1. HR 101: A Primer for Newbies
Dr. Kimberly C. Chambers
Director of Human Resources
Adlai E. Stevenson HSD 125

2. Purpose of today’s conversation
Discuss the key HR Administrator responsibility
Learn tips and tricks from an old veteran HR administrator in managing the responsibilities of this role
If this is your first or second year in HR, this is the place for you!
If you have been in HR longer, please jump in an contribute.

3. What is the primary responsibility of an HR Administrator?

4. We protect the Board and District. How?

5. Setting and Monitoring Culture
We demonstrate our culture to our candidates and new employees from our first interactions with them
Welcoming, understandable hiring processes
Respond to requests quickly and accurately
Friendly, embracing onboarding process
We demonstrate our culture in how we interact with our employees
Respond quickly and accurately
Treat everyone with respect, even when having difficult conversations
We demonstrate our culture in how we support our administrators
Provide adequate guidance and training
Provide the necessary resources for them to complete the HR-related portions of their jobs

6. Providing Effective and Timely Communication
We notify employees of policies, procedures, and other necessary information
We notify supervisors of the same
We serve as problem-solvers
We work closely with employee groups (unions, associations, administrative teams)

7. Competently Negotiating and Writing Policy
Collective Bargaining
We know the mandatory topics of bargaining
We negotiate on behalf of the Board but remember that we all need to work together after the process is over!
We know the CBA better than anyone
We manage the CBA
We make sure that others understand the CBA
Board Policy
We write compliant policy
We know the policy
We manage the policy
We train others on the policy

8. Providing Supportive Supervision and Evaluation
We write and implement evaluation plans and protocols for faculty, administrative staff, and support staff
Improve performance
Recognize excellent performance
Document sub-standard performance
We provide professional development and training for managers and evaluators on
Appropriate documentation
Use of the plan/protocol
Importance of process and deadlines
We create employee handbooks…and keep them updated

9. Appropriately Managing Information & Data
We gather necessary information and keep it organized and updated
Personnel files (paper, digital)
Human Resources Information Systems
We appropriately store and manage medical and HIPAA files
We appropriately store and manage investigation files

10. Compassionately Handling Employee Discipline
We follow the CBA, Board Policy, state statute, and federal statute – and we train others to do the same
We treat employees fairly and in a non-discriminatory fashion
We do not make employment decisions based upon protected factors
We document, document, document! (And ensure that others do the same)
What did the employee do?
What should the employee have done?
What was the impact of the employee’s actions?
What do you expect from the employee in the future?
Legalese… (right of rebuttal, union representation, information in the personnel file, etc.)

11. Creating Careful and Compliant Hiring and Staffing Practices
We create recruitment plans
What is your District looking for? Develop a profile
We hire great employees
Legally-compliant process
Properly licensed and endorsed
We appropriately assign employees to best serve the students’ and district’s needs
Ensure compliance with FLSA (work hours, overtime, lunches, breaks); exempt and non-exempt status
We do not move around poor performers
We manage releases, RIFs, and dismissals
We provide induction and mentoring programs to new employees

12. Monitoring and Managing Compensation & Benefits
We administer programs fully and without bias
We serve as a resource to all staff members (on all sorts of things!)
We benchmark salaries and benefits against comparable districts
We research trends in salary and benefits and make recommendations

13. Delicately Handling Investigations & Complaints
We respond graciously to threats of lawsuit, EEOC complaint, and Wage & Hour violation allegations
“Here’s my contact information”
We respond to and manage complaints and grievances
We thoroughly and quickly complete investigations
Harassment
Misconduct
Title IX
Discrimination

14. Decision Making Cheat Sheet
Do I have both all sides of the story?
What does the state school code say?
What does my district’s CBA say?
What does my district’s board policy say?
What is the history around this issue? What is my district’s past practice?
Would I make the same decision for any other employee?
Can I defend my decision to … my superintendent? My Board? The Association President? A reporter? A Hearing Officer or Judge?

15. Resources Your District’s: An HR Mentor State School Code
Legal Counsel
CBA/s
Board Policy
Evaluation Plan/s
Employee Handbook/Manual/s
An HR Mentor
State School Code
State Pension Sites
National Labor Relations Board
US Department of Labor
FMLA
Wage and Hour Division
EEOC
US DOJ/Office of Civil Rights
ADA
State Licensure/Certificate websites

16. Professional Resources
American Association of School Personnel Administrators (AASPA)
Boot Camp
Annual Conference – Fall
State-Level Organizations
Illinois Association of School Personnel Administrators (IASPA)
Society of Human Resources Management (SHRM)

17. Remember… Ask lots of questions Be consistent
Make defensible decisions
Act in a purposeful manner
Remember to be gracious and kind – even when (especially when) others are not
Forgive yourself your mistakes

18. Questions?