CLASSIFIED UPDATEFOR

SCHOOL ADMINISTRATIVEASSISTANTS

FALL 2017

Sarah Houston, Senior HR RepHuman Resources Division/Staff RelationsOctober 26, 2017

OBJECTIVES

▪A review of policies, compliance expectations, and timelines applicable to Classified employees from now through the end of the school year.

▪Guidance for handling employee performance concerns.

▪Help with supporting your Principal with Classified employee matters.

▪Question and Answer

OCTOBER: MANAGING NEW CLASSIFIED EMPLOYEES

▪ Employees who are new to LAUSD (or those promoted to a new job class) are on probation for the first 130 days of their assignment.

▪ Initial Probationary employees should not be absent more than six (6) days in the probationary period.

▪ Probationary employees should receive a preliminary performance review no later than two months after starting their assignment, and a final probationary review after four months.

▪ BEST PRACTICE: If there is an early performance concern, the preliminary performance review should be issued after one (1) month, followed by a conference memo providing assistance to improve.

NOVEMBER: LET’S TALK ABOUT CONFERENCE MEMOS

▪Conference Memos for Classified employees areNOT DISCIPLINARY!

▪ Classified and Certificated Conference Memos are different.

▪ If you conference a Classified employee, you cannot discipline (NOUS) for the same thing.

▪ Classified Conference memos provide training, assistance, and guidance so the employee has the opportunity to improve.

▪ Classified conference memos include a warning that failure to improve may lead to disciplinary action, up to and including dismissal.

NOVEMBER: LET’S TALK ABOUT CONFERENCE MEMOS

Some examples of when to issue a Conference Memo:

▪For attendance issues (frequent absence, tardy, leaving early).

▪For performance or behavior concerns (cell phone use during work time, inappropriate language, failure to complete a project).

▪After an investigation resulting in an unfounded allegation.

NOVEMBER: LET’S TALK ABOUT CONFERENCE MEMOS

Some examples of when NOT to issue a Conference Memo:

▪When you’ve already issued the employee a conference memo and the behavior continues, such as excessive absenteeism, contact Staff Relations.

▪When an employee falsifies their time card. Disciplinary action may be warranted on the first occasion. Contact Staff Relations.

▪When the issue is very serious, such as violence, theft or drug/alcohol use and you’re not sure what to do. Always contact Staff Relations AND Operations.

NOVEMBER: LET’S TALK ABOUT CONFERENCE MEMOS

When you’re not sure WHAT to do,contact Staff Relations

▪ Did you know that once a Classified employee receives a conference memo about a specific issue, you cannot discipline them for that same exact issue?

▪ Example:

▪ Employee conferenced for attendance Sept to Dec.

▪ Then has more attendance issues in Jan.

▪ Discipline is only for Jan – not Sept to Jan.

▪ You need to allow the employee a reasonable period after the conference to improve, about 30 days is typical.

DECEMBER: HAPPY HOLIDAYS

▪ Ensure that Classified staff are properly time-reported for vacation during the winter recess/shutdown period.

▪ Classified employees may take vacation so long as they have a balance and give advanced notice as required by contract.

▪ Remind Teacher Assistants that enrollment certification for completion of fall semester units and enrollment in spring semester is due in January.

▪ BEST PRACTICE: Be prepared - enroll in Learning Zone courses “The Evaluation Process for Classified Employees and The Discipline Process for Classified Employees.”

IF WINTER COMES, CAN SPRING BE FAR

BEHIND?Mastering the New Year

JANUARY: GET A JUMP ON THE NEW YEAR

▪ Review schedules. Classified employees must be given advance notice before their schedule can be changed. The different contracts state different requirements.

▪ Review time cards for attendance concerns.

▪ Preparing for year-end evaluations: Classified employees must receive a written warning, in the form of a conference memo, prior to receiving a performance review with ratings lower than “meets standards.”

FEBRUARY: LET’S TALK ABOUT DISCIPLINE (NOUS)

▪Classified Discipline (Notice of Unsatisfactory Service) is defined as

▪Suspension▪Demotion▪Dismissal

▪These all require Board approval.

▪Classified Conference Memos are not disciplinary, but they are part of the progressive discipline process.

FEBRUARY: LET’S TALK ABOUT DISCIPLINE

▪Classified Discipline is only defined as

▪Suspension

▪Demotion▪Dismissal

▪These all require Board approval.

▪Classified Conference Memos are not disciplinary, but they are part of the progressive discipline process.

