Fillable Printable List Template:HUMAN RESOURCES ANNUAL PLANNING CALENDA

List Template:HUMAN RESOURCES ANNUAL PLANNING CALENDA

HUMAN RESOURCES ANNUAL PLANNING CALENDAR

January

 Prepare Budget Request for Personnel

Services Office and for System-wide

Personnel Needs

 Finalize Recruitment Calendar and Make

Reservations

 Prepare Recruitment materials

 Mail letters to Applicants Re. continuing

interest

 Update Substitute Teacher List and

distribute to Schools

 Complete any salary studies so that

figures will be available for budget

 Distribute propose tenure lists and

contract conditions for principals’

confirmation

 NCEES Monitor/Turn-in

 Begin updating Employee Handbook

 1042S for VIF teachers

February

 Schedule a formal session with principals

regarding teachers who may be in trouble

 Purge certified applicant files and inactivate

computer files

 Shred old applicant files

 Attend Job Fair and follow-up appropriately

 Prepare Winter Athletic Supplement list for

Payroll

 Board Retreat-Prepare for and attend

 Textbook orders

 Begin Teacher of Year(TOY) selection and

recognition process; name TOY by end of

May; TOY portfolio due to State by end of

September each year

 Per capita distribution letter to be completed

and submitted to NCDPI’s School Business

Services Division, Student Accounting

Consultant

March

 Redistribute proposed tenure lists and

contract conditions for principals’

confirmation

 Receive & verify evaluation information for

all non-tenured teachers

 Develop enrollment projection for next

year & develop plan for teacher allotments

after receiving State Planning Allotments

 Begin processing June 1 Retirement

applications

 Continue license renewal activities

 Be sure employment process is in place

for the next school year (adequate forms,

hiring checklists issued, contract offer

format & procedures)

 Meet with Flexible Benefits agents

 Complete Annual Teacher Turnover Report

 NCDPI’s “Graduate Data Verification”

system is opened for graduate intention

submissions, questions may directed to

School Business Services Division, School

Financial Reporting

April

 Distribute teacher allotments and other

allotments to schools (if not done in March)

 Finalize tenure list; publicize it as required by

law

 Finalize nonrenewal list

 Attend Spring PANC Meeting

 Heavy Out-of-State Recruiting

 Organize Administrative Team Work sessions

to Screen Applications

 Begin Staffing for Next Year’s Vacancies

 Continue processing retirement applications

 Begin updating license information to

authorize license extensions, clear

provisions, and send a final alert to

employees that employment will be

terminated if conditions or not met

 Ensure that all form G’s are submitted to

Licensure for employees where the form G

approval is required for Master’s degree pay

level

May

 Assist Payroll with Annual Supplement

List

 Begin receiving and processing

terminations to occur at the end of the

school year

 Conduct a final check of license renewal

activities, especially in regard to renewal

of contracts

 Finalize tenure list, probationary contract

list, nonrenewal list, and administrative

contracts list for Board of Education (May

1 Admin Nonrenewal notification; May 15

teacher nonrenewal notification)

 Get out renewal letters, probationary

contracts, career contracts, and

administrative contracts

 Begin processing New Hires for next

school year

 Continue following up with recruits from

June

 Work up information for Board of Education

to recognize retirees since last year

 Continue processing retirements and

terminations of employees

 Continue hiring and inducting for next school

year

 Work up summer payroll information

 Prepare for fall induction week for new

employees

 Plan Mentor and New Teacher Calendar for

entire upcoming school year

 Three Days-Leadership Team Retreat-Attend

and Prepare for

 Final planning for Induction Days

 Complete checking &updates for Employee

Handbook

 June 1: Board Notification to Administrator(s)

of non-renewal

July

 Update to new salary schedules; develop

local schedules for employee groups as

needed

 Continue hiring new employees

 Continue planning for Fall Induction Week

and Orientation of New employees;

conduct induction at the end of the month

 New licenses go into effect; complete

moving out-of-date renewal credits to

history file; organize and recode paper

files

 Close monitoring with principals of

enrollment, watching for unanticipated

growth or decline with respect to teacher

allotment. Alert maintenance of potential

needs for additional classrooms

 Update and Print “Employee Handbook”

for Induction Days’ prepare other induction

materials

August

 Bill agencies that sponsor teaching positions

 Purge &update substitute teacher list and

distribute to schools

 Continue conducting orientation sessions for

new employees

 Obtain from-and follow up with-new

employees for benefits information

 Provide lists of all employees and new

employees for groups and newspapers

 Set up computer records and payroll for new

school year-final step of balancing

employees hired against 40 or more

allotment categories

 Conduct annual training and open enrollment

programs such as DFWP, BBPs, flexible

benefits, health insurance, etc.

