Human Resources

Director

Administrative

Assistant

Assistant Director

Receptionist

Benefits Administrator

Benefits Specialist

Lead Generalist Generalists (4)

Certified

Classified Extra

Duty

Substitutes

Staff Support Benefits Generalist

The Role of Human Resources

The Role of Human Resources:

All about employment and employees

Hiring, benefits, worker’s compensation, substitutes

What Governs What We Do?

U.S. Dept. of Labor (DOL)

Kentucky School Law (KRS)

Kentucky Administrative Regulations (KAR)

Boone County Schools Board Policy

o Chapter 03 is about “personnel”

03.11 through 03.1912 – Certified policies

03.2 through 03.29 – Classified policies

District Administrative Procedures

BCEA negotiated agreement

Code of Ethics

CONFIDENTIALITY – at work and away from work

Hiring:

Reference Board Policy 03.11 & 03.21

By law only the superintendent may hire, terminate or discipline an employee.

Never make a job offer at any time following an interview. All job offers are handled by HR on

behalf of the superintendent.

Most Common Issues:

Sick Leave (paid):

Reference: KRS 161.155, Board Policy 03.1232 & 03.2232

o Paid leave, 10 days per year (12 for 12 month employees), accumulate

o Must provide an affidavit or note from health care provide upon return to work

o The reason need not be stated

Personal Leave (paid):

Reference: Board Policies 03.1231 & 03.2231

o Two days per year

o Can roll two days for a total of four days

o Accumulated days roll to sick days

Emergency Leave (paid):

Reference: Board Policies 03.1236 & 03.2236

o Up to three days for bereavement, personal disasters

o Must be approved by the Superintendent

Family Medical Leave Act - FMLA (unpaid):

FMLA is a federal law

o 12 weeks unpaid leave for

Birth of a child, or placement of a child with you for adoption or foster care

Your own serious health condition (validated by an approved health care

provider certification)

To care for a spouse, child or parent due to a serious medical condition

Call of a family member to active duty from reserve status

Care for family member who has sustained an injury or illness in the line of duty

(26 weeks)

Leave can be taken intermittently

Maternity Leave:

Maternity, Reference KRS 161.770, Board Policy 03.1233 & 03.2233

o Sick Leave

May use up to 30 sick days within the six week period immediately following the

birth or adoption if a child

o Unpaid Leave

May be granted unpaid leave not to exceed the remainder of the school year in

which the birth or placement occurred, up to one additional year

Unpaid Leave: – Superintendent may grant leave without pay provided the leave is for:

o Educational or professional purposes o Illness o Maternity/Adoption o Disability

Note: Paid leave is approved leave. Most Unpaid Leave of Absences (ULOA) are approved

leaves. You can’t discipline someone for being on approved leave. Look at protocols. Americans with Disabilities Act Amendments Act (ADAAA):

The ADAAA is a federal law

o Disability can be physical or mental

o Substantially limits a major life activity

Reasonable Accommodation:

o Interactive Process

o Employer must provide

Note: The ADA and FMLA laws are very complex. Call HR before you take any action in areas that

may be covered by these laws

Wage and Hour Law:

Exempt Employees (certified)

o Salaried supervisory and administrative staff

o Not eligible for overtime

Non-exempt employees (classified)

o Paid by the hour

o Overtime applies for hours worked beyond 40 in a week (not pay period)

Accounting for time worked:

o Open Records

o Timesheets

o Flexible schedules

Compensatory (comp) time:

o Do not confuse “flex” time with “comp” time.

Flex Time – adjusting one’s hours within the course of a specific 40 hour work

week.

Comp Time – Working extra hours without pay in one pay period in exchange

for compensated time off in another pay period.

Note: Boone County Schools does not perm i t “com p” t im e

Discrimination:

It’s the law: cannot discriminate based on race, color, national origin, age, religion, marital status,

sex, disability, veteran’s status and or genetic information (Genetic Information

Nondiscrimination Act – GINA)

Common sense: treat everyone fair and equitably

Retaliation:

Retaliation represents over 30% of complaints to the Equal Employment Opportunity

Commission (EEOC)

Lawsuits have cost employers tens of millions of dollars in damages.

What is it?

o Generally it is a negative action against an employee who has complained about an issue

in the workplace.

Employee discipline - your role as an administrator:

It is said that a leader spends 90% of his/her time on 10% of employees

Key points to remember:

By law only the superintendent may hire, terminate or discipline an employee.

