Process Number: 146	Revision Date: 8/30/2012 6:14:00 PM
Revision #: 3	Back | Access Password:

Building a Staff Record - Magic
**PROCESS OBSOLETE**

Office Responsible:

DHR - District - Human Resources

Process Type:

internal

Position Title:	Human Resources Assistant		Author:	All Staff
Cross Trained Staff:	All Staff	Manager:	LMillner	Vice Pres.:	RTemple

Timeline (Deadlines or Time-Constraints) :

What must be done before this process is started:

Hiring

Which processes are waiting for this process:

Additional Earnings Data Input, MIS Reporting

Source documents or communication with information needed for this process:

- New Employee Checklist To be completed/provided by employee (depending on employee classification not all forms are required): - Credential (Academic only) - Oath (Academic only) - SBCCD Personnel System Form - EFT Disposition Form - Retirement Information Form - I-9 Employment Eligibility - TB Test Result (Academic only) - Fingerprint Card Receipt (Academic only) - Warrrant Recipient Designation - Emergency Information Form - Transcripts (Academic only) - Experience Verification - STRS Beneficiary Form (Academic only) - Sick Leave Transfer Form (if applicable) For full-time employees only: - Medical Plan - Dental Plan - Life Insurance - Employee Assistant Program (HHC) To be completed by staff: - District Notice of Employment - Statement of Qualifications - Board Agenda Item - Employee Folder - Notice of Employment - Contract (Academic only) - Retirement Forms

What is the end-result of this process, or the hand-off

Creation of employee record in Magic system

What steps must be taken independent of the computer system (Manual Process)

Contact new hire to make appointment to fill out necessary paperwork. Divisions to provide application packet for short-term/substitute pool. All forms with multiple copies are to be separated and distributed to the appropriate departments as specified at the bottom of each form, I.e., Personnel, Payroll, County, etc.

Which steps must be taken on a computer (Electronic Process):

For Short-term/Substitute and Adjunct employees use the Personnel System form and W-4 to enter information in the following screens: - Employee Attributes - Employee Events - Employee Tax/Retirement For full-time Classified and Academic Employees use the Personnel System form, W-4 and application requirements to enter information in the following screens: - Employee Attributes - Position Control - Position Attachment - Employee Events - Employee Tax/Retirement - Additional Earnings Depending on the employee`s degrees and certificates achieved or additional responsibilities, e.g., Masters, Ph. D. or Dept Head, additional earnings can be entered to add to the employee`s regular salary.

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

- CTA Agreement - Sexual Harassment Policy - Workers` Comp. Handbook

Notes (Cautions, suggestions for improvement, etc.)

The function of building a staff record in Human Resources have been divided by the following: Vivian Gaitan: Full-time Academic and Management Melissa Sanger: Short-term/Substitutes and Adjuncts Mary Ward: Full-time Classified Human Resources has another system, GreenTree, used only to track all applications received.