Department of
Human Resources
Instructional Personnel
Transfer and Overstaff Process
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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.
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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 511.03-1:
Vacancies, Transfers, and Assignments
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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.
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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;
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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
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. 511.03-1 V. A)
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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.
Frequently Asked Questions
Transfer Process
Question
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, 2014. 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.
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Intent/Transfer Timeline
December 2013
Information and Procedures for the Declaration of Instructional
Intention forms distributed to schools.
January 2014
Submission of the Declaration of Instructional Intention forms
February 2014
List of teachers interested in new schools will be forwarded to new
principals. New principals may begin interviewing for transfer
employees.
February 2014
Teachers and principals may begin interviewing transfer
teachers at all schools.
February 2014
Transfer offers will begin to be made.
May 15, 2014
Last day for any instructional employee to submit one
amended Intent Form to DHR.
June 18, 2014
End of open Transfer Period not needing present principal
approval.
June 19-July 31, 2014
Approval needed from current principal or supervisor.
July 31, 2014
All transfers after this date will require level associate
superintendent's approvals.
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Frequently Asked Questions: Overstaff Process
Question
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.
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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
https://jobs.pwcs.edu/WorkSpace
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PWCS WORKSPACE
https://jobs.pwcs.edu/WorkSpace
1. Same username/password as online
employment application.
2. Log in is not the same as ESS
3. E-mails approx. 12/28 reminder of
username and password info.
4. Contact ESC for assistance at
703.791.8050 or Live Chat between
8:30 a.m. and 4 p.m.
1. Employee ID Badge Number on
back of ID Badge
2. DOB ex. 12/12/2014
3. Contact ESC for assistance at
703.791.8050 or Live Chat between
8:30 a.m. and 4 p.m.
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.
Certification Questions
Patty Bennett 703.791.8093
Last Names Starting With Letters
A-L
Melanie Moore 703.791.7465
Last Names Starting With Letters
M-Z
Frequently Asked Questions: Letter of Intent
Question
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 e-mail
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 703.791.8050 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 703.791.8093 (Last Names Starting with Letters A-L)
Melanie Moore 703.791.7465 (Last Names Starting with Letters M-Z)
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EMPLOYEE SELF-SERVICE (ESS)
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EMPLOYEE SELF-SERVICE (ESS)
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Frequently Asked Questions: ESS
Question
Answer
What is the purpose for ESS?
A service for you to change your address, emergency
contact information, e-mail 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.
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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
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