Lee County School District Beattyville, KY Hiring Process

Project Team Team LeadSharron Adams Process OwnerDr. James Evans Team MembersCathy Begley Zina Gibson John Profitt Central Office Staff School Principals

3 ©2013 APQC. ALL RIGHTS RESERVED. Project Charter Problem Statement All staff do not follow existing policies and procedures for hiring employees Goals Develop and communicate a documented and consistent hiring process. Reduce the number of incidents in which existing hiring policies and procedures are not followed during the hiring process. Develop Job Descriptions for all positions within the school district; obtain Board approval; and distribute to all employees.

4 ©2013 APQC. ALL RIGHTS RESERVED. Milestones Project Start Date DefineJune 2014 MeasureNovember-December 2014 AnalyzeFebruary 2015 ImproveMarch-April 2015 ControlJune 2015

5 ©2013 APQC. ALL RIGHTS RESERVED. Cost of Poor Quality  Administrative directives, policies and procedures were in place but were not being followed. Identified an essential need to develop a new district-wide hiring process to ensure all regulations and requirements are met and followed; ensure most qualified staff are employed to provide quality service to students; and to alleviate possible liability issues and costs that could arise as a result.

6 ©2013 APQC. ALL RIGHTS RESERVED. Project Scope  Brainstormed issues Job descriptions Performance evaluations (following policy and procedure) Not following a consistent hiring process Accountability  Final Scope Started with job descriptions and finally focused on the entire hiring process

7 ©2013 APQC. ALL RIGHTS RESERVED. P SIOC Enablers: Guides: StartEnd Verify FTE Open Position Complete Posting Request Post Vacancy Review Applicants Interview Applicants Make Offer Onboard New Hire Hiring Process Superintendent Senior Leaders Applicants Universities EPSB SBDM Police Dept. State/Federal Agencies Drug Testing Vendor Physician Former District HR Dept. Board Job descriptions Completed Posting Requests Vacancies Posted in KEPS Applications Fingerprints Background checks Drug Test Results New Hire Paperwork Budgeted FTEs Hired Employee Vacancy Filled MERR Information Completed List of Qualified Applicants New Hire Paperwork Completed Applicant Superintendent Senior Leaders Principals SBDM Payroll DTC Board District leadership State/federal laws and regulations, policies

8 ©2013 APQC. ALL RIGHTS RESERVED. Onboarding New Hire Applicant accepts position HR receives new hire’s application HR sets appointment with new hire Applicant submits paper work Applicant completes required checks Send personnel file to Payroll for New Hire Packet & Munis ID HR requests required paperwork Notify superintendent required paper work completed DTC receives notification of new hire Verify applicant transferrable status (Cert) New hire starts work Certified or Classified Certified Classified

9 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps CERTIFIED Superintendent Will Verify Budgeted FTE Superintendent will Complete Posting Request HR will Post position KEPS (30 days) Receive Applications Superintendent and Senior Leaders will Screen Applicants Superintendent and Senior Leaders will Interview Qualified Applicants Instructional Assistant will Copy Applications of Qualified Applicants and Send to Principals/SBDM SBDM Interview Applicants & Verify [HQ] for Position SBDM Recommends Qualified Applicant to Superintendent Superintendent makes offer to hire and notifies HR HR Contacts Applicant to Schedule an Appointment Create personnel File  Drug Screening Completed & Results Received  Background Check Completed & Results Received  Physical Exam Received  Job Description Provided  Experience Verification, Contract Status, & Sick Days From Former Employer Requested & Received  I9 Completed and Two Forms of Identification Obtained  Copy of Social Security Card  Copy of Driver’s License

