Human Capital Management

New Principals Guide

 Eight Elite Items
and Much More
Overview
1. Recommendations, Qualified Status and Certification
2. Timeframe to Process Candidates
3. Offer Letters and Start Dates
4. Documents Needed for Hire
5. Posting Positions
6. Transfers
7. Reassignment of Staff/Displaced
8. Resignations

Posting for Replacements Substitutes

Title I Staffing Recommending Retirees and Retirement
Promotions Compensation and Extended Day
Waiting Approvals and In Process Technology and Certification Staff
Allotments Staffing Managers Roles and HCM Directory
Coaching Positions Open Door Policy , Employee Handbook, and SOP
FMLA and Extended Leaves
 Elite 1
Recommendations, Qualified Status and Certification
Elite 1:

All documents must be uploaded into PATS before a candidate can be placed in
Qualified Status.

All recommendations must be placed in Offer Extended" on the PATS system

If all documents are in and you are unable to place your candidate in offer
extended, please notify your Hiring Manager.

If the certification section in PATS is waiting to be approved, or if you have

certification questions, please contact me, Ms. Kimberly Cooper (60349) or Ms. Beonka
Anthony (60359).

Please cc your Hiring Manager on all emails so we can follow-up, if needed.

How to Recommend a Candidate on PATs

Login to https://pats.dekalbschoolsga.org/ with your DCSD username and

password
Choose the Job Postings tab
Select Open for Hire
Click the blue hyperlink for the posting
Locate the drop down box next to the candidate's name and select offer
extended
Click the save button
Notify HCM when you have completed these steps
Becoming a Georgia Educator

In order to become a certified teacher with the DeKalb County School In order to be eligible for a SWNC Teacher (strategic waiver
District, you must meet the following requirements: non-certified) with the DeKalb County School District, candidate
must satisfy the following initial requirements:
Bachelors Degree from a GaPSC approved college or university with
a minimum GPA = 2.5 (if below 2.5 and over 10 years the GPA is
waived) Complete a bachelors degree in Content Area (or closely
related field) from an accredited college or university
Pass the GACE Program Admissions Test or an exemption
SAT - 1000 (Verbal/Critical Reading & Math) Pass the GACE Ethics Entry Assessment (www.gace.ets.org)
ACT 43 (Math & English)
GRE (Verbal & Quantitative) Have an offer of employment
(score 1030 if tested before August 1, 2011 score 297
if tested after August 1, 2011)

Pass the GACE Content Area Assessment in the content area of

interest *For questions regarding a candidates eligibility for hire, please
Pass the GACE Educator Ethics Entry Exam (educators entering a contact your Hiring Manager.
state-approved educator preparation program for an initial teaching
certificate)
Have an offer of employment from a Georgia Public School District

*Once you are hired by the district you are given 3 years to complete a
GA PSC state-approved educator preparation program

**Out of State Professional certificate, test score report, transcripts

and experience verification required
 Elite 2
Timeframe to Process Candidates
Elite 2
Timeframe in Processing Your Candidate: Once all documents are in
and candidates have been recommended in PATS (placed in Offer
Extended), all candidates will be processed within 1-2 Business days.

You are welcome to send an email indicating your recommendation

(first and last name, the position number, and indicating that the
position has been placed in offer extended). However, this is not
required. We are able to see your recommendation in PATS.
 Elite 3
Offer Letters and Start Dates
Elite 3:
Candidates who have been hired and processed by HCM will receive an
automatic computer generated letter indicating their start date, fingerprint date
and orientation date.

The Hiring Manager will send a confirmation email to Principals with

background check, authorization session and tentative report dates. Principals
are also able to view this information in the PATS system.

If a start date is changed or altered for whatever reason, either the Hiring
Manager or Onboarding Secretary, will send you an email to notify you of
changes.
 Elite 4
Documents Needed for Hire: Qualification
Elite 4:
Certificated Positions: Certifications/and or assessment scores,
references, and official transcripts, performance evaluation (if
applicable).

Classified Positions: High School diploma, TB test (Nutrition only),

references, and official transcripts (if applicable).

