database
View applicants and their contact information
Refer to Job Opportunity Web Portal Screens
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Applicant to Employee Transfers applicant and assignment
information to employee card
Applicant number changes to employee number
Refer to Applicant to Employee Screens
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Employee Information General Information
Name, Job Title, Preferred Name, Former Name, Employee Number
Communication Phone Numbers, Email, Correspondence Setup
Refer to Applicant to Employee Information Screens
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Employee InformationAdministration Tab
Employment Date Last Contract Effective Date
Original Date of Hire First worked with the division
Status- Employee’s current status Active, Terminated, Casual, etc
Termination Date Date of separation Grounds for termination
Refer to Applicant to Employee Information Screens
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Employee InformationPersonal Tab
Address Birth Date Gender Boolean Fields
Self declaration What documents are on record
Refer to Applicant to Employee Information Screens
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Employee Information KwikTag
Scan all applicable documents into KwikTag Employee Electronic Document
Refer to Applicant to Employee Information Screens
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Additional Information Tab Additional Information- Service Date- Criminal Record Check Information- Details of Teaching Certificate- Transcripts
Refer to Applicant to Additional Information Tab Screens
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Education Tab Education (Transcripts/Certificates)
Scan transcripts into KwikTag attached to the education line
Information includes: School Type of education Relevant Dates
Refer to Education Tab Screen
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Payroll AssignmentsStart/End Reason Code Maternity Leave Sick Leave Salary Payment Option Change Transition to Retirement Transfer or Reassignment Contract Amendment
Replacement/Replacing Name Teacher Change Form
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Payroll AssignmentsCause of Absence Code Leave Without Pay Sick Leave Without Pay Maternity Leave
Full Time Temporary Assignments End Sub/Casual Assignment and reopen once
temporary contract ends
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Substitute and Casual Applications Procedure New Applicants- Are they internal? - Previous Applicant? New Applicant Card Enter Job Opportunity Additional Information (If Received with App) Change Status Confirm all required documents have been
received Pass Information on to HR Manager / HR
Administrator Change Status Refer to Substitute and Casual Applications Procedure Screens
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Sub/Casual Application Procedure HR Manager/HR Administrator complete the
referencing process Status Approval/ Decline Letters Created Letter & Applications are returned to HR Assistant
to mail Create Employee Card Additional Information Complete Preferences Payroll Assignment KwikTag Refer to Substitute and Casual Applications Procedure Screens
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Substitute and Casual List Access on the Web Portal Two Types
Sub and Casual List contact information
Sub and Casual Availability Book Subs and Casuals Only shows available subs and casuals on a selected
day
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Sub and Casual Setup Employee Preferences
Select grade, location, and subject preferences Enter comments for additional information Active sub and casual assignment
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Correspondence Create correspondence from the employee
Card
Automatically completes the address and name fields
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HR Reports Sick Leaves LINC CUPE Seniority Report Evaluations Teaching Certificates
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Sick Leave Report Summary of extended sick leaves
The leaves are 30 days or more
Information is available through the employee assignment screen
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LINC Report
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CUPE Report
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Seniority Report Includes the following:
Name Position Seniority Date Total years and months of seniority Associated School
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Seniority Report
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Evaluations Track review dates for all employees
Scan reviews into KwikTag
Select location, reviewer, type of review, and the next expected review
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Evaluations
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Teaching Certificates Enter all Teaching Certificate numbers
attached to the employee card
Track any probationary or provisional certificates and the expiry dates
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Teaching Certificates
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FTE Allocation Current and Future Assignments Replacing/ Replacements School FTE Available on the Web Portal
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WEB Portal Employee Balances
Central Office Absences Every employee at central office enters their
own absences Approved by central office staff member
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Web Portal Enrollment Projections
Track current and previous year enrollments
Request additional or reduction of FTE to the Superintendent of HR
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Lunch 11:30 to 12:30
Upstairs in cafeteria
Sponsored by Open Door Technology
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Position Overview Payroll/HR Assistant- Jolene Silva Executive Assistant HR- Christeena Fisher Payroll Officer- Susan Fox and Kristy Walker HR Manager- Chantelle Stolniuk
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Payroll/HR Assistant- Jolene Day to Day- Entering Applicant & Employee
Information- Job Opportunities- Kiwiktag Reports Benefits
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Executive Assistant HR Data is all stored electronically – very
seldom are files pulled any longer Job Opportunities Assignments (facility, hours, contracts, etc.) Contact Information (address, phone #) Leaves (medical, maternity, balances, etc.) Historical Data Teacher Certificates
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HR Manager- Chantelle New Employees (Applications)
- are they internal?- updating application status
Current Employees- contact information- assignments (current and past)- updating sub-list preferences- checking leave balances- absences/dispatches
Refer to HR Manager Screens
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HR Manager- Chantelle
Online Documents- verify credentials
- letters, contracts, etc.
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Lessons Learned Importance of assignments Correct balance tracking Importance of dates for seniority,
employment, reviews Planning the needs of HR and designing
Navision to meet those needs Proper processes to delegate duties and
assign responsibilities
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Lessons Learned Con’t Internal controls Effective communication between the
positions Training for all staff at central office and
within the schools Staff web portal entry for absences
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Setup Dates Balances Accurate Assignment Recording Job Opportunities Applicants
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Questions
Questions?