Embedded Files
Gads Hill Center approaches the relationship between organization and employee in the spirit of these standards:
1. To deal with each employee fairly and with respect to his or her human dignity. 2. To treat each employee as an important member of the organization.
3. To recognize that each employee contributes to and each depends on the success of the entire group.
4. To employ people for each position who are the most capable and available, while at the same time giving priority to qualified candidates living in the community.
5. To train thoroughly each of these carefully selected individuals so that each can be increasingly effective on the job.
6. To provide opportunities for advancement based on merit.
7. To foster an atmosphere where employees may at any time discuss policies or any phase of operations with any supervisor or other member of management.
8. To adhere to the above standards equally among all employees, without regard to sex, race, color, age, disability, creed, national origin or other categories protected by State, local, or Federal law.
General Hiring
All new hires must be processed using these guidelines. Managers are responsible for hiring the people who work under them, except in the Children’s Services Department. When a position opens in the Children’s Services Department, a discussion between the Associate Director of Early Childhood, Director of Early Childhood Programs Human Resources and hiring manager will take place to determine the following important points in the process:
1. Qualifications required
2. Qualifications desired
3. Salary range to be requested in the hiring process
4. Any divergences from the current job description that are foreseen
5. Is this a job for which the Agency may be able to attract a volunteer
Job Description
Ensure that a job description has been developed for every position, if not, create one using the agency’s job description template with direction from Human Resources Manager. If a new job description is created, or edits are made to an existing one, the proposed description must be accompanied with a Job Description Approval Request form and signed by the appropriate Leadership Team member and approved by the CEO. When creating a new job description, the hiring manager must consult with the IT department to determine equipment and access needs prior to approval. Once approved, send an electronic copy and hard copy of job description to Human Resources Manager for addition to the inventory of Center job descriptions. See appendix B for the Job Description Approval Request Form.
Job Posting
The Human Resources Team will post positions internally and externally. Hiring Manager will be notified of job boards where the position has been posted. See appendix C for a list of all job posting sites.
Internal Job Posting Job should be posted internally and externally at the same time. Human Resources will also notify all staff that a position has “opened up” and will provide instructions on how to apply.
External Job Posting All open positions must first be posted on the Organization’s website via the organization’s applicant tracking system (ATS), which is connected to Indeed and hundreds of other job boards through the
Agency’s human resources information system (HRIS). Additionally, there are many sources for recruitment in our field. The Human Resources Manager should have many resources for posting open positions externally, but they should first post the position via the least expensive method. Universities often will post job openings (free of charge) through the different professional departments or their websites. Association newsletters can sometimes target the search. Also, a position opening can be communicated to other agencies, sent in the form of broadcast email, or can be posted at workforce development agencies.
Screening Process
The hiring manager will review resumes using the organization’s ATS. To be considered for any position, all applicants must complete an employment application. For all applicants who are interviewed but not hired, the supervisor must submit a completed Candidate Summary Sheet along with the job application, resume, and other reason for not being hired. All employment applications, including those for candidates who are not hired, must be maintained on file for one year from the date of application. All the applications not submitted online should be sent to the Human Resources department for filing. Some positions require the approval of the Parent Policy Committee (PPC). Arrangements must be made in order to obtain approval from the
Interview Process
All candidates for any position should go through three interviews:
1. Phone Interview: To be conducted by the hiring manager. This interview is to further enhance the screening process to and answer any basic questions about an applicant.
2. First In-Person Interview: To be conducted by the hiring manager. This interview is to ascertain whether the candidate as the requisite skills and knowledge to carry out the job.
3. Final Interview: To be conducted by the hiring manager and/or additional participants to determine overall fit for the position and in the organization
Three supervisory references must be presented by final candidates for any position and must be checked out by the hiring manager. All reference checks must be documented and submitted to HR with hiring packet. All positions require that applicants submit 3 letters of recommendation prior to their first day of employment.
Extending Offer
After the interview process has been completed, references have been checked, and a recommendation for hire has been made, the hiring manager is required to complete a Payroll Status Change Notice. See appendix D for the Payroll Status Change Form. For any applicant to be hired, the supervisor must complete and submit to Human Resources the following forms:
1. Payroll Status Change Notice
2. Candidate Summary Sheet
3. Cover Letter (if provided)
4. Resume
5. Interview notes
6. References Check forms
7. Credentials/transcripts (if provided) The Payroll Status Change Notice form needs to be signed by a Leadership Team member, forwarded to the CEO for final approval, and to Human Resources Manager for processing. The CEO may have questions, or may request an interview with the potential employee, or may simply give her approval by signing the Payroll Status Change Notice.
8. Contingency Letter if applicable
Hiring & Onboarding Process
After approval from the CEO, the Human Resources Department will inform the supervisor that an offer of employment can be extended to the candidate. When a candidate accepts a position, an offer letter will be sent to the candidate by the CEO, or the HR Department as designated by the CEO. The letter must outline all conditions of the employment contract.
The offer letter is sent in duplicate and contains a line for the new employee to sign indicating they are aware of the conditions of their employment. One copy is returned and maintained in the employee’s personnel file. In addition, all forms related to payroll and employment eligibility, as shown on the employee hire checklist, must be completed and submitted to the HR Department prior to the first day of employment.
