HRMS Help > Personnel Calendar

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Last Updated: Jan 04, 2024 4:45 pm

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Personnel Calendar Recommendations
Daily/Weekly

• Check for unemployment claims
• Check HRMS for licensure changes (HRMS Home page>Employees>Employee page>Views>Licensure Data Changes) (BT Status / Salary / Budget Code)
• In-process new employees prior to beginning their first day of employment.
• Monitor Licensure Exceptions to resolve audit exceptions for licensed personnel (check Lic/Sal website.)

Monthly

• Send Bureau of Labor Statistics after payroll is run and payroll sends you the number of checks that have been run. Run the SS200 Report for other monthly information.
• Complete the New Hire Report for Department of Health and Human Services, Division of Social Services Child Support Enforcement. There is a standard report in the HRMS Reporting Tool to assist with this task and should be completed within 20 days of hiring/rehiring an employee.
• Run the mass update “Rebuild Position Budget Codes (v5.0)” to make sure all Salary Schedules, Grades and Steps on the HRMS Assignments match the Salary Schedules, Grades and Steps in payroll.
• Track the progress of new teachers completing their Online Licensure Application requirements and notify who that have not completed the task completely including payment of the processing fee.

August

• Check that you have updated the “Salary Schedule” and Budget Code Library” in your HRMS “LEA Settings” (need to coordinate with payroll). (Not applicable for LINQ/ISIS 6 users).
• Be sure the 10 days of support for new Lateral Entry teachers is completed prior to them starting their independent work with the students.
• Start licensure applications in the Online Licensure System and notify new impacted teachers to complete their part of the licensure process. Make sure they understand any required processing fee is paid once all data entry has been proofed for accuracy. The fee is non-refundable!
• Close in-processing list to track newly hired licensed employees and the status of A-0 new hires.
• Determine the number of vacancies, where they are located, and what area the vacancy is in for the school year on the first day of school.
• Follow-up on all licenses that need to be cleared prior to re-employment and then create new contract and post to the board report for re-employment.
• Run Variable Licensure Report and check on all Continuing (formerly SPII) licenses that expired on June 30th to be sure the requirements have been met and the requests to extend / clear the license have been submitted to the Licensure Section at DPI using the NCDPI Online Licensure System.
• Send a list of Continuing (formerly SPII) licensed teachers to principals. Remind the principals and affected teachers of the performance component of renewal and the consequences for not meeting that requirement.
• Work with your payroll department to ensure that all new employees have been processed properly and will be included in the first payroll.
• Work with your payroll department to ensure all credentials processed by the Licensure Section at DPI are correctly reflected in payroll (Grade and Steps).
• Conduct Teacher Evaluation Instrument Training for All licensed teachers.

September

• Check Audit Exceptions (open); see the Licensure/Salary screens from DPI.
• Run HRMS Web Report 800004 - HRMS Employees with No Position Assignment and adjust HRMS as needed.
• Notify licensed staff with licenses expiring 6/30 of this school year, that are short in any requirement, status of their renewal credits (2nd notice).
• Send notification of any changes in renewal requirements to all affected staff.
• Send list of school employees to principals and have them to correct position titles. Some teachers may have been assigned different grade levels or subjects. Make adjustments in HRMS data and check for appropriate licensure status if needed.
• In-process substitute teachers.
• Check the Online Licensure System for teachers who have not completed their documentation and submitted their processing fees to DPI for their licenses and contact as needed.

October

• Attend Fall PANC ( Personnel Administrators of North Carolina) conference.
• Run the 800000 series HRMS Web Reports and cleanup HRMS as identified in the reports.
• Run HRMS Web Reports 000019 - Employees With Disabled or Invalid Emp Status Codes and 000022 - Inactive Employees with Current Assignments and make adjustments as needed.
• Re-sync HRMS System with Payroll after completion of the above referenced HRMS Web Reports and prior to starting on the SS200, SS300, and EEO5 Reports.
• Run the SS200, SS300, and EEO5 (even years) reports which are due. Be sure to run the reports listed above and perform any clean-up activities prior to running these reports.

November

• Receive yearly bill from the Employment Security Commission (ESC). Go to the ESC Website to access the bill. Give the bill to the Finance department.
• National Board results are announced. Need to change the rate of pay to National Board level retroactive to 7/1.

December

• Review administrative contract information (review status of provisional requirements or renewal credits for these administrators affected) and draft memo to superintendent indicating administrators who have a contract ending date this school year. (Include copy of GS 115C-287.1)
• Establish date on which new full-time teachers will start going on a Temporary Contract because of being employed less than 6 months.
• Note that 12-month employees must be hired by 12/31 to have six-months of employment for a step increase.
• Discuss with principals and administrators the process for meeting with all licensed staff that they have possible performance concerns with and the documentation process needed for possible non-renewal because of performance. (Start the process of generating a Not-Proficient letter for possible delivery in January for under-performing staff.)
• Remind principals that individuals that have been employed for three years full-time must have a rating of "Proficient" or higher on the first 5 functions of this year's evaluation to be considered for a multi-year contract.

