< back to welcome page 1 Recruitment 2 Eligibility 3 Selection 4 Enrollment 5 Receiving (or Providing) Services 6 Transition 7 Admin/Operations

7.3Fiscal
7.3.1Fiscal Policies 7.3.2Payroll
7.3.2.1Payroll Calendar 7.3.2.2Pay Card 7.3.2.3Payroll Adjustment 7.3.2.4PTO Cash Out 7.3.2.5Direct Deposit 7.3.2.6Pay Stubs 7.3.2.7Year End Tax Forms 7.3.2.8W4
7.3.3Accounts Payable
7.3.3.1Center Codes 7.3.3.3Employee Mileage
7.3.4Purchasing
7.3.4.1Purchase Requisition/Check Request 7.3.4.2Packing Slip 7.3.4.3Capital Assets 7.3.4.4Grocery Store Accounts
7.3.5In Kind

7.4Facilities Maintenance
7.4.1Maintenance/Inventory Request in FMX 7.4.2Material Safety Data Sheets (MSDS)

7.5Human Resources
7.5.1Personnel Policies and Procedures
7.5.1.1Job Descriptions 7.5.1.2Performance Evaluations 7.5.1.3Education Requirements & Resources 7.5.1.4Wage Increases 7.5.1.5Workplace Violence Prevention Plan 7.5.1.6Professional Development Hours
7.5.2Employee Supervision
7.5.2.1What is Supervision 7.5.2.2Foundation for Leadership 7.5.2.3Tools for Effective Supervision 7.5.2.3.1Performance Management 7.5.2.3.21:1 Practice 7.5.2.3.4Conducting Performance Evaluations 7.5.2.3.5Disciplinary Action Overview 7.5.2.3.6Conducting Disciplinary Action 7.5.2.3.7Levels of Disciplinary Action 7.5.2.3.8Documenting Disciplinary Action 7.5.2.4Harassment and Discrimination 7.5.2.4.1Retaliation 7.5.2.5Supervision Training 7.5.2.6Viewing an Employee Record in Paycom
7.5.3Benefits
7.5.3.1Medical, Dental, Vision, Telemedicine & Life Insurance 7.5.3.1.1Benefits Enrollment 7.5.3.1.2HSA Enrollment 7.5.3.1.3Benefits Advocacy Team (BAT) 7.5.3.1.4Accessing Benefit ID Cards and Online Portals 7.5.3.1.5Employee Assistance Program (EAP) 7.5.3.2401(k) Retirement Plan 7.5.3.2.1401(k) Eligibility 7.5.3.2.2401(k) Enrollment 7.5.3.2.3401(k) Changes 7.5.3.3Employee Referral Program 7.5.3.4Education Stipend 7.5.3.8Employee Waitlist Incentive 7.5.3.9Employee Recognition
7.5.4Time and Attendance
7.5.4.1Meal Waiver – Employee Shift Six Hours or Less 7.5.4.2Meal Waiver – 10-12 hours 7.5.4.3Employee Late/Missed Meal Break 7.5.4.4On-Duty Meal Period Waiver
7.5.5Safety
7.5.5.1Work-Related Injuries/Illnesses 7.5.5.2Workers’ Compensation Nurse Triage 7.5.5.3Workers’ Compensation In-Person Treatment 7.5.6.1Shasta Head Start COVID-19 Mitigation Policy 7.5.6.2Staff Illness Exclusion
7.5.9Miscellaneous HR
7.5.9.1Child Development Permits 7.5.10Sub Line
7.5.11Volunteers 7.5.12Reduced Schedule

7.7Information Technology
7.7.1Copiers 7.7.2Mango Sign Request 7.7.3Social Media Posting Request

7.9Other Administrative
7.9.1Travel and Per Diem 7.9.2Ordering Business Cards
8 ChildPlus 9 Learning Paths

7.5.10


Sub Line

Subline Process

Substitutes (Subs) are an integral part of staffing Shasta Head Start and keeping classrooms open. All Substitutes will have a home center to which they report to unless otherwise told. Substitutes will be used to cover both planned and unplanned situations where additional coverage is needed at a center.

