HR Process for Confirming Staffing

Emerging Document | Updated: January 13, 2022

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A. Regular review of the Staff Absence Portal: principals and managers check the staff absence portal to confirm staff absences booked.

i. 8:00 PM Sun-Thursday:

• • HR, principals and managers to be in immediate contact should they see a larger than normal increase in staff absence to confirm the ability to fill the absence required.
  • Initial contact with HR (principal/manager to/from Tara/Paul) by text, followed by phone call. Zoom to be used should a further discussion be required to confirm triage or closure process.
  • Consultation with the superintendent, to confirm the lack of replacement staff indicating a functional closure.
  • Potential activity signal: Contact public health to determine if additional actions are required. 
  • Initiate communication plan.

ii. Between 6:30 – 7:00 AM Monday-Friday:

• Principals and managers check the staff absence portal to confirm staff absences booked.
• HR, in consultation with principal and/or manager to confirm a lack of replacement staff. HR, in consultation with superintendent, principal and/or manager implement the triage process. Additional staff to be re-allocated from Executive Team, district principals, district staff, or other locations to cover classroom or student support.
• HR, in consultation with principals and managers, to confirm the length of a potential closure based on the Future Absence Report and ability to provide on-call staff and communicate with Superintendent
• Potential activity signal: Contact public health to determine if additional actions are required.
• Superintendent to initiate communication protocol for functional closure.
• In the event of the absence of the school administrative assistant, where the school requires support to maintain office operations and no clerical on-call is available: a clerical may be reallocated from another site.

B. In the event of a shortage of custodial staff required for sanitization:

• HR to work with maintenance managers to confirm the re-allocation of existing staff or other existing support staff to work with maintenance managers to provide sanitizing;
• HR to work with maintenance managers to confirm the allocation of exempt staff to provide sanitizing duties (senior staff, principals and managers).

C. In the event of the absence of senior staff, principal or manager: HR to confirm with the superintendent the requirement to back-fill the position and assign alternative staff person (district principals, senior staff). HR to confirm with principals the allocation of a principal-on-call.