The Human Resources Division has designed an employment process that is fair and equitable, ensuring that staffrecruits quality candidates from all segments of society. This process involves eight basic steps. • • Anticipating staffing needs o Meeting with key adµinistrators to determine staffing need o Reviewing trends o Maintaining awareness of critical shortages and develop strategies to minimize their effect on hiring Recruiting qualified candidates o Using a variety of approaches Visiting colleges and universities Attending job fairs Utilizing the Internet Exploring specialized programs, such as "Troops to Teachers" Developing incentives o Involving all five regional teams and the system-wide special programs team Posting and advertising of positions o Distributing postings to all employment sites o Placing advertisement in a variety of media including, newspapers, professional publications, television, and radio o Exploring the use of CD's for distribution to potential candidates Screening applications for minimum qualifications and completeness o Application and Career Information Center Reviewing applications for completeness Screening applications for minimum qualifications Providing information about job vacancies and career opportunities Conducting screening interviews for candidates who meet minimum qualifications Creating a pool of applicants Interviewing selected candidates from the pool • • • • • Recommending candidates for specific positions to the Associate Superintendent for Huµan Resources Note: If an administrative position opens, the steps above remain the same, except that recommendations are made to the Superintendent who then makes recommendations to the Board of Education. EQUAL OPPORTUNITY The Director of Human Resources will insure that qualifications for a position are not prepared for the purpose of enabling preference in the selection of a particular individual or otherwise circumventing equal opportunity for consideration of all candidates who meet the necessary qualifications required by the position. Prince George's County Public Schools will accept applications on a nondiscriminatory basis, selecting candidates from those who are best qualified for the job. PROBATION The probationary period is an integral part of the evaluation process, utilized to closely observe an employee's work, to help the employee make an effective adjustment to his/her position, and to disqualify any employee whose performance or conduct is unsatisfactory. Supervisors will counsel new employees about deficiencies they may have so that they have an opportunity to achieve permanent status. Each probationary employee may be subject to necessary personnel action without prior notice and may not have a right to appeal. The probationary period consists of time actually worked and does not include time off for closing of schools or time lost for any other reason. At any time during the probationary period, an employee may be terminated for failure to perform satisfactorily, for unsatisfactory conduct, or for other conditions requiring termination. The Board of Education will follow all provisions set forth in the Regulations for Supporting Personnel and State Board of Education Guidelines for the Evaluation of Probationary Teachers. For a more expanded version of the probationary period, employees may refer to the appropriate negotiated agreement as it relates to a specific job classification. OTHER ASPECTS OF EMPLOYMENT Reassignments A reassignment is a change from one position to another without promotion or demotion in the same work location. An employee, dependent upon current negotiated agreements, may be moved from one position to another position at the same pay grade and step. This reassignment can be either voluntary or involuntary. The Director of Human Resources shall be notified of such reassignment. Transfers All employees may request consideration for a transfer during the designated time period for the interested position. At such time, the procedures for transferring employees will be followed in accordance with the negotiated agreements and the Board of Education policies. For a more expanded version of this process as it relates to a specific type of employee, employees may refer to the appropriate negotiated agreement. An employee who accepts a transfer from one position to another may either move to the same grade or lower grade, dependent upon the position. Involuntary Transfers/Demotions When an involuntary transfer of a member of a specific bargaining unit is deemed necessary, the affected unit member will be notified and the procedures for involuntary transfers will be followed relative to job specific categories. Promotions In filling jobs through promotions, the Human Resources Division will follow all of the negotiated agreements for each bargaining unit. Promotions in a specific classification shall be open to all current employees who meet the qualifications for the position. Employees interested in being considered for a promotion should submit the appropriate forms to the Human Resources Division. Promotion decisions will be made on the basis of qualifications, performance, and other pertinent factors. Reduction in Force A reduction in force is the involuntary removal of an employee from his/her position based upon a specific set of circumstances (i.e., budget consideration, reorganization, or a decrease in the number of authorized positions within a given job classification). When a reduction in force is necessary, to the extent feasible, the individual employee will be reassigned to another position within the school system. Priority consideration will be given to those furloughed or separated from employment as a result of a