Employment Agreement Maintenance

The Employment Agreement Maintenance module allows districts to create required agreements and send them directly to select employees in order to be reviewed and signed. The Employment Agreement Maintenance module also allows users to track pending agreements, signed agreements, as well as create templates that can be used to create agreements.

Pending Agreements

1. From the Human Resources menu, click Employment Agreement Maintenance.

2. Click the Pending Agreements tab to review agreements created for employees that have not been reviewed and signed (completed) by said employees.

3. To review pending agreements, start by entering the applicable search criteria, such as the applicable facilities. To filter pending employee agreements by facilities, select the schools from the Facility pull-down. Note: You can select as many facilities as needed from the pull-down.

You can search by as many or as few filters as needed.

4. Select the applicable Fiscal Year from the pull-down.

5. Select the applicable Pay Type(s) from the pull-down.

6. Select the applicable Contract Type(s) from the pull-down.

7. To filter pending agreements by the type of Template used, select the applicable Template(s) from the pull-down.

8. To filter pending agreements by the Agreement, select the applicable Agreement(s) from the pull-down.

9. Once all filters have been set, click Get Agreements.

The Pending Agreements report displays the Employee, Pay Type, Contract Type, Agreement name, Facility, Fiscal Year, Published Date (the date the agreement was sent to the employee), and the Deadline Date (the date by which the employee must read and sign the agreement).

10. To View the agreement, click the corresponding button.

a. Scroll to the bottom of the screen and click Close or click the black X to close the pop-up window.

11. Click Print to open the agreement in a PDF print preview.

To print, click the printer icon located in the upper right corner of the screen. Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

a. Click the black X to close the pop-up window.

12. Click Send Reminder to send an email to the employee reminding them that an employment agreement is pending review via the Employee Self Service (ESS) module. Employee can click the link in the email to navigate to Employee Self Service (ESS) > Employment Agreements > Pending Agreements tab.

Click Remind All to quickly send a reminder to all employees listed who haven't signed the agreement.

13. Click the Cleanup button to remove agreements that have expired or are no longer valid.

a. To remove agreements, select the Agreements from the corresponding pull-down.

b. Select the applicable Fiscal Year(s) from the pull-down.

c. Select the facilities from the Facility pull-down.

d. Select the applicable pay types from the Pay Type pull-down.

e. Select the contracts from the Contract Type pull-down.

f. Select the Template(s) from the pull-down.

g. Select the Expired check box to mark the agreements as expired as they are removed.

h. Once all criteria has been entered, click Cleanup to remove the selected agreements.

Once the agreements are removed, the changes cannot be reversed.

i. Clicking Cleanup opens a pop-up window. To proceed with the removal of the agreements, click OK. Click Cancel to close the pop-up and return to the Pending Agreements tab without making any changes.

Signed By Employee

1. From the Human Resources menu, click Employment Agreement Maintenance.

2. Click the Signed By Employee tab to review agreements that have been reviewed and sign by employees.

3. To review completed agreements, start by entering the applicable search criteria, such as the applicable facilities. To filter completed employee agreements by facilities, select the schools from the Facility pull-down. Note: You can select as many facilities as needed from the pull-down.

You can search by as many or as few filters as needed.

4. Select the applicable Fiscal Year from the pull-down.

5. Select the applicable Pay Type(s) from the pull-down.

6. Select the applicable Contract Type(s) from the pull-down.

7. To filter completed agreements by the type of Template used, select the applicable Template(s) from the pull-down.

8. To filter completed agreements by the Agreement, select the applicable Agreement(s) from the pull-down.

9. Once all filters have been set, click Get Agreements.

The Signed By Employee agreements report displays the Employee, Pay Type, Contract Type, Agreement name, Facility, Fiscal Year, Published Date (the date the agreement was sent to the employee), the Signed Date, and the Deadline Date (the date by which the employee must read and sign the agreement).

10. To View the agreement, click the corresponding button.

a. Scroll to the bottom of the screen and click Close or click the black X to close the pop-up window.

11. Click Print to open the agreement in a PDF print preview.

To print, click the printer icon located in the upper right corner of the screen. Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

a. Scroll to the bottom of the screen and click Close or click the black X to close the pop-up window.

View/Create Agreements

1. From the Human Resources menu, click Employment Agreement Maintenance.

2. Click the View/Create Agreements tab to create new agreements or view existing agreements to be reviewed and/or edited.

3. To create agreements, start by entering the information that applies to the agreement, such as the Template, the Pay Type, etc.

4. Select the agreement Template to be used as a base from the agreement from the corresponding pull-down. See the Agreement Templates section for more information.

5. Select the applicable Pay Type(s) from the pull-down.

6. Select the applicable Contract Type(s) from the pull-down.

7. Select the applicable facilities from the Facility pull-down; you can select as many facilities as needed from the pull-down.

8. Select the Employee(s) to which the agreement will be applied from the pull-down.

Selecting employees from the pull-down allows you to create agreements for specific employees without selecting Pay Type, Contract, or Facility. The Employee pull-down displays all employees who have an active job as of the agreement publication date (or site date). If an employee's job has a current or future termination date, agreements can still be created for them as well.

