Hiring Of New Contracted Employees
Provo City School District has the procedure of “site-based” hiring – this means the school or district location hires each of their own employees. When the principal or supervisor has hired a new contracted employee, they fill out a Personal Action Form (PAF) and sends it to the Human Resources Department at the District Office either by fax, e-mail or District mail. Below is a chart which explains the new hire order and processes:
Sends selected candidate to HR (PAF) for conditional offer.
Conditional offer & salary placement. Candidate gets fingerprinted, ID Badge & information packet.
Background check. Then employee completes license/training requirements, if any.
PAF info, etc. into ALIO, Issues ID #, starts email & notifies that employee is ready to work.
Enters pay assignment and direct deposit info from PAF and New Employee Paperwork into ALIO.
Meet with employee to sign up employee for Benefits Enters information into appropriate databases.
Frequently Asked Questions Regarding Hiring Of New Contracted Employees
Who do I contact once I become the selected candidate? Once you have been selected at the school/location, your information will be sent to the HR department. They will issue a packet of information and forms to you. If you have not received it within 2 weeks of being hired please contact the HR Administrative Assistant through the contact info listed above.
Where do I go to for my new employee sign up appointment? New employee sign-up is done at the Provo City School District Office which is located at 280 West 940 North, Provo, UT in the HR Offices.
What do I need to bring with me to sign up for employment? You will need to bring with you the forms included in the packet you received from HR, a current picture ID (i.e. Driver License, Passport, etc.), your original social security card, a voided check from your personal bank account for direct deposit, a copy of your current Utah Teaching license (interns excluded), verification of related experience if any, original transcripts (interns excluded), verification of Praxis test and 2 letters of recommendation.
Who do I need to contact to sign up for benefits? You will need to contact the Benefits Coordinator at the District Office at (801) 374-4847.
How long will the sign-up process take? Completion of this sign-up process takes approximately twenty minutes and must be completed all at once. At this time you may also briefly meet with the Benefits Coordinator to make an appointment to sign up for benefits.
Can someone else fill out the paperwork for me? No. Every employee must come in personally and complete the paperwork. You may bring someone with you if you feel you need assistance.
When will I get paid? If you are a new teacher hired at the beginning of the school year, your first check will be issued on September 15th. If you are contracted employee, you will receive your first check on the next closest pay day. (Example: If you are hired on February 5th, you will receive your first paycheck on February 15th. If you are hired on February 20th, you will receive your first pay check on March 15th. See PAYCHECK tab.
When will my benefits begin? If you are a contracted employee hired at the beginning of the school year, your benefits will begin on September 1st. If you are contracted employee hired mid-year, you benefits will begin on the 1st day of the month after you were hired. (Example: If you are hired on February 5th, you will benefits will begin March 1st.)
When will I get my Provo City School district employee ID? Your employee ID will be issued once the HR department has received the PAF authorizing your employment. When you come in to complete the new employee paperwork, your Provo City School District ID number will be given to you then.
As a new teacher, when will I get my CACTUS ID? The Provo School District HR Department will enter your information after July 1st. Once that is completed, you can find your CACTUS ID by going to www.myuen.org and follow instructions to login and create an account.
In compliance with state and federal mandate, Provo City School District requires all employees as well as all volunteers over the age of 18 to be fingerprinted and have a cleared background check. Fingerprinting is done electronically and sent to Bureau of Criminal Identification for review.
Frequently Asked Questions Regarding Fingerprinting:
Where do I go to get fingerprinted? Fingerprinting is done at the Provo City School District Office which is located at 280 West 940 North, Provo, UT.
When can I get fingerprinted? Fingerprinting services are Tuesday and Thursday only by appointment. (From 1 pm-4 pm)
Do I need to pay for fingerprinting? Everyone, except Provo City School District teachers who are re-certifying, is required to pay for fingerprinting and background check.
What is the cost of fingerprinting? The total cost for fingerprinting and a background check is $40 which is the cost charged to Provo City School District for the background check. All Provo City School District employees and volunteers are required to pay the full $40. Employees of outside entities only are required to pay the $20 fingerprinting fee. The background check charge is covered by their employer.
How can I pay for fingerprinting? You may only use credit or debit card to pay for the fingerprinting/background check fee. If you are a Provo City School District employee, you are able to have the cost come out of your paycheck as a payroll deduction.
What do I need to bring to be fingerprinted? You need to bring only your ID and payment. If you have a company form or state certification form, you will need to bring that with you as well.
