WORKFORCE MANAGEMENT (STAFFING) PLANNING

KEY ISSUES & FAQ’S

When you receive your budget this spring, you will also receive a Workforce Management Worksheet (formerly known as a staffing worksheet), which includes a listing of all employees assigned to your building (with the exception of some positions for which your school is not responsible for staffing such as nutrition services and custodians). 

Workforce Management changes (cuts, non-renewals, FTE increases or decreases, resignations, retirements, grade level changes, budget code changes, etc.) for the 2008-09 school year must be submitted to Human Resources via the Workforce Management worksheet.  Human Resources requires that you also submit a Manager Job Requisition for vacancies and FTE changes, and an Employee Change Request for other staffing changes such as grade level changes for teachers and budget code changes.

This document contains the following information:  

-          Key issues that impact your workforce management decisions;

-          Frequently asked questions (FAQs);

-          Sample letters; and

-          Workforce Management Timeline for 2008-09. 

This information is available on our website at:  http://hr.spps.org/Supervisors.html.  Click on “Management Guides,” input your employee ID number, and click on the item that you need.

KEY ISSUES THAT IMPACT YOUR WORKFORCE MANAGEMENT DECISIONS

Voluntary Transfer Process (Teachers)

Schools that wish to consider candidates through the voluntary transfer process must submit a Manager Job Requisition to Human Resources.  The vacancy will be posted on the HR website for current teachers to apply.  When the posting has closed, Human Resources will provide you with information on the internal applicants for the position.  You can then determine if you want to interview any of the candidates.

Job Shares (Teachers)

Teachers who have worked full-time and move to a job share status will continue to have rights to return to a full-time position.  Teachers who worked part-time and move to a job share status will only have rights to return to a part-time position.  If a job share is discontinued (either by the teacher’s or principal’s request), the teachers may have rights to classroom positions in the school based on seniority.  Teachers who do not wish to take a classroom position in the school may request to be placed on the involuntary transfer list or may elect to transfer through the voluntary transfer process.

TOSA Seniority Reminder (Teachers)

A teacher in a non-classroom position, such as a curriculum coordinator or school-wide enrichment teacher, whose position has been eliminated, has the right of reassignment to a classroom position within their current building on the basis of their seniority.  Non-classroom positions and building specialist positions assigned by the principals or filled through a posting and interviewing process are not open to seniority bumping.

If your site must reduce the number of licensed staff and you are contemplating cutting a TOSA position, please note that some non-classroom teachers, often referred to as TOSAs, may have rights to classroom positions.  Please direct any specific questions regarding this change to your Workforce Management Specialist.

FTE and Benefits (Educational Assistants)

EA seniority is applicable to employees who work at least 30 hours per week (60 hours per pay period).  This means that if an EA’s position is reduced, the EA can accept this reduction and maintain seniority as well as the right to return to a full-time position if a vacancy occurs within two years from the date of the reduction.  EA’s who work at least 30 hours per week have access to full-time EA benefit coverage.

FREQUENTLY ASKED QUESTIONS ABOUT WORKFORCE MANAGEMENT

►        What is the difference between the electronic Manager Job Requisition and the Employee Change System?

The electronic Manager Job Requisition is used to submit vacancies and FTE changes (increases and decreases in FTE).

The electronic Employee Change System is used to submit teacher job changes within the building and budget code changes.  Job changes within the building should be submitted only to change a teacher’s grade level (for example, grade 2 to grade 3).  All other movement (i.e., TA1 to TA2, TA2-Inclusion to TA2-EBD, EA1 to EA2, TA to EA and Teacher to TOSA) involves filling a vacancy, which may be subject to labor agreement provisions including posting the vacancy.  Please check with your Workforce Management Specialist if you are unsure about which system to use.  Questions or problems using the Employee Change System to change a budget code should be directed to your Accountant.

►        How do I view a current staff list?

You can access a list of employees, their job title and FTE on the Human Resources website, http://hr.spps.org, click on Supervisors, enter your employee ID (emplid - this number can be found on your pay statement or you can call your Workforce Management Specialist to obtain it), then click on Building Staff List.  Review your staff list to help you determine what changes, if any, you will have in the building.  You will also receive a Workforce Management Worksheet which will include a roster of your current staff.  You may use this to determine any changes you will have in the building.

►        When can I submit requisitions for my vacancies for the upcoming school year?

As soon as you are aware of a vacancy at your site due to a resignation, retirement, voluntary transfer, etc., submit an electronic Manager Job Requisition to Human Resources.  Your Workforce Management Specialist will work with you to fill your vacancy in accordance with the particular labor agreement.