All substitutes are scheduled by the Human Resources Training & Development Specialist (HRTDS) Primary Caregiver Substitutes are supervised by Child Development Services Manager – EHS and Teacher Substitutes are supervised by the Child Development Services Manager.

Head Teachers & Site Supervisors will check their work phones at the start of their shift. They will email the sub line with all employee absences they are unable to fill internally. The email will include the following: absent employee’s name, position, work schedule, center, and if the Sub needs to be fully qualified and permitted. This request will then be scheduled into the Sub line calendar by the HRTDS. An email will be sent to both the home center SS/HT and the SS/HT who submitted the request. Subs will be prioritized for centers that cannot meet ratios or cover breaks.

When possible, Subs will be notified the week prior to any prescheduled sub requests. Every effort is made to schedule Subs ahead of time, however; this is not always possible, and Subs may receive calls after 7:15 am, the day they are needed for work. If a Sub receives a call from the Sub line via voicemail or text, they MUST reply to (530) 691-5590 to confirm the time and location they are needed.

The HRTDS will begin checking the Sub line email by 7:00 am and coordinate any last-minute call-ins. They will then contact the Subs via phone call, text, and/or voicemail if they need to work at a different location. The HRTDS will let the appropriate Child Development Services Manager know if they do not get into contact with a particular Sub. If a Sub is scheduled to work at a particular center and does not show up to that center the Head Teacher or Site Supervisor must let the appropriate Child Development Services Manager know as soon as possible.

If a Sub is needed mid-day, the HT/SS will be responsible for calling the Subline to submit the last-minute request. Subs will be scheduled as available.

Head Teachers or Site Supervisors are required to complete the On-Site Child Supervision Training and the Employee Checklist for Success (modified for Substitutes) with each Sub the first time they are scheduled at your site. This is to be done prior to the Sub working in the classroom.

Subline Guidelines

Head Teachers and Site Supervisors will support in the training and supervision of Substitutes by ensuring the following are completed accordingly. 

  • On-Site Child Supervision Training
  • Modified Employee Checklist for Success
  • Classroom Information for Substitutes

Supervisors will use the guidance in the Supervision of Substitutes to understand their role when Substitutes are at their center.

Each teaching team will complete the Classroom Information for Substitutes.  The form will be kept in the back of the child sign-in binder and be kept up to date. 

Substitute Guidelines:

    • If you are unable to work your scheduled shift, please call/text your supervising Child Development Services Manager as soon as possible, but no later than 7:00 am and leave a message stating that they are unable to work. The appropriate Child Development Services Manger will notify the Subline and the Home Center or requesting HT/SS of the Substitutes absence. 
    • Please make sure to CLOCK-IN and CLOCK-OUT as well as SIGN-IN and SIGN-OUT on the Center/Office Staff sign in/out sheet.
    • Rest and meal breaks are required by law, make sure that you are taking your appropriate breaks. Check with the center staff to determine your break schedule for the day.
    • You may be asked to work different centers in the same day. If so, you will need to log your mileage between centers for reimbursement.

Process for Assigning Coverage When No Subs Are Available

  1. Verify Sub Availability: Confirm that substitutes have been assigned based on the highest areas of need and that no additional subs are available.
  2. Notifications: If no subs are available, the HR Training & Development Specialist (HRTDS) will let the requesting center know, ensuring to include the Subline email group in the email response. If needed, the Area Managers will then temporarily keep their requesting center/classroom running.
  3. AMs Request Additional Help: The AMs will send an email to the Subline indicating that extra help is needed from Admin staff.
  4. Determine Admin Coverage: The HR Manager and the HRTDS will collaborate with Managers to decide which Admin staff member(s) can be temporarily utilized at the center in need.
  5. Update the Calendar: The HRTDS will record the Admin coverage assignment on the Subline Calendar.

Resources: