Process Owner: Interim Director Staffing Recommendation #19
Management Response:
The Interim Executive Director of HR will work with the Chief Operating Officer, Chief Communications Officer and the Internal Auditor by the end of September 2014 to identify all required certifications/licenses for District positions that are not issued through Ohio Department of Education. During this work, the establishment of a review cycle will be developed to determine specificity to how often each certification/license is required to be renewed. A database of all employees required to have job-specific licenses will be generated in addition to the timelines for each affected employee to renew such certification/licensure. Verifications of all required certifications/licensures will be completed prior to each affected employee's employment contract with the District.
Target Implementation Date: September 2014
Process Owner: Interim Executive Director – Human Resources Recommendation #20
Management Response:
Currently HR Employment and Staffing has implemented a process of ensuring and documenting reference checks are conducted for new hires. Currently all Teacher reference checks are housed in Teacher Match. For Administrators reference checks are completed and housed in a Reference Check database, that is maintained by Employment and Staffing. Quarterly reviews will be conducted of 10% of new hires during the first week of September, December, March and June.
Target Implementation Date: September 2014 Process Owner: Interim Director Staffing
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Recommendation #21Management Response:
The current limitations of the E-Form (Perfect Form software) according to District IT Office does not allow for the extension of an applicant tracking system to facilitate the hiring process for the hiring of all District positions. However, in the effort to implement OIA's recommendation, HR will partner again with IT to determine if there are other tools, upgrades to existing tools that may assist to implement an applicant tracking system. In the meantime, the Division of Employment and Staffing, maintains a comprehensive and robust spreadsheet of positions for which the Allocations Committee and Superintendent's Office approve.
Effective SY 2014-2015, all new hire documents are being scanned into MUNIS. HR is no longer creating paper personnel files. HR is currently developing document mapping that identifies and outlines which documents should be scanned, and where in the employee electronic file the scanned documents should be housed. This work will be completed by the end of September 2014 and quality checks with administrative oversight will be conducted on a periodic basis for review of a sample group of electronic employee personnel files to ensure procedures are followed.
Target Implementation Date: September 2014
Process Owner: Interim Director Staffing and Manager HR Data & Systems Recommendation #23
Management Response:
The Interim Executive Director of HR is currently working with staff members from her team and the Director of CCS Purchasing to have all personnel records of current employees, and all employees terminated after August 2011 (MUNIIS 'Go Live' School Year), safely and electronically stored within the District's MUNIS system. Employees terminated prior the August 2011 will have their personnel records stored at the District's Hudson Distribution Center Warehouse where there is a fire suppression system
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of CCS Purchasing: August 12 - Pre-Bid Meeting with potential vendors; August 19 - First Meeting of Project Evaluation Team; August 21 - Second Evaluation Team Meeting to Select Short List of Vendors for presentations; August 27 - Vendor Presentations; and work to begin with the selected and boarded vendor no later than the first week of October 2014. The completion of this work will be determined by vendor responses according to bid documents and appropriated funding for the initiative.
Target Implementation Date: August – December 2014
Process Owner: Interim Executive Director – Human Resources Recommendation #24
Management Response:
HR will ensure all supplemental personnel files contain copies of all applicable current certifications. Quality checks with administrative oversight will be conducted on 25 of all new supplemental personnel files on a quarterly basis during the months of March, June, September and December.
Target Implementation Date: September 2014 Process Owner: Director HR Administration Recommendation #25
Management Response:
HR Administration currently verifies all sport activity or activity forms and conducts peer reviews before approving associated personnel actions. Quality checks with administrative oversight will be conducted on 10% of all new Sport or Activity Appointment Forms on a quarterly basis during the months of September, December, March and June.
Target Implementation Date: August 2014 Process Owner: Director HR Administration
Recommendation #26 Management Response:
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Supplemental contract files are all currently scanned into the employee's HR electronic file in MUNIS under HR documents.
Target Implementation Date: August 2014
Process Owner: Director HR Administration and Interim Director Staffing Recommendation #27
Management Response:
Effective immediately, when business decisions are made, supporting documentation will be retained in the personnel file.
Target Implementation Date: August 2014 Process Owner: Interim Director Staffing Recommendation #28
Management Response:
Background checks (FBI/BCII) ate stored electronically through the National Webcheck System. This system is a standalone system that is securely housed in the Fingerprinting Office in Human Resources. The FBI/BCII archives this information on a periodic basis, therefore all background checks can be retrievable either through National WebCheck or FBI/BCII in London Ohio, and unless they were "mailed results"
in that case HR would have a copy. However HR will develop a Standard Operating Procedure that provides practices and procedure on the entire Fingerprinting process inclusive of process for retrieval. This work will be completed by the end of December 2014 with quality checks performed twice a year with test ability to retrieve results of an appropriate sample size of 10%.
Target Implementation Date: December 2014 Process Owner: Interim Director Staffing
Recommendation #29 Management Response:
Effective immediately, HR Division of Employment and Staffing will maintain signed copies of the Certification of Eligible Lists with monthly administrative verifications being
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report to the City of Columbus, Civil Service Commission.
Target Implementation Date: August 2014 Process Owner: Interim Director Staffing Recommendation #30
Management Response:
HR has implemented a process with the District's IT Office whereby network access for separated employees is terminated within 24 hours of the employee's last date of service.
Target Implementation Date: Completed
Process Owner: Manager HR Data & Systems Recommendation #31
Management Response:
Effective immediately, upon receipt of an employee's letter of resignation or retirement, the HR Data & Systems Manager, or the Personnel Information Systems Coordinator, will notify the immediate supervisor of the separated employee. If the separation is as a result of a disciplinary matter, the Director of Employee Relations shall notify the immediate supervisor of the separated employee and document. All such notifications will be documented on the scanned copy of the resignation or retirement letter. Quality checks with administrative oversight will be conducted on 10% of all new Sport or Activity Appointment Forms on a quarterly basis during the months of September, December, March and June.
Target Implementation Date: September 2014
Process Owner: Manager HR Data & Systems and Director Employee Relations Recommendation #32
Management Response:
Effective immediately, the Interim Executive Director will work with CCS Legal Services to ensure that the BoE ratify hiring actions taken not as a result of delegable action.
Reviews will be conducted by the Office of the HR Interim Executive Director prior to
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each Board Briefing meeting to verify that each hire date falls after the intended BoE approval date, and if not, appropriate legislation will be introduced to ratify the hiring actions. Quality checks will be performed at the conclusion of each bi-weekly Board of Education meeting by the Office of the HR Interim Executive Director to verify that each hire date falls after the BoE approval date or appropriate ratifying language was contained within the Board of Education's personnel agenda.
Target Implementation Date: September 2014
Process Owner: Interim Executive Director – Human Resources Recommendation #33
Management Response:
The Office of Human Resources will work with District Hiring Managers to identify appropriate timelines throughout the year for the hiring of new employees and the renewal of existing employees' contracts. A system will be developed, with the support of the CCS IT Office, to track timelines for employment contracts and appropriate timelines for personnel actions taken by the Board of Education. Initial work on this recommendation will begin during the first quarter of the 2014-15 school year and collaborations with CCS IT Office will begin immediately thereafter.
Target Implementation Date: October 2014
Process Owner: Interim Executive Director – Human Resources and Director HR Administration