1

Department of Human Resources

Instructional Personnel

Transfer and Overstaff Process

2

Outcomes• Distinguish between voluntary and involuntary

transfers and overstaff (reassignments).

• Become familiar with the processes and timelines of each placement.

• Understand best practices in communicating with identified personnel.

• Become knowledgeable of how to utilize the PWCS WorkSpace and letter of intent.

3

Essential Questions• What is the employee’s role?

• What are the administrator’s roles and responsibilities for staffing?

• What is the role of the Department of Human Resources (DHR)?

• Where can I find more information?Regulation 511.03-1:Vacancies, Transfers, and Assignments

4

Transfers• Voluntary Transfer – when a teacher initiates a

request to transfer to another location through the instructional intent form and transfer process.

• Involuntary Transfer – when, in the best interest of the School Division, a teacher has been assigned to a different location and/or position with the approval of the Superintendent. Placement is made by the appropriate Associate Superintendent.

5

To be eligible for Transfer, an employee must:

– Have submitted an Intent/transfer form indicating an interest to transfer: (In December, information and procedures regarding the Declaration of Intent will be distributed to the schools);

– Have no “Not Meeting Standard” or more than one “Approaching Standard” ratings in any performance category, nor a Professional Improvement Plan;

– Hold an active endorsement in the area requested;– Be highly qualified for the position;– Have completed one successful year (at least 65% of the

school year) with satisfactory performance in all categories;

Transfer ResponsibilitiesTransfer ResponsibilitiesTeacherTeacher AdministratorAdministrator DHRDHR

Complete and submit the Complete and submit the Intention/Transfer form to Intention/Transfer form to include positions and include positions and locations desired locations desired

Determine current or Determine current or anticipated vacanciesanticipated vacancies

Distribute information and Distribute information and procedures for the procedures for the Declaration of Intent in Declaration of Intent in DecemberDecember

Update online application, Update online application, resume, and supporting resume, and supporting documents located on the documents located on the PWCS WorkSpacePWCS WorkSpace

Review transfer lists and Review transfer lists and contact selected candidates contact selected candidates to schedule interviewsto schedule interviews

Compile and distribute lists Compile and distribute lists of all teachers requesting of all teachers requesting transfers to schoolstransfers to schools

Review vacancies for Review vacancies for specific job postings and specific job postings and apply for them on the PWCS apply for them on the PWCS WorkSpaceWorkSpace

Submit requests for offers Submit requests for offers to DHR via workflow processto DHR via workflow process

Process all workflow Process all workflow requests recommending requests recommending offers for transfer and offers for transfer and contact teachers to offer contact teachers to offer positionspositions

Notify candidates who were Notify candidates who were interviewed but not selectedinterviewed but not selected

Process all changes in Process all changes in teacher assignments and teacher assignments and contracts based on transferscontracts based on transfers

Notify the schools affected Notify the schools affected by the transfer of an by the transfer of an employeeemployee

7

Overstaff (reassignment)• When a position needs to be eliminated due to

changes in budget, program or student enrollment, employees will be identified as an overstaff for placement into a new assignment.

• The teacher’s seniority date will be utilized to identify overstaffs eligibility. However, the administration shall give consideration to the needs of the curricular and co-curricular programs within a school. (Reg. 511.03-1 V. A)

Overstaff Responsibilities Overstaff Responsibilities

Teacher Teacher AdministratorAdministrator DHRDHRUpon official notification from Upon official notification from DHR, the teacher should DHR, the teacher should complete and submit the complete and submit the Professional Preference form Professional Preference form (included with notification)(included with notification)

Determine needs of school Determine needs of school or location and contact or location and contact DHR to discuss possible DHR to discuss possible overstaffs for the upcoming overstaffs for the upcoming yearyear

Consult with the school Consult with the school administrator on the administrator on the reassignment process and work reassignment process and work with teachers to determine with teachers to determine their individual needstheir individual needs

Review current vacancies. Review current vacancies. Teachers have the Teachers have the optionoption of of participating in the transfer participating in the transfer process process

Notify teachers affectedNotify teachers affected

(meet individually)(meet individually)Create and distribute names of Create and distribute names of overstaffed teachers and their overstaffed teachers and their qualificationsqualifications

Contact the appropriate DHR Contact the appropriate DHR supervisor with questions and supervisor with questions and concernsconcerns

Submit recommendations Submit recommendations to DHR to DHR

Place overstaffed employees in Place overstaffed employees in available positions for their available positions for their current assignments or current assignments or endorsed areaendorsed area

Accept a placement offered by Accept a placement offered by DHR DHR

Note: All assignments will Note: All assignments will remain at the school or remain at the school or location until a placement location until a placement is completedis completed

Process all changes in teacher Process all changes in teacher assignments and contracts assignments and contracts based on placementbased on placement

Notify the schools affected by Notify the schools affected by the placement of an the placement of an overstaffed employeeoverstaffed employee

If an employee refuses an overstaff placement equivalent to If an employee refuses an overstaff placement equivalent to

their current assignment or within their endorsement area, their current assignment or within their endorsement area,

the employee shall be considered to have resigned his or the employee shall be considered to have resigned his or

her employment with PWCS.her employment with PWCS.

