Online Employee Management System

Help

• Getting Started
• Exit Process
• Manage Positions
• Fill Positions
• Change Positions

Getting Started

1. Log in with your network eNumber (including the ‘e’) and password.
   • You will need to log in again after more than 60 minutes of inactivity
   
2. Select one of the following options:
   • Dashboard - Your contracts and current position information
   • Exit Process – Begin the exit process for your own position
   • Manage Positions – Begin or continue the exit process for another person’s position
   

Exit Process

1. Click on Exit Process from the main menu.
2. Select Submit Employee Exit Form
   
3. Fill in the correct forwarding information.
   • If the contact information from Skyward is correct on the right side of the screen, click on the box next to “Copy current information” to copy the fields
   
4. Select the department under which your position falls.
   • The department determines which director is notified.
   • If correct department is not listed, select “Campus” to send the notification to the head of your campus listed with Skyward.
   
5. Click within the Last Day of Work field and select a date from the pop-up calendar.
   
6. Select one reason from the list of exit reasons.
   
7. Press Submit.
   • An email notification will be sent to your work and home email addresses, your director, and HR.

Manage Positions

1. Click on Manage Positions from the main menu.
• Access to this section is restricted to the relevant groups.
2. Select Current Personnel to view a list of personnel at your campus listed with Skyward.
   • To view a different campus, select a campus from the drop-down menu and press Submit.
3. Select the appropriate person to process. An information page with the following options will load:
   • Separation Process or View Separation Form
   • Generate Personnel Action Form
4. Select Separation Process. One of two scenarios may occur:
   • Employee has not completed the Exit Form.
   • Employee has completed the Exit Form.

Exit Form Not Completed

1. A warning will appear stating the exit form has not been created. To proceed, information must be entered on the exiting employee’s behalf. Press Next to begin.
2. Click within the Last Day of Work field and select a date from the pop-up calendar.
3. Select the appropriate responses to the following questions and press Next to continue.
4. Update the forwarding information if available and press Next to continue.
5. Select Yes or No to indicate whether the separation was voluntary, select a reason, and press Next to continue.
   • The list of reason options will change depending upon the selection.
6. Continue with Separation Process Continued.

Exit Form Completed

1. A screen will appear giving the last date the employee had completed an Exit Form. Press Next to begin.
   • An employee may fill out multiple Exit Forms, but only the most recent can be processed.
2. The Last Day of Work cannot be edited. Select the appropriate responses to the following questions and press Next to continue.
3. The Forwarding Information cannot be edited. Press Next to continue.
4. The Exit Reason cannot be edited. Press Next to continue.
5. Continue with Separation Process Continued.

Separation Process Continued

1. Select the appropriate items under District Property and click within the Date field to select a date from the pop-up calendar. Press Next to continue.
2. Enter any appropriate comments and press Next to continue.
   • If a comment is too long, it may be truncated when printed on the form. However, the full comment will be recorded.
3. Verify all of the information on the left side of the screen. If something is incorrect, press the Back button on the browser to amend the information.
4. Enter your network eNumber (including the ‘e’) and password as your digital signature. Press the Submit button to complete the form.
   • An email notification will be sent to your email, the employee’s work and home email, and HR.
   • The filled out Personnel Separation Form may be viewed as a PDF from this screen or by returning to the employee’s information screen linked to from the campus personnel list.

Fill Process

1. Select Fill Position from the Manage Positions screen.
2. Verify the applicant has applied in AppliTrack.
3. Enter the Job ID from AppliTrack and the effective date.
   
   
   • The Job ID is located next to the job title.
     
     
4. Enter the candidate’s information.
   • By selecting Current or Former, a button will appear below. Click on the button to open a window from which a current or former employee may be selected.
   • By selecting New Hire, the Last Name, First Name, and Phone Number can be entered.
5. Enter the Application Number from AppliTrack.
   • Click on the JobID to return the list of applicants.
   • Click on Add/Remove columns.
     
     
   • Either select AppNo under Global Fields or select the Applicant Number preset from the Presets dropdown list.
     
     
6. Click on the Select Stipends button to display possible stipends. Select the applicable stipends and click on Close.
7. Select the certification requirement for the position.
8. Select the induction status.
   • By selecting Yes, a Search Employees button will appear from which the mentor teacher can be selected.
9. Enter the applicant’s references.
10. Enter the other applicants interviewed. A minimum of two is required.
    • To add more applicants interviewed, click on the Add Applicant button.
    • Click on Delete to remove an added applicant.
11. Enter the previous employee in the position, if applicable.
    • If the position had been occupied within the last year, the information will be pre-filled.
12. Verify all of the information on the left side of the screen. If something is incorrect, press the Back button on the browser to amend the information.
13. Enter your network eNumber (including the ‘e’) and password as your digital signature. Press the Submit button to complete the form.
    • An email notification will be sent to your email, the employee’s work and home email, and HR.
    • The filled out Personnel Separation Form may be viewed as a PDF from this screen or by returning to the employee’s information screen linked to from the campus personnel list.

Change Process

1. Click on Manage Positions from the main menu.
   • Access to this section is restricted to the relevant groups.
2. Select Current Personnel to view a list of personnel at your campus listed with Skyward.
   To view a different campus, select a campus from the drop-down menu and press Submit.
3. Select the appropriate person to process. An information page with the following options will load:
   • Separation Process or View Separation Form
   • Change Position
4. Select Change Position.
5. Indicate whether the change is an assignment change.
   • If the position was listed and filled through AppliTrack, the position must be processed through the Vacancies section.
6. Select the location of the new assignment, if applicable, and press Next to continue.
   • For campus-based administrators, the change must be processed by the campus receiving the position.
   • Administrative departments may select other departments.
7. Indicate whether the assignment is replacing another employee and press Next to continue when finished.
   • By selecting Yes, a Search Employees button will appear from which the other employee can be selected.
8. Select any position category to make changes to the details and press Next to continue.
9. Indicate whether there are changes to the funding and select the applicable categories to make changes. Press Next to continue
10. Current Stipends will be listed if applicable. To remove a stipend, press the Remove button. Press Undo to re-add the stipend.
11. Click on the Select Stipends button to display possible stipends. Select the applicable stipends and click on Close. Press Next to continue.
12. Select the certification requirement for the position and press Next to continue.
13. Describe any additional details required to make a change to the position and press Next to continue.
14. Verify all of the information on the left side of the screen, If something is incorrect, press the Back button on the browser to amend the information.
15. Enter your network eNumber (including the ‘e’) and password as your digital signature. Press the Submit button to complete the form.