 Obtain opening days’ enrollment and class

size information during first 10 days of

school; monitor for Issues and make

HUMAN RESOURCES ANNUAL PLANNING CALENDAR

job fairs

 Summer School Staffing and Payroll

Information

May continued…

 Teacher of Year recognition & event

 Complete the “Missed days Survey” and

submit to NCDPI’s School Business

Division, Student Accounting Consultant

 June 15: Deadline to notify teachers of

employment status for next school year

 Update EDDIE with School Information for

new school year, questions may be directed

to School Business Services Division,

Internal Systems Consultant

 FBS Summer Conference

 Webpage updates (duties, personnel,

salary, hiring incentives, etc)

adjustments as necessary

 Obtain information to update Personnel

Directory

 Update random drug testing list

 Determine payroll information for Induction

pay for new teachers and mentors and

Monthly pay mentors

 Update training for HRMS

 VIF Arrivals

 Begin POY process; State portfolio due end

of November

 HQ Reports due (HQ Teachers,

Paraprofessional, and Professional

Development); data reports in HRMS; input

data through LicSal website

September

 Work with DPI Licensure to get remaining

license in process

 Continue to hire and process new

employees

 Continue to follow-up with new

employees to get correct paperwork for

the benefits they have

 After Board approval, ask Superintendent

to sign new contracts. Return a signed

copy to employee

 Update DFWP Random Screening List

with vendors

 Begin Teacher Advisory Committee

meetings

 Key information about New Hires into

HRMS if not completed as they were

hired

 Tuition Reimbursement

 Praxis payment or reimbursement

 TOY Portfolio due to State

October

 Begin work on next year’s school calendar

 Schedule formal sessions with principals

regarding employees who may be in trouble

 Prepare Fall Athletic Supplement list for

payroll

 Attend Fall PANC meeting

 Work with new teachers to obtain any

documents still needed to finalize applying

for NC licensure; hold checks as necessary if

process not completed at this time

 Prepare several annual reports: full-time staff

(gender, race, funding resource, and

position); local supplement report (funding

source and amounts or average)

 Complete for compliance with NCEES

timelines, completeness of forms, etc;

communicate findings

 Share Turnover Report Information with

Principals

 VIF FICA notifications

 VIF Tax Treaty Information

 October Vacancy Survey due

 Expect 90 day notice letters for salary audit

exceptions from NCDPI, questions should be

directed to NCDPI’s Salary Analyst, School

Business Services Division

November

 Correspondence to teachers who hold

provisional licenses or who lack renewal

units; send all teachers an update on

status of renewal credits

 Assist payroll with annual supplement list

 Distribute Personnel Directories, ASAP

after completing

 Plan to spend time recruiting teachers for

January vacancies

 POY portfolio due to State

 NBPTS results provided; salary changes

retroactive to July 1; renewal credits to be

applied

 Request for individual class-size waivers is

due to NCDPI’s School Financial

Reporting, Student Accounting Consultant

December

 Finalize next year’s school calendar, obtain

Board approval and distribute copies as

appropriate

 Clean up offices and reorganize files

 Prepare mailings to check with applicants

regarding whether they wish to stay active

 Anticipate time to plan and attend Holiday

parties

 Schedule induction activities for January New

Hires

 Salary audit exceptions must be cleared to

avoid penalties, questions may be directed to

NCDPI’s Salary Analyst, School Business

Division Services

HUMAN RESOURCES ANNUAL PLANNING CALENDAR

Daily and/or Monthly Duties of HR Assistants

 Compute, complete paperwork, and send to Payroll information for Disability income

and Workers’ Compensation Payrolls

 Work up requests for leaves of absence and communicate with HR Administrator,

Principal, and Payroll

 Verify, compute, record and send to Finance information for Tuition Reimbursement

Program and Praxis payments

 Order and stock supplies needed for Department

 Verify budgets against Finance records monthly

 Prepare and distribute Vacancy Announcements; prepare lists of applicants for each

vacancy

 Update vacancy information for Internet sites and Channel 21 and departmental use

 Open, sort, respond to daily mail, including e-mail and voice mail

 Transfer information about employees to their new school system

 Fully implement HRMS and enter changes as they occur

 Monitor HRMS for licensure changes daily

 Prepare personnel list and attachments for Board meetings Correspondence

 Filing

 Customer Service: Walk-ins and Telephone

 Mail out applications

 Receive application and file lots of applicant documents; key data into computer

 Answer numerous phone calls and questions

 Generally correct lists for drug testing vendors to use for random drug testing

 Update data base, benefits and payroll as Bus Drivers’ employment (route fluctuation)

changes and as Child Nutrition Operator’s training changes

 Communicate as needed to arrange for, and follow up on, random drug tests Balance

Insurance Bills Monthly (Health Insurance, Flexible Benefits’, ext)

 Keep a check on audit exceptions and resolve them as they occur

 Check newly issued license for correctness; update files, BT information, and payroll

as appropriate

 Verify correctness of renewal units, post them and distribute to licensed employees

 Acknowledge letters of resignation

 Acknowledge and process requests for transfer

Daily and/ or Monthly Duties of HR Director

 Plan and ensure Implantation of monthly activities for new teachers and mentors

 As monthly changes in new teachers and /or mentors occur, notify Payroll as needed to

ensure people paid correctly

 Review and approve all “Hire Checklists”

 Review, direct, approve, and support work of Personnel Assistants

 Salary Studies

 Ad-Hoc Reports

 Policy Review

 Attend and prepare materials for Staff Meetings (monthly)

 Attend Execute Staff Meetings (weekly)

 Attend Regional School Personnel Administrators Meetings (Bi-Monthly)

 Attend and prepare materials for Board of Education meetings (monthly)

 Constantly update HR information o web site

 Review system’s and HR objectives monthly to check progress and implement new

strategies

 Monitor NCEES, Licensure, Recruiting activities

 Monitor LicSal for Form G approvals/updates

 Monitor and respond to Unemployment Claims online

HUMAN RESOURCES ANNUAL PLANNING CALENDAR

 Acknowledge and process requests for leave

 Follow-up on information needed for new hires

 In-process and complete the I-9 E-Verify process within 3 days of an employee’s first

work day

 Complete Monthly New Hire Report for Dept of Health and Human Services, Division of

Social Services Child Support Enforcement (Some Finance departments may do this)

