•  CESB

     


    Hiring Manager Resources-School Based

     

    At a school site there are some Classified positions for which the school recruits and hires new employees directly.  The school typically hires individuals directly from the community and the school arranges for new hire processing.  
     

    All other Classified positions are hired from an employment eligibility list.  For these positions, the school site works with the Personnel Commission’s Classified Employment Services Branch (CESB) to receive names and contact information of eligible candidates; with these candidates,  if necessary CESB arranges for new hire processing once a candidate is identified to fill the position.

  • What is the Topic of the Question?

    Assignment Procedures.


    STEP BY STEP GUIDE 

     1 2   School Recruits to Fill Position   s2    a1 s2   2  s2 When candidate is identified, school sets up new hire processing appointment    a1  s2 3 s2   Once candidate’s fingerprints clear, CESB will work with the school to determine a start date

    CRITICAL INFORMATION

    ARROW There are certain job classifications for which school sites can recruit directly.
    ARROW Once a candidate is identified, she or he must attend an on-boarding (processing) appointment.
    ARROW The school sets up the processing appointment.
    ARROW There are specific documents that a newly hired employee must bring to their on-boarding (processing) appointment.
    ARROW There are additional requirements necessary to on-board new hires for the following departments/positions: Instructional Assistants/Teaching Assistants; Positions within the Early Education Division; Campus Aides.
    ARROW There are certain job classifications in which new employees are hired in a temporary or restricted status.

    RESOURCES


    ARROW Jobs Clearinghouse—Avenue for Advertising school-based job openings.
    ARROW New Employee Onboarding.

    Selecting and Assigning Employees.

     

    STEP BY STEP GUIDE 

     1 2   SAA or Principal contacts CESB to receive names of eligible candidates to fill vacancy.   s2    a1 s2   2  s2 SAA or Principal interviews and identifies a  candidate to hire.    a1  s2 3 s2   If necessary CESB makes the official offer and schedules the individual for a new hire on-boarding (processing) appointment   a1
             s1   4  S1  Once candidate’s fingerprints clear, CESB will work with the school to determine a start date.

    CRITICAL INFORMATION

    ARROW There are certain job classifications for which school sites can recruit directly.
    ARROW Once a candidate is identified, she or he must attend an on-boarding (processing) appointment.
    ARROW The school sets up the processing appointment.
    ARROW There are specific documents that a newly hired employee must bring to their on-boarding (processing) appointment.
    ARROW There are additional requirements necessary to on-board new hires for the following departments/positions: Instructional Assistants/Teaching Assistants; Positions within the Early Education Division; Campus Aides.
    ARROW There are certain job classifications in which new employees are hired in a temporary or restricted status.

    RESOURCES


    ARROW Jobs Clearinghouse—Avenue for Advertising school-based job openings.
    ARROW New Employee Onboarding.

    Substitute and Other Assignments.

    What is substitute?  A provisional employee?  A relief employee?

     

    A substitute is an employee who is temporarily occupying a position during the absence of the regular incumbent.

     
    A provisional employee is a person assigned to a vacant position in the absence of an eligibility list.  Once an eligibility list is established, a regular appointment must be made from the list, meaning that the provisional employee will be released.
     

    A relief position is a limited term position of not more than six months duration to augment the staff for special projects.  If the position is needed for more than six months, a regular position must be established.

     

     How and when can we get a substitute for an absence employee?

     Substitutes are provided depending on several factors established for budgetary or operational reasons.

    For example, schools with two or less clerical employees are eligible for a substitute on the first day of absence of a regular employee at the school.  Schools with more than two clerical staff may request a substitute after six days of absence.  Substitutes cannot be used if a regular employee is on vacation with the exception of specific Early Education classifications. 
    If your school needs a substitute, you should contact the Classified Employment Services.
     
    SmartFind Express (SFE) automated substitute management system (telephone and web accessible)
     
    General Call-In number for SFE (866) 477- 3233     
     
    SFE Help Desk for all classifications(213) 241-7808 OR (213) 241-3362
     
    Custodial:   
    • For day-to- day substitute assignments - Contact your Maintenance and Operations Area Substitute Help Desk

    • For long-term* substitute assignments - Contact the Assignment Technician who supports your site/location
     
          *In place of someone on a leave of absence (21 days or more), leave to higher or vacancy 

     

    I have a substitute working in a vacancy.  The substitute failed the employment test and the eligibility list has been established.  How can I keep the substitute employee?