10 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps (Certified Continued)  SSA-1945 Completed  Official Transcripts Obtained  Teaching Certificate Obtained  Teacher Interns: ( ) COE Completed ( ) Principal/Cooperating Teacher Assigned  Sick Leave Bank Participation Form Completed  When Paperwork is Complete, HR notifies Superintendent and Contract is Signed  Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance, etc.)  Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document RETIREES  Follow Steps for Other Certified New Hires With the Addition of:  HR will ask Applicant to Verify Break In Service  HR will Verify DWT  HR will Inform Retiree of Their Responsibility to Make Certain They Meet KTRS Return to Work Requirements  If Certified Retiree is Hired as a Classified Employee, HR Must Obtain a Waiver From KTRS

11 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps Substitute Teacher (Three Levels) Substitute Teacher With Certification Superintendent will Verify Budgeted FTE Receive Applications Screen Applicants Superintendent Interview Qualified Applicants Superintendent Superintendent makes offer to hire and notifies HR HR Contacts Applicant to Schedule an Appointment Create personnel File  Drug Screening Completed & Results Received  Background Check Completed & Results Received  Physical Exam Received  Job Description Provided  Experience Verification Received  I9 Completed and Two Forms of Identification Obtained  Copy of Social Security Card  Copy of Driver’s License

12 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps Substitute Teacher -Three Levels (Continued)  SSA-1945 Completed  Official Transcripts Obtained  Teaching Certificate Obtained  New Hire Completes TC-4 Character & Fitness When Paperwork is Complete, HR notifies Superintendent  Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance Notification Letter, etc.)  Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document EMERGENCY CERTIFIED SUBSTITUTE TEACHER  Follow Steps for Certified Substitute Teacher With the Addition of:  New Hire Must Have Address in Order to Complete the On-line Process for Emergency Non-Certified Substitute Teachers  HR Submits Request On-line to Hire Applicant  New Hire Establishes an Account With the EPSB (Login and password)  New Hire Completes EPSB On-line Application and Character & Fitness

13 ©2013 APQC. ALL RIGHTS RESERVED. Substitute Teacher -Three Levels (Continued)  HR Verifies On-line information  New Hire Prints One-Year Certificate for Lee County and Submits to HR  Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance Notification Letter, etc.)  Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document EMERGENCY NON-CERTIFIED SUBSTITUTE  Follow Steps for Certified Substitute Teacher With the Addition of:  Emergency Non-Certified Substitute Teachers Must Complete an Initial Three-day Training  Substitutes who Complete the Three-day Training are Approved to Teach on an Emergency Non-Certified Substitute Basis in Lee County Only NOTE: All Returning Substitute Teachers Must Complete the Intent Form Sent to Them by HR Each School Year Marking Their Intentions to Continue Employment. Certified Substitute and Emergency Non-Certified Substitute Teachers Must also Complete a Hard Copy TC-4 Character & Fitness Form Each School Year. Emergency Certified Substitute Teachers Must Complete the On-line Application and Character & Fitness to Obtain Their One-Year Certificate each school year.

14 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps CLASSIFIED (FULL-TIME & *SUBSTITUTE) Superintendent will Verify Budgeted FTE Superintendent will Complete Posting Request HR will Post Position Vacancy on the District and School Website and at Each School Building Receive Applications Superintendent and Senior Leaders will Review Application on File Superintendent and Senior Leaders will Screen Applicants Superintendent and Senior Leaders will Interview Qualified Applicants Superintendent makes offer to hire and notifies HR HR Contacts Applicant to Schedule an Appointment Create personnel File  Drug Screening Completed & Results Received  Background Check Completed & Results Received  Physical Exam Received  Job Description Provided  Experience Verification  I9 Completed and Two Forms of Identification Obtained  Copy of Social Security Card  Copy of Driver’s License

15 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps (Classified Continued)  Education Verification  Official Transcripts Obtained if Applicable  Sick Leave Bank Participation Form Completed  When Paperwork is Complete, HR notifies Superintendent and Contract is Signed  Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance, etc.)  Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document BUS DRIVERS (FULL-TIME & *SUBSITUTE)  Follow Steps for Other Classified New Hires With the Addition of:  Transportation Department Completes MVR Release Authorization (3 Yr. Driving Record ) Submitted and Received  Transportation Department Provides Forms for CDL Medical Exam – Card – Report – T.B. Test  Transportation Department Conducts Pre-Employment Road Test  Transportation Department Enrolls Driver in Training Program  Applicant Driver Completes Approximately 80 Hrs. Training With Transportation Director/Driver Trainer + Blood Borne Pathogen Training, Confidentiality Training, and Traffic Control Devices, Signs, and Markings  Applicant Driver Must Obtain CDL License With S-Endorsement

