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700: Staffing

Responsible Administrator: Associate Superintendent Human Resources

PURPOSE

Sturgeon Public Schools is committed to ensuring the best-qualified candidates are selected for all positions across the division. Staff play a vital role in supporting the system, and the Division’s goal is to ensure the effective placement of support, certificated and custodial staff to meet the needs of students and the division.

The Board delegates the responsibility for staffing to the Superintendent.

Sturgeon Public Schools is committed to fair and equitable hiring practices, ensuring that all candidates are considered based on qualifications, experiences and alignment with Division priorities. The Division adheres to the principles outlined in Policy 110: Welcoming Inclusive, Safe and Healthy Environments and Administrative Procedure 711.

PROCESS

The Associate Superintendent Human Resources is responsible for the administration of this administrative procedure within the context of applicable government statutes and related Sturgeon Public School Division policies and administrative procedures.

PROCEDURE

1. Staffing

1.1 The school Principal is responsible and accountable for staffing plans at the school level based on student and program needs and according to the resources available to the school.

1.2 The Principal will generate a projected student enrolment figure for the following school year.

1.3 Corporate Services shall provide each Principal with a tentative budget based upon the projected enrolment figure.

1.4 The Principal shall develop, within the context of the projected budget, a school staffing plan which will best accommodate the needs of the students and programs in the school.

1.5 If significant changes in enrolment occur after staffing decisions have been made, the Superintendent or designate may review and adjust staffing allocations as necessary. 

1.6 The Superintendent or designate may initiate a review of a proposed school staffing plan, or the Principal may request such a review by the Superintendent.

1.7 The Principal shall develop the staffing plan, considering the following factors:

  • Assignment of existing staff;
  • Surplus staff (if applicable); and
  • Staff required to fulfill the staffing plan (if applicable).

The Principal will communicate with the Associate Superintendent Human Resources to ensure all proper procedures are followed in executing the staffing plan.

1.8 The Principal shall ensure that instructional and assignable time aligns with all legislation, collective agreements and division policies. 

1.9 School plans will be monitored by the Senior Executive Team to ensure alignment with division priorities.

2. Classification of Vacant Positions

All vacant positions shall be classified in one of the following ways:

2.1 Open to external and/or internal competition.

2.2 Not open to competition.

3. Filling Vacant Positions

3.1 Positions classified under 1.1 will be:

3.1.1 advertised according to an approved procedure or

3.1.2 filled through an approved selection process.

3.2 Positions classified under 1.2 apply in specific circumstances:

3.2.1   when system surplus staff need to be accommodated as per collective agreements or

3.2.2  when short-term temporary positions need to be filled.

3.3 The Superintendent may approve emergency staffing measures when an immediate hire is required to maintain continuity of instruction or operations. 

4. Selection Process

4.1 The Associate Superintendent Human Resources or designate will manage the selection process.

4.2 Relevant data such as education, training, experience, evaluation reports, and references will be considered.

4.3 The selection process will involve interviews, with a short list developed by the relevant administrator. (Principal, Director, etc.).  Where appropriate the Director of Learning Services shall be included in the selection process.

4.4 Reference checks will be completed by the administrator prior to an offer being presented.

4.5 The Superintendent or Associate Superintendent Human Resources shall authorize all offers of employment prior to speaking with the successful candidate.  The Human Resources Department shall confirm all offers of employment in writing to the successful candidate.

4.6  The responsible administrator shall contact the unsuccessful candidates to advise of the outcome of the interview.

4.7 A commitment to confidentiality and professionalism must be maintained throughout the hiring process. 

All applications will be retained on file for one (1) year.

5. Hiring Substitutes and Casual Staff

5.1 The Associate Superintendent Human Resources or designate is responsible for administering a pool of substitute teachers and casual support staff to be utilized by schools.

5.2 Only casual support staff on the registered casual support list may be called for a replacement shift.

5.3 Individuals wishing to register as substitute teachers or casual support staff should be referred to Human Resources.

5.4 Substitute teachers and casual support staff must provide a criminal record and vulnerable sector check prior to being engaged for employment.

