Annual HR Operations & Compliance Calendar
Taking shape. Connect recurring HR work with responsible roles, timing, required evidence, official sources, and local-policy dependencies.
CALPADS Fall 2
Checklist
Work through an HR-led CALPADS Fall 2 readiness checklist with named owners, evidence prompts, staff and FTE checks, source corrections, report review, and certification handoffs. Connect each stage to SDLA’s compliance calendar, error guides, and reporting resources.
CalSAAS review
Checklist
Organize the annual CalSAAS review with clear owners, cycle deadlines, evidence checks, supported determinations, MA responses, and closeout. Use a printable working checklist linked to SDLA’s monitoring workflow, assignment guides, and compliance calendar.
Census-day staff reporting
Checklist
Prepare a reliable Census Day staffing snapshot with a clear as-of date, verified staff identities and assignments, FTE checks, effective-date examples, and documented HR–CALPADS handoffs. Includes a printable checklist and links to the compliance calendar and reporting guides.
Contract and assignment preparation
Checklist
Prepare consistent employment terms and verified assignments with clear position authority, employee status, FTE, pay, credential review, and approval handoffs. Includes a printable checklist and an editable certificated teacher agreement model with Assignment Schedule A.
Credential expiration reviews
Checklist
Planned checklist: Establish credential expiration review intervals, renewal follow-up, and escalation before assignment coverage is affected. Compare verified document dates with active assignments and retain evidence of review, employee contact, and resolution.
Employee notices
Guide
Planned guide: Build a calendar for employee notices using the applicable requirement, employee group, delivery method, and due date. Assign preparation and approval roles, retain delivery evidence, and distinguish recurring notices from event-triggered communications.
Evaluation windows
Guide
Planned guide: Schedule evaluation checkpoints by employee group, appointment status, local procedure, and agreement. Establish preparation dates, evaluator assignments, reminders, completion evidence, and exception follow-up before required windows close.
Leave and benefits cycles
Guide
Planned guide: Coordinate leave events with benefits, payroll, assignment coverage, and return-to-work checkpoints. Track approved dates, responsible owners, required handoffs, and reconciliations while limiting access to sensitive leave documentation.
Open enrollment
Checklist
Planned checklist: Prepare benefits open enrollment by confirming eligible populations, plan information, communications, election windows, and payroll handoffs. Reconcile submitted elections with provider and payroll records and track unresolved exceptions.
Position approvals
Guide
Planned guide: Schedule position requests, fiscal review, approval, and system setup before recruitment or assignment changes proceed. Track approval evidence, authorized FTE, funding, effective dates, and the handoff into position control.
Records review
Guide
Planned guide: Organize a periodic review of personnel records for completeness, consistency, access, and retention. Define review samples, assign correction owners, and document resolution without creating unnecessary copies of sensitive employee information.
Recruitment seasons
Guide
Planned guide: Align recruitment preparation with projected vacancies, position approval, posting lead times, selection work, and onboarding capacity. Set local milestones, owners, and contingency plans for hard-to-fill roles and late staffing changes.
Required training
Guide
Identify employee training requirements by role, assignment, and workplace exposure. Review timing, delivery expectations, official sources, and completion evidence to build a locally verified training plan.
Seniority and layoff planning
Guide
Planned guide: Organize the data and review checkpoints supporting seniority and potential layoff planning. Reconcile service dates, classifications, assignments, and source evidence, and route interpretations and decisions to authorized HR and legal reviewers.
Staffing projections
Guide
Planned guide: Build staffing projections from enrollment, service needs, authorized positions, vacancies, and expected personnel changes. Document assumptions and versions, compare scenarios, and reconcile the approved plan with budget and assignment records.
Substitute-pool preparation
Guide
Planned guide: Prepare the substitute pool before demand peaks. Review eligibility, credential evidence where applicable, availability, onboarding, pay setup, and system access, then reconcile the active roster with scheduling and absence-management records.
Year-end separation and account closure
Checklist
Planned checklist: Coordinate end-of-year separations with final personnel actions, payroll and benefits handoffs, records retention, and account closure. Track effective dates, responsible owners, exceptions, and evidence that access ended when required.
California Credentialing & Assignment Compliance
Connect credentials, authorizations, staff assignments, CALPADS reporting, and assignment-monitoring workflows.