16 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps (Classified Continued) COOKS (FULL-TIME & *SUBSTITUTE)  Follow Steps for Other Classified New Hires With the Addition of:  Food Handlers’ Permit RETIREES  Follow Steps for Other Classified New Hires With the Addition of:  Verify Break In Service  Inform Retiree of Their Responsibility to Make Certain They Meet CERS Return to Work Requirements *Substitute New Hires are responsible for the cost of initial drug screening, background check, and medical exam (with the exception of bus driver medical exams – the board pays up to $50 on CDL Medical Exams)

17 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps ATHLETIC COACHES Superintendent will Verify Budgeted FTE and Notify HR to Post Position HR will Post Position 30 days (District Website and Each School) Applicants will Return Completed Application to the Board Office and Meet With the Superintendent Superintendent will Screen Applicants and Refer to District AD District AD will Copy Applications of Qualified Applicants and Send to Principals/SBDM SBDM will Interview Applicants and Make Recommendation to the Superintendent Superintendent Makes Offer to Hire and Notifies HR and the District AD HR Contacts Applicant to Schedule an Appointment Create personnel File  Drug Screening Completed & Results Received  Background Check Completed & Results Received  Physical Exam Received  Job Description Provided  Experience Verification  I9 Completed and Two Forms of Identification Obtained  Copy of Social Security Card  Copy of Driver’s License

18 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps (Athletic Coach Continued)  Education Verification  Official Transcripts Obtained if Applicable  When HR Paperwork is Complete, HR notifies Superintendent and District AD  District AD Contacts Applicant and Schedules Appointments for Coaching Certification/Qualification Requirements  District AD Identifies Coaching Requirements Dependent on the Position Being Identified as a KHSAA Position  District AD Notifies the Superintendent and HR When the Applicant has Completed all Coaching Certification/Qualification Requirements  District AD & Superintendent Sign-Off on Extra-Curricular Payment Form and Submit to Payroll Department  Extra Service Salaries and Extra Duty Assignments are Added to Certified Staff Applicants  Classified Coaching Applicants Sign Lump Sum Salary Classified Contract  Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance, etc.)  Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document

19 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps ACADEMIC COACH/SPONSOR Superintendent will Verify Budgeted FTE and Notify HR to Post Position HR will Post Position 30 days (District Website and Each School) Applicants will Return Completed Application to the Board Office and Meet With the Superintendent Superintendent will Screen Applicants Instructional Assistant will Copy Applications of Qualified Applicants and Send to Principals/SBDM SBDM will Interview Applicants and Make Recommendation to the Superintendent Superintendent Makes Offer to Hire and Notifies HR and the School Principal HR Contacts Applicant to Schedule an Appointment Create personnel File  Drug Screening Completed & Results Received  Background Check Completed & Results Received  Physical Exam Received  Job Description Provided  Experience Verification  I9 Completed and Two Forms of Identification Obtained  Copy of Social Security Card  Copy of Driver’s License

20 ©2013 APQC. ALL RIGHTS RESERVED. Hiring Process Steps (Academic Coach /Sponsor Continued)  Education Verification  Official Transcripts Obtained if Applicable  When HR Paperwork is Complete, HR notifies Superintendent  Superintendent Signs-Off on Extra-Curricular Payment Form and Submits to Payroll Department  Personnel File Information Shared With Payroll to: Issue Munis ID & Provide New Hire Packet (Tax Withholding Forms, Insurance, etc.)  Payroll Department or Superintendent Designee Informs DTC of New Hire: DTC ensures New Hire completes Acceptable Use Document