5.5 Substitute teachers are scheduled through Employee Self Service (ESS) or the substitute services desk.

5.6 For emergent situations or unfilled vacancies, phone calls to substitute teachers by the substitute services desk are made between 6:30 and 7:30 a.m. 

5.7 Principals/teachers may request preferred substitutes through ESS or the substitute services desk.

5.8 Casual support staff are scheduled through Employee Self Service (ESS) or the Principal or designate will make arrangements for the hiring of casual support staff at the school level.

5.9 Principals who have concerns about the performance of a substitute teacher or casual support staff should advise the employee and the Associate Superintendent Human Resources.

6. Teachers Employed on a Part-Time Basis:

6.1. Teachers employed on a part-time basis will work and be paid according to their full-time equivalency (FTE) as per the Alberta Teachers Association Collective Agreement.

6.2. The school year is divided into “Instructional” and “Non-Instructional” days. These days will be prorated when assigning duties to a part-time teacher.

6.3. It is the responsibility of the Principal to assign other duties to part-time teachers in proportion to the FTE of the teacher.

6.3.1 The teaching assignment FTE needs to be communicated in written form at the time of assigning duties.

6.4. Notwithstanding any of the above, all teachers have a professional responsibility to dedicate time to carry out their professional duties which may extend beyond the normally scheduled working time.

7. Documentation Required at Time of Hiring

7.1 As outlined in the ATRIEVE Onboarding package.

7.2 New hires must complete all onboarding requirements, including submission of relevant certifications, employment agreements and criminal records checks, before their official start date. 

7.3 All employee records shall be maintained in accordance with Division policies and applicable privacy legislation.

8. Special Employment Considerations

8.1 Employees may hold two distinct positions within the division, provided total work hours do not exceed 40 hours per week.

8.2 Teachers employed on a part-time basis will be paid according to their full-time equivalency (FTE).

8.3 Part-time teachers' duties will be assigned proportionally to their FTE and must be clearly outlined in their assignment letter. 

8.4 Employees on medical, parental or other statutory leaves shall have the right to return to their previous position or an equivalent role, in accordance with legislation and Division policies.

9. Mobility and Growth

9.1 Mobility is encouraged for staff to support personal and professional growth.

9.2 The Board encourages placements based on staffing needs, employee competency, and program requirements.

9.3 Internal transfers may be facilitated to enhance staff career development, provided they align with operational needs.

10. Substitutes and Teacher Re-hiring

10.1 Substitute teachers are hired based on availability and subject needs.

10.2 Teachers seeking part-time work while collecting a pension may be eligible for temporary contracts depending on division needs.

11. Summer School Staff

11.1  Regular hiring procedures will be followed.

11.2  Advertising of Summer School positions will be internal and/or external as determined by the Associate Superintendent Human Resources, in consultation with the Summer School Principal.

11.3 Certificated Staff:

11.3.1   Rate of pay will be ATA salary grid as per the ATA Collective Agreement.

11.3.2   Salary will be paid upon receipt of a completed and approved “Summer School Staff Timesheet” in the Payroll Department and paid in accordance with payroll timelines.

11.4   Support Staff

11.4.1   Support staff will be hired under the terms of the Support Staff Collective Agreement.

11.4.2   Salary will be paid upon receipt of a completed and approved “Summer School Staff Timesheet” in the Payroll Department and paid in accordance with payroll timelines.

References

Alberta Teachers Association Collective Agreement
CUPE Collective Agreement
General Employment Conditions
Alberta Employment Standards Code
Education Act
Policy 110: Welcoming Inclusive, Safe and Healthy Environments
Policy 700: Superintendent of Schools
Policy 701: Board Delegation of Authority
Admin Procedure 210: Role of School Administration
Admin Procedure 240: System, School and Program Evaluation
Admin Procedure 711: Welcoming Inclusive, Safe and Healthy Environments
Admin Procedure 720: Teacher Staffing, Certification and Placement

History

2020 Jan 29 Initial Approval
2022 Aug 24 Amended
2025 Apr 16 Amended