Do I have to be associated with Provo School District to be fingerprinted? As a service, Provo City School District provides the opportunity for employees of other agencies to be fingerprinted at our location. These employees are only required to pay the $20 fingerprinting fee as the background check charge is covered by their agency. They are required to bring ID and the background check form required by their employer. The results will be sent to the requesting agency.
How long does it take? The actual fingerprinting procedure takes about 10 minutes.
How often do I need to be fingerprinted? All certified employees must be fingerprinted every 5 years. All classified employees must be fingerprinted every 6 years.
When do you get the results? The results of the background check take approximately 2 weeks to be made available. Provo City School District employees and volunteers will only be contacted if there is an issue with the results or the fingerprints. The results of non-Provo City School District employees will be sent directly to the requesting agency.
What happens if my background comes back with an issue? Your supervisor/principal will be notified, the background check will be reviewed and you may need to meet with the HR Director.
Criminal Background Checks
Purpose and Philosophy
The District is responsible to protect the health and safety of all students and employees. To help meet this responsibility, the District requires a criminal background check pursuant to Utah state laws, rules, and regulations, and in accordance with this policy. All prospective and current employees and volunteers with significant unsupervised access to students shall submit to fingerprint background checks as a condition of employment or service.
Licensed Educators or Licensed Employees are individuals who hold a valid Utah educator license and have satisfied all requirements to be a Licensed Educator in the Utah public school system or who is on a Letter of Authorization from the Utah State Office of Education (USOE) (i.e., school teachers, school administrators, psychologists, counselors, specialists, licensed substitute teachers, etc.). Licensed Educators may or may not be employed in a position that requires an educator license. Licensed Educators include individuals who are student teaching, who are involved in the alternative routes to licensure program, who are on letters of authorization, who hold conditional licenses, and individuals who hold District specific licenses. Non-Licensed Employees are all other employees of the District, except “Licensed Employees.” Non-Licensed Employees include, but are not limited to, the Education Support Professionals in the District. Non-Licensed substitute teachers are included in this category. Criminal History Report is a document generated by the Bureau of Criminal Identification after a search of the State of Utah s criminal history files and/or other state and federal databases designated by applicable law or by the District. Background Check means information on an applicant or employee that may include, but is not limited to, Criminal History Reports and Driving Record Reports. Driving Record Report means information on an applicant or employee that may include, but is not limited to, traffic-related offenses contained in the Utah Division of Motor Vehicle databases. Job-Related Conviction means any conviction that directly relates to the duties of the employee including, but not limited to, convictions that:
- may reduce employee credibility.
- may put students in an unsafe or at-risk environment.
- may undermine stakeholder confidence in the public school system in general Utah Code Annotated §53A-3-410(5).
Prospective Employee means an individual who is selected as the “successful applicant” for a particular job position in the District including but not limited to, licensed employees, non-licensed employees, substitutes, coaches, and volunteers. Volunteer means any person who is not an employee of the District who will be given significant unsupervised access to a student in connection with his/her assignment.
Utah law requires background checks on all prospective employees, substitutes, coaches, and volunteers who have significant unsupervised access to students. Accordingly, the District requires each prospective employee or volunteer who will be given significant unsupervised access to students as part of his/her assignment to submit to a background check prior to employment or service in the District. Utah Code Annotated, §53A-3-410. As a condition of continued employment or service, Utah Code requires current employees and volunteers with significant unsupervised access to students to submit to periodic background checks. Licensed employees must submit to a fingerprint background check as a condition of initial licensure and as part of each license renewal. Said background check shall occur prior June 30 of the year of license expiration. Non-licensed employees and volunteers with significant unsupervised access to students shall submit to a fingerprint criminal background checks at least every six (6) years during their employment or service. The District does not require a background check for student employees under the age of eighteen (18). Prospective or current employees and volunteers who drive District vehicles or who have driving as an essential job function must also submit an official Driving Record Report as a condition of employment. The District shall update driving records every six (6) months for Bus Drivers and at least one (1) time per year for any employees or volunteer for whom driving is an essential job function. All prospective and current employees and volunteers with significant unsupervised access to students will be screened using the full-scale nationwide criminal background database. The District shall resolve any requests for review by prospective or current employees or volunteers with significant unsupervised access to students through applicable administrative procedures established by the District.