Your part:

o Set expectations

o Provide training/support – correction is always better than termination

o Document (If it ain’t documented it didn’t happen)

o If you are involved in a disciplinary matter do a thorough investigation.

Investigate immediately – statutory timelines may be involved

What happened?

Who was involved?

When did it happen?

Witnesses?

Timeline?

Policy/Procedure that was violated

Eric McArtor - Certified/Classified hearings

Some Miscellaneous Items:

Employees are employees of the district not the school/department in which they work

Certified transfers are based on seniority, not tenure.

Boone County Education Association (BCEA):

For certified employees

Recognized by the Board

Boone County Classified Employees Association (BCCEA):

For classified employees

Affiliated with KEA, but not recognized by the Board

CONFIDENTIALITY

At Work And Away From Work

As an employee of Boone Countv Schools you l1ave a dutv to maintain strict confidentialitv in

all matters pertaining to students and fellow employees

From "Code of Ethics" 704 KAR 20:680:

• To Students:

o Shall keep in confidence information about students, which has been obtained in

the course of professional service, unless disclosure serves professional purposes

or is required by law.

• To Educational Profession:

o Shall keep in confidence information acquired about colleagues in the course of

employment, unless disclosure serves professional purposes or is required by law.

Where can our ethical obligation to maintain confidentiality be breached?

• Break room? (chit-chat)

• Restaurant? (chit chat)

• Facebook & other social media? (Written chit chat- now there is a record)

• Spouse/Significant Other? (pillow talk)

If the ethical obligation to maintain confidentiality is not enough, consider this:

• Whenever you share confidential information with someone for any reason other than to

serve professional purposes or to comply with the law, you are exposing that person to

possible litigation

Some Thoughts about E-mail and the Internet:

• Write email so that when it makes to the headlines you won't be embarrassed

• Email is subject to Open Records Requests

• An innocent joke WILL offend someone. Don't send or forward. Just delete.

• Taxpayers own the computer you use at work, protect it

• It is for business, not personal recreation

Close:

• You and I are trusted

• Don't break that trust

• Allows take the high road.

Important HR Dates:

September 15:

Changes in rank and experience shall be determined on September 15 of each year.

Objections regarding rank, pay rate/experience must be reported in writing by September

15 or claim is waived. (Board Policy 03.121)

February 1:

At any time after this date certified employees may be appointed by the Superintendent

for the next school year. (KRS160.380(2)(a) and Board Policy 03.11)

March 1:

The Board shall provide each council with both a tentative and a final/updated allocation

for school staffing for the next fiscal year (Board Policy 02.4331)

HR corresponds with schools regarding staffing purchases and exchanges for next school

year.

March 31:

The SBDM council shall report to the Board the number of persons to be employed at the

school in each job classification via the “Allocation by Area” form which HR provides.

(Board Policy 02.4331)

Completed “Purchases and Exchanges” worksheets are due back to HR

April 30:

On or before this date, the principal, assistant principal or vice principal shall complete a

written evaluation report and make recommendation to the Superintendent for re-

employment for each non-tenured teacher. (BCEA contract Article IV; 4.6)

On or before this date, all Support Service personnel evaluations must be completed and

returned to HR

May 15:

All personnel whose contracts will not be renewed for the next year MUST be notified by

May 15. Failure to do so will result in the person’s contract being renewed. (KRS

161.750 and 161.011)

HR Recommendation for Employment Form 7/10/2019

Boone County Schools - Recommendation for Employment Date:

CERTIFIED CLASSIFIED EXTRA-DUTY

School Name/Location:

Principal/Manager:

Applicant Recommended: Proposed start date for position:

Position Title: (please include core content specific requirements if needed)

*Comments:

Has the funding source changed from what was listed on the staffing request form for this position?

No Yes *If yes, select new funding source Allocation Allocation Exchange and explain change in Comments SBDM Activity Fund below Grant - provide name of grant:

Is this a replacement? No Yes If yes, give name of employee leaving: Did you consult with SBDM? No Yes

List of Internal Transfer Applicants: (List date & time each was contacted with denial of transfer or refusal of transfer)

List of Other Applicants Interviewed:

*** Minority Educator Recruitment and Retention (MERR) Report - REQUIRED INFORMATION supplied to KDE *** Supply ethnicity of all applicants considered for the position. If ethnicity was not provided on application, please respond based on your observation of the applicant(s).