Please note, other documents may be needed depending on the

specific position. All needed documents are outlined in each posted
position.
 Elite 5
Posting Positions

Elite 5:
If you have the available allotment to post your position, you may post
your needed position.

If you do not have the allotment, due to someone occupying the position on
the portal, or you are having difficulties with posting, please contact Mr.
Won Allen (60354). He will be able to assist you with posting. You will need
to indicate the specific position needed and the name of the person being
replaced.

Please "cc" your Hiring Manager on the email.

 Elite 6
Transfers
Elite 6:
Employees can only be transferred during transfer period: The
first week in January through the last day in February (Jan-Feb).
Employees can only be transferred into a lateral position.
Guidelines:
Employees must be 1 year at their current location, or if
involuntary moved.
Employees must have a current satisfactory evaluation- no active
PDP (Professional Development Plan) or PIP (Professional
Improvement Plan).
Employees should submit the transfer form to their building level
Principal for approval, and the Employee must submit the form
to HCM.
The last day for Principals to request a transfer from the transfer
list is May 24, 2018 (pending final approval).
 Elite 7
Reassignments of Staff
Elite 7:
A reassignment can take place at anytime for the good and efficient
operation of the school district.

Reassignment of Staff: All Principals will be notified in advance of any and

all reassignments before they take place. However, in the event we are unable to reach
you, please know that we will make every attempt to notify you of any staff changes to
and from your building before they take place.

A person can only be reassigned due to:

Administrative (OLA, FML, Reg. Supt.)
Comparability (Anytime)
Displaced (After Allotment Meetings)
Transfers (During Transfer Period: First Week in Jan- End of Feb.)
 Elite 8
Resignations
Elite 8
Certified Resignations:
Please have the employee complete the Online
resignation form found in Office 365

Classified Resignations:
Please have the employee complete the Online resignation
form found in Office 365
 Displaced
Displaced Staff
Displaced" means there's no allotment or funds at the school to "keep" the person.
HCM looks at all options to keep individuals in the same location, if all possible.

A person can only be reassigned due to:

Administrative (OLA or FML)
Comparability (Anytime)
Displaced (After Allotment Meetings) (No allotment or funds at the school)
Transfers (During Transfer Period: First Week in Jan- End of Feb.)
 What To Do
Posting for Replacements

FMLA exhausted- On day 61, you may post. If the person is still
on your portal, forward the email from FML to your Hiring
Manager or Mr. Won Allen. Please indicate the position needed.

Replacement for resignations/promotions, etc.- You may post. If

the request is for a certified position, you must wait until you
receive notification of release from contract before posting. If the
person is still on your portal, forward the email indicating the
resignation/promotional approval to your Hiring Manager or
Mr. Won Allen. Please indicate the position needed.
 What To Do
Title I Staffing

For all Title I Staffing questions/concerns, please contact

Angela Arlene-Myrick, Title I Specialist at x60358

All postings and reassignments for Title I personnel must be

approved by Office of Federal Programs.

The process of requesting and approval of postings and

reassignments for Title I personnel can take up to 3-4 weeks.

Once Mrs. Arlene-Myrick receives the Title I Updated Staffing

Roster from OFP, all postings/changes will be made within 1-3
business days.
 What To Do
Title I Teachers and Displacements
If a school has a Title I position, and the school doesn't have the
funds to pay for the position through Title I the next year, the
person will "automatically" go to the General Budget, if theres an
available allotment at the school.

Title I teachers are only displaced if there's no allotment from

General Budget at the school and theres no Title I funds at the
school to fund the person.

i.e. If a school has a Title I First Grade position, and the school
doesn't have the funds to pay for that position through Title I the
next year, but the school has a Regular Ed First Grade vacancy
(which is an available allotment), that Title I Teacher
"automatically" goes into the Regular Ed First Grade vacancy.
 What To Do
Title I Academic Coaches and Displacements
If a school does not have the funds to fund their Academic Coach
for the next year, the Academic Coach will go into a teaching
position at that school, if the allotment is available. However, if
there is a need for an Academic Coach at another location, the
Regional Manager can work with the person/Principal to place
the Academic Coach in the available vacancy; the Academic
Coach is not automatically placed on the displaced list.
Note: Academic Coaches are given "teacher contracts";
therefore, if an Academic Coach vacancy is not available, the
Academic Coach goes into a teaching position.

