General Program Knowledge
The number of school programs we have.
Bonus: The exact number of ASES (middle school), ASSETS (high school), and K-8 (elementary) schools
What is...
17 school site programs
Bonus: 8 ASSETS (HS), 7 ASES (MS), & 2 K-8 (Hawking 1, Hawking 2 - ASES)
The two SBCS pay periods and the regular pay days each month
What is...
the 12th - 26th & 27th - 11th
the 2nd & 17th
*review the Payroll Calendar
The location of all BASP procedures
What is...
BASP Information & Resources Binder AND Before & After School Programs Sharepoint ('intranet") folder
The very first step to hire a staff.
What is...
Request for your coordinator to create a job posting to be published so you can start receiving candidates in the Recruiting tab of Paylocity
The regular date and time of each monthly supervisor meeting
What is...
The second Tuesday of each month from 10 AM - 12 PM
The electronic system school sites uses to track program enrollment, activities, and attendance
What is...
Cityspan
The name of the Fiscal staff who emails out Timesheet reminders and instructions for approval
What is...
Elizabeth Armas
The process to request Time Off
What is...
Submit a Paylocity Time Off request and wait for supervisor approval
Bonus: Send a calendar invite to supervisor to place Time Off in calendar for reminder
The requirements/documents a candidate needs to be hired as a Youth Leader (aka, the documents needed before we can extend an offer to a candidate)
What is...
1. Professional Resume
2. Provide transcript or proof of completion of 48 college credits or degree OR passing IA exam
3. Letter of Recommendation (1) OR 3 references
4. Documentation showing negative tb test valid within past year
5. Completed first and second interview questions
Bonus (+25 pts): Hiring process form
The recommended number of team meetings Supervisors should hold with their teams each month
What is...
Twice a month (bimonthly)
The meaning of ASES and ASSETS
What is...
After School Education and Safety (ASES)
After School Safety and Enrichment for Teens (ASSETS)
The conditions in which a meal break waiver is needed.
Bonus (+50 pts): Describe the procedure for submitting a meal break waiver
What is...
If employees will complete their workday in six (6) hours, employees may waive their meal period.
Bonus:
1. Employee completes Meal Waiver Request Form and submits to supervisor (either prior to, or immediately after, specified shift)
2. Supervisor reviews and approves Meal Waiver Form.
3. Supervisor leaves note on specified day stating something similar to "Meal Break waived. Supervisor approved."
4. Supervisor uploads Meal Break Waiver into Paylocity
The procedure for staff resignations
What is..
1. Staff notifies supervisor and submits a resignation letter or email with last day of work
2. Staff or Supervisor sends email to SBCS Coordinator, Director, and CC's HR Specialist Karina Acuna
3. Supervisor ensures staff's final timecard is completed and approved 2-3 days before last day of work
This document must be submitted to Program Coordinator/Director after a new staff's site onboarding is completed, and at the beginning of each school year for all continuing staff.
What is...
The School Based Training & Onboarding Checklist
The SBCS required Supervisor Annual Trainings
What is...
1. Confidentiality & Mandated Reporting
2. Crisis-Intervention/De-escalation & Home visitor Safety
3. Cultural Competency
4. Trauma-Informed Care
5. Motivational Interviewing
6. Paylocity Trainings
The documentation required to be compliant with the ASES and/or ASSETS grants
Bonus (+ 25 pts): If you can list for both program types
What is...
ASSETS:
- Student Program Enrollment/Registration forms
- Daily attendance sheets (completed properly)
ASES:
- Student Program Enrollment/Registration forms
- Daily attendance sheets (completed properly)
- Early Release Forms and Late Arrival Forms (as needed)
Describe where and how to upload an OT Request Form and a Meal Waiver Request Form
Bonus: State how to find the Request Forms
What is...
Upload forms in Paylocity by going to:
- HR & Payroll
- Select Employee's last name
- Select Documents
- Select Add Document Time Off
- Upload document and save
Bonus:
- Can be found in the Sharepoint (aka Intranet) by going to "Documents" and then the Human Resources folder or the Before and After School Programs folder within the electronic binder documents
The procedure for Employee Injury & Worker's Compensation
Bonus (+25 pts): Do we report and offer worker's comp for a minor incident/injury (i.e. employee gets hit in shoulder from soccer ball during practice)?
What is...
1. Offer immediate medical attention & document accident details
2. Notify supervisor immediately. Notify HR (Miguel Silva) asap or within 24 hours even if no medical attention is needed at the time.
3. Provide employee with necessary documents:
- Time of Injury packet
- Employee Injury Report (complete immediately)
- WC Authorized Medical Facilities
- Doctor's Care Declination form
4. Supervisor must complete Investigation Report of Injury and submit to HR
5. HR will connect with employee to get needed documents
Bonus: Yes
The tasks needed to be completed by/with the new youth leader after they attend New Hire Orientation and within the first two weeks of the staff's start date
What is...
1. Final Paylocity onboarding tasks, such as Anti-Harassment training
2. BASP School Based Training & Onboarding Checklist
3. Finalize their work schedule and share with Program Coordinator
The additional meetings we recommend for Supervisors to attend for development (list only one).
Bonus (+25 pts): State who hosts the meeting/s
What is...
Any of the following:
1. HR Talks (HR)
2. Program Coordinator/Supervisor Meetings (HR/Araceli Ramos)
3. SUHSD Monthly ASES/ASSETS Meetings (State & Federal or Leila & Cesar)
The time period in which programs are audited when assessed for grant renewal
What is...
Calendar Year (January 1st - December 31st)
A Youth Leader's normal shift is from 6:30 AM - 8:30 AM and 3:00 PM - 6:00 PM. Youth leader needs to attend a training one-day from 10:00 AM - 2:00 PM. Youth Leader forgot to clock in after the early AM shift. Describe what the timecard will look like for this day and what would need to be completed.
What is...
- Add an additional row for the extra hours.
- Have Youth Leader complete an OT request form for the 1 hour of OT and then Supervisor uploads into Paylocity
- Supervisor adds a note on specified day to state the reason for OT and provide supervisor approval.
- Youth Leader reviews hours for accuracy and approves timecard
The new procedure for CWS reports
What is:
1. Ensure student's immediate safety, and potential lack thereof, at home.
2. Gather all relevant information and details
3. Notify Supervisor and District & SBCS Coordinator
4. Connect with SBCS Clinical Director for guidance. In the meantime, District personnel are informed and beginning their procedure of notifying admin and parent/guardian
5. Complete CWS portal report process to screen for urgency level of report (written, verbal, or both)
6. Submit written report to SBCS tracker and all relevant parties
The function required to be changed in the Job Dashboard once a candidate has moved through each stage of the screening and interviewing process in order to track candidate status.
What is...
The Orange Application Status Drop down menu
The BASP Additional General Supervisor Expectations ONLY 3 (listed in the Supervisor Expectations section of the BASP Information & Procedures Handbook)
What is...
1. Collaborate
2. Shadow
3. Site Auditing
4. Program Monitoring
5. Communication
6. Team Meetings
7. Trainings