OE-4%20%20Monitoring%20Report%2002.12.25.pdf

Parent document: REGULAR MEETING OF THE BOARD OF DIRECTORS 5_30 PM-02-12-2025.pdf

Text

‘= SOUTH KITSAP
SCHOOL DISTRICT

OE- 4

Personnel Administration
Monitoring Report
February 12, 2025

SUPERINTENDENT CERTIFICATION:
With respect to Operational Expectations Policy, OE-4 Personnel Administration, the Superintendent
certifies that the proceeding information is accurate and complete, and that the District 1s:

Y Compliant

Compliant with exceptions noted: (as noted below)
Non-compliant

Exceptions: None

Executive Summary: This report evaluates the sections of OE-4 Personnel Administration policy for
compliance. The interpretations/indicators for this report were approved on November 2, 2022. The
monitoring report for this OE was last approved in February of 2024. The evidence provided aligns with the
indicators and all areas are designated as in compliance. Evidence is provided regarding all aspects of the
District’s efforts and commitment to high quality planning related to all fiscal matters and responsibilities.

Signed: % WY, Y/- ie Date: February 12, 2025

Superintendent

BOARD ACTION:
With respect of Operational Expectations Policy, OE-4 Personnel Administration, the Board:

Accepts the Monitoring Report as fully compliant
Accepts the Monitoring Report as compliant, with noted exceptions

Finds the Monitoring Report to be non-compliant

Additional comments based on board action:

Signed: Date: _February 12, 2025
Board President

OE-4 Personnel Administration Monitoring Report 02.12.25 - Page 1 of 8


Personnel Administration
The Superintendent shall ensure the recruitment, employment, development, evaluation and compensation of
district employees in a manner necessary to enable the district to achieve its Goals policies.
The Superintendent will:

1. Ensure that no person is employed by the district without first clearing thorough background inquiries
and checks.

Ensure that no volunteer has unsupervised contact with students without first clearing reasonable
background inquiries and checks.

Select only highly qualified and the best-suited candidates for all positions.

Actively recruit employees who reflect the diversity of the student population.

Administer clear personnel rules and procedures for employees.

Effectively handle complaints and concerns.

Maintain adequate job descriptions for all staff positions.

Protect confidential information.

Within available resources, ensure that compensation and benefit plans attract and retain high quality
employees by compensating employees, in a manner consistent with the applicable marketplace,
including but not limited to organizations of comparable size and type.

. Consistent with the Superintendent’s own evaluation, evaluate all employee performance according
to their contribution toward achieving the Board’s Goals policies and their compliance with the
Board’s Operational Expectations policies.

. Ensure that all staff members are qualified and trained to perform the responsibilities assigned to
them.

. Maintain an organizational culture that positively impacts the ability of staff to responsibly perform
their jobs and allows them to work in an environment characterized by professional support and
courtesy.

13. Reasonably include personnel in decisions that affect them.
The Superintendent will not:
14. Prevent any employee from initiating a legitimate complaint based upon an alleged violation of
Board governing policy.

15. Modify his or her own compensation or benefits.

Superintendent Interpretation:

The Board values all district employees and the contributions each one makes to achieving the Goals. The Board|
also recognizes the importance of recruiting, employing, and retaining the best employees for our district. The
Board values investing in employees, both financially and in their ongoing development, as a means to achieve
our Goals and maintain effective and high-quality personnel.

e Recruitment shall mean to attract and select the most highly qualified candidates to contribute to a safe
environment that focuses on the idea of belonging in an inclusive work environment for the priority
purpose of student success.

Employment shall mean work defined by the District for anyone who receives monetary compensation
for services rendered excluding contracted services.

Development shall mean providing staff with orientation, mentoring, coaching and/or professional
development that enables employees to strengthen their knowledge and skills assigned to their position or
advance within the organization

e Evaluation shall mean a fair, credible, effective, and consistent process that assesses the effectiveness of

OE-4 Personnel Administration Monitoring Report 02.12.25 - Page 2 of 8


the employee’s performance that provides feedback, recognition and support to facilitate continuous
improvement and growth.

e Compensation shall mean salary or wages and benefits.

e District Employee shall mean anyone who receives compensation in exchange for services, excluding
contracted services.