Annual credential and assignment review checklist
Checklist
Organize the annual review of credential evidence, actual assignments, HR-to-SIS handoffs and Fall 2 reports. Use working checkpoints to record discrepancies, correction owners, approvals and retained evidence.
CALPADS staff and course reporting
Guide
Trace staff identities, assignments, course sections and student schedules from HR and SIS records into Fall 2 reporting. Review file preparation, replacement scope, reconciliation, corrections and certification handoffs.
CalSAAS monitoring workflow
Guide
Follow the CalSAAS review cycle from assignment flags to evidence collection, Monitoring Authority review and closure. Assign case owners, track responses and verify corrections in the systems that maintain the source records.
Charter-school assignment requirements
Guide
Connect charter-school teaching assignments with credential evidence, HR records, course sections and reporting. Assemble a review packet, identify responsible reviewers and document the resolution of assignment mismatches.
Correcting questionable assignments
Guide
Investigate the actual assignment, credential authority and reported data before choosing a correction. Route decisions to authorized reviewers, repair the owning records and verify that the change survives the next data transfer.
Course-to-Credential Lookup
Tool
Enter a four-digit CALPADS course code to see course information and CTC credential routes, restrictions, and notes. Choose the content taught for codes with multiple entries, explore credential explanations, and print the selected result.
Credential, authorization, assignment, course, and setting distinctions
Reference
Distinguish credential documents, authorizations, assignments, course content and instructional settings. Use a shared vocabulary and evidence comparison to help HR, curriculum and data staff review the same work and dates.
Credentialing and assignment overview
Reference
Start with the relationship between verified credential authority, actual teaching work and reported assignments. Follow the evidence across HR, curriculum, scheduling, SIS, CALPADS and subsequent assignment monitoring.
Hiring-priority considerations
Guide
Connect a teaching vacancy with recruitment evidence, credential pathways and an approved start date. Clarify the evidence HR needs for hiring-priority review and the handoff into accurate employee and assignment records.
HR–curriculum–CALPADS responsibility map
Reference
Identify who supplies evidence, makes assignment decisions, maintains systems and verifies reporting. Adapt the responsibility map to local HR, curriculum, scheduling and CALPADS handoffs, including correction and approval ownership.
Local assignment options
Guide
Organize the eligibility evidence, consent, approvals, scope and dates supporting a local assignment option. Trace the authorized decision into HR, SIS, CALPADS and CalSAAS records, with follow-up checks for continuation.
Reviewing assignment exceptions
Guide
Build a supported response to a CalSAAS exception using the actual assignment, credential authority and monitored-date reporting. Track proposed determinations, Monitoring Authority feedback, source corrections and closure evidence.
Statewide Educator Identifier management
Guide
Verify an educator’s Statewide Educator Identifier and connect it to the correct HR, SIS and CALPADS records. Work through lookup access, missing identifiers, identity mismatches and reconciliation without confusing the SEID with credential numbers.
Employee Evaluation & Professional Growth
Connect evaluation cycles, evidence, feedback, coaching, and professional learning.
Aggregate analysis without exposing individual personnel information
Guide
Planned guide: Summarize evaluation activity and trends without exposing individual personnel information. Define appropriate audiences, aggregation, small-group protections, access, and interpretation limits before sharing reports for organizational learning.
Calibration guidance for evaluators
Guide
Planned guide: Help evaluators develop a shared understanding of criteria and evidence through structured discussion and practice examples. Document differences, clarify expectations, and connect calibration with consistent feedback while preserving independent, supported judgments.
Certificated and classified evaluation distinctions
Guide
Compare evaluation approaches for certificated and classified employees, including teachers, management, and confidential roles. Connect job duties, local procedures, evidence, feedback, professional growth, and secure HR tracking.
Coaching and feedback
Guide
Planned guide: Turn work observations into specific, respectful feedback and practical next steps. Plan coaching conversations, listen to employee perspectives, document agreed support appropriately, and follow up without confusing informal coaching with required evaluation procedures.
Evaluation-calendar builder
Tool
Planned tool: Build a local evaluation calendar from employee groups, cycle rules, evaluator assignments, and required milestones. Add preparation dates, reminders, exception review, and completion tracking while keeping confidential evaluation content outside the calendar.
Evaluation-cycle overview
Guide
Planned guide: Explain the evaluation cycle from identifying covered employees and assigning evaluators through evidence, feedback, growth planning, and completion. Clarify HR tracking, supervisor responsibilities, confidentiality, and local policy or agreement checkpoints.
Goal-setting templates for leaders
Template
Use CPSEL to define focused leadership growth goals and QPLS to strengthen professional-learning design and support. Includes baseline evidence, actions, resource commitments, milestones, progress review, four editable Word templates, and principal and district leader examples.
Goal-setting templates for teachers
Template
Use CSTP Elements and the teaching continuum to write focused teacher growth goals with baseline evidence, actions, support, milestones, and progress review. Includes three editable Word templates, a QPLS support-planning conversation, and two teacher examples linked to existing standards resources.
Improvement-support plans
Guide
Planned guide: Structure improvement support around clear expectations, documented evidence, assistance, review dates, and responsible participants. Distinguish developmental support from formal employment procedures and route locally required decisions to authorized reviewers.
Linking evaluation trends to professional learning
Guide
Planned guide: Translate appropriately aggregated evaluation and feedback themes into professional-learning priorities. Compare multiple evidence sources, involve staff in identifying support, and track follow-through without turning confidential evaluation records into public rankings.
Local policy and collective-bargaining adaptation notices
Reference
Planned reference: Identify which parts of an evaluation resource require adaptation to local policy, employee group, and collective-bargaining agreements. Provide a review framework for authorized HR and labor-relations staff before forms or workflows are adopted.
Observation and evidence collection
Guide
Planned guide: Collect relevant, factual evidence for employee evaluation using local criteria and role expectations. Distinguish observation from inference, document context and dates, protect records, and give employees an appropriate opportunity to respond.
Professional-growth planning
Guide
Planned guide: Connect employee goals, job responsibilities, feedback, and learning opportunities in a professional-growth plan. Define support, practice, milestones, and evidence of progress, with meaningful check-ins between the employee and supervisor.
Required-document checklist
Checklist
Planned checklist: Identify the documents and evidence needed at each stage of the local evaluation cycle. Track ownership, due dates, acknowledgment, secure storage, and missing items, with separate adaptations for employee groups and applicable procedures.
HR Data Governance & Employee Lifecycle
Clarify HR data ownership, systems of record, access, privacy, data quality, and hire-to-retire handoffs.
Data ownership and stewardship
Guide
Planned guide: Assign ownership and stewardship for HR data definitions, approvals, quality checks, and corrections. Establish how HR, payroll, fiscal, technology, and data staff resolve conflicting records and document decisions across departmental boundaries.
Data-quality checks
Checklist
Planned checklist: Design repeatable HR data checks for missing values, invalid codes, duplicate identities, date conflicts, and inconsistent assignments. Prioritize exceptions by impact, assign correction owners, and verify source repairs through downstream reconciliation.
Duplicate and inactive accounts
Guide
Planned guide: Investigate duplicate identities and inactive employee accounts using approved personnel records and system activity. Distinguish duplicate people from multiple assignments, assign resolution owners, and verify cleanup without losing required history.
Effective dating
Reference
Planned reference: Explain how effective dates, entry dates, and reporting dates differ in HR records. Use hires, transfers, workload changes, and retroactive corrections to show how teams preserve history and prevent overlapping or missing assignments.
Employee, position, assignment, location, funding, and supervisor records
Reference
Planned reference: Explain the distinct employee, position, assignment, location, funding, and supervisor records behind a staffing roster. Use linked examples to show identifiers, effective dates, multiple assignments, and the effects of changing one record.
Hire-to-retire data lifecycle
Guide
Planned guide: Follow employee data from recruitment and onboarding through assignment changes, leave, separation, and retention. Identify the approvals, source records, system handoffs, and verification checkpoints needed at each stage of the employment lifecycle.
HRIS, payroll, finance, identity, CALPADS, and credentialing connections
Guide
Planned guide: Trace approved personnel and assignment changes across HRIS, payroll, finance, identity, SIS/CALPADS, and credentialing workflows. Identify shared keys, transformations, timing, and reconciliation responsibilities without assuming every system connects directly.
