EHS/HS/GSRP Funded Positions

Hiring Staff Procedure

EHS/HS/GSRP Funded Positions

TO HIRE A NEW STAFF MEMBER:

Discuss the position with your supervisor.
Refer to the Weebly Website for specific job descriptions.
Post the position by completing the Job Posting Form and emailing it to .
Inform parents of the vacant position via newsletter, posted in the Parent Corner, posted or written notification referring to website, etc.
Policy Council representation (EHS/HS) is required when interviewing for a position grade AT and above. Program Support will set up the Policy Council Representative upon the supervisor’s request. Discuss the interview process and review the 25 Off-limits Interview Questions with the Policy Council Representative (Refer to Supervisor Manual).

HIRING ASSISTANCE FROM PROGRAM SUPPORT:

Program Support will file incoming resumes. Program Support will record the date resumes were received and make copies of them. Original resumes and cover letters should not be written on.
Program Support will put the resumes on the P-drive and email the resume to the supervisor or put in their mailbox.
Program Support will send out “thank you” cards to all potential candidates as resumes are received.
Program Support will set up the interview schedule with interviewees after the supervisor chooses the potential candidates.
Program Support will send out interview packets to the potential candidates upon the supervisor’s request (which contains: Cover Letter, Philosophy, ICHAT/SOR Clearance, HS/GSRP Guidance Policy, E-Verify, DHHS Central Registry Clearance Request, NMCAA Application and Job Description).
Program Support will conduct telephone reference checks after the interviews and when the final candidate has been selected; reference checks will be noted on the Agency Application.
Program Support will send out “thanks for your time and effort” letters to candidates not chosen.

CONDUCTING INTERVIEWS:

The DHHS Clearance (if available), Agency Application and ICHAT/SOR forms should be collected from each interviewee by the hiring supervisor.
Applicants that have lived out-of-state within the past ten years must bring a Child Abuse and Neglect Clearance from that state(s) as well as a criminal history check that is equivalent to the Michigan Department of State Police Internet Criminal History Access Tool (ICHAT).
Original paperwork is held by the hiring supervisor and turned into the HR Manager with Employment Papers Request. Supervisor will make copies for the classroom (if needed) and supervisor file.
The supervisor will inform interviewees that if we choose to offer them the position,they will be contacted by phone to provide their gender, race, and date of birth in order to complete the ICHAT/SOR Clearance as required by Licensing.

OFFERING THE POSITION AND COMPLETING THE BACKGROUND CHECKS:

When offering a position, the supervisor must contact the selected candidate to get gender, race, and date of birth to complete the ICHAT/SOR Clearance Request. Supervisor will inform the applicant that employment is contingent upon successful completion of the background checks and Policy Council (EHS/HS) approval.
The supervisor will submit the ICHAT/SOR clearance or email Program Support and provide first, last & middle names along with gender, race and date of birth of the candidate to complete ICHAT.
Completed original ICHAT is forwarded to the HR Manager and SOR Clearanceis completed.
The supervisor will receive an email from the HR Manager regarding ICHAT/SOR Clearance. Any criminal history found will be reviewed by the Executive Director, HR Manager, and Department Director to determine if employment can be offered.
A copy of the ICHAT will be put in the Supervisor’s mailbox. If the applicant has a criminal history, the HR Manager will provide the supervisor with the needed information to share with the employee.
Completed references are noted on the Agency Application with a minimum of 2 completed work/professional reference checks and 1 personal reference check provided to the supervisor.

Applicants that have lived out-of-state within the past ten years must provide a Child Abuse and Neglect Clearance from that state(s) as well as a criminal history check that is equivalent to the Michigan Department of State Police Internet Criminal History Access Tool (ICHAT).

DHHS Clearance is complete with no record.

The Support Staff will notify other applicants with regrets after the desired candidate accepts the position.

THE CENTER MUST NOT MAKE AN OFFER OF EMPLOYMENT (See Technical Assistance and Consultation Manual Child Care Center Rules for more information.)

If an applicant is not of responsible character and suitable to meet the needs of children.
If an applicant has been convicted of any of the following:
Child abuse or child neglect (DHHS Clearance).
A felony involving harm or threatened harm to an individual within the 10 years immediately preceding the date of hire.
ICHAT reveals the person being considered for employment has been convicted of the following offences:
A listed offense - defined by the Sex Offenders Registration Act (1994 PA 295).
Child abuse under section 136b of the Michigan penal code (1031 PA 328, MCL 750.136b).
Child neglect under section 145 of the Michigan penal code (1931PA 328, MCL 750.145).

A STAFF MEMBER OR VOLUNTEER SHALL NOT BE PRESENT IN THE CENTER

If he or she has been convicted of any of the following:
A listed offense, as defined in section 2 of the sex offenders registration act, 1994 PA 295, MCL 28.722.
Child abuse or child neglect.
A felony involving harm or threatened harm to an individual within the 10 years immediately preceding the date of hire.

SUPERVISORS NEED THE FOLLOWING FOR COMPLETING EMPLOYMENT PAPERS REQUEST:

Department of Health and Human Services Central Registry Clearance.
An emailed ICHAT/SOR Clearance with no indicated criminal history from HR Manager.
Completed ICHAT/SOR Clearance Form.
Completed out of state Criminal Clearance checks.
Agency Application with reference checks verified on the back, a cover letter and/or a resume if applicable.
Current Job Description.
Completed physical not more than 6 months before the start of employment. Also have documentation that the applicant is free from communicable tuberculosis, verified within 1 year before employment.
Licensing Record Clearance Request BCAL-1326 (Teachers Only)
Credentials must be sent to the Licensing Consultant for approval (Teachers Only)

COMPLETING EMPLOYMENT PAPERWORK:

HR Manager completes Employment Paperwork with full time employees
Ask applicant to bring copy of Driver’s License/State ID, copy of current Auto Insurance, Voided check or letter from bank, I-9 required documents (SS card or passport or birth certificate) and Blood Borne Pathogens certificate
Complete Employment Paperwork from HR Manager
Complete the Annual Pre-service Orientation & Training checklist.

Complete a sign in sheet
Complete the Key and Credit Card Monitoring Form if applicable.
Hepatitis B immunization series is optional. NMCAA will pay the cost of the immunization series. Refer to Hepatitis B Procedure in the Procedure Manual on Weebly. The Hepatitis B form is part of the employment papers packet.

ADDITIONAL SUPERVISORITEMS:

Fill out and email the Personnel Informationform to Program Support to ensure Policy Council (EHS/HS) approval of the selected candidate.

Distribute the Annual Pre-service Orientation and Training Checklist forms as indicated to DMT and HR Manager.
Contact Policy Council Representatives who was on the interview team, to remind them they will be recommending employment for a new hire. Also contact any relevant Policy Council Representatives who may not have been present at interviews for candidates below grade AT, to make them aware of new hire recommendations at Policy Council.
Update staffing charts on the P-drive.
When transferring a current employee to a different classroom, that employee will be put on a training period, even if their job title is the same.
Policy Council members may be hired as substitutes. They may work up to 40 hours in a one month period (See Policy Council By-laws).

Distribution: Place in Supervisor Manual

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