The Human Resources Department is responsible for sending letters of rejection to all candidates who interviewed but were not hired for the position. However, they will only be able to do this if the supervisor submits the required paperwork (i.e. Candidate Summary Sheet) on all applicants that are interviewed. Once the offer is signed, HR will reach out to the candidate to complete the required paperwork. All new hires must submit the required documentation listed on the new hire checklist prior to their first day of employment.
All new employees are required to go through a complete background check. The Organization’s government contracts have stringent rules regarding eligibility to work in a setting where children are present. The supervisor will work with the IT Manager, Site Manager, and HR Manager to establish needed support such as a desk, office location, telephone, etc. The supervisor will notify the receptionist to set up a mailbox location for the new employee and will work with the appropriate personnel to set up the infrastructure and systems that the new employee needs.
All new employees must attend a job-specific orientation with their immediate supervisor during their first week of employment. On a new hire’s first day, their supervisor must introduce the employee to their respective site, ensure that the employee has all necessary supplies, and complete an agency and program overview.
All new employees will attend a comprehensive orientation to the Organization through Human Resources. Comprehensive orientations take place on a quarterly basis. All employees will receive specialized training for the job they will perform as well as training in the protocols and values of the Center. This is the responsibility of the Human Resources Department together with the supervisor.
Personnel Records & Files
The employee’s personnel file will contain only that personal data which is required for valid business, regulatory or legal reasons. This data will not be disclosed to anyone outside of Gads Hill Center except under very limited conditions. It is the employee’s responsibility keep their personal, direct deposit and tax information up to date in their employee self-service profile in the Center’s Human Resources Information System (HRIS). However, certain changes can only be made with the Human Resources Department. Therefore, it is important to notify Human Resources immediately regarding the following information:
1. Employee name
2. Employee marital status
3. The name(s) of beneficiary(ies) for any agency-sponsored group insurance
4. Changes made to an employee’s 403B election(s)
5. Any health and/or educational certifications necessary for employment
6. Any other change of information, which affects personnel file
Access to personnel files is limited to the Human Resources representatives and other authorized management personnel. Employees may examine their own records during normal working hours. Also, the Agency encourages employees to review their personnel file for accuracy on an annual basis. Removal of any records from the employee file by the employee shall result in immediate termination.
Please note that from time to time the Agency may receive inquiries about an employee’s employment with the Agency. It is important for all to remember that only the Human Resources Department is authorized to respond to such inquiries. The following information from the employee record will be given by the Human Resources Specialist over the phone: Confirmation of employment date Confirmation of employment location Confirmation of position held Confirmation of employment termination date (if applicable) Written requests for information will be treated the same as phone requests unless accompanied by a statement approving release of other information from the employee. The Agency will disclose personal information in compliance with court orders, subpoenas or government agency investigations.
Personnel Files
The following procedures regarding Personnel Files must be adhered:
1. Depending on whether or not a new employee will be working under DCFS’s sponsored programs, he/she must complete all of Gads Hill Center’s required documentation in addition to the one required by DCFS. The Human Resources Department is responsible for having new employees complete all the required documentation and for maintaining personnel files up to date.
2. Please note that all employees of Gads Hill Center are required to complete and sign an Employment Application. In addition, they are required to submit to a Criminal Background Check, a Medical Examination (green form) and to sign the Mandated Reporter Status form. In order to conduct the Criminal Background Checks, all staff (employees, volunteers, or other personnel) working in programs sponsored by DCFS (which usually involve staff working directly with children) must complete and sign an Authorization For Background Check form, which is provided by DCFS. All other staff (not under DCFS programs) whether or not working directly with children are required to complete and sign a Gads Hill Center authorization form authorizing the Agency to conduct a Criminal Background Check.
3. All the original personnel files and the original documentation are kept in the Human Resources Office. There is one exception, all personnel files documentation for employees at each site will be copied and a duplicate copy of the whole file will be sent to that location. The duplicate files will be kept locked in a designated office at each facility. Please note that in order to comply with DCFS’s requirements some original documentation will be kept at the site and copies of these documents will be forwarded and to our Human Resources office at the Cullerton site.
4. Other workers’ (Volunteers, Contractors, etc.) files of Gads Hill Center are also kept in the Human Resources office. In addition, please note that depending on the type of position (ex. working under a DCFS sponsored program) and length of time these workers are expected to work here, they may be asked to complete part or all of the same documentation that the regular employees have to complete.
5. All original documentation for each employee’s personnel file will be separated into two parts; 1) medical forms and I9’s, and 2) all other employment documents. These 2 parts will be kept in the Human Resources Office in 2 different filing drawers. The Agency will follow the same procedure at the sites with the duplicate files, and they will be kept locked in a designated office. Only the Human Resources Department, CEO, CFO, COO, Director of Early Childhood and the Site Managers will have keys to the filing drawers. In their absence, the other members of the Leadership Team and the Associate Director(s) will have access and the authority to unlock the filing drawers.
6. Access to the personnel files must be adhered to as follows: A) Employees have, upon request, access to all documents (with a few minor exceptions) in their personnel files. B) The Human Resources Department and all the members of our Leadership Team also have access to all the documents in an employee’s personnel file. C) Direct Supervisors or Managers of employees have access only to the general employment documents (not the Medical records or I9’s). No one else, besides the authorized employees mentioned above, will have access to the employee personnel records/files.
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