Volume 10, Number 1, August 2016
New Employee Orientation (certified) ASC 303
In This Issue: TimeClock Plus | iVisions web portal |Teaching certificates and fingerprint clearance cards | Renew certificates | Student teacher workshop | October break | Statement of awareness | Retirement meetings | Absence notification | Badge requests | Medical leave assistance | Requesting a substitute | HR spotlight |
Employees will now be able to clock in and out, monitor accruals, and request leave and time off via the wall clock or computer-based web clock.
CLICK HERE to learn more about TimeClock Plus. Clock instructions and training materials are available. You can watch short video tutorials as well.
Ensure you're using the correct links to access TimeClock Plus and approve employee time.
Please take a moment to confirm you are using the correct live links for TimeClock Plus, and delete any test links.
The links below are the correct places to enter and manage employee time. Don't forget to approve your time, along with your staff's time if you are a manager.
If you have questions, please call Payroll at 472-0444.
The new Mesa Public Schools Employee Self Service Portal will give you access to your personal information including pay stubs, W2’s, demographic information and employee documents including Contracts, transcripts and other documents. You will also be able to request changes to your tax withholdings and request an employee expense reimbursement. Please register at your earliest convenience to access these resources.
All certificated employees must have a valid Arizona certificate properly recorded with the Human Resources Department. The certification must meet Arizona Department of Education (ADE) certification guidelines for the position for which they have been hired. Additionally, all certificated employees must possess a valid fingerprint clearance (FP) card issued by the Arizona Department of Public Safety (DPS) Fingerprinting division.
Failure to keep a teaching certificate current will result in the termination of employment as a certificated employee and placement into a substitute status which results in the termination of contract related benefits. An expired or invalid FP card can result in having a substitute placed in the teacher's classroom during the student day. Employees will be responsible for the cost of the substitute while waiting for the card to be updated. For details, refer to Governing Board Policy GCA and regulation GCA-R.
Mesa Public Schools works in coordination with the Arizona Department of Education to insure that all certificated employees, including substitute teachers, possess a valid fingerprint clearance card to be in compliance with A.R.S 15-534. Your fingerprint card must have an IVP # across the bottom of your current and valid card.
Human Resources will work to assist employees in tracking the status of their certificates and FP cards. However, it is the responsibility of the employee to monitor the expiration date of those items.
When you need to get your FP card updated follow this link to schedule your renewal appointment: http://fieldprintarizona.com/
- Click on ‘Schedule an Appointment’ and sign in.
- Once you are logged in you will be asked: Why are you needing to be fingerprinted?
- Click on ‘I know my renewal code’ and Enter: FPMesaPublicRenewalEmp
- You will then select: Public/Charter School Contractors and Vendors
You are now ready to complete the application for renewal. Please make sure to print out your receipt.
To expedite the certificate renewal process, the Human Resources Department will verify your professional development hours if needed or confirm teaching experience.
- Verification of hours
2-6 p.m. October 13th, Administrative Services Center, Room 303, 63 E. Main St., Mesa. Please bring your professional development hours (if needed).
- Recertification event with the Arizona Department of Education
1 p.m.-5 p.m. October 19th, Curriculum Services Center, Board Room, 549 N. Stapley Drive, Mesa
Employees may submit their completed renewal applications with the appropriate fees to ADE officials and receive their new teaching certificates immediately. The Human Resources staff will also be on hand to verify professional development activities and answer your questions on this process.
Student teachers are invited to a workshop to learn about the MPS application and hiring processes. The workshop is on September 29 at 3:30 p.m. in room 303 on the 3rd floor of Administrative Services Center located at 63 East Main Street, Mesa.
The first semester calendar includes a five-day break, October 10-14. School will not be in session, and all short term employees will not work that week. Short term employees are Certified and Classified staff whose contract term or regular work term is less than 12 months. Administrators, supervisors and classified employees who are on a 12 month contract or work term will work during October break, unless a request to be absent is approved in advance. If requests are approved, employees who earn accruals must use them to cover their absences.
Short term Classified employees will now have two paid holidays during October break, October 13 and 14, 2016. The number of holidays during the year will not change however, as two unpaid days were moved from October break to Spring break:
- October break, 10/10–12 are unpaid, 10/13-14 are paid
- Spring break, 3/13-14 are unpaid, 3/15-17 are paid
Board policy GBCB: Staff Conduct requires that each MPS employee complete an annual:
- Statement of Awareness (of district policies, procedures and regulations)
- Statement of Understanding (of the overtime requirements of the Federal Fair Labor Standards Act) There is a specific Statement of Awareness for each employee group.
There is also an addendum to the statement that is unique to each employee group. Unit administrators are to have these documents:
- signed by each new employee within 30 days of hire
- signed by all continuing employees by the end of the second working Monday in September (Sept. 19)
Please take the time to review these documents before you sign and return them to your administrator or supervisor.
