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Required Documentation

   Application or Resume

   Background Check

        NBSI Authorization

        FCSR

        LINC BG

        Virtus BG (from appropriate Diocese)

   Confidentiality Document

   I-9

   Federal W-4

   KS W-4 (KS residents and office staff)

   MO W-4 (for MO residents only)

   Copy of    

• Driver's License + Copy SSN documentation OR

•  Valid Passport

   Direct Deposit form with voided check

Source forms: Tracking List: /Dropbox/Office-HR/Instructor/New Employee/Current Originals

Tracking Document: /Dropbox/Office-HR/New Employee Checklist.xlsx

New employee setup: Extranet

Create User ID

Replace

• 1. Under Extranet, select Manage Staff

  2. Click “New” icon

• 1. Name (FIRST  LAST): Enter preferred firstname and legal last name.

  2. Email: Enter MAD SCIENCE work email

  3. Enter date of birth

  4. Home Phone: Enter preferred contact phone number

  5. Enter home address information

  6. Title: Instructor

  7. Employment Date: (date started or current date)

  8. Status: Part Time

  9. Employment Type: Employee

  10. Staff Type: Instructor (Only)

  11. Scheduling: Include in instructor assignments

  12. Training Only: Check

  13. Active User: Select if the user is an active user on the system

  14. Click the “Save” icon

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Set Availability and Zone

REPLACE

• 1. Under Scheduling & Registration select Instructors

  2. Find your new instructor and select the magnifying glass icon (typically there will be a red circle with a line through it in the availability column)

REPLACE

• 1. Select the current Season (just above Availability grid at left of the page)

  2. Use Availability Sheet to set Daily Availability (use default time: 8:00 am - 10:00 pm if Availability sheet not available)

  3. Click the Save icon

  4. Update Training; for New Employees, enter "1" (or higher for more highly qualified individuals) for AOBs we expect that person to participate in.

  5. Update Zone Availability (blank if not to be used there, $0 if can be considered case by case, $5 for home Zone, $10 for adjacent, $15 if crossing 2 boundaries, etc)

  6. Save changes before leaving each page.

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New employee setup: Google

ID Setup

• 1. Sign-in as admin@madsciencegkc.com or admin@madscienceswmo.com

  2. Under Google Apps (the 3x3 square in the top right corner) scroll down and select Admin Console

• 1. Select the “Users” icon

  2. On the left side menu under 'By Organization', select “instructors”

  3. Bottom right is a circle, click on the “+”

  4. Enter First name, Last name (ex. John Smith)

  5. Primary email address: e.g. “JohnS” for John Smith

  6. Password: set to 'madscinewuser'), unselect ' ask for a password change' if turned on.

  7. Click “create”, then navigate back to the Admin home page.

  8. Groups - click Groups

     1. Add to BP Instructor group if needed.

     2. Add to SE Instructors group if needed.

     3. Add to brixinstructors group if needed.

     4. Add to codeinstructors group if needed.

     5. Click the group name, add user id in top box and click Add Members

     6. Navigate back to Home tab of Admin Console

  9. Complete Email and Calendar Setup first, then return to User List tab open for last change after Email and Calendar setup.

     1. Find each new employee ID record, click 'Reset Password'  icon on that row.

     2. Re-enter the password 'madscinewuser', but leave on the 'Ask for a password change' .

     3. Click Reset.

     4. Repeat for each new employee.

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Email Setup

• 1. In your current browser window, Click the three lines in the top right corner and select “New incognito window”

  2. Sign-in to the appropriate Portal (“instructor.madsciencegkc.com” using the new instructor ID and initial password.

  3. Once Signed in on the right click the settings gear and select “settings”

  4. Open the tab that’s labeled “Forwarding and POP/IMAP”

• 1. Add a forwarding address (ex. thisisjohnsemail69@gmail.com)

  2. A message box will appear asking for permission, and informing you an email was sent to the personal account requesting permission

  3. Save Changes

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Calendar Setup

• 1. Set Personal calendar to Med Blue (#1155cc)

  2. Select the Google Apps (3x3 square in the top right corner) and go to calendar

  3. Next to “Other calendars” on the left menu click the "+" and select 'Subscribe to Calendar'.

Assignment Calendars: booking@madsciencegkc.com and info@madsciencegkc.com for KC instructors. Dark Red (#980000)