OE-4 Personnel Administration
The Superintendent will:
4.1. Ensure that no person is employed by the district without first clearing thorough background inquiries and
checks.
Superintendent Interpretation:
e Background Checks shall mean utilizing the state background check system that includes conviction
records, sex offender registry information, and OSPI license verification.
e Inquiries shall mean reference checks and verification of employment eligibility prior to hiring.

Indicators of Compliance:
e 100% of new employees hired have successfully cleared all applicable background checks prior to their
start dates as documented by HR records.
e No fewer than two reference checks are conducted for all new professional and support staff hires prior to
official offer of employment as documented by HR records.

Evidence:
e 100% of new employees were screened through the reference check process. For 2023-2024, this was 229
employees, including coaches and substitutes.

e 100% of new employees were screened through the Washington State Patrol background check. For
2023-2024, this was 229 employees.

OE-4 Personnel Administration
The Superintendent will:
4.2. Ensure that no volunteer has unsupervised contact with students without first clearing reasonable
background inquiries and checks.
Superintendent Interpretation:
Volunteer shall mean an individual who provides a service without expectation of payment.
Reasonable Background Checks shall mean using the state background check system that includes
conviction records and sex offender registry information.
Contact shall mean any opportunity for which a volunteer has to be with students.
Unsupervised contact shall mean contact with students without South Kitsap School District staff present
to supervise or monitor activities.

Indicators of Compliance:
e Satisfactory background checks are completed for all volunteers who work with students in the South
Kitsap School District as documented by district records.

Evidence:
e 100% of volunteers were screened using background checks.

OE-4 Personnel Administration
The Superintendent will:
4.3. Select only highly qualified and the best-suited candidates for all positions.

OE-4 Personnel Administration Monitoring Report 02.12.25 - Page 3 of 8


Superintendent Interpretation:

e Highly qualified shall mean for those positions that require a credential that the individual holds a valid
teaching license or certification in a specified area and have the necessary experience, skills, and
competencies expressed in the job description validated through the selection process.

Best-suited shall mean the candidate selected for any position in the District meets the criteria of the
position, and expectations of the hiring administrator, Executive Director of HR and/or Superintendent, is
a good “fit” for the position, and who is also within the district’s salary range.

Indicators of Compliance:
e The internal process for hiring includes the following performance data inputs: application, credentials
(resume, letters of reference, or certifications), screening process, interview, and reference checks as
documented through HR records.

Evidence:
100% of contracted employees for 2023-24 were required to meet minimum qualifications prior to
starting on-site work as specified in the service contract entered into between the agency and district.
100% of employees hired during the 2023-24 school year met minimum qualifications as stated on the job
posting.
100% of employees hired during the 2023-24 school year met the education, certificate, and/or
endorsement as required by the job posting.

OE-4 Personnel Administration
The Superintendent will:
4.4. Actively recruit employees who reflect the diversity of the student population.

Superintendent Interpretation:
e Actively recruit shall mean advertising positions and outreach designed to attract diverse candidates.

e Diversity of student populations shall mean the characteristics in terms of gender, sexual orientation,
race, age, ability, socioeconomic status, and language represented in the South Kitsap School District
student population.

Indicators of Compliance:
e HR records show evidence of advertisements and outreach to diverse candidates.
e The number of diverse candidates will increase to better reflect the SKSD school community as evidenced
by HR records.

Evidence:
e The district’s recruitment strategy was implemented and monitored.
e The district used a broad range of outreach strategies to recruit potential job candidates.

OE-4 Personnel Administration
The Superintendent will:
4.5. Administer clear personnel rules and procedures for employees.

Superintendent Interpretation:
Administer shall mean to supervise or oversee that personnel rules and procedures are followed.
Clear shall mean personnel rules and procedures are communicated, easily understood, and accessible to
employees.
Rules and procedures shall mean the applicable laws, Board, and District policies that communicate the
employment expectations for all District personnel.

Indicators of Compliance:
e All employees have digital or paper access to the CBA’s, employee handbooks and required policies.

OE-4 Personnel Administration Monitoring Report 02.12.25 - Page 4 of 8


Evidence:
e All SKSD employees have access to the SKSD website, Collective Bargaining Agreements, employee
handbooks and required policies.