9. Enter the Title of the agreement in the provided text box.

10. Enter the Published Date in the provided text box; this is the date the agreement will be shared with the selected employees in order to be reviewed and signed.

11. Enter the Deadline Date in the provided text box; this is the last date the agreement can be reviewed and signed by employees.

If no pay types, contract types, facilities, or employees are selected, agreements will be created for all values, including blank.

12. Once all agreement information has been entered or selected, click Create Agreement to complete the creation of the agreement.

Once the agreement is created, it will display in the Agreement List section, which displays the following columns: Title, Pay Type, Contract Type, Template, Facility, Published Date, Deadline Date, the amount Issued, the amount Signed.

If multiple Pay Type(s) are listed, hover over the column to view all selected pay types for select agreements.

13. Click View Agreement in the last column to review the agreement information as employees will view it in a print pop-up window.

To print, click the printer icon located in the upper right corner of the screen. Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

a. Click the black X to close the pop-up window.

14. Click Remind All to remind all applicable employees to review and sign the agreement.

Employment Agreement Maintenance

15. Click Scan For New Employees to look for new employees and assign them the agreement automatically.

Employment Agreement Maintenance

The scheduled job Update Employee Agreements must be set up and run via SIS > Setup > Scheduled Jobs in order to update the agreement and add new employees.

Upon creating the scheduled job, you must select the agreement from the Document pull-down in order to specify which agreement should be updated.

The scheduled job uses the Published Date instead of Deadline Date when determining eligible employees.

Agreement Templates

1. From the Human Resources menu, click Employment Agreement Maintenance.

2. Click the Agreement Templates tab to create new templates or view existing templates to be reviewed and/or edited.

3. To create a new template, click the Create New Template button.

4. A pop-up displays prompting you to name the template; enter the name of the template in the provided text box. Once named, click OK or click Cancel to close the pop-up and return to the Agreement Templates tab.

5. Your newly named template displays in the template pull-down as well a text section where you can begin entering and formatting the agreement. The open word processing box is equipped with a full formatting palette.

Hover your mouse over any tool in the formatting palette to display a short description of what that tool will do.

The following is a description of each tool:

  1. Preview: Preview a text-type version of the agreement.
  2. SpellCheck: Correct spelling and grammatical errors with the this tool.
  3. Undo and Redo: Undo and redo any actions while creating documents.
  4. Removed Format: If you have applied a format or have copied and pasted text into the body of the word processing box, you can utilize the tool shown to remove any existing formatting.
  5. Cut, Copy, Paste, and Paste from Word: Use these tools to cut selected text, copy selected text, paste text from another document, or paste from a Word document.
  6. Bold, Italics, Underline, and Strikethrough: You can bold selected text, use the italics tool, underline text, and strike through text.
  7. Subscript and Superscript: Use the X tools for subscript and superscript text.
  8. Insert/Remove Numbered List, Insert/Removed Bullest List, Decrease Indent, Increase Indent, and Block Quote: Use the following tools to insert or remove a numbered list, to insert or remove a bulleted list, to decrease an indent, to increase an indent, and create a block quote.
  9. Align Left, Center, and Align Right: Use the following tools to change the alignment of the text, such as centered, right, or left.
  10. Image, Table, Insert Horizontal Line, Insert Special Character, and Insert Page Break for Printing: To insert an image, click on the Image icon. This will allow you to browse for an image attachment. If there is a lot of data that you'd like to sort into a table, click on the Table icon. If needed, you can insert a horizontal line, or insert a special character. The last tool shown here can be used to insert a page break for printing.
  11. If Table is selected, a Table Properties pop-up will display. Here you can set the number of Rows, Columns, etc.
  12. Paragraph Format: To change the font/format, use the Paragraph Format pull-down. Some of the options include different headings, Address, Normal (DIV), etc.
  13. Font Size: To change the size of the font, use the Font Size pull-down.
  14. Source: Click on the Source button for CSS/HTML embedding.
  15. Text Color and Background Color: Select the Text Color button for a variety of text color options or the Background Color button to change the background color of the text.
  16. Insert a Field: Use this tool to Insert a Field from Focus. Depending on what is needed, select the correct header, such as Demographic, Enrollment, etc., then select the field.

At the bottom of the word processing box, you will see a description of each entered section. Clicking on any of them will highlight the corresponding section. For example, if you click on body, all of the text entered will be selected. Or, clicking on h1, will select the heading entered.

6. When the agreement is complete, click the Save button.

7. To load an existing template in order to be reviewed or edited, select the applicable template from the pull-down and click Load Template.

8. If any changes are made to the template, click the Save button before existing the screen.

Additional Features

If there are multiple pages of data, click the Prev and Next buttons to sift through pages. You can also enter a number in the Page text box to jump to a page.

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Click the Printer icon to print the table of data.

Click Filters to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.

Click the Check all visible link to select all options in the pull-down. Click Clear selected to remove any selections made in the pull-down.