9

Frequently Asked QuestionsTransfer Process

QuestionQuestion AnswerAnswer

Can I put “West,” “East,” or “All” Can I put “West,” “East,” or “All” locations on my transfer form?locations on my transfer form?

No, please list the names of the schools No, please list the names of the schools you would like to avoid any confusions. A you would like to avoid any confusions. A limit of 10 schools will be notified of your limit of 10 schools will be notified of your intent to transfer. However, if you intent to transfer. However, if you submitted a request to transfer, you may submitted a request to transfer, you may transer to locations not on your list. transer to locations not on your list.

What if I change my mind and do not What if I change my mind and do not want to transfer or want to transfer to a want to transfer or want to transfer to a different location? different location?

You may amend your online transfer form You may amend your online transfer form one time by May 15, 2014. You do not one time by May 15, 2014. You do not have to accept a transfer offerhave to accept a transfer offer

Can I change my mind after accepting a Can I change my mind after accepting a transfer?transfer?

No, once you have accepted a transfer No, once you have accepted a transfer placement, this will be your assignment placement, this will be your assignment for next yearfor next year

Can I contact the schools I am interested Can I contact the schools I am interested in transferring to?in transferring to?

Yes, you may send a copy of your resume Yes, you may send a copy of your resume to the schools. However, schools are under to the schools. However, schools are under no obligation to interview you for a no obligation to interview you for a vacancy.vacancy.

If offered a position, how long do I have If offered a position, how long do I have to decide if I will accept?to decide if I will accept?

Schools would like to know immediately if Schools would like to know immediately if you will accept an offered position. you will accept an offered position. However, most will allow 24 hours for your However, most will allow 24 hours for your decision.decision.

10

Intent/Transfer TimelineDecember 2013 Information and Procedures for the Declaration of Instructional

Intention forms distributed to schools.

January 2014 Submission of the Declaration of Instructional Intention forms February 2014 List of teachers interested in new schools will be forwarded to new

principals. New principals may begin interviewing for transfer employees.

February 2014 Teachers and principals may begin interviewing transfer teachers at all schools.

February 2014 Transfer offers will begin to be made.

May 15, 2014 Last day for any instructional employee to submit one amended Intent Form to DHR.

June 18, 2014 End of open Transfer Period not needing present principal approval.

June 19-July 31, 2014 Approval needed from current principal or supervisor.

July 31, 2014 All transfers after this date will require level associate superintendent's approvals.

11

Frequently Asked Questions: Overstaff Process

QuestionQuestion AnswerAnswerIf I am overstaffed, does that mean I do If I am overstaffed, does that mean I do not have a job for next year?not have a job for next year?

No, if identified as an overstaff, your No, if identified as an overstaff, your benefits will remain in place. You will benefits will remain in place. You will remain an employee of PWCS but placed in remain an employee of PWCS but placed in a new location and assignment.a new location and assignment.

Will I receive a new contract?Will I receive a new contract? Yes, a new contract with the new Yes, a new contract with the new assignment and location will be sent to assignment and location will be sent to you.you.

If I am identified as an overstaff, can I If I am identified as an overstaff, can I apply for a transfer?apply for a transfer?

Yes, we actually encourage you to seek a Yes, we actually encourage you to seek a transfer to a new location prior to DHR transfer to a new location prior to DHR placing you in a vacant position.placing you in a vacant position.

Will consideration be given to me for Will consideration be given to me for where I live or my preferences for where I live or my preferences for placement?placement?

Yes, please let DHR know if you have any Yes, please let DHR know if you have any preferences of location or positions during preferences of location or positions during this process. Although we cannot make any this process. Although we cannot make any guarantees, this information will be helpful guarantees, this information will be helpful with your placement.with your placement.

If a similar position opens up at the If a similar position opens up at the school where I was overstaffed, will I be school where I was overstaffed, will I be moved back to that positions?moved back to that positions?

This depends on timing and the needs of This depends on timing and the needs of the schools involved. Normally if the school the schools involved. Normally if the school year has begun a move back to the original year has begun a move back to the original location may not be possible. location may not be possible.

12

Where Do You Find The Letter of Intent?

• As of January 2, 2014, the Letter of Intent will be located in your PWCS WorkSpace

•PWCS WorkSpace can be access through:* PWCS WorkSpace icon located in the Novell applications.* pwcs.edu website under Employment and click on “Go to Online Application.”* PWCS WorkSpace web addresshttps://jobs.pwcs.edu/WorkSpace

PWCS WORKSPACEhttps://jobs.pwcs.edu/WorkSpace

1. Same username/password as online employment application.

2. Log in is not the same as ESS3. E-mails approx. 12/28 reminder of

username and password info.4. Contact ESC for assistance at 703.791.8050 or Live Chat between

8:30 a.m. and 4 p.m.

