0. Department of Human Resources
Department of Human Resources Instructional Personnel Transfer and Overstaff Process

1. Outcomes
Distinguish between voluntary and involuntary transfers and overstaff (reassignments).
Become familiar with the processes and timelines of each placement.
Understand best practices in communicating with identified personnel.
Become knowledgeable of how to utilize the PWCS WorkSpace and letter of intent.

2. Essential Questions What is the employee’s role?
What are the administrator’s roles and responsibilities for staffing?
What is the role of the Department of Human Resources (DHR)?
Where can I find more information?
Regulation : Vacancies, Transfers, and Assignments

3. Transfers
Voluntary Transfer – when a teacher initiates a request to transfer to another location through the instructional intent form and transfer process.
Involuntary Transfer – when, in the best interest of the School Division, a teacher has been assigned to a different location and/or position with the approval of the Superintendent. Placement is made by the appropriate Associate Superintendent.

4. To be eligible for Transfer, an employee must:
Have submitted an Intent/transfer form indicating an interest to transfer: (In December, information and procedures regarding the Declaration of Intent will be distributed to the schools);
Have no “Not Meeting Standard” or more than one “Approaching Standard” ratings in any performance category, nor a Professional Improvement Plan;
Hold an active endorsement in the area requested;
Be highly qualified for the position;
Have completed one successful year (at least 65% of the school year) with satisfactory performance in all categories;

5. Transfer Responsibilities
Teacher
Administrator
DHR
Complete and submit the Intention/Transfer form to include positions and locations desired
Determine current or anticipated vacancies
Distribute information and procedures for the Declaration of Intent in December
Update online application, resume, and supporting documents located on the PWCS WorkSpace
Review transfer lists and contact selected candidates to schedule interviews
Compile and distribute lists of all teachers requesting transfers to schools
Review vacancies for specific job postings and apply for them on the PWCS WorkSpace
Submit requests for offers to DHR via workflow process
Process all workflow requests recommending offers for transfer and contact teachers to offer positions
Notify candidates who were interviewed but not selected
Process all changes in teacher assignments and contracts based on transfers
Notify the schools affected by the transfer of an employee

6. Overstaff (reassignment)
When a position needs to be eliminated due to changes in budget, program or student enrollment, employees will be identified as an overstaff for placement into a new assignment.
The teacher’s seniority date will be utilized to identify overstaffs eligibility. However, the administration shall give consideration to the needs of the curricular and co-curricular programs within a school. (Reg V. A)

7. Overstaff Responsibilities Teacher Administrator DHR
Upon official notification from DHR, the teacher should complete and submit the Professional Preference form (included with notification)
Determine needs of school or location and contact DHR to discuss possible overstaffs for the upcoming year
Consult with the school administrator on the reassignment process and work with teachers to determine their individual needs
Review current vacancies. Teachers have the option of participating in the transfer process
Notify teachers affected
(meet individually)
Create and distribute names of overstaffed teachers and their qualifications
Contact the appropriate DHR supervisor with questions and concerns
Submit recommendations to DHR
Place overstaffed employees in available positions for their current assignments or endorsed area
Accept a placement offered by DHR
Note: All assignments will remain at the school or location until a placement is completed
Process all changes in teacher assignments and contracts based on placement
Notify the schools affected by the placement of an overstaffed employee
If an employee refuses an overstaff placement equivalent to
their current assignment or within their endorsement area,
the employee shall be considered to have resigned his or
her employment with PWCS.

8. Frequently Asked Questions Transfer Process
Answer
Can I put “West,” “East,” or “All” locations on my transfer form?
No, please list the names of the schools you would like to avoid any confusions. A limit of 10 schools will be notified of your intent to transfer. However, if you submitted a request to transfer, you may transer to locations not on your list.
What if I change my mind and do not want to transfer or want to transfer to a different location?
You may amend your online transfer form one time by May 15, You do not have to accept a transfer offer
Can I change my mind after accepting a transfer?
No, once you have accepted a transfer placement, this will be your assignment for next year
Can I contact the schools I am interested in transferring to?
Yes, you may send a copy of your resume to the schools. However, schools are under no obligation to interview you for a vacancy.
If offered a position, how long do I have to decide if I will accept?
Schools would like to know immediately if you will accept an offered position. However, most will allow 24 hours for your decision.

9. Intent/Transfer Timeline
December Information and Procedures for the Declaration of Instructional Intention forms distributed to schools.
January Submission of the Declaration of Instructional Intention forms
February List of teachers interested in new schools will be forwarded to new
principals. New principals may begin interviewing for transfer
employees.
February Teachers and principals may begin interviewing transfer
teachers at all schools.
February Transfer offers will begin to be made.
May 15, Last day for any instructional employee to submit one
amended Intent Form to DHR.
June 18, End of open Transfer Period not needing present principal
approval.
June 19-July 31, Approval needed from current principal or supervisor.
July 31, All transfers after this date will require level associate
superintendent's approvals.