• • 1. Training: madsciencegkc.com_fnj3apkv6qihgtjr02kq5qdpqg@group.calendar.google.com  Grape (#9900ff)

    2. Out of Office calendar: madsciencegkc.com_3qe4aqcqvgsifdam2170oc87ec@group.calendar.google.com Orange(#ff9900)

• 1. Select the Setting gear in the top right corner and select “settings”

  2. Under the General tab set the following:

     1. Current time time zone (GMT-05:00) Central Time

     2. Show events you have declined: Yes

     3. Save changes

  3. Under the “calendars” tab you will edit the notifications and sharing.

     1. Place the mouse on the name of the employee under 'My Calendars'

     2. A large 'X' with 3 dots to the right of it. Click the 3 dots, select 'Settings and Sharing' to set individual calendar settings.

• • • 1. Enter the name of the employee in the Name field

      2. Under Access Permissions, select 'Make available for Mad Science of Greater KC' and set to 'See all event details'

      3. Under Share with Specific People, click '+ Add people' and add 'gkcoffice@madsciencegkc.com', set rights to 'Make changes and manage sharing'

      4. Under Event Notifications, click '+ Add notification',  set to 'Email', '70', 'minutes'

      5. Under General Notifications, set all values to 'None'

      6. Click arrow to left of Settings in upper left of page.

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Update Instructor Contact and Availability

Instructor Contact List (Home->Instructors) spreadsheet; open spreadsheet from link below it

In lower left corner, click 4 lines to the right of the the +, select Roster sheet (hidden)

• • Insert row to add new instructor, update all columns from New Employee documents

    • Required fields, GoogleID,, Last Name, First Name, Status (A) Email Address, Address, City, State, Phone, DOB

    • Optional if not available: Mad Science Name, Virtus, LINC, TB, GV, Key, Extranet ID

  • Click triangle next to sheet name, select Hide

Availability Info (spreadsheet)

• • On Current tab

  • Name

  • Insert row to add new instructor,

  • Market

  • Zone

  • Active = Y

  • Location (where they will normally be coming from)

Share Login and Contact Information

• 1. Share Login and Password with Instructor at Orientation.

  2. Log in to schedule@madsciencegkc.net account.

  3. Add Instructor to Contacts, including personal phone number, do not add personal email address.

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Request access message (calendar, file or folder)

We get this message when an instructor tries to access a Mad Science folder or doc while signed in under their personal Gmail id. Since we don’t allow access to non-Mad Science id’s the only way to get past this is to be signed in using your "@madsciencegkc.com" id.

How to fix it

Open any Google page in your browser (chrome is recommended, but not required).Log out of Google/Gmail if you are logged in.Log into your Mad Science account. Check to make sure you can get to the file/folder you want.

Navigate to your Mad Science calendar (calendar.google.com) or mail (mail.google.com)

Instead of logging out, click the user profile image in the far upper right of your browser screen.

On the drop-down list, click “Add Account”.

On the subsequent login screen, enter your personal gmail account id and

password. After this you will be able to click the user profile and select which account to use on a given page.  So if google says you don’t have access to a file, just click the profile and select your Mad Science account.

Update Instructor Email Address

1. Extranet/Manage Staff  - update on Employee Edit page

2. Update Timesheet Master with new email address

3. Update Instructor Contacts/Certs

4. Update Time Collector and Time Entry Sheet/Setup page with new email address

5. Download Current and Upcoming Seasons Instructor Assignments and Instructors from Schedules/Exports page

6. Add new and delete old email address on Google Admin/Groups ActiveInstructors, InstructorsViewOnly, GKC Instructors, and MSGKC Office if needed.

7. Search and Replace in CY Payroll History.

Background Check

Standard Check

Submit through NBSI, download to private folder when complete

When submitting information in the NBSI website and multiple address show up, it is only necessary to go back 7 years.

If it is not clear when employee lived at these address, get the information from them to determine which states to include

in background check

Northland Career Center  (not currently in use)

2-3 weeks lead time required.

Provide Instructor Name to NCC (816-858-5505, laxsonb@)platteco.k12.mo.us)

Register with MSHP online, pay at registration time. Add’l info needed (to be added to Instructor BG Check Auth)

    a.         Eye color

    b          Hair color

    c          Weight

    d.         Height

    e          Race

    f           Place of birth (state if US)

Employee forms are in Dropbox/Office-HR/Instructors BG folder

Send instructor to their closest vendor office for fingerprinting once order is entered.