1. Employee ID Badge Number on back of ID Badge

2. DOB ex. 12/12/20143. Contact ESC for assistance at 703.791.8050 or Live Chat between

8:30 a.m. and 4 p.m.

When changes are submitted in ESS, these changes will not be reflected on the letter of intent.

*Remember, your ESS and PWCS WorkSpace will not have

the same username and password.

Certification Questions

Patty Bennett 703.791.8093 Last Names Starting With Letters

A-L

Melanie Moore 703.791.7465 Last Names Starting With Letters

M-Z

24

Frequently Asked Questions: Letter of IntentQuestionQuestion AnswerAnswerI changed my address in Employment I changed my address in Employment Self Service (ESS) as the Letter of Self Service (ESS) as the Letter of Intent stated but it is not reflecting Intent stated but it is not reflecting the new address on the intent form?the new address on the intent form?

Any changes will not reflect on the letter of intent. Any changes will not reflect on the letter of intent. The ESS and Winocular are two different information The ESS and Winocular are two different information systems.systems.

I tried using my PWCS WorkSpace I tried using my PWCS WorkSpace username and log in for ESS but it username and log in for ESS but it does not work.does not work.

Your username and log in for ESS is different from Your username and log in for ESS is different from Winocular. Please go to the ESS website located at Winocular. Please go to the ESS website located at pwcs.edu under Employment/Benefits for more pwcs.edu under Employment/Benefits for more information.information.

I don’t know my PWCS WorkSpace I don’t know my PWCS WorkSpace username and log in.username and log in.

Your username and password is the same as your Your username and password is the same as your online employment application. However, an e-mail online employment application. However, an e-mail will be sent to you the last week of December to assist will be sent to you the last week of December to assist with the username and password. You may use your with the username and password. You may use your employee id badge number, last four of your social employee id badge number, last four of your social security number and date of birth to log into your security number and date of birth to log into your PWCS WorkSpace. If you have further questions, PWCS WorkSpace. If you have further questions, please feel free to contact the Employment Service please feel free to contact the Employment Service Center at 703.791.8050 or Live Chat between 8:30 Center at 703.791.8050 or Live Chat between 8:30 a.m. and 4 p.m.a.m. and 4 p.m.

The certification information does not The certification information does not reflect my most recent endorsements.reflect my most recent endorsements.

Please contact your Certification Specialist:Please contact your Certification Specialist:Patty Bennett 703.791.8093 (Last Names Starting with Letters A-L)Patty Bennett 703.791.8093 (Last Names Starting with Letters A-L)

Melanie Moore 703.791.7465 (Last Names Starting with Letters M-Z)Melanie Moore 703.791.7465 (Last Names Starting with Letters M-Z)

25

EMPLOYEE SELF-SERVICE (ESS)

26

EMPLOYEE SELF-SERVICE (ESS)

27

Frequently Asked Questions: ESS

QuestionQuestion AnswerAnswerWhat is the purpose for ESS?What is the purpose for ESS? A service for you to change your address, emergency A service for you to change your address, emergency

contact information, e-mail address, telephone contact information, e-mail address, telephone number, changes in benefits during open enrollment, number, changes in benefits during open enrollment, and view your compensation information.and view your compensation information.

How do I get to the ESS?How do I get to the ESS? ESS is located on the pwcs.edu website under ESS is located on the pwcs.edu website under Employment/Benefits/Employee Self Service. You must Employment/Benefits/Employee Self Service. You must use a computer at your school or department. Home use a computer at your school or department. Home access is not available at the present time.access is not available at the present time.

What username and password do I What username and password do I use to log into ESS?use to log into ESS?

Your username and password is different from your Your username and password is different from your PWCS WorkSpace username and password. Your ESS PWCS WorkSpace username and password. Your ESS username is the last 6 digits of your social security username is the last 6 digits of your social security number and up to 10 letters of your legal first name in number and up to 10 letters of your legal first name in all caps. At the ESS website, login directions and a all caps. At the ESS website, login directions and a tutorial is available for you to include creating and tutorial is available for you to include creating and resetting your password. resetting your password.

May I submit my employment May I submit my employment application or supporting employment application or supporting employment documentations on ESS?documentations on ESS?

No, this may only be done through PWCS WorkSpace No, this may only be done through PWCS WorkSpace or through the pwcs.edu website on the online or through the pwcs.edu website on the online employment application.employment application.

28

Department of Human Resources

• Amy White, Director, Human Resources

• Michele Salzano, Supervisor, Elementary & Sped Employment• Christi Hetrick, Administrative Coordinator, Elementary

• PJ Hancock, Supervisor, Middle School & Sped Employment

• Tony Jones, Supervisor, High School & Sped Employment

• Dina Mize, Supervisor, Classified Employment• Julie Vuillemot, Administrative Coordinator, Classified Employment

• Darlene Faltz, Supervisor, Recruitment & Specialty Programs• Julie Curry, Administrative Coordinator, Recruitment