21 ©2013 APQC. ALL RIGHTS RESERVED. Data Reviewed and Analyzed  Reviewed the procedures followed for hiring different positions (classified, certified, substitute classified personnel, athletic coaches, academic coaches, etc., substitute teachers –Certified, Emergency Certified, Emergency Non- Certified, retirees, etc.) in order to develop process for each  Reviewed # of incidents when current hiring policy and procedures were not followed  Reviewed incidents when district staff other than the Superintendent had hired applicants without completing necessary HR paperwork  Reviewed # of incidents when applicants were sent to HR without an appointment from someone other than the Superintendent  Reviewed incidents when payroll and HR first found out that an applicant had been hired when a timesheet was submitted for payment without completion of all necessary HR paperwork  Identified the need for development of a Complete District-wide Hiring Process  Identified the need for communication of the hiring process to all school district employees  Identified the need for cross-training of staff

22 ©2013 APQC. ALL RIGHTS RESERVED. Process Key Performance Indicators Following development, communication, and implementation of the new District-wide Hiring Process, we will measure the productivity and success of the process by:  Reviewing the # of applicants (are postings visible?)  Reviewing # of qualified applicants  Reviewing # qualified applicants hired  Measuring Delay time (is it reduced?)  Surveying staff to make certain all are familiar with the Hiring Process  Noting in an employee’s evaluation that additional communication/training is needed if/when the employee does not follow the proper Hiring Process  Measuring # incidents when someone other than the Superintendent tries to hire an applicant without completing necessary HR paperwork (is this still occurring?)  Measuring # of incidents when applicants are sent to HR without an appointment from someone other than the Superintendent (is this still occurring?)  Measure # of incidents when payroll and HR first become aware that an applicant has been hired when a timesheet is submitted for payment without completion of all necessary HR paperwork (is this still occurring?)

23 ©2013 APQC. ALL RIGHTS RESERVED. Analyze – Future Focus Fishbone

24 ©2013 APQC. ALL RIGHTS RESERVED. Improve – Implementation Plan  Develop and document a consistent District-wide Hiring Process for staff throughout the district  Align current policy and procedures to this process  Make certain Job Descriptions exist for all staff positions throughout the district. If needed, develop, obtain board approval, and communicate new job description

25 ©2013 APQC. ALL RIGHTS RESERVED. Improve - Findings  No consistency in following hiring process  Determined a need for development of a District- wide Hiring Process  Job Descriptions did not exist for every position  Job Descriptions needed to be reviewed and updated  Communicate District-wide Hiring Process to all staff  The Superintendent hires all employees  HQ Requirements for staff  Hire qualified staff for all posted positions

26 ©2013 APQC. ALL RIGHTS RESERVED. Improve - Cost Benefit Analysis Several hours have been spent developing a District-wide Hiring Process. Upon completion, communication to all staff, and implementation of the process, the cost benefit to the district will be analyzed and measured by: increased productivity of HR staff; qualified employees hired for each position within the district; decreased liability due to completion of all requirements prior to employment; and reduction in delay time due to cross-training of employees.

27 ©2013 APQC. ALL RIGHTS RESERVED. Control Make sure the District-wide Hiring Process is well communicated Monitor certain key measures Conduct regular reviews of the process Cross Train Employees Hold people accountable

28 ©2013 APQC. ALL RIGHTS RESERVED. Key Findings  No consistency in following hiring process  No accountability for not following hiring process  Job Descriptions did not exist for every position  Job Descriptions needed to be reviewed and updated  Determined a need for development of a District-wide Hiring Process  District-wide Hiring Process must be communicated to all staff  Hire qualified staff for all posted positions Key Concerns  All staff do not understand that the Superintendent hires all employees  Most Qualified Applicant was not always hired  District was open to liability when employees were hired without completing necessary HR requirements  District was open to liability for employees hired in positions for which they were not qualified  District was open to liability for employees hired in coaching positions prior to completing necessary trainings/certifications