Administrative Services WorkshopAdministrative Services WorkshopMMay 8, 2008ay 8, 2008

OverviewOverview•Classified Hiring ProcessClassified Hiring Process•Processing Classified IntentsProcessing Classified Intents•Time SheetsTime Sheets•Q&AQ&A

Classified Staffing Levels(less Child Development Center)

0

50

100

150

200

250

300

2001 2002 2003 2004 2005 2006 2007 2008 - 3rdQtr

Authorized FTE Filled FTE Positions

91% 91% 94% 91% 93% 95% 89% 91%

Classified Staff Vacancies

• FY 08/1, 30 Sep 2008: 23 positions– 17 Pending at SCC– 6 Pending at DO

• FY 08/2, 31 March 2008: 22 Positions – 15 Pending at SCC– 7 Pending at DO– 2/President; 2/VPA; 8/VPS; 10/VPI

• Vacancies Cost Unit Productivity

DIVISION POSITION P-102B DATE

APPLICATION DEADLINE

(days)

CANDIDATE PACKAGE REC'D

(days)

HIRING DECISION

(days)

START DATE (days)

PresidentPIOPRIEITCCR

VPABusiness OfficeOperations Custodian 19-Jul-06 +22 +2 / 24 +46 / 70 TBA

Bookstore Buyer- Bookstore I 20-Sep-06 +36VPIAVP- Rick Ida ISA 14-Jul-06 +25 +4 / 29 no

ISA 14-Jul-06 +1 +36 / 37 +6 / 43AT Senior IT Tech 11-Aug-06 +31 +2 / 33 no

+1 BusinessLRCSAHDowntown & W. SacMSE

AVP- Julia JollyBSS IA- FCS 21-Jul-05 +30 +4 / 34

BSS IA- FCS 21-Jul-05 +1 no

BSS CDC Supervisor 20-Jul-06 +21 +2 / 23

BSS CDC Teacher 29-Aug-06 +27 +4 / 31

HFADavis CenterL&LP.E., Health & Athletics

VPSSCounseling & Student SuccessMatric. & Student Development Interpreter/Trans. I 1-May-06 +40 +4 / 44 no

Interpreter/Trans. I 1-May-06 +20 +4 / 24

Student Services & EnrollmentFA Clerk II 21-Aug-06 +23 +5 / 28

AVG Day- FY 07/1st Quarter 27.5 3.4 41 6

CLASSIFIED HIRING1st Quarter- 1 Jul 06 - 30 Sep 06

Classified HiringYear to Date 3/31/08-3rd Quarter

3130 28 24

3630

41

35

0

20

40

60

Application Deadline Hiring Decision

FY/07 FY/08 1st Qtr

FY/08 2nd Qtr FY/08 3rd Qtr

Hiring Process Summary

• Begins with submission of the P-102– Electronically or hard copy to VPA

• Advertising by HR: ~two weeks plus ~five days processing to get package to campus

• Candidate list to SCC—electronically via People Admin– VPA memo to manager– User name and password– Applications should NOT be printed but…….– If printed, must be controlled and returned to VPA

• Viewing Applications and Attachments through People Admin

Committee Formation

• START EARLY !!START EARLY !!– Develop Screening Criteria– Develop Questions and Interview Format

• Committee Membership– Described in VPA memo and LRCCD R-6122– Manager/Supervisor, member of operating unit,

faculty (Optional) and equity representative– Equity Officer: Contact Julia Jolly—DiscussionDiscussion

• Screening by manager and equity rep• Hiring Committee: Consistency is essential

Hiring Decision

• Return committee package to VPA Office– Hiring recommendation and desired starting

date for person selected– References, if done by chair (or HR will do)– Equity officer checklist– Rating sheets

• Do NOT contact candidate– HR will make job offer– HR will coordinate DOJ/other checks, training,

and/or medical requirements as appropriate– HR to confirm starting date

Travel AuthorizationsYear to Date 3/31/08

Division Submit'd 1st Qtr Errors

2nd Qtr Errors

3rd Qtr Errors

4th Qtr Errors

Error Rate

Error Rate Indicator*

President 21 2 0 0 10%PIO 1 1 0 0 100%PRIE 5 0 0 0 0%IT 9 0 0 1 11%CCR 4 0 2 0 50%

President Totals 40 3 2 1 0 15%VPA 3 0 0 0 0%

Business Office 0 0 0 0 0%Operations 1 1 0 0 100%

VPA Totals 4 1 0 0 0 25%VPI 5 0 0 0 0%

Davis Center 1 1 0 0 100%Downtown & W. Sac 8 0 0 0 0%

AVP- Rick Ida 13 3 0 0 23%AT 33 1 3 11 45%BSS 14 4 2 2 57%Business 17 2 0 1 18%LRC 27 1 0 0 4%SAH 25 3 0 3 24%

AVP- Julia Jolly 35 0 0 0 0%HFA 31 3 0 4 23%L&L 10 0 3 1 40%MSE 45 1 0 1 4%P.E., Health & Athletics 13 3 2 1 46%

AVP- Jim Comins 85 2 2 2 7%VPI Totals 362 24 12 26 0 17%

VPSS 21 1 2 2 24%AVP-Greene 5 0 0%Student Services & Enrollment 52 0 5 3 15%Counseling & Student Success 51 3 7 4 27%Matriculation & Student Dev 43 5 17 3 58%