PROGRESSIVE DISCIPLINE FOR CLASSIFIED EMPLOYEES

ADMINISTRATIVE

REVIEW (SKELLY)

PERSONNEL

COMMISSION HEARING

ORAL COUNSELING CONFERENCE MEMO PRE-DISCIPLINARY

MEETING

NOTICE OF

UNSATISFACTORY

SERVICE

Problem

BOARD ACTION

Such as:•Poor work

performance•Misconduct•Absence problem

•Supervisor raises concern with employee

•Offers assistance and guidance

•May warn of consequences if problem continues

•Documented Training.•Supervisor offers counsel•Following meeting,

supervisor prepares written conference summary of meeting

•Supervisor meets w/employee regarding possible disciplinary action

(required by most bargaining unit agreements)

This is used:•To notify employee

of unsatisfactory service, and/or

•To notify employee of causes/charges for impending disciplinary actions

•Administrator meets w/employee to review discipline recommendations

•Recommendations can be reversedmodified, or sustained

•Only for permanent employees

•Board reviews recommendation and decides on disciplinary action

•Employee may request Appeal of the Discipline with the PC

•PC can sustain, modify, or reverse the disciplinary action

•PC decision is final•Only for permanent

employees

LETTER OF

REPRIMAND

Known as a documented verbal warning

FEBRUARY: LET’S TALK ABOUT DISCIPLINE

If you think it may be time for discipline,contact Staff Relations!

▪ The administrator/supervisor is responsible for recommending disciplinary action for employees.

▪ Staff Relations assists by ensuring procedures for taking disciplinary actions as set forth in Rule 903 have been followed.

MARCH: GET READY FOR PERFORMANCE

EVALUATIONS

▪ Due dates for annual performance evaluations are generally published in March.

▪ Automated evaluation forms are available on the Personnel Commission website.

▪ The new online forms auto populate the attendance section based on data entered in SAP.

▪ If you rate an employee “Below Standards” on the online form, Supplemental information boxes will appear.

▪ BEST PRACTICE: Use the online Evaluation form.

MARCH: GET READY FOR PERFORMANCE

EVALUATIONS

▪ Employees who will receive a below standards rating on their evaluation must receive assistance and guidance at least 30 days before the evaluation.

▪ Employees in Bargaining Units B, C, F, and S must have an annual performance evaluation issued no later than 20 days prior to the end of the work year assignment.

▪ Employees in Bargaining Units D and G must have a performance evaluation at least once a year

SPRING IS HEREStay calm and carry on . . .

APRIL: WHEN A UNION REP VISITS

▪ The Union Rep should have proper identification, notify the administrator of his/her presence, and state the purpose of the visit. The Union Rep does not need to give advanced notice of his/her visit.

▪ The Union Rep should follow the process for visitors to the school, signing in or obtaining a visitor’s permit/badge as appropriate.

▪ Union Reps may contact employees during breaks, lunch, and before or after hours of service.

▪ The Union Rep has the right to post notices of official union matters on a designated bulletin board. The school should have a designated bulletin board (or an area on a board) for union business.

▪ BEST PRACTICE: Don’t be alarmed if a Union Rep visits. They are our colleguesand partners in education.

MAY: REMINDERS AS THE SCHOOL YEAR IS ENDING

▪ Have you been keeping track of FMLA hours used? FMLA is tracked separately based on the employee’s individual “FMLA Year.”

▪ The Integrated Disability Management page is a great place to visit for information, forms and contacts for FMLA, Reasonable Accommodations, and Workers’ Comp.

MAY: REMINDERS AS THE SCHOOL YEAR IS ENDING

▪ The Personnel Commission (PC) notifies employees when their positions are closed. The administrator may advise the employee informally but must not give an effective date.

▪ The exception is Unit G employees (School Supervision Aides, Playground Workers) who are temporary and at will. The Administrator may provide a verbal release notice.

▪ The Unit F Contract must be followed when you close any Teacher Assistant positions. There is an order of lay-off which is not based primarily on seniority.

SCHOOL YEAR ENDThe End is the Beginning, Again

JUNE: REMINDERS AS THE SCHOOL YEAR IS ENDING

▪ A valid First Aid and CPR Certificate is required of all Health Care Assistants, Special Education Assistants, and Special Education Trainees. Employees will be sent a reminder that they must comply with this requirement no later than the first day of their regular assignment basis of the 2017-2018 school year.

▪ Don’t be dismayed if every Classified employee issue, especially attendance, is not resolved before school ends. You won’t have to start from scratch. You can begin where you left off at the beginning of next school year with assistance/guidance or discipline.

JUNE: REMINDERS AS THE SCHOOL YEAR IS ENDING

▪ BEST PRACTICE: Make a list of items that you need to address at the beginning of the next school year.

▪ Sign up now for Learning Zone courses .

▪ Check out My Professional Learning Network for great online courses.

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Thanks for the opportunity to work with you!Sarah Houston, Sr. HR Repsarah.houston@lausd.net

231-241-8240