10. Frequently Asked Questions: Overstaff Process
Answer
If I am overstaffed, does that mean I do not have a job for next year?
No, if identified as an overstaff, your benefits will remain in place. You will remain an employee of PWCS but placed in a new location and assignment.
Will I receive a new contract?
Yes, a new contract with the new assignment and location will be sent to you.
If I am identified as an overstaff, can I apply for a transfer?
Yes, we actually encourage you to seek a transfer to a new location prior to DHR placing you in a vacant position.
Will consideration be given to me for where I live or my preferences for placement?
Yes, please let DHR know if you have any preferences of location or positions during this process. Although we cannot make any guarantees, this information will be helpful with your placement.
If a similar position opens up at the school where I was overstaffed, will I be moved back to that positions?
This depends on timing and the needs of the schools involved. Normally if the school year has begun a move back to the original location may not be possible. 10 10

11. Where Do You Find The Letter of Intent?
As of January 2, 2014, the Letter of Intent will
be located in your PWCS WorkSpace
PWCS WorkSpace can be access through:
* PWCS WorkSpace icon located in the Novell applications.
* pwcs.edu website under Employment and click on “Go to Online Application.”
* PWCS WorkSpace web address

12. PWCS WORKSPACE

13. Same username/password as online employment application.
Log in is not the same as ESS
s approx. 12/28 reminder of username and password info.
Contact ESC for assistance at or Live Chat between 8:30 a.m. and 4 p.m.
Employee ID Badge Number on back of ID Badge
DOB ex. 12/12/2014
Contact ESC for assistance at or Live Chat between 8:30 a.m. and 4 p.m.

16. When changes are submitted in ESS, these changes will not be reflected on the letter of intent. *Remember, your ESS and PWCS WorkSpace will not have the same username and password.

21. Certification Questions Patty Bennett 703.791.8093
Last Names Starting With Letters A-L
Melanie Moore Last Names Starting With Letters M-Z

23. Frequently Asked Questions: Letter of Intent
Answer
I changed my address in Employment Self Service (ESS) as the Letter of Intent stated but it is not reflecting the new address on the intent form?
Any changes will not reflect on the letter of intent. The ESS and Winocular are two different information systems.
I tried using my PWCS WorkSpace username and log in for ESS but it does not work.
Your username and log in for ESS is different from Winocular. Please go to the ESS website located at pwcs.edu under Employment/Benefits for more information.
I don’t know my PWCS WorkSpace username and log in.
Your username and password is the same as your online employment application. However, an will be sent to you the last week of December to assist with the username and password. You may use your employee id badge number, last four of your social security number and date of birth to log into your PWCS WorkSpace. If you have further questions, please feel free to contact the Employment Service Center at or Live Chat between 8:30 a.m. and 4 p.m.
The certification information does not reflect my most recent endorsements.
Please contact your Certification Specialist:
Patty Bennett (Last Names Starting with Letters A-L)
Melanie Moore (Last Names Starting with Letters M-Z)

24. EMPLOYEE SELF-SERVICE (ESS)

25. EMPLOYEE SELF-SERVICE (ESS)

26. Frequently Asked Questions: ESS
Answer
What is the purpose for ESS?
A service for you to change your address, emergency contact information, address, telephone number, changes in benefits during open enrollment, and view your compensation information.
How do I get to the ESS?
ESS is located on the pwcs.edu website under Employment/Benefits/Employee Self Service. You must use a computer at your school or department. Home access is not available at the present time.
What username and password do I use to log into ESS?
Your username and password is different from your PWCS WorkSpace username and password. Your ESS username is the last 6 digits of your social security number and up to 10 letters of your legal first name in all caps. At the ESS website, login directions and a tutorial is available for you to include creating and resetting your password.
May I submit my employment application or supporting employment documentations on ESS?
No, this may only be done through PWCS WorkSpace or through the pwcs.edu website on the online employment application.

27. Department of Human Resources
Amy White, Director, Human Resources
Michele Salzano, Supervisor, Elementary & Sped Employment
Christi Hetrick, Administrative Coordinator, Elementary
PJ Hancock, Supervisor, Middle School & Sped Employment
Tony Jones, Supervisor, High School & Sped Employment
Dina Mize, Supervisor, Classified Employment
Julie Vuillemot, Administrative Coordinator, Classified Employment
Darlene Faltz, Supervisor, Recruitment & Specialty Programs
Julie Curry, Administrative Coordinator, Recruitment