Legal-name and preferred-name handling
Guide
Planned guide: Separate legal-name requirements from preferred-name display needs across HR, payroll, identity, and reporting systems. Define approved change evidence, access, synchronization, and reconciliation while preserving employee privacy and accurate matching.
Offboarding and access termination
Checklist
Planned checklist: Coordinate employee offboarding across HR, payroll, benefits, technology, and school sites. Use approved separation dates to trigger account and access changes, asset return, records handling, and documented verification of completion.
Record retention and defensible destruction
Guide
Planned guide: Connect personnel record types with applicable retention schedules, authorized access, legal holds, and approved disposal procedures. Document who authorizes destruction and how completion is evidenced without treating every HR record alike.
Role-based access
Guide
Planned guide: Translate HR job duties into approved system roles and access boundaries. Define request, approval, provisioning, periodic review, and termination steps, including controls for privileged accounts and temporary coverage.
Sample data dictionary and responsibility matrix
Template
Planned template: Define key HR data fields alongside their business meanings, source systems, owners, validation rules, and downstream uses. Pair the dictionary with a responsibility matrix for approvals, corrections, reconciliation, and escalation.
Sample HR systems map
Example
Planned example: Map the systems that create, maintain, and consume employee and staffing data. Show exchange direction, key identifiers, update timing, owners, and reconciliation checkpoints so teams can trace a change across the HR data environment.
Sensitive personnel information
Guide
Planned guide: Identify sensitive personnel data and define appropriate collection, use, storage, sharing, and disposal. Apply minimum-necessary access, safe training examples, and incident escalation to routine HR reports, exports, and collaboration.
System-of-record decisions
Guide
Planned guide: Decide which system owns each HR data element and who can authorize changes. Document downstream copies, update rules, conflict resolution, and correction paths so a convenient destination edit does not override the approved source.
Transfers, leaves, and separations
Guide
Planned guide: Trace transfers, leaves, and separations through employee, assignment, payroll, benefits, and access records. Coordinate effective dates and approvals, preserve relevant history, and verify that each downstream system reflects the approved action.
Unique employee identifiers
Reference
Planned reference: Distinguish local employee IDs, payroll IDs, account identifiers, and educator identifiers. Plan crosswalks, duplicate checks, and identity reconciliation so records follow the correct person across systems without relying on names alone.
Vendor data exchange
Guide
Planned guide: Define controls for employee data exchanged with service providers. Document purpose, approved fields, identifiers, transfer method, timing, access, error handling, and reconciliation, with named owners for changes and vendor follow-up.
K–12 Role Competency & Career Pathways
Taking shape. Explore role competencies, transferable skills, learning plans, and career pathways as resources are developed.
Assessment and accountability literacy
Guide
Planned guide: Introduce the assessment and accountability concepts HR and data staff encounter in school support roles. Connect terminology, reporting populations, timelines, and responsible interpretation with staffing, training, and cross-department communication.
Career maps between classified, certificated, technical, and management roles
Reference
Planned reference: Explore possible pathways among classified, certificated, technical, and management roles using SDLA job descriptions. Compare transferable skills, experience, credentials where required, and learning opportunities without implying automatic eligibility or promotion.
Communication and training
Guide
Planned guide: Define the communication and training skills needed to explain data requirements, document procedures, and support colleagues. Use audience-specific examples, accessible materials, practice, and feedback to make technical work understandable and repeatable.
Competency profiles by role
Reference
Planned reference: Build role competency profiles by connecting SDLA job descriptions with essential tasks, knowledge, technical skills, communication, and judgment. Identify expected proficiency, evidence of practice, and development priorities for local adaptation.
Data governance and stewardship
Guide
Planned guide: Describe data governance and stewardship as workplace competencies. Use examples of defining fields, resolving discrepancies, documenting ownership, protecting information, and escalating decisions to show what effective practice looks like at different levels.
Foundational, working, advanced, and leadership levels
Reference
Planned reference: Describe foundational, working, advanced, and leadership competence through observable tasks and increasing responsibility. Distinguish supported practice, independent work, complex problem-solving, and system improvement without equating levels with job titles.
Individual learning-plan builder
Tool
Planned tool: Build an individual learning plan from role expectations, a self-assessment, and supervisor feedback. Identify priority skills, practice activities, resources, milestones, and evidence of progress that can be reviewed during regular check-ins.
