Embedded Files
Record Keeping Standards
In support of timely and efficient recordkeeping, GHC Human Resources will be responsible for data entry of all personnel information in the CARES and Early Bird database for all GHC Head Start Tier 1 and Tier 2 direct service providers. Direct service providers will follow these guidelines in the collection and transmission of required personnel information and data
Data Entry and Background Checks
All direct service providers must have a documented system for completing criminal background checks at the beginning of the current program year. All undated and current background check must be uploaded ad shared in the Grantee (DFSS and Chicago Commons) Share Point System.
Site Managers and Direct Supervisors are required to follow up with all direct report service staff to ensure that his or records and required background check are up to date and meet state and federal compliance.
The following criminal background checks must be included:
• Child abuse and neglect for state
• Sex offender registry check (state or national)
• Fingerprints, to include both State criminal check and FBI criminal check Thereafter, comprehensive criminal background checks must be conducted every five years.
NEW EMPLOYEES
Human Resource Specialist will enter the required documentation into the CARES System (DFSS) and Early Bird (Chicago Commons)
The employer will complete the following:
Human Resource Database within five days of employee’s start date.
Human Resource Database within five days of employee’s start date (employee completes)
Human Resource Database within 30 days of employee’s start date.
Form and supporting documentation should be uploaded to the assigned SharePoint system in the HR Folder.
See grantee Instructions for uploading documents to SharePoint Folder. The supporting documentation includes, but is not limited to:
Completed criminal background check clearance statement CANTS form
Standards of Conduct/Code of Conduct (an actual form with signatures/date completed Confidentiality (if NOT embedded in Standards of Conduct);
Employee Handbook (actual form w/signatures/date completed)
Professional Development Plan (for non-qualified staff)
Educational Transcripts/Diplomas/Certificates/CDA
CASE overview completed during orientation (include documentation of training)
Physical and TB screening or test within 30 days of hire (on state-approved forms);
Child/Abuse Neglect Mandated Reporter Training Certificate within 30 days of hire
CPR/First Aid cards or certificates within 90 days of hire (must include pediatric)
CHANGE IN POSITION/EMPLOYMENT
STATUS/TERMINATION
Human Resource Specialist will follow the relevant guidelines in the collection and transmission of required personnel information and data for employees who transition to a different position, have a change in their employment status or has been terminated.
Site Manager or Direct Supervisor will submit internal Change of Status form for relevant staff member to Human Resource Specialist Change in Position/Employment Status/Termination.
Site Manager or Direct Supervisor will complete all applicable information that applies to the employee.
Designee will provide supporting documentation where applicable.
2. Appropriate Forms should be uploaded to grantee sharepoint system in the HR Folder. See Grantee (DFSS and Chicago Commons) Instructions for uploading documents to SharePoint Folder.
COS Form Instructions 1112023.docxChange of Status Form: Quick Guide
SEMESTER UPDATES FOR COLLEGE COURSEWORK
Human Resources Specialist will follow these guidelines in the collection and transmission of required personnel information and data for employees who have a semester update for their education status.
1. Site Manager or Direct Supervisor for each program will submit the Change of Status form, Semester Updates for College Coursework.
Site Manager or Direct Supervisor will complete all applicable information that applies to the employee.
Site Manager or Direct Supervisor will provide supporting documentation where applicable.
2. Applicable Grantee for or screen should be uploaded to SharePoint in the Continued Education Folder. See Grantee (DFSS and Chicago Commons) Instructions for uploading documents to SharePoint Folder.
QUARTERLY UPDATES FOR Certificates & NEW CREDENTIAL
Site Manager or Direct Supervisor will follow these guidelines in the collection and transmission of required personnel information and data for employees who have a quarterly update for their education status.
1. Site Manager or Direct Supervisee for each program will submit Change of status for an appropriate supporting documentation , Quarterly Updates for CDA (Child Development Associates Credential) and other credentials related to contingency letters or existing credential requirements must be uploaded .
a. Site Manager or Direct Supervisor will complete all applicable information that applies to the employee.
b. Site Manager or Direct Supervisor will provide supporting documentation where applicable.
2. Appropriate form or screen input should be uploaded to SharePoint in the Continued Education Folder. See Instructions for uploading documents to Grantee (DFSS and Chicago Commons)SharePoint Folder.
SharePoint Folder. The GHC Head Start Human Resources Specialist will enter the employee updates within 1 week of receipt
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