Review of Information and Determination of Suitability to Work in the District
A criminal conviction does not necessarily preclude employment or the opportunity to volunteer with the District. Upon receipt of the background check results, the District shall determine what, if any action is warranted. The District has the sole and absolute discretion to determine whether the outcome of a criminal background check or driving record check is satisfactory. The safety and security of District students will be the foremost consideration. District Human Resources personnel consider each circumstance on a case-by-case basis and use the following factors to determine an applicant, current employee, or volunteer s suitability to work in the District in accordance with Utah Code, Utah Administrative Rule, and District policy: (Utah Code Annotated §53A-6-501, Utah Administrative Code R277-515)
- Type of conviction.
- Relevance of conviction to the individual s position.
- A history of multiple convictions that suggests a pattern of criminal behavior or bad judgment.
- Frequency and severity of the crime(s).
- Age of the individual at the time the crime was committed.
- Length of time since the conviction.
- Evidence of rehabilitation.
- Disposition of charges.
The District shall consider only those convictions that are job-related. The prospective or current employee or volunteer with significant unsupervised access to students shall have opportunity to respond to any information received as a result of the background check. An employee or volunteer with significant unsupervised access to students who is under investigation for alleged sex offense or other alleged offenses that may endanger students shall be immediately suspended from student supervision responsibilities. An employee or volunteer with significant unsupervised access to students who is under investigation for alleged drug or alcohol offenses shall be immediately suspended from transporting students or driving District vehicles. If a current employee or volunteer with significant unsupervised access to students is dismissed from employment or if a prospective employee is denied employment because of information obtained through a background check, the person shall receive written notice of the reasons for dismissal and have an opportunity to respond to the reasons for the dismissal. Unless otherwise directed, employees or volunteer with significant unsupervised access to students under investigation as a result of a background check, shall report for work.
Prospective employees, licensed and/or non-licensed, shall pay the cost of the background check. Current Licensed employees shall pay the cost of the background check as part of their periodic license renewal fees. The District will bear the cost of the background check for current non-licensed employees and volunteers with significant unsupervised access to students. The fee for the background check will be set by the District but will not be less than the actual cost to the District of the background check.
Employee Reporting of Arrests and Convictions
As a condition of continued employment or volunteer service, all employees and volunteers with significant unsupervised access to students must notify the Director of Human Resources within forty-eight (48) hours or as soon as possible if they are arrested, charged, or convicted; entered a guilty plea, a plea in abeyance, or diversion agreement; or are otherwise found guilty of the following crimes, regardless of the imposition of sentence:
- Any matters involving arrests for alleged sex offenses.
- Any matters involving arrests for alleged drug-related offenses.
- Any matters involving arrests for alleged alcohol-related offenses.
- Any matters involving arrests for alleged offenses against the person as outlined in state statute. This includes, but is not limited to, crimes where a person has assaulted, harassed, abused, neglected, exploited, endangered, kidnapped, murdered, trafficked, raped, sexually assaulted, etc. another person(s) Utah Code Annotated, §76-5; and
- Any matters relating to arrests for violations of the vehicle code for employees who drive District vehicles as part of the employment duties.
Supervisors should notify Human Resources immediately if any employee or volunteer with significant unsupervised access to students informs them of any of the matters listed in 3.1.5.a.
District Reporting of Arrests and Convictions
The Superintendent, or his/her designee shall report arrests, convictions, or other offense information regarding Licensed Educators to the Educator Quality and Licensing Department of the Utah State Office of Education within forty-eight (48) hours of receipt of such information.
The District shall cooperate with the Utah Office of Education in investigation of Licensed Employees.
Prospective employees or volunteers with significant unsupervised access to students are subject to non-selection based on:
- Results of a background check.
- Refusal to submit to a background check; and/or
- Failure to disclose information relevant to the background check if requested to do so during the application and selection process.
Current employees or volunteers with significant unsupervised access to students are subject to discipline, up to and including termination based on:
- Results of a background check.
- Refusal to submit to a background check; and/or
- Failure to report arrests and convictions as outlined in this policy.
The District shall exclude any person from employment or from volunteering or shall take action to terminate employment or volunteer assignment when a background check reveals that an individual has exhibited behavior that is violent or harmful to children or adults
An applicant, employee or volunteer background checks report and additional information received regarding a background check are confidential. The District will use this information only for the District’s internal purposes when determining the suitability for employment or service of an applicant ,employee, or volunteer. The District will keep this information in a secure location that is accessible only to persons who are authorized to have access to the information in order to complete their employment duties.
Record Storage and Retention
Records of arrests, convictions, determinations, and administrative actions for job-related offenses shall be placed in the employee’s Personnel File. Volunteer records will be held separately. Such records will be maintained only as necessary to protect the safety of students and/or employees and will be retained in accordance with state record retention guidelines.