VPSS Totals 172 9 31 12 0 30%

TOTALS 578 37 45 39 0 21%

*Expected error rate = 0%+/- 5% = Green+/- 10% = Yellow+/- > 10% = Red

IntentsYear to Date 3/31/08

Division

Submit'd 1st Qtr Errors

2nd Qtr Errors

3rd Qtr Errors

4th Qtr Errors

Error Rate

Error Rate Indicator*

President 0 0 0 0 0%PIO 1 1 0 0 100%PRIE 0 0 0 0 0%IT 1 0 0 1 100%CCR 0 0 0 0 0%

President Totals 2 1 0 1 0 100%VPA 0 0 0 0 0%

Business Office 6 0 0 0 0%Operations 7 3 0 1 57%

VPA Totals 13 3 0 1 0 31%VPI 1 0 0 0 0%

Davis Center 0 0 0 0 0%Downtown & W. Sac 3 0 0 0 0%

AVP- Rick Ida 0 0 0 0 0%AT 1 1 0 0 100%BSS 5 1 1 1 60%Business 0 0 0 0 0%LRC 10 2 1 0 30%SAH 0 0 0 0 0%

AVP- Julia Jolly 0 0 0 0 0%HFA 5 0 0 0 0%L&L 1 0 0 0 0%MSE 2 0 1 0 50%P.E., Health & Athletics 9 0 4 1 56%

AVP- Jim Comins 0 0 0 0 0%VPI Totals 37 4 7 2 0 35%

VPSS 0 0 0 0 0%Student Services & Enrollment 9 0 0 5 56%Counseling & Student Success 3 1 0 2 100%Matriculation & Student Dev. 19 4 2 1 37%

VPSS Totals 31 5 2 8 0 48%

TOTALS 83 13 9 12 0 41%

*Expected error rate = 0%+/- 5% = Green+/- 10% = Yellow+/- > 10% = Red

General Rules for Temporary Employees

• All college approvals are required prior to starting new employees

• Temporary employees cannot work overtime or the 4/40 summer schedule (>40hrs/weeks or >8 hrs/day)

• No employee may work simultaneously as Classified Temporary and Student Help

• Classified Temporary Employees =>110 days in the fiscal year may not be “re-hired” as Student Help

• Employees reclassified from Student Help to Classified Temporary must transition to new position after the 24th of the month to avoid working in 2 classification during the same payroll month

Types of Intents to Employ

• Classified Temporary– Temporary Classified– Special Rate

• Student Help– Student– Tutors

• Work Study– Federal Work Study– CalWORKs Work Study

Intents – Classified Temporary

• 110 Day Limit per fiscal year

• Temporary Classified– Minimum qualifications

• See job descriptions for LRCEA & SEIU

• Special Rate– No minimum qualifications– Must use Temp Classified job if work meets

one of the job descriptions

• Use Account Code 2302

Intents – Student Help

• Must be enrolled in 6 or more units for the semester– Exception: May work between semesters if

they have an application filed for upcoming semester

• Limited to 26 hours/week during semester– Exception: May work 40 hours/week between

semesters

• Use Account Code 2303

Intents – Work Study

• Salaries funded by Financial Aid or CalWORKS budgets– Student awarded through applicable aid

program

• Enrollment qualifications and hours limits the same as for Student Help

• Use Account Code 2304, 2314

Intents – Forms Packets

• Classified Temporary:– Intent form– Loyalty Oath– Job Application (except

Special Rate)– W-4– I-9

• I.D. document (CDL, etc)

– Social Security Card

– Demographic Info form– New Employee Training

Checklist– Workers’ Comp Notice– Exclusion From

CalPERS– Temp Employee

Compliance Checklist– Authorization for Payroll

Deduction– Livescan form

Intents – Forms Packets• Student Help/Work

Study:– Intent form– Loyalty Oath– W-4– I-9

• I.D. document (CDL, etc)

– Social Security Card– Social Security

Coverage Waiver

– Demographic Info form– New Employee Training

Checklist– Workers’ Comp Notice– Exclusion From

CalPERS– Temp Employee

Compliance Checklist– Child Care Center only:

• Authorization for Payroll Deduction

• Livescan form

General Rules For Timesheets

• Timesheets must accurately report hours by date and time - audited by the district, its external auditors, the State, and IRS

• Hours for temporary employees should be recorded daily by each employee using the appropriate Timesheet

• The payroll period for temporary employees is the 25th day of the current month through the 24th day of the following month

• Avoid projecting hours unless necessary to meet BSO due dates– Do not implement departmental due dates of more than two

days prior to BSO due dates– Corrections for projected hours must be made prior to payroll

production• Always verify the active status of employees before submitting

Timesheets– Check Intents and monthly employee rosters mailed by the BSO

Types of Timesheets

• Classified Temporary

• Student Help

• Federal Work Study

• Classified Regular Differential & Overtime

Summary / Closing CommentsSummary / Closing Comments

• Information Sheets on VPA Public Folder

• This briefing available at VPA Public Folder

• Complicated procedures mandated by BOT policy and District Regulation

• If in doubt, check with BSO or VPA office

• Your Questions/CommentsYour Questions/Comments