OE-4 Personnel Administration
The Superintendent will:
4.6. Effectively handle complaints and concerns.

Superintendent Interpretation:
e Effectively handle shall mean investigate promptly, accurately with consideration and professionalism,
with appropriate corrective action taken when warranted.
Complaints and concerns shall mean personnel complaints or grievances related to sexual harassment,
discrimination claims, professional code of conduct violations, Board and District policies and
procedures, and possible violations of state and federal laws.

Indicators of Compliance:
e 100% of employee complaints and grievances are resolved or handled in accordance with District policy
and associated policies as documented in HR records.

Evidence:
e For certificated employees: The district received one grievance in 2023-2024 that was resolved at the
administrator level.
e For classified employees: The district received one grievance in 2023-2024 from SEIU that was resolved
at the administrator level.

OE-4 Personnel Administration
The Superintendent will:

4.7. Maintain adequate job descriptions for all staff positions.

Superintendent Interpretation:
e Maintain shall mean to keep current, accurate and available.
e Adequate shall mean job descriptions reflect the essential functions, knowledge, skills, and abilities of
the responsibilities and tasks performed.

Indicators of Compliance:
e All job descriptions are accessible internally and externally attached to job postings as documented
through HR records.

Evidence:
e Human Resources requires all job descriptions to be evaluated and updated prior to posting and hiring any
open positions.

OE-4 Personnel Administration
The Superintendent will:
4.8. Protect confidential information.

Superintendent Interpretation:

e Protect shall mean to secure, keep safe, and preserve employee confidential information. Access to
employee information follows federal and state laws, including Health Insurance Portability and
Accountability Act (HIPPA).

e Confidential shall mean protected District or personal information related to staff not typically expected
to be shared for any reason.

Indicators of Compliance:
e All documented reports of breach of confidentiality by any District staff member have been investigated

OE-4 Personnel Administration Monitoring Report 02.12.25 - Page 5 of 8


and appropriate action taken as documented through HR records.

Evidence:
e There were no reports of a breach of confidentiality related to employee information during the 2023-24
school year.
e Interview Confidentiality Form (attached)

OE-4 Personnel Administration

The Superintendent will:

4.9. Within available resources, ensure that compensation and benefit plans attract and retain high quality
employees by compensating employees, in a manner consistent with the applicable marketplace, including but
not limited to organizations of comparable size and type.

Superintendent Interpretation:
Compensation shall mean wages in the form of salary for exempt staff and hourly wages for non-exempt
staff.
Benefit plans shall mean health and other insurance, employee leave, wellness and similar programs to
support employees in their personal lives.
High quality shall mean those who are evaluated as effective or higher based on the District’s evaluation
criteria.
Within available resources shall mean fiscally viable within the budget.
In a manner consistent with the applicable marketplace means wages are reflective of those received
for similar work in other school districts and businesses (where applicable).

Indicators of Compliance:
e The District is competitive in the salary and benefit package offered when compared to surrounding
districts as evidenced by HR comparison study documents.

Evidence:
e Successful bargaining with SEIU for new 3-year contract.
e Wage study with PSE to align positions with surrounding districts.

OE-4 Personnel Administration

The Superintendent will:

4.10. Consistent with the Superintendent’s own evaluation, evaluate all employee performance according to thet
contribution toward achieving the Board’s Goals policies and their compliance with the Board’s Operational
Expectations policies.

Superintendent Interpretation:
Consistent with Superintendent Evaluation shall mean that all employees are evaluated as aligned with
the Goals policies and in adherence to Operational Expectations.
Evaluating shall mean assessing employee performance through observations, goal setting, and progress
monitoring.
Compliance shall mean district employees are assessed using appropriate evaluation instruments
approved by the state.

Indicators of Compliance:
e 100% of eligible educators are evaluated on cycle in accordance with the Cel-5D Instructional

Framework.
100% of all administrators are evaluated on cycle. Principals and assistant principals are evaluated as
outlined by the AWSP Principal Leadership, District Leadership Team members and all other
administrators are evaluated using the WASA Central Office Administrator Evaluation.
All support personnel are evaluated on cycle using the SKSD Evaluation tool that aligns with Operational
Expectations.

