Administrative Services WorkshopAdministrative Services WorkshopMMay 8, 2008ay 8, 2008

OverviewOverview•Classified Hiring ProcessClassified Hiring Process•Processing Classified IntentsProcessing Classified Intents•Time SheetsTime Sheets•Q&AQ&A

Classified Staffing Levels(less Child Development Center)

0

50

100

150

200

250

300

2001 2002 2003 2004 2005 2006 2007 2008 - 3rdQtr

Authorized FTE Filled FTE Positions

91% 91% 94% 91% 93% 95% 89% 91%

Classified Staff Vacancies

• FY 08/1, 30 Sep 2008: 23 positions– 17 Pending at SCC– 6 Pending at DO

• FY 08/2, 31 March 2008: 22 Positions – 15 Pending at SCC– 7 Pending at DO– 2/President; 2/VPA; 8/VPS; 10/VPI

• Vacancies Cost Unit Productivity

DIVISION POSITION P-102B DATE

APPLICATION DEADLINE

(days)

CANDIDATE PACKAGE REC'D

(days)

HIRING DECISION

(days)

START DATE (days)

PresidentPIOPRIEITCCR

VPABusiness OfficeOperations Custodian 19-Jul-06 +22 +2 / 24 +46 / 70 TBA

Bookstore Buyer- Bookstore I 20-Sep-06 +36VPIAVP- Rick Ida ISA 14-Jul-06 +25 +4 / 29 no

ISA 14-Jul-06 +1 +36 / 37 +6 / 43AT Senior IT Tech 11-Aug-06 +31 +2 / 33 no

+1 BusinessLRCSAHDowntown & W. SacMSE

AVP- Julia JollyBSS IA- FCS 21-Jul-05 +30 +4 / 34

BSS IA- FCS 21-Jul-05 +1 no

BSS CDC Supervisor 20-Jul-06 +21 +2 / 23

BSS CDC Teacher 29-Aug-06 +27 +4 / 31

HFADavis CenterL&LP.E., Health & Athletics

VPSSCounseling & Student SuccessMatric. & Student Development Interpreter/Trans. I 1-May-06 +40 +4 / 44 no

Interpreter/Trans. I 1-May-06 +20 +4 / 24

Student Services & EnrollmentFA Clerk II 21-Aug-06 +23 +5 / 28

AVG Day- FY 07/1st Quarter 27.5 3.4 41 6

CLASSIFIED HIRING1st Quarter- 1 Jul 06 - 30 Sep 06

Classified HiringYear to Date 3/31/08-3rd Quarter

3130 28 24

3630

41

35

0

20

40

60

Application Deadline Hiring Decision

FY/07 FY/08 1st Qtr

FY/08 2nd Qtr FY/08 3rd Qtr

Travel AuthorizationsYear to Date 3/31/08

Division Submit'd 1st Qtr Errors

2nd Qtr Errors

3rd Qtr Errors

4th Qtr Errors

Error Rate

Error Rate Indicator*

President 21 2 0 0 10%PIO 1 1 0 0 100%PRIE 5 0 0 0 0%IT 9 0 0 1 11%CCR 4 0 2 0 50%

President Totals 40 3 2 1 0 15%VPA 3 0 0 0 0%

Business Office 0 0 0 0 0%Operations 1 1 0 0 100%

VPA Totals 4 1 0 0 0 25%VPI 5 0 0 0 0%

Davis Center 1 1 0 0 100%Downtown & W. Sac 8 0 0 0 0%

AVP- Rick Ida 13 3 0 0 23%AT 33 1 3 11 45%BSS 14 4 2 2 57%Business 17 2 0 1 18%LRC 27 1 0 0 4%SAH 25 3 0 3 24%

AVP- Julia Jolly 35 0 0 0 0%HFA 31 3 0 4 23%L&L 10 0 3 1 40%MSE 45 1 0 1 4%P.E., Health & Athletics 13 3 2 1 46%

AVP- Jim Comins 85 2 2 2 7%VPI Totals 362 24 12 26 0 17%

VPSS 21 1 2 2 24%AVP-Greene 5 0 0%Student Services & Enrollment 52 0 5 3 15%Counseling & Student Success 51 3 7 4 27%Matriculation & Student Dev 43 5 17 3 58%