Links to courses, standards, guides, and communities
Reference
Planned reference: Connect HR and school-data competencies with relevant courses, leadership standards, practical guides, and professional communities. Explain how to choose learning resources by role, experience level, and the work an employee needs to perform.
Privacy and security
Guide
Planned guide: Define practical privacy and security competencies for employees who handle school personnel and data systems. Connect appropriate access, safe sharing, account practices, incident reporting, and approved technology use with observable work habits.
Project and change management
Guide
Planned guide: Apply project and change-management skills to HR system updates and workflow improvements. Clarify outcomes, stakeholders, responsibilities, testing, communications, training, and post-launch checks so operational changes have accountable owners.
Self-assessment tool
Tool
Planned tool: Help HR and school-data employees reflect on current skills using observable work examples. Identify strengths, development needs, and questions for a supervisor, then connect results with learning plans rather than treating scores as employment decisions.
Suggested projects for gaining experience
Guide
Planned guide: Turn development goals into supervised projects such as reconciling a roster, documenting a workflow, or building a data dictionary. Define scope, safe data access, a useful deliverable, feedback, and evidence of skills gained.
Systems integration and interoperability
Guide
Planned guide: Describe the skills needed to understand data exchanges, identifiers, mappings, interfaces, and reconciliation. Show how HR and technical staff document connections, investigate failures, and test changes without assuming a particular vendor architecture.
Technical and operational skill families
Reference
Planned reference: Organize school HR and data work into skill families such as records, reporting, systems, analysis, compliance coordination, and user support. Connect each family with practical tasks and relevant job descriptions to guide development conversations.
Transferable competencies across departments
Guide
Planned guide: Identify skills that transfer among HR, payroll, fiscal, student services, and technology teams. Use shared tasks such as reconciliation, documentation, communication, and problem-solving to support development while recognizing role-specific authority and requirements.
Recruitment, Selection & Onboarding
Organize recruitment, screening, structured interviews, selection, and coordinated employee onboarding.
30-, 60-, and 90-day onboarding plan
Template
Planned template: Structure the first 30, 60, and 90 days around role-specific learning, supervised practice, relationships, and feedback. Set milestones for systems access, school-data workflows, job expectations, and evidence that the employee is ready for greater independence.
Accessibility and privacy considerations
Guide
Planned guide: Build accessibility and privacy into recruitment, interviews, hiring records, and onboarding. Review applicant communications, accommodation handoffs, permitted access, and secure data sharing without placing sensitive information in routine selection materials.
Applicant-record retention
Guide
Planned guide: Organize applicant and selection records around approved retention schedules, access controls, legal holds, and disposal procedures. Identify which office owns each record and document how hiring evidence is retained without unnecessary duplication.
Applicant-screening matrix
Template
Planned template: Compare applicants against approved, job-related screening criteria with documented evidence and consistent scoring. Separate minimum qualifications from other criteria, identify review ownership, and retain a clear basis for screening decisions.
Conditional-offer workflow
Guide
Planned guide: Trace a conditional offer through required checks, approvals, candidate communication, and the decision to authorize a start date. Track unresolved conditions and responsible owners before employee, payroll, assignment, and access records become active.
Hiring-process roles and separation of duties
Reference
Planned reference: Map responsibility for vacancy approval, posting, screening, interviews, selection, personnel setup, and payroll handoffs. Identify approval boundaries and checks that reduce conflicts of interest, unauthorized changes, and incomplete hiring documentation.
Inclusive recruitment planning
Guide
Planned guide: Plan outreach that helps qualified applicants understand and access school employment opportunities. Review job requirements, recruitment channels, clear communications, accessible application steps, and evidence of where candidates encounter barriers.
Interview-question builder
Tool
Planned tool: Build job-related interview questions from essential duties, competencies, and realistic school scenarios. Pair each question with evidence indicators, follow-up prompts, and scoring guidance for review and approval before panel use.
Job-posting checklist
Checklist
Planned checklist: Review a vacancy posting for approved position details, essential duties, qualifications, compensation information, application steps, accessibility, and required notices. Reconcile the posting with the job description and local hiring approvals.
