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Per Policy 5000, 5001, & 5005 -
When searching for talent, we carefully select candidates through screening (for qualifications) and interviews. Selected candidates must be able to pass a pre-employment background check, fingerprint, and assessment. Fingerprinting is a Washington State requirement for all individuals who have or may have regular, unsupervised access to children within the P-12 system in the state, including those seeking certificates and those employed in a certified or classified position.
Open public and internal positions are posted online here: https://www.applitrack.com/esd123/onlineapp/
Regular Positions
Full-time or part-time classified and certificated positions are approved by the Board of Directors and processed through the agency's online Frontline Recruiting & Hiring system. All staff members selected for employment in a regular position will be recommended by the Superintendent to the ESD123 Board for approval.
- Full-time classified employees are regular employees who work not less than (40) hours per week (2080 hours annually).
- Part-time employees are regular employees who work less than forty (40) hours per week but work seventy (70) hours or more per month.
The Hiring Process
ESD 123 program directors and administrators who are preparing to hire a new employee need to begin this process with a conversation with their Cabinet lead and the Director of Human Resources.
Temporary Employment Agreement (TEA)
Find more instructions and resources on correctly submitting TEAs here.
Temporary/hourly/substitute employees are those who work less than seventy (70) hours per month and/or those employees engaged for specific duties that are short-term in duration and generally related to peak work or special needs situations.
Temporary positions are hired on a Temporary Employment Agreement (TEA) that must be submitted, approved, and signed in Frontline Central.
Follow this process when hiring a TEA (Non-21st Century Hires)
- LEAD: Access the current fiscal year TEA sheet and enter employment information under the correct program tab. For returning employees, check the box in the “Returning” column. (A notification will be sent to the HR Specialist for her to add them to Frontline and Safe Schools, if applicable.)
- HR SPECIALIST: Import data to all applicable Frontline Software Solutions and Safe Schools. When complete, she’ll check the appropriate box in the TEA sheet and send the payroll paperwork to new employees.
- LEAD: Check the Google Form or Frontline Central to see if the box is checked or if the employee has been added to system. Once they are added, login to Frontline Central, go to Form Templates > Temporary Employment Agreement > Send. In the page that opens, enter the:
- Effective Date: Check the box and type in or select the start date of the TEA.
- Employee(s): Type the TEA employee name(s) in the “add an employee by name” search box (more than one can be added at a time). Then select the name(s) of the employee(s) from the dropdown list. All employees selected will appear in purple below the search bar.
- Click Send Form (top right corner).
A due date can also be assigned to identify when you want the signed TEA to be approved and returned.
- LEAD: Go to My Forms > Temporary Employee Agreement > Complete Form. (Once submitted, it will go through the approval process.)
- HR Specialist: Once approved, the HR Specialist will assign the TEA an employee contract number and send any additionally requested forms through Frontline Central (e.g. Fingerprint Request Form, Technology and Email Access Form).
21st Century Program TEA Process - Follow this process when hiring a TEA for the 21st Century Program
- LEAD: Access the current fiscal year TEA sheet for 21st Century and enter employment information under the correct program tab. For returning employees,
check the box in the “Returning” column. (A notification will be sent to the HR Specialist for her to add them to Frontline and Safe Schools, if applicable.)
- HR Specialist: Import data to all applicable Frontline Software Solutions and Safe Schools. When complete, she’ll check the appropriate box in the TEA
sheet and send the payroll paperwork and technology form to new employees.
- LEAD: Check the Google Form or Frontline Central to see if the box is checked or if the employee has been added to system. Once they are
added, login to Frontline Central, go to Form Templates > Temporary Employment Agreement > Send. In the page that opens, enter the:
- Effective Date: Check the box and type in or select the start date of the TEA.
- Employee(s): Type the TEA employee name(s) in the “add an employee by name” search box (more than one can be added at a time).
Then select the name(s) of the employee(s) from the dropdown list. All employees selected will appear in purple below the search bar.
- Click Send Form (top right corner).
A due date can also be assigned to identify when you want the signed TEA to be approved and returned.
- LEAD: Go to My Forms > Temporary Employee Agreement > Complete Form. (Once submitted, it will go through the approval process.)
- HR Specialist: Once approved, the HR Specialist will assign the TEA an employee contract number.
Onboarding
Find ESD Employee Calendars in our shared Google Drive HERE.
As part of the hiring process, all employees will be sent required payroll and benefit documents if applicable, through our electronic HR system (Frontline Central). Benefit details and packets will be made available to eligible staff during a new hire orientation. All full-time and part-time regular staff will be required to attend a new hire orientation which is generally offered on the 4th Friday of each month.
Trial Service Period
Per Policy 5000 - Probation, new, promoted, or reclassified employees remain in a trial service period of six (6) months commencing from the date of official employment, promotion, or reclassification. This time allows ESD 123 to evaluate the employee’s performance. During this period ESD 123 may discharge employment at its discretion.
Off-Boarding
Employment at ESD 123 is “at will” and is subject to termination with or without notice at any time. Below are examples of the most common circumstances under which employment is terminated:
- Resignation: voluntary and initiated by the employee.
- Retirement: voluntary and initiated by the employee, with one month notice given in writing as to the planned retirement date.
- Termination: involuntary and initiated by the organization.
- Program and Staff Reductions: involuntary and initiated by the organization due to educational programs and services which will be reduced, modified, or eliminated.
If you wish to resign, please proved written notice to your supervisor or HR at least two weeks before your last day. HR may conduct an exit interview with you to hear your feedback. During the interview you will learn options for continuing certain benefits (if applicable), final paycheck and other items related to your separation.
Exit Process & Survey
When the HR department receives notice, an Employee Exit Process form will be sent to supervisors in Frontline Central. Once the supervisor has collected all ESD 123 equipment and completed the form, this form will notify Technology to begin disabling any technology accounts.
In addition, the employee will be sent an exit letter, including a link to an exit interview survey where they can submit feedback.