AI – American Indian/Native American, AP – Asian/Pacific Islander, B – Black, Not Hispanic, H – Hispanic, W – White, Not Hispanic, O – Other, ENS – Ethnicity Not Specified

AI AP B H W O ENS 1. Total number of applicants received 2. Received one interview – were hired 3. Received multiple interviews – were hired 4. Received one interview – were not hired 5. Received multiple interviews – were not hired 6. Received one interview – declined positions 7. Received multiple interviews – declined position 8. Number of minority out-of-state applicants *Complete only when asking for a Waiver. Waivers used when a position cannot be posted for the full 15 days with KDE (Ex: 10 days before start of school year)* Total number of considerations * Total number of considerations – declined position

Principal/Manager/Supervisor: Date

Executive Director/Manager/Grant Administrator/Asst. Superintendent: Date

HR Generalist: Date

HR Director: Date

Superintendent/Superintendent’s Designee: Date

FOR DISTRICT OFFICE USE ONLY Budget Code: Position Control Number: Req. Number: Removed: HRDB: Status: MUNIS: Contract:

FOOD SERVICES TRANS./MAINT.

If yes, give date of SBDM meeting /approval

STAFFING RECOMMENDATION FORM * Denotes a mandatory field

Text in blue explains importance of field

- * Date: This must be in the dd/mm/yyyy format. This will help to ensure that recommendation are processed efficiently.

- * Certified/Classified/Extra-Duty/Food Services/Trans. Maint.: Must click circle next to appropriate generalist.

Also, box next to employee category will be used to email request directly to generalist. Sending recommendation to

appropriate generalist will expedite the posting process. When there is a change in generalist staff, an updated form will be

sent out. Using the updated form will be essential to ensure that form is sent to a valid email address.

- * School Name/Location: Full name or abbreviation are acceptable. If itinerant, please list that, and the location of the

position.

- * Principal/Manager: This must be the person who is responsible for the allocation. For example, if this is a special

education allocation, the form must be completed by the director of special education.

- * Applicant Recommended: List the name of recommended individual. It must match the name on their application.

- * Proposed start date for position: Although this may be altered based on availability of candidate, this allows us to

present the candidate with the earliest starting date. When offering a position, we must be able to provide a proposed start

date for the position. Also, if applicable, we must make sure that there will not be an overlap with the individual vacating

the position.

- * Requested Position Title: Please be as specific as possible, and include content area (if applicable). This must match

the staffing request.

- * Has the funding source changed from what was listed on the staffing request form for this position?:Must click No or Yes. If the funding source has changed, you MUST complete a new staffing request. This is a critical area,

and cannot be altered without authorization from all approvers.

- * Is this a replacement? Must click No or Yes. If yes, provide the name of the employee leaving. A letter of resignation,

letter recommending termination/non-renewal, or written unpaid leave of absence is NOT required because it was included

with the request.

- * Did you consult with SBDM? Must click No or Yes.

- * Is KTIP Needed? This field will be deleted when form is revised.

- Comments: You can use this space to provide clarification.

- * List of Internal Transfer Candidates: The names of all internal candidates interviewed must be included. You must

follow the contractual notification requirements for certified transfer candidates that did not meet rubric. These

requirements do not apply to classified positions. There are no transfer rights for classified employees.

- * List other applicants Interviewed: ALL individuals who received an interview must be listed. If you only had one

qualified candidate for the position, please denote that in this area. It is best practice, and our recommendation, that

multiple candidates are interview for each position.

- * Minority Educator Recruitment and Retention (MERR) Report: The appropriate number must be filled in for

the appropriate cells. 704 KAR 7:130 and KRS 160.380(2) (d) requires us to provide accurate information regarding teachers

hired for BCS. Providing incomplete or inaccurate information is in violation of the law, and could lead to penalties for the

district.

- * Principal/Manager/Supervisor: A digital signature is acceptable. (Please remember that digital signatures have a

date/time stamp, so the request must be signed immediately prior to submission). The form must be signed at time of

submission to ensure this is a current request.

- * Date (adjacent to signature): This date must match the date included in the digital signature. If dates do not match

an individual or group may question the authenticity of the signature.

HR Staff Request/Allocation Form 7/10/19

Boone County Schools - Staffing Request Form Date:

Principal/Manager:

Beginning date for requested position: Position effective for which school year?

No Yes SBDM Activity Fund Grant - provide name of grant:

*Is this an allocation exchange? No Yes

Is this a new/additional allocation? No Yes Is this a one year only position? No Yes

Is this a replacement? No Yes If yes, give name of employee leaving:In the case of replacement, include with this request one of the following: 1) letter of resignation2) letter recommending termination or non-renewal notification3) written unpaid leave of absence request4) classified change of assignment notification

Did you consult with SBDM?