Meetings with Arizona State Retirement are scheduled for employees who would like more information. The meetings will be held on September 10th in the Governing Boardroom located at 549 N. Stapley Drive, Mesa.
Route 3 - Destination in Sight: Within 3 years of retirement
At this meeting you will learn about pension benefits, retirement calculations, annuity options and much more. This meeting is scheduled for 8:00 a.m. and 10:00 a.m. on September 10, 2016
Route 4 – Next Exit – Retirement: Within 1 year of retirement
This meeting will help you prepare for decisions you will make when applying for retirement such as selecting your pension option, enrolling in health insurance and returning to work after retirement should that be in your future. You will receive a personal benefit estimate and instructions for completing your retirement application. This meeting is scheduled for 1:30 p.m. on September 10, 2016.
Register for one of these meetings. Space is limited and you will receive a confirmation e-mail if your registration is accepted. Employees who do not have access to a computer may use the workstations in the Human Resources lobby or seek assistance at their individual work site.
Certified employees, administrators and classified supervisors must make a reasonable attempt to notify their immediate supervisors of any absence, and the reason for absence, at the earliest opportunity. Notification cannot be later than two hours before the start of their regular workday. These employees must also notify their immediate supervisors by 3 p.m., if possible, whether they will or will not return to work the next day.
Classified employees must notify their immediate supervisors of an absence at the earliest opportunity, but in no case later than their scheduled start time. Additionally, the employee must indicate the reason and the expected date of return. Failure to follow these guidelines may be just cause for disciplinary action, including deduction of salary.
If you lose your badge, you may submit a Badge Request Form to Human Resources.
- first lost badge: $5
- subsequent lost badge: $20
- replacement badge with a new photo: $20
- Name change: no charge (copy of social security card with new name must be provided to HR)
- damaged badge replacement: no charge
Badge Request Forms are also payroll deduction authorizations to cover the fee. The employee and the site administrator must sign the form before it is submitted to Human Resources.
Damaged badges and name changes will be reprinted with photos currently on file at no charge if the old badge is sent to HR with the form. The $20 fee will apply if a new photo is requested. If you have questions, please call Christi Chapman, Classified Human Resources Director (480) 472-0420.
The Medical Leave Assistance Program allows qualified employees to receive donations of sick leave from other employees. Employees who earn sick leave and who will be absent from work for a minimum of four (4) weeks because of a prolonged personal illness or injury may qualify for participation in the program. For a complete list of requirements for participation in the program, please see policy GBBD-R(2).
When an employee has been approved for participation in the program, their need for sick leave will be posted at all work sites and on the Human Resources web page. All employees should know where the postings are located at their work site(s) and are encouraged to check for weekly updates. The postings will be updated every Tuesday morning and will remain active for ten work days.
Employees who wish to make a donation must complete the Sick Leave Donation Form, which is available on the donation web page. The donation form must be received in Human Resources during the period of the posting and no later than 5 pm on the closing date for the posting. Employees may donate up to five (5) days of sick leave in any contract year, if they currently have thirty (30) or more days of sick leave available.
To make a donation, mail or fax the completed form directly to Human Resources as indicated on the posting. Do not submit donations to your site secretary, as any delay may result in your donation being denied.
Donations must be made voluntarily and may only be directed to employees whose names are posted to receive donations. Donations cannot be solicited in any manner other than through the official posting process.
Certified staff have the ability to report their absences up to 300 days in advance. By reporting your absences in advance, you are more likely to secure a qualified substitute in the area you teach. You can report your absences either online or over the phone through SmartFindExpress. You can access SmartFindExpress online or call the system phone number at (480) 498-6558. To log in to the system, enter your Employee Identification Number (EIN) as the Access ID. If you do not know your PIN, click on "Trouble signing in?" found under "Submit" button. For assistance, call Substitute Services at (480) 472-0434.
If you are a new teacher and you have not registered for a PIN, please do so now.
Registration instructions for new teachers:
Call the system phone number at (480) 498-6558.
- Enter your Access ID followed by the (*) key.
- Enter your Access ID again when it asks you for your PIN followed by the (*) key.
- Record your name followed by the (*) key.
- You will be asked to select a new PIN. Enter a PIN with at least (6) digits in length followed by the star (*) key.
Not sure who to contact in HR regarding your question or concern? We are here to help! Every edition of HRmatters will now feature an HR employee. We want you to have a face to the name and know who can help you with your specific HR need. It is the mission of the Human Resources department to provide quality customer service in all personnel operations with integrity, responsiveness and sensitivity to our employees and diverse community. See who does what online to determine who can best serve you.
- MPS Human Resources Team -
If an employee feels that he or she has been discriminated against on the basis of race, color, ethnicity, national origin, religion, sex or gender, sexual orientation, disability, age, or marital status, the employee should contact the district's compliance officer: Shaun Holmes, Assistant Superintendent of Human Resources (480) 472-0412.