    If the eligibility list has a sufficient number of eligibles (three ranks), the location cannot keep the substitute for more than 30 working days from the date the list is established.  When the location selects an eligible from the list, the substitute may continue working in the assignment until the new regular employee is able to report.


     How do I release an unacceptable substitute?

    Contact the Assignment Technician that handles your school and simply state that you wish to release the substitute.  You will be asked to provide the reason in writing on the Classified Substitute Unsatisfactory Report (PC Form 5310), so that we may track unreliable or problem individuals and remove them from the substitute pool.  This person will not be returned to your school.  

    What is meant by a multiple assignment?

     Multiple assignment is an additional assignment for an employee who is currently working in another job classification.

     Which employees may be given multiple assignments?

    Only certain part-time employees may be given a multiple assignment and only if combined with certain classifications. Please contact the Assignment Technician supporting your site/location if you need detailed information.


    Why can’t I give any employee an additional assignment?

    An additional assignment may cause a non-benefitted employee to become eligible for Health Insurance and PERS/Social Security. Typically Health Insurance costs are not budgeted for when the position was established. Also, the Federal Government Fair Labor Standards Act may be violated by an additional assignment.

     

    Personnel Transactions, Pay, and Leave

    What is an RPA?

    An RPA is a Request for Personnel Action – this form has a dual purpose:

    • Authorize budget (e.g.  Establish a position, increase or decrease assigned hours for a position, change basis or shift of a position or create a relief position).   
      (BUDGET SERVICES)


    • Initiate a personnel assignment action.  The RPA must have the appropriate fiscal/budget approval signatures to authorize the personnel action.   
      (CLASSIFIED EMPLOYMENT SERVICES)
    The RPA is initially submitted to Budget Services by your Fiscal Specialist on your behalf.   The requests for position modification, establishment or closure are also handled by Budget Services.   Your Fiscal Specialist serves as your liaison between Budget Services.   Once the RPA has been approved by Budget Services, it should be submitted to your Assignment Technician to start the hiring process or related personnel transaction.   The RPA submission is confirmation that the position has been established and/or is funded according to your staffing needs. 


    An employee at my location did not get paid. What are the possible reasons and how do I correct it?
    Due to the complexity of our assignment/payroll system, delays or errors sometimes do occur. There are many reasons why a person does not get paid. Some of the more common ones are: 

    • An employee’s assignment begins at the end of a pay period or after payroll cut- off.
       
    • The school or office begins working an employee but did not submit or forward the necessary paperwork and an official employment offer from Classified Employment Services has not occurred.

    The best way to research a non-payment is to have the time reporter double-check time reporting by contacting the supporting Payroll Specialist. If it is identified that the assignment attributes are contributing to the non- payment, contact the Assignment Technician who supports your school. Usually the problem can easily be identified and corrected and the employee can be paid as soon as possible.

    We understand the importance of timely payment of employees and make every effort to correct problems in an expeditious manner.


    My School Administrative Assistant wants to transfer to another school.  She is important to the smooth operation of our location. Can I deny the request?
     
    You may temporarily delay the transfer. The supervisory collective bargaining agreement states that an administrator must approve the request but may defer the effective date for up to six months. For the deferral periods for other classified classifications, please refer to the second page of the Request for Transfer form (PC Form 5005). 

     

    An employee wishes to take a leave to “take care of personal business.”  Must I approve this request?
    No. A supervisor is not required to grant a personal (permissive) leave. Permissive leaves are granted at the discretion of the administrator.
    Special Note: There is no guarantee of a replacement/substitute employee in place of the incumbent during the permissive leave period. This should be considered before approving a permissive leave.

     Why does it appear to take so long to process a leave?
    There are several reasons why leave requests may be delayed in processing.  These include:

    • Leave of absence requests are frequently submitted late, often months after the person has gone on the leave.
       
