After the Board Meeting To Do List

For most new hires just board approved, almost all of their information was already entered into ERP Linq. However, you will need to change the Employment Status on the Master screen from PA to one of the following: FS (full time salaried), PS (part-time salaried, used for out of district coaches and advisors), PD (part-time daily, used for substitutes), PH (part-time hourly, used for part-time custodians).

However, Out of district coaches and advisors do not get entered into ERP Linq until after board approved. Therefore, you would need to follow the instructions for Entering a New Hire in Linq ERP.

For other items board approved, enter the information that was just board approved into the Linq ERP HRS Human Resources/Payroll system using the field drop down list. As an example, a current employee that has just been board approved for a coaching position will need this new position added into the jobs/pays.

Create employee contracts, contract letters, or board approval letters for each resolution (if required), as listed below:

Employee contracts: (create using Linq ERP Contract Processing). Some examples are:

• All permanent New Hires (refer to the instructions titled New Hire Processing for further steps that are needed after letters are processed)
• All non-tenured employees
• All employees not eligible for tenure (staff assistants, custodians, maintenance & grounds, bus drivers (including part-run bus drivers), etc.
• Coaches
• Extra Pay Advisors
  

Contract stipend letters (letters requiring the recipient’s signature): (create using Linq ERP Contract Processing). Some example are:

• Academy (1/6 position)
• Leave replacement 1/6 positions
• AVID program
• Employees in the mentor program
• PT positions
• SAT Coordinators
• Transportation aides
• Summer positions on contract pay
• Any additional stipend positions on contract pay
• Athletic Extra Pay – Event & Hourly
• Homebound teachers
• All non-contracted (hourly/daily) time entry pay
  

Board approval letters (not requiring the recipient’s signature): (Create using Word and have the Supervisor of HR review). Some examples are:

• Leave of absence letters
• Mentor teachers
• Non-renewal letters
• Resignation letters
• Volunteer letters
  

See separate instructions for more detailed steps on creating these contracts under Publishing Individual Contracts in Linq & Employee Portal.

• Contracts created through Linq ERP will be processed through the Employee Portal. These letters do not need to be scanned or filed in an employee’s file because they are automatically uploaded into Archive and the employee can access these letters through their Employee Portal.
• Letters not requiring a signature will need to be sent to the employee via email.
• Letters not requiring a signature will also need to be scanned into each employee’s Archive file and a copy filed in each employee’s Personnel file.
  

Update the pages in the Personnel binder on the desk with the changes from the Board meeting:

• On my google drive Eileenosborne Drive, there is a folder titled Personnel Book. Make the changes and print out the pages.
• Then make one additional copy to give to the Personnel Secretary.
• Original goes into the binder on this desk
• If there were Homebound additions/changes, then email a copy of the Homebound list and Homebound List-Names only to both Homebound Coordinators.
  

Add new hires to New Jersey New Hire Directory (must be done within one month of starting date) as well as add terminations (after date of termination has passed):

• Refer to instructions titled: NJ New Hire Reporting and Reporting of Terminations.
  

Update the 2nd readings of Bylaws, Policies and Regulations that were approved – refer to instructions titled: Instructions – Bylaws, Policies and Regulations.

Update the current school year excel spreadsheets “Employee Template”, “Employee New Hires for YYYY-Y, Key Fobs to Inactivate, Workshops (see separate instructions for each spreadsheet for further directions):

• After updating the current school year “Employee Template”, email Collaborators.
• The only time you need to email collaborators the Employee New Hire Report is in early August. Although you should update it all year long for your personal use (I refer to this list to remember to enter new hires and terminations in the NJ-newhire.com website, as an example), the collaborators only need this for the beginning of a new school year.
• After updating the Key Fobs to inactivate spreadsheet, email it to collaborators.
• After updating the Workshop spreadsheet, email it to collaborators.
  

Go through the backup information you have for the board meeting and pull out the retirement or resignation letters you received from employees and do the following:

• Scan these documents into Archive
• File the copies into each employee’s file
• Add the originals back to the Board Meeting packet.
  

Take all of the backup information you have for the board meeting and scan them to your email using the copier scanner. Go to your email and open the scanned copy. File, Save As “mm-yyyy Backup Info” and file it in your current month agenda folder. Staple the original packet and write on top “Scanned”.

Finished – file the monthly agenda folder in your desk and remove the same month from the previous year and file it in the file cabinets by the back window.