Re-Hire or Hire a District Employee to a New Position

Applicable Roles

• HR Admin
• HR Team
• Business Office 

Prerequisites:

• An Introduction to Profiles and Tasks
• Creating and Editing Profiles
• Creating and Editing Tasks 
• Using Tags
• Employee Task List Management
• Employee Task Profiles Overview

Selecting and Setting Up the Correct Task Profile

Contents

Hire an Existing Employee to New/Different Position

Hire an Existing Employee from a Tracker

Selecting and Setting Up the Correct Task Profile

When hiring an existing employee, or re-hiring a past employee, the first step is to ensure that there is an Employee Task Profile that suits the onboarding needs for the existing employee entering the new position. These Profiles may just include benefit forms and tax withholding forms to update. Once verified - proceed to Step 1 in either set of Hire Instructions below. 

1. To check your district's employee onboarding profiles, navigate to: Task Management / Task Profiles / Profiles
2. In the "Use Type" column, filter to search for "employee" as this will only list profiles that have been created for existing employees:

Please Note: If the profile you require is not already created, please contact your Solution Architect. 

Hire an Existing Employee to New/Different Position

1. From the left navigation menu, select one of the following (the rest of the actions are the same on either grid):
   • All Employees - If the employee has been hired previously and is not currently an Active Employee
   • Active Employees - If the employee is active and is being hired to a different position

2. Use the filters under either Staff ID or Last Name Columns to find the employee, then check the box to the left of their ID and Last Name. 

3. From the Select Action menu above, select "Employee Task List":

   

4. Next, in the pop-up window, select the appropriate Task Profile for the employee and click "Generate Employee Task List" to activate the Profile and send the tasks associated within it:

   

   *Please note the red number in this window, and ensure it matches the number of employees you selected*

5. If the profile you selected has Tags enabled, the forms and notifications attached to the tags will be listed with checkboxes:

   

6. Check the boxes for the forms/notifications that need to be sent to the employee and click "Generate Employee Task List" to activate the profile and send the selected items. 

Please note - any boxes not checked will NOT be sent to the employee. 

Hire an Existing Employee from a Tracker

Access the Tracker you are hiring the candidate for: Recruiting / Trackers / Open or All Trackers

1. Click the magnifying glass next to the Tracker name to open it and then click the "Tracker Candidates" tab:

   

2. Click the magnifying glass for the successful candidate you are hiring. This will take you out of the Tracker and directly into the Candidate's Details. 

   Click "Hire":

   

3. On the Hiring Options pop-up screen, proceed as you normally would, but from the "New Hire is an Existing Employee" drop-down menu, select the new hire's name:

   

   1. Initiate Selected Task Profile - box is checked
      1. This should default to checked but ensure that it is checked. If the box is unchecked or the field is listed as "No", click "Cancel" and ensure that that Onboarding Profile is listed within the job posting.
   2. Verify the Task Profile is correct
      1. If it's incorrect, return to the Job Posting click "edit" in the details section, navigate to External and Internal Job Settings, and correct the Onboarding Profile there
   3. Verify these *required fields (Note: These fields are editable if incorrect):
      1. Job Title
      2. Work Location
      3. Hire Date
   4. Change District Applicant Status to "Hired"
   5. Add Birthdate, SSN (If you already have this information)
   6. Click "Save"

This will prevent a NH record from being created for this new hire, and it will tie the new hire to their existing record in SchoolFront from when they were previously employed with the district.

Please Note: Be sure to update their position and information in the financial system so that when the information for the new hire comes over in the feed, it will update the record in SchoolFront with the new hire's new position, address, etc.