New Hire Processing

The steps for processing a new hire are as follows:

You will receive an email from either the Director of HR or from the Supervisor of a department notifying you that they want to hire a candidate that was interviewed.

• If there is not a resume attached, have the Personnel secretary print out a resume from Leadline.
• Create a folder for this candidate and write the candidate’s name on the folder’s tab, place a checklist label on the front of the folder and write the position the new hire will be taking and school location of this position. You should also write the name of the employee that left this position. Ex: write (repl. John Doe).
• Contact the potential new hire and schedule a zoom meeting with the Director of HR., then give the HR Director the folder.
• Once the zoom meeting has been held and the candidate has accepted the position, the Director of HR will give you back the folder.
• On the inside flap of the folder, the Director will have added a label with the following information: Position Title, the new hire’s DOB, SS #, Step (if applicable), Salary and Start Date.
• You will need to add this new hire to ERP Linq. Refer to the Instructions: Entering a New Hire in Linq ERP. For all new hires the Employment Status should be PA (for Pending Approval), until after this new hire has been board approved.
• Once this new hire has been added to ERP Linq, call the new hire to set up a drug screening/BAT test. Once you have a few dates that new hire will be available for this screening, contact Atlantic Health Primary Care at 973-891-1213 to schedule the drug screening/blood alcohol test. Note: if the new hire is a bus driver, you need to inform Atlantic Health Primary Care that this drug screening/BAT is for DOT/Driver.
• Once this drug screening has been schedule, email the new hire the date/time of the drug screening/BAT test (and attach the form – one for general staff or if bus driver, make sure it is the one for Driver). Include in the email the PL 2018,c5 Sexual Misconduct instructions (and attach the form) and instructions for creating an Employee Portal account (and attach the directions). I have created an email template for this titled: DRUG SCREENING/BAT, PTT, EP INSTRUCTIONS.
• Gather all of the forms from the new hire.
• Periodically check to see if the Criminal History approval has been issued by the state for this employee.
• Email the Staff Accountant the pension form upon receipt.
• Provide any health insurance/dental forms to the Personnel Secretary.
• Add the new hire to the next board agenda.
• Start entering data into ERP Ling Employee On/Off Boarding list (in ERP Linq, on the Master Screen for the employee, click on the GO down arrow and click on Employee On/Off Board List, then go to the List Name box, click on the down arrow and cick on Master On Board and click OK. Start enter task date completed for each item listed.
  

Once the new hire has been board approved:

• Process the new hire’s employment contract and send an email to the new hire letting him/her know that he/she has been board approved and that the contract needs to be electronically signed through the Employee Portal. Include Employee Portal Signing Contract Directions (found under the G drive, EILEENOSBORNE ON COMPUTER, NEW HIRE PACKET, New Hire Packet)
• As part of the “After board meeting” responsibilities, you would be sending an Employee Template Spreadsheet to the Tech. Department. Through this spreadsheet, a person from the Tech. Dept. should provide you with an MHRD email address for this new employee.
• Upon receipt of an mhrd email address issuance, email the new hire his/her email address and password (and instructions for signing in the first time). I have created an email template for this titled: MHRD Email Issuance
• Scan their completed documents into Archive/Etrieve Content when allowable.
• Before starting, if they are a new hire for anything other than an Out of District Coach or Advisor, then the Personnel Secretary will add their information into Frontline Central and Frontline Absence Management.
• For Out of District Coaches and Advisors, it is this desk’s responsibility to add their information into Frontline Central. Coaches/Advisors to not get added into Frontline Absence Management.
  

For new teacher hires only:

• If the new hire does NOT has a Standard teacher certificate, then you would need to enter this teacher into the Provisional Teacher program. See specific instructions for this.
• If the new hire needs to be mentored (see specific instructions for tihs), then you would need to obtain a mentor by contacting the supervisor of the department and requesting the name of a mentor. Once you have this mentor name, then you will need to add this mentor to the next Personnel agenda (and board agenda).
  

For new Administrations only:

• If the new hire does not have a standard in the required administrative certification, then this new hire will need to be added into the L2L/Leader to Leader program. Refer to the state’s website for instructions.