Mail and Copy Plus 12641 Antioch Rd, Overland Park KS is 15 minutes from the office

Platte County SD Reg code: 1630

Banneker Charter Reg Code: 0992 (certified), 0994 (non-certified)

Linc Online

Have the instructor file out paperwork with orientation

        Editable PDF attached http://health.mo.gov/safety/fcsr/pdf/WorkerRegistration.pdf

Register Online at www.health.mo.gov/safety/fcsr

    Think link will be the 3rd one down named 'Register Online'

    After that hover over the Registration tab and select 'Register Online'

        You must check to see if the the registrant is in the database before the website will allow you to submit a new form.

    It will cost about $14.50

    If the person is already in the database, you may need to contact Tom Daniels.

            When you do, scan in the Linc form, and the drivers license and social so that the can process the information.

There will be 2 emails. One saying the form is complete. One that is the actual results.

     Print the results out. Highlight the date, results and put it in the persons file.

Virtus Certification

Standard Virtus OnlineTraining

Instructor schedules self at www.virtusonline.org

- Copy of certificate posted to Instructor/Virtus folder on server.

1. Create Account for both Missouri and Kansas Side

2. Select a Training Class and register for it

3. Complete Ethics and Integrity in Ministry (EIM)

After 5 years, your background check will expire. When it expires, a link will be visible on your account under the Toolbox page. 

Sandy Vielhauer

Kansas Side Contact

913-647-0367?

svielhauer@archkck.org 

Sherry Huffman (phone or emails work)

Missouri Side Contact

816-714-2394 

huffman@diocesekcsj.org

User Manual Document Sharing

1. Share folder with specified google group for the purpose:

  - GKC ASP : gkcinstructor@madsciencegkc.com (all GKC instructors)

  - SWMO ASP: instructor@madscienceswmo.com  (all SWMO instructors)

  - BP Instructors:  bp.instructor@madsciencegkc.com (only  BP instructors, both locations)

  - SE Instructors: se.instructor@madsciencegkc.com (only SE instructors, both locations)

2. Use "Send Message" to notify all group members immediately or uncheck the box to notifiy individually.

3. Email folder link to new member who needs access to folder.

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Terminate an Instructor

Extranet and WBSTR

1. Remove Instructor from future Assignments

2. Deactivate in Extranet

   1. Manage Staff

   2. Edit Instructor record

   3. Uncheck Active Flag

   4. Set Termination Date to date last worked, Termination Reason to Quit or Fired, add Employer note for rehire eligibility.

Google

• 1. User id

     1. Sign-in as admin@madsciencegkc.com or admin@madscienceswmo.com

     2. Under Google Apps (the 3x3 square in the top right corner) scroll down and select Admin Console

     3. Click Users, choose the Instructor Organization and locate the Instructor user record.

     4. Click 3-dot icon on the right of the line, choose Delete.

     5. Check Drive and Docs, and Also include data not shared with anyone, and click ASSIGN A NEW OWNER FOR THIS DATA.

     6. Assign data to 'dave@madsciencegkc.com', Click Transfer and Delete.

     7. Return to Admin Home page.

  2. Groups

  3. Click Groups to delete from BP Instructors, SE Instructors, BrixInstructors or CodeInstructors if needed.

  4. Instructor Contact List

  5. Open Instructor Contact List from Office Portal

  6. Copy Contact record from Contacts tab to Old Contacts tab.

  7. Delete row from Contacts tab.

1. Availability

   1. Open Instructor Availability from Office Portal

   2. Delete Instructor row.

2. Training

   1. Open Instructor Training from Office Portal

   2. Delete Instructor Training row.

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Quickbooks

Open Employees window.

Find employee and double-click to edit.

Click Termination tab and enter last date worked, termination reason and nehire info; save changes

Right click on employee in list, click Make Employee inactive from menu list.

IOI Payroll

Login to IOI, Select Employee Maintenance from menu.

Select the employee from the list.

On Employee Demographics page, under Basic Payroll Setup Information section, change Employment Status to Inactive or Terminated.

Under Date Information, enter Term Date.

IOI Self Serve

Year end (12/31) - Delete employees that did not receive checks in the previous year and so will not have a W-2 in the coming year.

On IOIPAY.COM, select Employer Login-Employee Self-Serve Admin

Click Maintain Logins on the left menu.

Set Action to Delete for any terminated employees to be deleted. Click Save Logins Changes.

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