January

• Begin the renewal process—contact certified personnel who have licensure requirements and email about current status and needed documentation for re-employment consideration.
• Send Administrative contract info to superintendent, principals, and directors who have impacted employees under their supervision. For the administrators who also have licenses expiring at the same time, check to be certain that they meet renewal credit and/or provisional requirements.
• Ask principals for notification of any possible performance concerns that might affect re-employment consideration.
• Work with principals and supervisors to deliver and get signatures on file copy of Not-Proficient Letter for under-performing staff.
• Discuss with Principals/Supervisors any Continuing (formerly SPII) licensed staff that may not meet the performance portion of their renewal requirement and the possible consequences.

February

• Send recommendation sheets regarding re-employment to principals for staff that are up for contract renewal this school year. These recommendation sheets will be due back in early April. Include master list of all affected employees at their site.
• The recommendation sheets for re-employment should include the opportunity to recommend any staff members that meet the local school system's requirements for a multi-year contract (2 or 4 years).
• Review employees who are on continuing contracts and have provisional and or lateral licenses. Notify each employee of their remaining requirements that need to be completed in order to remain in their position for the next school year.
• Send a reminder to all licensed employees that have a certificate renewal end date this year and are still deficient. (3rd notice)
• Remind principals and other supervisors about Summary Evaluation deadlines for under-performing staff so proper time-frames can be met regarding notification of non-renewal recommendation to the Board.

March

• Begin work on the teacher allotment process.
• Begin the review process of ALL employees whose contracts expire at the end of this school year to determine their re-employment status. Use the tool provided in HRMS: Employee Page>Views>License, Assignment and Contract Info.
• Generate Contracts for the Next School Year (DO NOT change their Tenure Status or their Beginning Teacher Status at this time!)

April

• Attend Spring PANC (Personnel Administrators of North Carolina) conference.
• Update contract conditions in HRMS for the upcoming school year prior to running contracts for the upcoming school year.
• Review renewal credits for any employee with an ending date this year that is deficient in any required credits and determine if they will meet the requirements.
• Notify all employees that have a regular renewal end date of next year with a copy of the renewal credits.
• Notify National Board certified employees that have an expiration date of next year of their expiration and loss of the extra supplement and determine in writing from those individuals, their plans for doing the renewal process.
• Request conversion paperwork of S (Out of State) coded licenses that can move to a Continuing (formerly SPII) license.
• Prepare the letters of Notification, Rights to Information used to determine the non-renewal recommendations to the Board, and Appeal Rights for all non-tenured teachers being recommended for non-renewal. These notices must be delivered no later than June 1st, but we recommend at least 30 days prior to the date you will be taking the recommendation to non-renew to the Board.
• Run your Teacher Turnover Reports and Beginning Teacher Reports via the HRMS Reporting Tool to have your data available when the reports come from DPI. This must be done prior to converting Initial (formerly SPI) licenses to Continuing (formerly SPII) licenses and prior to the BUMP of BT Status in HRMS.

May

• May 1 is deadline for superintendent to notify administrators of intent to non-renew their Administrator Term Contract.
• Take teacher contract recommendations to the Board of Education for approval.
• Take administrative contracts to Board of Education if this was not done in April.
• Begin to track new licensure hires and determine whether they are lateral entry or A-0 employees on an in-processing database (need statistics for May-August)
• Convert Initial (formerly SPI) licenses to Continuing (formerly SPII) licenses using the NCDPI Online Licensure System.

June

• June 1 is the deadline for the Local Board of Education to notify administrator of non-renewal.
• June 15 is the deadline to notify teachers of their employment status for the upcoming school year.
• Send reasonable assurance letters to substitutes and other classified staff. Get confirmation from your substitutes, all categories, of their willingness to continue to serve.

July

• Calculate administrative salaries (CO and school-based principals and APs) as soon as the state budget is passed. (In some school systems, this may be handled by the Finance Department).
• Run all Local End of Year Reports.
• Lateral Entry Staff Development Report.
• Teacher Turnover report at the close of the fiscal year (Count for March 1st of last year until March 31st of this year). Use the HRMS Reporting Tool Teacher Turnover Reports to assist.
• Do the Beginning Teacher Report, this should be done as a sub-set of the Teacher Turnover Report.
• Follow-up on all licenses that need to be cleared prior to re-employment and then create a new contract and post to the board report for re-employment.

Major Reports

• Teacher Turnover Report—Teachers who left teaching positions - Due in July to DPI.
• SS200—Full-time employee report—Due in October to DPI.
• SS300—Report of Supplements—Due in October to DPI.
• EE05—Full-time, Part-time, and New Hires—Due October of Even Years.