No

Yes

*Is this a purchased position?

Full timeFull timePart time Varies due to extra duty position

Days per week: 1 2 3 4 5Total Hours per day:

Start Time:

End Time:

Principal/Manager/Supervisor: Date

Executive Director/Manager/Grant Administrator/Asst. Superintendent: Date

HR Generalist: Date

HR Director: Date

Superintendent/Superintendent’s Designee: Date

FOR DISTRICT OFFICE USE ONLY Budget Code:

Position Control No.: Req. No.: Posted:

S chool Name/Location:

No If yes, give the date of SBDM meeting/approval

Work Schedule Information

Requested Position Title: (please include core content specific requirements if needed)

CERTIFIEDCLASSIFIEDEXTRA-DUTYFOOD SERVICESTRANS./MAINT.

STAFFING REQUEST FORM * Denotes a mandatory field

Text in blue explains importance of field

- * Date: This must be in the dd/mm/yyyy format. This will help to ensure that request are processed efficiently.

- * Certified/Classified/Extra-Duty/Food Services/Trans. Maint.: Must click circle next to appropriate generalist.

Also, box next to employee category will be used to email request directly to generalist. Sending request to appropriate

generalist will expedite the posting process. When there is a change in generalist staff, an updated form will be sent out.

Using the updated form will be essential to ensure that form is sent to a valid email address. - * School Name/Location: Full name or abbreviation are acceptable. If itinerant, please list that, and the location of the

position. - * Principal/Manager: This must be the person who is responsible for the allocation. For example, if this is a special

education allocation, the form must be completed by the director of special education. - * Beginning Date for requested position: Although this may be altered based on availability of candidate, this allows

us to present the candidate with the earliest starting date. When offering a position, we must be able to provide a proposed

start date for the position. Also, if applicable, we must make sure that there will not be an overlap with the individual

vacating the position.

- * Position effective for which school year: Indicate school year (i.e. 19-20). This is particularly important February-

April. We must make sure that funding is withdrawn from the appropriate year.

- * Requested Position Title: Please be as specific as possible, and include content area (if applicable). If you are unsure

of the wording, check with the generalist.

- * Is this a purchased Position? Must click No or Yes. If yes, you must check SBDM, Activity, or Grant box. If grant

funded, you must place the name of the grant in the box provided. This must match the funding for the current individual in

the position. If there is a change in funding, this must be clearly explained in the box provided. If you are unsure about the

funding reach out to the appropriate finance or HR staff member. Providing incorrect funding information will cause a delay

in posting the position.

- * Is this an allocation exchange? Must click No or Yes. If yes, please describe the exchange in the box provided. The

exchange must be clearly described in the box provided. If not, the request will be returned, which will cause a delay in

posting.

- * Is this a one year only position? Must click No or Yes. If you think you may want to post as a one year only, but you

are not sure if you can, contact the appropriate generalist before submitting the form.

- * Is this a replacement? Must click No or Yes. If yes, provide the name of the employee leaving, and provide the

appropriate documentation showing their termination. If a letter of resignation, letter recommending termination/non-

renewal, or written unpaid leave of absence is not provided, the request will be returned and one of those documents will

be required.

- * Did you consult with SBDM? Must click No or Yes. Principals, if you click yes, make sure that the discussion of the

staffing request is denoted in your SBDM minutes.

- Full Time/Part Time/Varies due to extra duty: Mark the appropriate option. Please note, Full Time is any position

with 20+ hours per week.

- Days per week: This is important if position is not Monday-Friday, or extra duty.

- * Total Hours per day/Start Time/End Time: Provide the hours for the position. (For custodial positions, if hours are

different than that of terminating employee, please contact classified generalist to confirm 1st/2nd shift for positon). This is

what we will use to provide the candidate with a start/end time. It will also allow us to determine if a shift differential will

apply for the position. - SBDM Signatures: If required, please provide the signatures for the current SBDM members. Leaving SBDM former

member signatures on the form could cause issues if an individual or group ever called the allocation of SBDM funds for the

purpose into question. - * Principal/Manager/Supervisor: A digital signature is acceptable. (Please remember that digital signatures have a

date/time stamp, so the request must be signed immediately prior to submission). The form must be signed at time of

submission to ensure this is a current request. - * Date (adjacent to signature): This date must match the date included in the digital signature. If dates do not match

an individual or group may question the authenticity of the signature.