In the event a school does not have the "Title I funds" or "the
allotment" to accommodate the person, this is the "only" time the
person can be placed on the displaced list (as a Academic Coach
or Teacher).
 What To Do
Title I Classified Positions/ Re-applying
Title I is a year to year commitment. If schools dont have the
Title I funds or allotment to keep the Title I funded classified
person, or if HCM doesn't have a position to place the classified
employee in, the classified employee will have to re-apply.
 Start Dates
Promotions

Losing Principal and receiving Principal will receive an email indicating all
promotions.

Replacement postings will be requested by HCM.

Start dates for teaching positions and Administration positions are immediate
starts.

All others will be granted the 2 weeks notice, if applicable- Exception: Academic
Coach, Instructional Support Specialist, Student Support Specialist or Counselor-
the vacant position must be filled before the individual can assume the new role-
maximum 45 days, which ever comes first.
 Status
Positions in Awaiting Approval and In Process

Positions that are in Awaiting Approval are waiting for

Finance to Approve.

Once the position has been approved by Finance, it will be placed

in Open for Hire.
 Portal
Allotments Balances

HCM will work closely with Mr. Charles Wood in the Office of Allotments, Scheduling
and Budgets to ensure that your allotments reflect your building needs.

All increased allotments are to be approved and adjusted by Mr. Charles Wood
(60217). Once allotments are approved and adjusted (if an adjustment is needed due to
increased enrollment), HCM will work with you in filling your vacant position(s).
 Who to contact
FMLA/ Extended Leave Contact
FMLA/Leaves
Specialist: Koriffi Davis ext. 60351

Phyllis Chaney-ext. 60255

Jasmine Williams ext. 60447

Workerman's Comp
Susan Setterstrom- ext. 60403
 Head/Lay
Coaching Positions

Head Coaches:
If candidate is hired as a Teacher and Head Coach, they must be hired on
a Teacher posting must be certified
Bumps last hired, if necessary

Lay Coaches:
$10.25 per hour
Georgia High School Association Lay Coaching Certificate required
Valid certificate in first aid required
High School Diploma or GED equivalent required
Must be renewed annually
Coaches supplement questions-please contact: Meta Simon- ext. 60235
Part-time Employees
Manager: Gia Jennings ext. 60214

Recommending Part-time Employees for employment at the end of the year

Contact Nichole Burkett- ext. 60182

Part time employees do not receive Benefits

Part-time employees work 3.9 hours daily, or no more than 19.5 hours a week
Certified part-time employees sign a part-time contract, but classified does not
 Retirees
Retirees and Retirement

Manager: Gia Jennings ext. 60214

Recommending Retirees for employment at the end of the year

Contact Nichole Burkett- ext. 60182

Ready to Retire? Retirement Questions:

Contact Ms. Sonya Taylor- ext. 60362
 Facts
Need to Complete Student Teaching
Full time Teachers who are on a Provisional (holds an IN4T
certification) certificate, and are in need of completing their student
teaching:

Can use there current full time employment position to satisfy

his or her student teaching requirements, if the provisional
position is in the same area that the student teaching is needed.
(i.e. The teacher is an IRR Teacher on a Provisional and he or she
is trying to complete their certification in Special Education).

The teacher will need to contact Ms. Noreen Price in

Professional Learning to assist and set this up for him or her.
 Facts
Substitutes
For Teachers and Paras - Contact your Hiring Manager
Subs can only work 16 days per month, exception: Long Term.
Subs can not work more than 10 consecutive Days.