If you wish to fill a teaching position through the voluntary transfer process, you will need to submit a requisition to your Workforce Management Specialist.  The voluntary transfer process allows you to select the teacher who you think will be the most qualified candidate for the position.  Once the voluntary transfer process ends May 30, 2008, the involuntary teacher transfer process begins whereby teachers are placed into vacancies for which they are qualified and licensed and hold seniority.

►        When can I start hiring?

You can begin hiring for teaching vacancies during the voluntary transfer process.  Teachers who are interested in your vacancies will apply through our online application system.  Your Workforce Management Specialist will provide you with information on teachers who need to be placed for next year (involuntary list).  The ability to fill teaching vacancies with external candidates is dependent upon the type of position and the licensure areas of the teachers who require placement.  As soon as you have identified a candidate to hire, contact your Workforce Management Specialist. 

Vacancies for TA, EA and clerical/technical positions will be filled through the placement process.  During the summer, Human Resources will work through the placement process and employees who have been cut or are returning from leave will be placed into vacancies based on qualifications and seniority.  There is also a bumping process for EA and clerical/technical positions.  Once the placement process has been completed, your Workforce Management Specialist can work with you on posting and filling any remaining vacancies.

►        My budget requires that I cut a position.  Who do I cut?

Once you have identified that your budget will require you to make a staff cut(s), you must determine the position(s) which will be cut.  You then need to determine the least senior employee in the position(s).  You can access a seniority list by each bargaining unit on the Human Resources website, http://hr.spps.org.  Click on supervisors, enter your employee ID number (emplid), and then click on Seniority List.  Your Workforce Management Specialist can also help you determine whom the appropriate person is to cut.  Please note there are instructions in the labor agreements for determining a cut when two or more employees have the same seniority date.  With EAs and TAs, seniority rights exist within seniority groups.  It is important that you check with your Workforce Management Specialist to determine who would be impacted.

Next, notify the affected employee of the cut. You must notify the employee in writing even if you notified them verbally. A sample cut letter is at the end of this document.  You must send a copy of the cut letter to your Workforce Management Specialist so that she can determine what rights, if any, the affected employee has to other positions in the District.

►        I have to cut a position from full-time to half-time.  How do I report a partial FTE cut?

It is important to remember that partial FTE cuts may result in your losing the person from your building as the employee may have rights to a full-time position.  If you must cut an individual by a partial FTE, you must notify the individual in writing, and provide a copy of the cut letter to your Workforce Management Specialist.  Cuts should be made in 0.5 FTE increments only.  Individuals who are cut in partial FTE increments such as 0.1, 0.2, 0.3 and 0.4 typically have rights to full time positions.  Placement and bumping of individuals in less-than-half time FTE increments cannot be accomplished without multiple bumps and cuts.  A sample cut letter is at the end of this document. Finally, submit an electronic Manager Job Requisition and submit the cut as an FTE change, reducing the employee’s FTE.  

The employee whose FTE is being reduced may request to voluntarily reduce their FTE and remain in the position.  Employees who wish to voluntarily reduce their FTE should submit their request in writing (a signed written statement or email will suffice) to your Workforce Management Specialist.  If an employee voluntarily reduces their FTE, you do not need to send the employee a letter, but you do need to submit an electronic Manager Job Requisition to officially change the FTE.

Employees who wish to voluntarily reduce their FTE can contact the Workforce Management Specialist for their school/program to discuss the affect of the reduction on their salary and benefits as well as their rights to return to full-time positions in the future.

►        I plan to recommend a teacher’s contract be non-renewed.  When must I notify the teacher?

You may choose to non-renew the contract of a probationary teacher whose performance is unsatisfactory.  You should make your Executive Director aware of your decision to non-renew a probationary teacher before taking action and you should have completed performance evaluations throughout the school year documenting the unsatisfactory performance.  If you need to eliminate a position that affects a probationary teacher, notify your Workforce Management Specialist to discuss whether or not to nonrenew the teacher for budget purposes.

The deadline for notifying a teacher that you are recommending their contract be non-renewed is May 9, 2008.  A sample non-renewal letter is at the end of this document.  A copy of this letter must be sent to your Executive Director, the Executive Director of Human Resources, and your Workforce Management Team Lead.

►        I am going to change an employee’s position within the building.  What do I need    to do?

If you are making a job change within the building, submit an electronic Employee Change Request.  Job changes should be submitted only to change a teacher’s grade level (for example, grade 2 to grade 5).  All other movement (i.e., from TA1 to TA2, TA2-Inclusion to TA2-EBD, EA1 to EA2, TA to EA and Teacher to TOSA) involves filling a vacancy, which may be subject to labor agreement provisions including posting the vacancy.  Vacancies must be submitted as an electronic Manager Job Requisition and your Workforce Management Specialist will help you determine if there is an employee with rights to your building or if you can promote an employee within your building.  All employee changes within the building should also be reported on your Workforce Management worksheet.