    • Lack of original documents with approved signatures.  Copies cannot be used because questions sometimes arise regarding the accuracy of the facts stated on the leave forms.  In addition, copies are sometimes not legible.

    • Required Attending Physicians Statement is often not included with the leave paperwork.
    If there is a problem or discrepancy related to the submitted leave of absence, please contact the Classified Employment Services-Leave of Absence Unit at 213-241-6300, select option #3 as soon as possible.  Every effort will be made to resolve the problem.
     


    What are the requirements for a Family Care Leave?  

     

    To be eligible for a family care leave of absence, an employee must have been employed for at least twelve months and served for 130 work days during the twelve months immediately preceding the effective date of the leave.  Refer to the appropriate collective bargaining agreement for information.  Additionally, the district’s Integrated Disability Management website has a web page dedicated to the FMLA/CFRA program under “Absence Management” that includes information for both employees and administrators or call (213) 241-3954 with general questions.  


    Why are employees separated from the District while they are on illness leave?

    Employees are not separated because they are ill. Collective bargaining agreements and/or the Education Code provide for the number of paid leave days an employee may receive. Once those paid leave illness and vacation balance days are exhausted, an employee is separated and placed on a reemployment list for thirty-nine months. If during that period, the employee recovers and is cleared by the District’s medical staff, he or she may be returned to work and assigned to the first available position in their job classification.


    A staff member is returning from a personal or industrial illness or injury leave of absence, what 
    do I need to do? 

    • All employees must provide a Notice of Intent to Return to Work form to their site administrator in order to return from any leave of absence. The notice should be submitted to the administrator and Classified Employment Services at least 24 hours prior to returning to the work site. If the employee was out due to personal illness or industrial illness or injury, the attending physician must sign the form releasing them to return to work with no job related restrictions. Send the original form to the Classified Employment Services Branch, the employee is to retain a copy and provide should provide a copy to you as the administrator.

    • If the employee is released to return to work with job related restrictions, before you allow the employee to return to work, certain information is needed, such as:

      • Are the restrictions job related?

      • Are the restrictions temporary or permanent?

      • Are you able to informally accommodate the employee to return to his/ her job?
    As the site administrator, if you cannot informally accommodate the employee, please obtain an application for reasonable accommodations from the District’s Reasonable Accommodation Program Unit by calling (213) 241-1319 or contact the appropriate representative listed below:

    contact

    Contacting of the people mentioned above will help to resolve difficult situations promptly so the employee’s rights are protected as well as ensuring the location’s ability to provide continuity of service. 

     
     
     
     

    Important Contact Information

     


    Location:


    Personnel Commission 

    Classified Employment Services Branch
    333 South Beaudry Avenue, 12th Floor
    Eva Segee, Assistant Personnel Director 213-241-7830

     

    Special Education and Early Education Unit
    Special Education Trainees/Assistants and other related classifications and Early Education Center Aides
     
    Maria Underwood
    , Classified Assignments Coordinator 213-241-6319
     

    Stacie Foote
    , Supervising Assignment Technician 213-241-6314
     
     


    School Support Unit

    All classified school based classifications (except Special Education or Early Education) and Local District Offices 

    Loretta Cervantes, Human Resources Officer 213-241-5867
     
     

    Local Districts Northeast and Northwest:
    Debra Anglin, Senior Supervisor 213-241-6320


    Local Districts East and South:

    Kim Lee, Supervisor 213-241-6370
     
     
    Local District West and Central:
    Judy Morrison, Supervisor 213-241-6346
     
     
     
    Central Offices Unit
    Central Offices (including Food Services, Transportation, Custodial, and Police)

    Matthew Frohwein, Human Resources Officer 213-241-6332

    Alma Martinez, Supervising Assignment Technician 213-241-6320

    Ada Wong, Principal Assignment Technician 213-241-6390


    SmartFind Express (SFE) - automated substitute management system) 
    Help Desk Hours:  Monday – Friday7:00 a.m. to 10:00 a.m.

    To request a Classified Substitute 866-477-3233

    To call the SFE Help Desk 213-241-7808 or 213-241-3362