OE-4 Personnel Administration Monitoring Report 02.12.25 - Page 6 of 8


Evidence:
For the 2023-2024 school year, 100% of all certificated staff are evaluated in accordance with state laws.
For the 2023-2024 school year, 100% of all building administrators are evaluated in accordance with state
laws.
For the 2023-2024 school year, 100% of all district administrators are evaluated in accordance with state
laws.
For the 2023-2024 school year, 100% of all classified administrators are evaluated in accordance with
state laws.

OE-4 Personnel Administration
The Superintendent will:
4.11. Ensure that all staff members are qualified and trained to perform the responsibilities assigned to them.

Superintendent Interpretation:
@ Qualified shall mean that district employees will meet district-determined criteria and that employees
maintain the license, certification, or skills required by the position.
e Trained shall mean employees are prepared to accomplish work related tasks and that employees will
work to continuously improve their knowledge, skills, and ability to perform their assigned position.

Indicators of Compliance:
e All professional educators and administrators will be appropriately licensed through OSPI as evidenced
by HR records.
e All employees are trained through Safe Schools.

Evidence:
e All staff met the minimum qualification requirements related to their specific job category.
e All staff participated in annual required training through Safe Schools.
e All staff were provided opportunities for optional training to increase skills and performance.

OE-4 Personnel Administration
The Superintendent will:
4.12. Maintain an organizational culture that positively impacts the ability of staff to responsibly perform their
jobs and allows them to work in an environment characterized by professional support and courtesy.
Superintendent Interpretation:
Maintain shall mean faithfully encourage and foster.
Organizational culture shall mean the system of shared beliefs, values, and norms that influence
employee behavior in the District.
Responsibly perform their jobs shall mean fulfill their obligations and responsibilities outlined in the
job description and meet the expectations of their supervising administrator.
Professional support and courtesy shall mean a respectful workplace free of hostility and void of
harassment and discrimination.

Indicators of Compliance:
e District and Building Survey results will show that 80% of staff respondents agree that they have trust in
their principal/supervisor’s ability to lead them through change.
e All formal written employee complaints of harassment/discrimination (including grievances) are
addressed and resolved according to district policy as evidenced by HR records.

Evidence:
e District and Building Survey results show that 75% of staff respondents agree that they have trust in their
principal/supervisor’s ability to lead them through change.
e See 4.6 related to grievances.
e There was one formal written complaint of harassment/discrimination from employees.

OE-4 Personnel Administration Monitoring Report 02.12.25 - Page 7 of 8


OE-4 Personnel Administration
The Superintendent will:
4.13. Reasonably include personnel in decisions that affect them.

Superintendent Interpretation:
e Reasonably shall mean when feasibly possible either by survey, focus groups, workgroups, or through
employee relations.
e Decisions that affect them shall mean decisions that could impact people directly or indirectly.

Indicators of Compliance:
e 100% of employees are notified of changes to the collective bargaining agreement or to the employee
handbook prior to the change being implemented.

Evidence:
e All CBA’s are ratified by union groups prior to being taken to the board for approval.

OE-4 Personnel Administration
The Superintendent will not:
4.14. Prevent any employee from initiating a legitimate complaint based upon an alleged violation of Board
governing policy.
Superintendent Interpretation:
e Prevent shall mean discouraging or not accepting a complaint from an employee.

e Legitimate complaint shall mean based on an act that goes against SKSD policies.

Indicators of Compliance:
e There are no complaints by employees of prevention of an employee filing a formal complaint against the
district, a fellow employee or community member as evidence in HR records.

Evidence:
e There were no complaints of the type mentioned above in 2023-2024.

OE-4 Personnel Administration
The Superintendent will not:
4.15. Modify his or her own compensation or benefits.

Superintendent Interpretation:
e Modify shall mean change or adjust.
e Compensation or benefits shall mean those that are outlined in the Superintendent’s contract.

Indicators of Compliance:
e The contract of the Superintendent represents exactly what is in his or her contract as evidence by HR and
Payroll records.

Evidence:
e The superintendent contract represents exactly what has been approved by the board.

OE-4 Personnel Administration Monitoring Report 02.12.25 - Page 8 of 8