Human Resources

While Human Resources oversees HR policy for IPS staff, there are some instances where innovation schools will have to remain abreast of important IPS HR policies. Specifically, innovation schools that have IPS staff in their buildings will need to adhere to the following guidance:

Direct Service Agreements

DSA’s, or direct services agreements, are sometimes required in situations when the calendar of the innovation school does not align with the calendar agreed upon through the collective bargaining process. Below are some updates regarding DSA’s:

· If an IPS staff member in an innovation school works 192 days or less but are working longer than a 7-hour day, the IPS staff member would need a DSA.

· If an IPS staff member in an innovation school works over 192 days but just a 7-hour day, then the IPS staff member would not need a DSA. The extra days would be factored into their salary.

· If an IPS staff member in an innovation school works over 192 days AND works longer than a 7- hour day, then the IPS staff member would need a DSA. The extra days at 7 hours per day would be factored into their salary, but the extra hours on top of that would not be included. Thus, the need for a DSA for the extra hours worked outside of their contract.

Please note that this is for certified staff only. Classified staff do not need DSAs as they are hourly employees. For more information on whether staff members are classified or certified, please contact Courtney Hardy.

IPS HR Visit

Here is the standard operating procedure for the IPS HR visit.

Athletics Hiring SOP

Click here for the Athletics hiring SOP.

HR Communications

Innovation schools with IPS staff in buildings should also expect to receive communications from IPS HR asking for the following information:

● Who is the lead on staffing/hiring if it is not the school leader/principals?

○ If there are new people that need to have access to applications for hiring, Kris will need to know to grant it to them.

● Who is the timekeeper in the building for Kronos?

● What is your calendar for the year?

○ Kris will need to confirm your calendar as it looks on the IPS template. Innovation schools should be prepared to OK the calendar or provide feedback for changes.

● Do you need to update your badge faces?

○ If you do need this change, then HR will need to connect schools with Bruce Copeland, as he is the person who handles updates to badge faces.

Currently, all charter schools in partnership with IPS but NOT in an IPS facility do not have any IPS staff in their buildings. HR processes for these operators are not related to those of the district but must adhere to state and federal labor laws, the Innovation Agreement, and the IPS Innovation Reporting Calendar. IPS will regularly ask for an updated staff roster to ensure that staff is appropriately licensed and has obtained the proper background checks.

Innovation schools that do have IPS staff on-site are asked to collaborate with IPS HR and Central Services teams as it relates to the recruitment, selection, hiring, discipline, evaluation, and dismissal of the IPS staff. More information on these roles and responsibilities are in the USS section of this website.

In-LEA Innovation Schools

Nearly all staff in an Innovation school will be employees of that 501(c)3, not of IPS. There are a few exceptions:

● Special education teachers, allocations determined by central sped team’s formula

● Special education assistants, allocations determined by central sped team’s formula

● English learner teachers, allocations determined by central EL team’s formula

● English learner assistants, allocations determined by central EL team’s formula

● Custodial team, allocations determined by square footage and student count formula

● Foodservice staff, allocations determined by foodservice department

A school can always add additional services in these areas using its own funds. However, the staff listed above will be provided to the Innovation school at no payroll cost to the school and will continue to be a part of the respective Collective Bargaining Unit. As such, IPS HR/Portfolio teams and Innovation School leaders are expected to work in partnership and good faith to ensure that the specifications of the CBA and contracts are met while also meeting student needs. At times, this might result in situations where calendars of the innovation school do not align with the calendar outlined in the CBA contract. In such instances, DSA’s must be filed with HR. This process is further defined in the USS section of this guidebook. This often means that we need to balance our calendars or additionally compensate these staff. Please reference the guidance in the USS section that gives structure to how we work within these situations. Never hesitate to reach out to an IPS HR or an Innovation team member with questions.

Displaced Candidates

Schools should receive an email from Kris Krumb, IPS’ HR coordinator, with a list of displaced candidates around the first week of May, and the list will update automatically throughout the spring. In typical years, many teachers are displaced due to grade reconfiguration and the innovation process. Candidates on these lists can reach out to school leaders and school leaders are able to reach out to these candidates as well.

Kronos - Time Management System

Kronos Guidance

The Kronos manager's important end of pay period tasks are outlined in the quick guide below.

● Approve Change Requests: Review and action all change requests pending approval by 1pm on the Tuesday following the most recent pay period

○ Select timesheet change requests

○ Select change requests

○ Select current view and make sure "view by" is "pending change requests"

○ Review and accept all change requests. If none, no new timecard requests have been submitted.

○ Staff Resource: Certified Employee Change Request How To

● Approve Timecards: Complete your review and approvals of your IPS employees' timecards by 10am Wednesday following the most recent pay period.

○ In the top right corner, there will be a bell with a red number that indicates all submitted timecards needing approval.

The Kronos manager's important end of year tasks are outlined in the quick guide below.

● Timekeepers should remove the summer schedules for 10-month staff, so they won’t receive attendance points for not clocking in during the summer. This goes for 10-month certified and 10-month classified staff.

● Linked here is a guide on how to remove schedules for certified and classified IPS employees

Direct Service Agreement (DSA) Guidance

A DSA is utilized for any IPS Certified staff members that work additional daily time over the IEA collective bargained teacher contract of 192 service days at 7 hours per day. Teachers in the IEA bargaining unit will be paid their hourly rate for regular duties outside of their teacher contract.

● Supervisors must explain to certified employees that they need to clock in the extra time on the DSA. It is the employee and the supervisor’s responsibility to make sure that time is properly clocked in. Classified employees do not need a DSA as they are hourly employees and are paid strictly based upon the hours they clock in and out.

○ How does the Teacher record time worked for a DSA?

■ Teacher should submit a Change Request. Teachers do not “punch”/do job transfers for their DSA hours worked (only hourly employees do that).

■ Pathway is for the Teacher to click blue “clock” icon to get the Timesheet then Scroll to the correct timesheet period; Click on the “Change Requests”; Select the “Add Time Entry” option.

● Enter the Date, the Position, and total # of hours worked on the DSA for the week. In the comments state the hours worked for each day in that week.

● If any employees have not clocked in their time on the DSA, then the supervisor may complete a historical correction in Kronos. If the time missed is outside of the 6-week window, the supervisor will have to reach out to payroll department help (payrolldepartmenthelp@myips.org) to extend the time frame you can access the correct button for the timesheet corrections.

○ On the employee’s timecard to be edited, select the “Correct” menu option; make the needed correction and save.

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