Pre-Approved Temporary Professional Employee (TPE) & Contractors
Clackamas Education Service District -- 2024-2025
Do NOT apply to this job ID unless directed to do so by the Office of Human Resources.
This is NOT an open vacancy, but a procedural step in the process for pre-arranged Temporary Professional Employees (and Contractors)
GENERAL DESCRIPTION: This procedure applies to hiring temporary professional employees whose work is based on a temporary professional employee contract and is not a collective bargaining unit member.
PRIMARY RESPONSIBILITY: Human Resources
REFERENCE OR AUTHORITY: Assistant Superintendent or Superintendent
OVERVIEW: A temporary professional employee is hired to perform a specific set of services outlined in a mutually agreed upon contract. The District is not bound or obligated by this contract and no work shall commence until all district approvals have been secured. By definition, a temporary professional employee does not meet the required criteria of a personal service contractor or definition of district personnel as outlined in board policy.
Temporary professional employees are not considered bargaining members of an association and do not fall under the stipulations outlined in collective bargaining agreements. A temporary professional employee will not be used to replace a bargaining unit position unless prior conversations with the affected Association have occurred and been agreed upon.
A temporary professional employee will be directed by the supervising department and work within a specific pre-determined set of terms and conditions, including maximum number of hours to be worked and hourly rate of compensation or fee per unit.
It is the hiring department’s responsibility to draft the temporary professional contract as well as track and monitor all work performed to ensure compliance with any restrictions set forth by a department director, program budget, or grant. Wages to be paid to the temporary professional employee will be processed by the district payroll office based on time cards received that have been signed off on by the supervisor of the temporary professional.
Temporary professional will be required to complete minimum district required training classes. Classes completed outside of the district will be accepted if evidence of successful class completion can be obtained.
Temporary professional is required to have evidence on-file of successful completion of a fingerprint based criminal background check and comply with necessary board policies dictating background check requirements (see GCDA/GDDA-AR). An exception will be made to criminal records checks and fingerprinting if district has evidence on-file from a previous employer documenting a successfully completed Oregon and FBI criminal records check. Evidence will be either a copy of the records check, written statement of verification from a supervisor or officer of the previous employer, or copy of state issued license which would otherwise be unattainable by failure to pass a background check.
PROCEDURAL STEPS:
1. The requesting manager will request approval of their department director to hire a temporary professional employee according to department procedure.
2. If approved by the department director, the requesting manager will draft the terms and conditions of the contract on the standard District template form including the commencement start and end date, list of services and associated fees to be paid, and accounts to be charged. Contracts should be drafted a minimum of two weeks before scheduled term commencement date.
3. Supervising department director will sign the contract and forward it to Fiscal, Human Resources, and the Office of the Superintendent to secure the necessary director signatures.
4. Department will make necessary arrangements with temporary professional to review terms and conditions of contract, complete applicable individual contact information sections, and acknowledge agreement to contract by signing and dating it.
5. Supervising department will forward complete and signed contract to Human Resources.
6. Human Resources office will contact temporary employee for orientation to complete necessary I-9 and W-4 forms if not on file or attached with contract received from department. During orientation, Human Resources will start necessary criminal background and fingerprinting check as required.
7. Mandatory training requirements will be explained to temporary professional. Temporary professional must have completed necessary online training and background check requirements before being allowed to start contract work regardless of scheduled start date. Exceptions will be made for individuals who have completed training and background checks for state based licensing agencies or other Oregon school districts.
8. Compliance with necessary Human Resources procedures will be the responsibility of HR personnel who will complete applicable sections of the contract to document individual has met or started necessary requirements to start contract.
9. Human Resources personnel will update human resource information system with necessary information to ensure temporary professional is eligible to be paid. A temporary supplemental position will be entered for each unique hourly or unit rate identified in the contract.
10. Payroll accountant will receive and process all time cards for temporary professional employees.
11. If temporary professional has more than one hourly rate, it is the department’s responsibility to identify which hours are compensated at which rate directly on the time card.
12. Payroll or Human Resources will prepare an earnings report that reflects total wages paid and total hours worked of temporary professionals when requested by the department.