VPSS Totals 172 9 31 12 0 30%

TOTALS 578 37 45 39 0 21%

*Expected error rate = 0%+/- 5% = Green+/- 10% = Yellow+/- > 10% = Red

IntentsYear to Date 3/31/08

Division

Submit'd 1st Qtr Errors

2nd Qtr Errors

3rd Qtr Errors

4th Qtr Errors

Error Rate

Error Rate Indicator*

President 0 0 0 0 0%PIO 1 1 0 0 100%PRIE 0 0 0 0 0%IT 1 0 0 1 100%CCR 0 0 0 0 0%

President Totals 2 1 0 1 0 100%VPA 0 0 0 0 0%

Business Office 6 0 0 0 0%Operations 7 3 0 1 57%

VPA Totals 13 3 0 1 0 31%VPI 1 0 0 0 0%

Davis Center 0 0 0 0 0%Downtown & W. Sac 3 0 0 0 0%

AVP- Rick Ida 0 0 0 0 0%AT 1 1 0 0 100%BSS 5 1 1 1 60%Business 0 0 0 0 0%LRC 10 2 1 0 30%SAH 0 0 0 0 0%

AVP- Julia Jolly 0 0 0 0 0%HFA 5 0 0 0 0%L&L 1 0 0 0 0%MSE 2 0 1 0 50%P.E., Health & Athletics 9 0 4 1 56%

AVP- Jim Comins 0 0 0 0 0%VPI Totals 37 4 7 2 0 35%

VPSS 0 0 0 0 0%Student Services & Enrollment 9 0 0 5 56%Counseling & Student Success 3 1 0 2 100%Matriculation & Student Dev. 19 4 2 1 37%

VPSS Totals 31 5 2 8 0 48%

TOTALS 83 13 9 12 0 41%

*Expected error rate = 0%+/- 5% = Green+/- 10% = Yellow+/- > 10% = Red

General Rules for Temporary Employees

• All college approvals are required prior to starting new employees

• Temporary employees cannot work overtime or the 4/40 summer schedule (>40hrs/weeks or >8 hrs/day)

• No employee may work simultaneously as Classified Temporary and Student Help

• Classified Temporary Employees =>110 days in the fiscal year may not be “re-hired” as Student Help

• Employees reclassified from Student Help to Classified Temporary must transition to new position after the 24th of the month to avoid working in 2 classification during the same payroll month

Types of Intents to Employ

• Classified Temporary– Temporary Classified– Special Rate

• Student Help– Student– Tutors

• Work Study– Federal Work Study– CalWORKs Work Study

Intents – Classified Temporary

• 110 Day Limit per fiscal year

• Temporary Classified– Minimum qualifications

• See job descriptions for LRCEA & SEIU

• Special Rate– No minimum qualifications– Must use Temp Classified job if work meets

one of the job descriptions

• Use Account Code 2302 and 2401

Intents – Student Help

• Must be enrolled in 6 or more units for the semester– Exception: May work between semesters if

they have an application filed for upcoming semester

• Limited to 26 hours/week during semester– Exception: May work 40 hours/week between

semesters

• Use Account Code 2303

Intents – Work Study

• Salaries funded by Financial Aid or CalWORKS budgets– Student awarded through applicable aid

program

• Enrollment qualifications and hours limits the same as for Student Help

• Use Account Code 2304, 2314

Intents – Forms Packets

• Classified Temporary:– Intent form– Loyalty Oath– Job Application (except

Special Rate)– W-4– I-9

• I.D. document (CDL, etc)

– Social Security Card

– Demographic Info form– New Employee Training

Checklist– Workers’ Comp Notice– Exclusion From

CalPERS– Temp Employee

Compliance Checklist– Authorization for Payroll

Deduction– Livescan form

Intents – Forms Packets• Student Help/Work

Study:– Intent form– Loyalty Oath– W-4– I-9

• I.D. document (CDL, etc)

– Social Security Card– Social Security

Coverage Waiver

– Demographic Info form– New Employee Training

Checklist– Workers’ Comp Notice– Exclusion From

CalPERS– Temp Employee

Compliance Checklist– Child Care Center only:

• Authorization for Payroll Deduction

• Livescan form

General Rules For Timesheets

• Timesheets must accurately report hours by date and time - audited by the district, its external auditors, the State, and IRS

• Hours for temporary employees should be recorded daily by each employee using the appropriate Timesheet

• The payroll period for temporary employees is the 25th day of the current month through the 24th day of the following month

• Avoid projecting hours unless necessary to meet BSO due dates– Do not implement departmental due dates of more than two days prior

to BSO due dates

– Corrections for projected hours must be made prior to payroll production

• Always verify the active status of employees before submitting Timesheets– Check Intents and monthly employee rosters mailed by the BSO

Types of Timesheets

• Classified Temporary

• Student Help

• Federal Work Study

• Classified Regular Differential & Overtime