HUMAN RESOURCES ANNUAL PLANNING CALENDAR

Continue hiring new employees
Orientation of New employees
New licenses go into effect; organize and recode paper files
Close monitoring with principals of enrollment, watching for unanticipated growth or decline with respect to teacher allotments.
Webpage updates (duties, personnel, salary, hiring incentives, etc)
Provide a schedule for evaluation due dates to principals.

Bill agencies that sponsor teaching positions
Continue conducting orientation sessions for new employees
Create and process contracts for new hires
Obtain from, and follow up with, new employees for benefits information
Set up computer records and payroll for new school year-final step of balancing employees hired against 40 or more allotment categories
Conduct annual training and open enrollment programs such as Drug-Free Workplace, Blood Borne Pathogens, flexible benefits, health insurance, etc.
Obtain opening days' enrollment and class size information during first 10 days of school; monitor for issues and make adjustments as necessary (carry over to September)
Update Personnel Directory
Update random drug testing list
Distribute NCCES Beginning of Year Orientation slidedeck to principals
Run 1st day vacancy report

Work with DPI Licensure to get licenses in process
Continue to hire and process new employees
Continue to follow-up with new employees to get correct paperwork for the benefits they have
Update DFWP Random Screening List with vendors
Begin Teacher Advisory Committee meetings
Key information about New Hires into HRMS or other system if not completed as they were hired
Tuition Reimbursement
Praxis payment or reimbursement
TOY Portfolio due to State
Determine payroll information for Induction pay for new teachers and mentors and Monthly pay mentors
September 30 SBE deadline for LEA Board decision re:Low Performing Schools
NCEES PDP reminder

Begin work on next year's school calendar
Schedule formal sessions with principals regarding employees who may be in trouble
Attend Fall PANC meeting
Work with new teachers to obtain any documents still needed to apply for NC licensure; adjust to substitute pay as necessary if process not completed at this time
Prepare several annual reports: full-time staff (SS200 - gender, race, funding resource, and position); local supplement (SS300 - funding source and amounts or average); EEOS report (federal equal employment opportunity)
Complete for compliance with NCEES timelines, completeness of forms, etc; communicate findings
Designated Low Performing Schools' information
Share Turnover Report Information with Principals
VIF FICA notifications & Tax Treaty Info
Allotment Adjustments (10 day/ 2nd month)
Begin recruitment planning
ACA Lookback period review
Review TWC data (every 2 years)
Prepare for release of school report cards
Run 40th day vacancy report

Correspondence to teachers who hold provisional licenses or who lack renewal units; send all teachers an update on the status of renewal credits
Assist payroll with annual supplement list
Distribute Personnel Directories, ASAP after completing
Plan to spend time recruiting teachers for January vacancies
POY portfolio due to State
NBPTS results provided; salary changes retroactive to July 1; renewal credits to be applied
Prepare Budget Request for HR Office and for Systemwide Personnel Needs

Redistribute proposed contract lists and contract conditions for principals’ confirmation
Develop enrollment projection for next year & develop plan for teacher allotments after receiving State Planning Allotments
Begin processing June 1 Retirement applications
Begin license renewal activities (internal)
Be sure employment process is in place for the next school year (adequate forms, hiring checklists issued, contract offer format & procedures)
Send out letters of intent for next year to all employees to gauge possible resignations and retirements.
Meet with Flexible Benefits agents
Annual Teacher Turnover Report
Begin internal transfer process
Download E-Verify Historic Records Report

Distribute teacher allotments and other allotments to schools (if not done in March)
Finalize nonrenewal list
Attend Spring PANC Meeting
Heavy Out-of-State Recruiting
Begin Staffing for Next Year’s Vacancies Continue processing retirement applications
Begin updating license information to authorize license extensions, clear provisions, and send a final alert to employees that employment will be terminated if conditions are not met
Continue license renewal processes (online system)

Assist Payroll with Annual Supplement List
Begin receiving and processing terminations to occur at the end of the year
Conduct a final check of license renewal activities, especially in regard to renewal of contracts
Finalize contract list, nonrenewal list, and administrative contracts list for Board of Education
(May 1 Admin Nonrenewal notification; May 15 teacher nonrenewal notification)
Send out renewal letters, teacher contracts, and administrative contracts
Process new hires for next year
Follow up with recruits from job fairs
TOY named; recognition/celebration
Plan Mentor and New Teacher Calendar for entire upcoming school year
Update BTSP Plan
Review Exit Survey data
Finalize contract list; publicize it as required by law (Beginning in 2018; 1-, 2-, or 4-year contracts)
Distribute proposed contract lists and contract conditions for principals' confirmation

Work up information for Board of Education to recognize retirees since last year
Continue processing retirements and terminations of employees
Continue hiring and inducting for next school year
Work up summer payroll information
Prepare for fall orientation for new employees
Final planning for orientation
Complete checking & updates for Employee Handbook
June 1: Board Notification to Administrator(s) of non-renewal
June 15: Deadline to notify teachers of employment status for next school year
Update “Employee Handbook” and prepare other materials or New Hire Orientation
Ensure all evaluations are complete and run appropriate reports prior to NCEES year-end deadline