1. Labor 101 Protocol and Procedures

2. New Hire Assessment Form As soon as you identify a need to hire, complete this form and submit it to Kim or Colette. Complete the top section for all New Hire Assessment Forms.

3. New Hire Assessment Form Complete Section I for “NEW” position. Provide ample information. Once this section is complete, you are ready to email your request as an attachment – no fax please.

4. New Hire Assessment Form Complete Section II for a “promotion” or “replacement” position. Once this section is complete, you are ready to email your request as an attachment – no fax please. $10 - $11.00 pending experience and education

5. New Hire Assessment Form Once your request is approved, search for your candidate. Please reach out to Billie Llewellyn, Recruiting Manager for all your employment ads. Billie.llewellyn@phoenixchildrensacademy.comBillie.llewellyn@phoenixchildrensacademy.com (480) 455-3161

6. New Hire Assessment Form Before offering the position, complete the bottom section of the original form with information about the successful candidate.

7. New Hire Assessment Form Your labor director will send you a final approval before you offer the position. Have the new employee complete all new hire paperwork. Send all new hire paperwork to your payroll administrator except for the New Hire Action Notice – That goes to Kim or Colette – Once verified we send it to payroll. This is how they can verify that the new hire has been approved. Send all new hire paperwork to your payroll administrator before or on the first day of the new employee. Ensure the employee physically signs the New Hire Action Notice form. Status Change Forms: Director of Labor only needs to sign when it is a promotion, not for termination/resignation.

8. Terminations When an employee is terminated or resigns, submit the Status Change Form to your payroll administrator and CC (courtesy copy) Kim or Colette.

9. OnCare Files Each child must have a Primary Classroom, a Program and an accurate Schedule in order to have an FTE count. The FTE is then used to determine the labor hours required per child. To verify classrooms and programs: Run a data download following the instructions provided to you by the Labor Team on January 28. This should be done regularly to ensure accuracy. You can easily check to see who doesn’t have a schedule by running a Roll Call report and looking for blanks. Migration and Irregular schedules should not be used. Full Time schedules should have a total of 10 hours per day and Half Day should have 6 hours. You can CREATE schedules in OnCare. Refer to the instructions sent to you on January 28.

10. Overtime Overtime should be monitored closely each week starting on Tuesday. Although the expectation is “0”, we understand it may be inevitable. Tips to Reduce and Eliminate Utilize “Part Time” employees for special events whenever possible. Provide employees longer lunch breaks. Talk with staff that are clocking in early/late or not taking a full lunch break.

11. Personal Time Off PTO increments-The current policy states PTO should be used in a minimum of 4 hour increments. However we recognize that there will be circumstances when less than 4 hours is beneficial. When this occurs you will need to provide the labor team with an explanation. PTO should be equal to the amount of time the employee is scheduled to work. For example, if they work 6 hours per day then the PTO entered should not exceed 6 hours per day. PTO should be used in even increments. PTO cannot be used to round out hours or to cover for loss of hours from low attendance. Negative PTO-You may not take PTO hours into a negative balance. Managers must check the most recent Vacation and Personal Time Report from payroll to ensure that an employee has PTO available before entering it in OnCare. Vacation- Directors should continue to enter all paid time off under the PTO tab in OnCare. Although the Vacation tab is present in OnCare, it should not be used.

12. Pay Scale A pay scale provides guidance in determining one’s rate of pay based on education and experience. However, Directors, along with the labor team must consider the current financial reality of the center. When the occupancy is low, the revenue will be under budgeted target and will not sustain your pay scale. In other words, you may not be able to afford to pay what your pay scale states, so it will need to be adjusted. $$$

13. Time Cards Timecards should be checked daily to ensure accuracy. You should receive an new employee’s ID number within a couple of days. Otherwise, contact your payroll administrator. The ID # is required for payroll transmittal. The Labor team monitors timecards for accuracy and sends email reminders. Please make corrections as soon as possible. All time cards must be signed by employees and verified by manager or representative. Empower your staff and encourage them to use the HR computer to print out their own time cards.

14. In a Nut Shell Three step process: Request – Confirm – Verify Keep accurate record in OnCare The big picture – Enrollment – Operations Team, Marketing Team, The whole team! Manage your labor hours and dollars.

15. Thank You As always we are available for questions anytime colette.lambert@phoenixchildrensacademy.com 540-326-6759 kim.rooney@phoenixchildrensacademy.com 803-603-1344