Long Term Teacher Subs:

Long Term Teacher Subs must be Georgia certified in the specific
area of need.
Long Term Teacher Subs who are retired can work unlimited days.
Rate: salary (contact your Hiring Manager or Gia Jennings)

For Clerical and Custodial substitutes - Contact Fonda Price at 60356

Subs are available for the following positions:
Teachers ($95), Paras ($82), Custodians ($95), Clericals ($95), Food
Service ($61.50), Bus Drivers ($93.33) and Campus Security ($95)
 $$$$$$$$
Compensation, Salary & Extended Day Questions
Manager: Gia Jennings ext. 60214

Classified Compensation Questions:

Contact Andre Shackelford - ext. 60365

Certified Compensation Questions:

Contact Shavon Shelton - ext. 60345

Extended Day Questions:

Please contact Meta Simons-ext. 60235
 Roles
Technology and Certification
Technology:
Mrs. Janitrea Sebree-Kelly- HCM Technology Manager
678-676-0795 janitrea_r_sebree-kelly@dekalbschoolsga.org
Mr. Won Allen- Technology Technician
678-676-0354 won_allen@dekalbschoolsga.org

Certification
Kimberly Cooper- Certification Specialist
678-676-0349 Kimberly_cooper@dekalbschoolsga.org
Beonka Anthony- Certification Analyst
678-676-0359 Beonka_Anthony@dekalbschoolsga.org
 What To Do
Contracts/Renewals:
When contracts are issued for the next school year, employees have ten (10)
business days to sign his or her contract.

All employees are to be notified by May 15 if he or she is renewed or not. If not

notified, the employee is automatically renewed.

Employees hired after contract recommendations will be issued a contract with

the delayed contract recommendations.

If an employee elects not to sign his or her contract by the established deadline,
the employee is not eligible for re-hire until July 1.

Employees who do not sign their contract cannot work summer school.

Employees who are on a Provisional certificate (IN4T) will receive a contract.

However, if the employee does not complete all requirements before the
certificate expires, they may be asked to resign. If this happens, there may be
the option for rehire under the strategic waiver (SWNC).
 Releases
Breaking Contracts

Coming to DeKalb
If an individual breaks his or her contract (did not receive a
clear release from another school district), he or she CANNOT
be hired by DeKalb.

Leaving DeKalb
If an individual breaks his or her contract ( did not receive a
clear release from us), he or she will be reported to GA
Professional Standards Commission for abandonment of
contract.
 Last Day
Last Day To Hire Full Time Employees

No full time certified person is hired after May 2 during the

current year.

No Full time classified 10 or 11 month employees are hired after

March 21. (This does not apply to 12 month classified positions-
i.e. 12 month custodians).

After both listed dates above, positions in the current year

should be taken down and re-posted in the next year, if the
position is needed for the following year.
 Staffing Managers Roles Roles

By Regions
* Ms. Julie Fincher- Region 1- All Positions *Dr. Angelica R. Collins- Region 4- All Positions
(678) 676-0224 julie_fincher@dekalbschoolsga.org (678) 676-0501 angelica_r_collins@dekalbschoolsga.org
Assistant: Cynthia McKenzie- 678-676-0169 Assistant: Jacqueline Kelly 678-676-0223

*Ms. Antoinette Seabrook Region 2- All Positions *Dr. Tracia Cloud- Region 5- All Positions
(678) 676-0195 (678) 676-0341 tracia_cloud@dekalbschoolsga.org
Antoinette_m_seabrook@dekalbschoolsga.org Assistant: Ms. Dorothy Norton- 678-676-0530
Assistant: Ariel Baker- 678-676-0220

*Ms. Fond Price- All Substitute Staffing (excluding

* Ms. Jatisha Marsh - Region 3- All Positions teachers and para substitutes)
(678) 676-0189 Jatisha_marsh@dekalbschoolsga.org (678) 676-0356 fonda_price@dekalbschoolsga.org
Assistant: Mr. Diijon Dacasta- 678-676-0199
Employee Handbook, HCM Directory and Policies
Standard Operating Procedures (SOP)

Employee Handbook
http://www.dekalb.k12.ga.us/www/documents/human-resources/dcsd-employee-handbook-final.pdf

HCM Directory
http://www.dekalb.k12.ga.us/human-resources/index/staff-directory

32 Standard Operating Procedures

http://staffsvc.hr.dekalb.k12.ga.us/esop