reduction in force when a recall of individuals is initiated. For a more expanded version of this information, employees may refer to the appropriate negotiated agreement as it relates to a specific job classification. Reinstatements Vacancies may be filled by the non-competitive reinstatement of certain former employees. Former employees, when reinstated, have a period of eligibility for consideration of previous service credit as applicable to their specific negotiated contract. Former Prince George's County Public School System employees may be reemployed either at the same or lower grade positions than previously held. There is no time limit on reinstatement eligibility for employees seeking reconsideration for employment. All employees wishing to return to work for PGCPS must follow all of the guidelines and procedures for requesting consideration for re-employment. All information needed (i.e., application, transcripts, references, specific forms, etc.) must be received and reviewed prior to the referral of such candidate. Elements and Performance Standards All performance standards should have critical elements. A critical element is any component of an employee's job, usually a key responsibility or major duty of sufficient importance, that requires remedial action when performance falls below the minimum standard established by management. Performance Appraisal Discussion There must be an end-of-appraisal period discussion with employees about their performance. In addition, during the period, the supervisor should keep employees informed about how they are doing in relation to the supervisor's expectation; spot any problems early and correct them; praise and recognize good work; make any needed adjustments to work objectives and procedures; and document how employees are performing. The heart of the performance appraisal program is the day to day communication between employees and work supervisors. It is this day to day relationship that keeps employees informed about how they are doing in relationship to objectives, that helps improve performance, and that builds morale and teamwork. The daily exchange between work supervisors and the employees enables the employees to remain aware of work requirements and provides a fair opportunity for employees to meet these requirements. The continual performance appraisal of employees by work supervisors is different from the performance rating. The appropriate administrator will provide employees with a copy of the annual employee evaluation. The employee, within five days from the date of evaluation, may request a conference with the evaluator and the next line official to discuss any comments with which there is disagreement. Performance Appraisal Documentation All performance appraisals must be documented in writing. The objective of such performance evaluation is to promote open and candid, two-way communication between the employee and work supervisor. The properly working evaluation system ensures that performance will be fairly appraised in relation to work requirements and that the employee-supervisor relationship will be strengthened by the development of a work environment that provides for recognition of individual achievement. A continuing program of evaluation of teacher performance, based in part on personal observation, is required. Whenever it appears that any part of a tenured teacher's classroom performance is less than satisfactory, the principal shall notify the teacher in writing and shall follow such notification with a conference to suggest necessary improvement, and shall make at least one classroom observation which shall be announced to the teacher at least two days in advance. Additional classroom observations may be made without advance notice. No less than a satisfactory evaluation may be given to a teacher without prior notification and conference. All evaluations which are less than satisfactory must be given to the teacher on or before June 1st, and all other evaluations must be given to the teacher before the last duty day for teachers. Teachers who disagree with their evaluation may submit a rebuttal in writing to the Associate Superintendent for Human Resources. The rebuttal is made a part of that person's personnel record with additional copies sent to the evaluator. Performance Appraisal Rating Employees receive a performance appraisal rating at the close of a rating period. When the work supervisor has provided for the continued appraisal of the employee through the day-to-day communication process, the quality of the performance rating will come as no surprise to the individual rated. Permanent support employees are evaluated annually within 15 days of their anniversary date and at the time of transfer to another work location. The department head or school principal evaluate this group of employees. The appropriate supervisor may participate if a conference is required. The evaluations occurring at the time of transfer will be completed in the same manner as the annual evaluation. When the interim evaluation given in a transfer leads to an individual not being granted an increment based on his/her performance at the school or department he/she is leaving, a copy of such evaluation will be provided to the new work location supervisor to help the employee understand how to improve performance and qualify for a salary increment. The professional employee is evaluated by his/her supervisor. A completed evaluation form is then signed by the employee in the presence of the immediate supervisor and a copy is given to the employee at that time. The signature of the professional acknowledges receipt of the evaluation form and does not necessarily indicate agreement with its content.