New-employee onboarding checklist
Checklist
Planned checklist: Coordinate the tasks that turn an approved hire into a supported, working employee. Track personnel records, payroll and benefits handoffs, appropriate access, required training, supervisor orientation, and confirmation that setup is complete.
Preemployment requirements
Guide
Planned guide: Organize preemployment checks by role and applicable requirement, including credential review where relevant. Define responsible reviewers, evidence, completion status, and escalation, and distinguish a conditional offer from authorization to begin work.
Reference-check template
Template
Planned template: Structure reference checks around job-related responsibilities and consistent questions. Record the source, context, relevant evidence, follow-up needs, and reviewer, with controls for confidentiality and locally approved hiring procedures.
Selection-documentation checklist
Checklist
Planned checklist: Assemble the evidence supporting a selection decision, including approved criteria, screening results, interview records, reference checks, and approvals. Confirm completeness, authorized access, and retention before closing the recruitment.
Strong-response indicators
Reference
Planned reference: Describe the features of strong, evidence-based interview responses for school HR and data roles. Connect indicators with role competencies and scoring criteria while avoiding a single scripted answer or unsupported judgments about applicants.
Structured-interview guidance
Guide
Planned guide: Plan consistent interviews using approved questions, panel preparation, accessible arrangements, and evidence-based scoring. Define how panelists document responses, discuss differences, and preserve selection records under local hiring procedures.
Vacancy-request and approval workflow
Guide
Planned guide: Move a vacancy request from documented service need through position, funding, and hiring approval. Confirm authorized FTE, assignment details, effective dates, and evidence before the approved request becomes a recruitment or personnel transaction.
Workforce Planning & Position Control
Connect authorized positions, staffing plans, enrollment, FTE, vacancies, and budget reconciliation.
Annual staffing-cycle timeline
Guide
Follow the annual staffing cycle from enrollment and budget assumptions through position approvals, hiring, assignments, and year-end reconciliation. Coordinate HR, fiscal, payroll, school, and data-team checkpoints with named owners and evidence.
Authorized, filled, vacant, frozen, and temporary positions
Reference
Distinguish authorized, filled, vacant, frozen, and temporary positions through practical school staffing examples. Track approval, occupancy, recruitment restrictions, coverage, and effective dates without confusing positions with employees or assignments.
Enrollment-driven staffing
Guide
Planned guide: Translate enrollment projections into staffing scenarios using explicit class-size, program, schedule, and service assumptions. Compare projected needs with authorized positions, explain uncertainty, and route proposed changes through local approval processes.
FTE Calculations: Understanding school staffing, workloads, and reporting
Guide
Understand full-time equivalent staffing with beginner-friendly calculations and school examples. Distinguish position, appointment, assignment, and reported FTE, then trace source records, reconcile differences, and investigate CALPADS FTE errors.
HR, payroll, finance, and site responsibilities
Reference
Planned reference: Map who requests, approves, enters, reconciles, and verifies staffing changes across HR, payroll, finance, and school sites. Define handoff evidence, correction ownership, escalation, and checks before a change affects pay, budgets, or service coverage.
Position versus employee versus assignment
Reference
Planned reference: Distinguish the authorized position, the person employed, and the work assignment linking them. Use split assignments, vacancies, transfers, and temporary coverage to show why separate identifiers and effective dates matter in staffing records.
Position-control data dictionary
Reference
A plain-language glossary of position-control terms, with school-district examples explaining positions, appointments, assignments, FTE, vacancies, funding, dates, and record ownership.
Position-control fundamentals
Guide
Understand how approved roles, organizational relationships, staffing capacity, and funding connect. Follow a fictional position through staffing changes and learn to reconcile conflicting org charts, approvals, assignments, and budgets.
Position-to-budget reconciliation
Guide
Planned guide: Reconcile authorized positions and filled assignments with the staffing budget using consistent dates, FTE definitions, funding, and compensation assumptions. Identify unexplained differences, assign owners, and retain approval and correction evidence.
Staffing scenario calculator
Tool
Compare staffing scenarios using an interactive planning calculator. Explore how enrollment, staffing assumptions, and costs affect projected needs, document the basis for each scenario, and identify decisions requiring local review and approval.
Vacancy and turnover tracking
Guide
Planned guide: Define vacancy and turnover measures before building a staffing dashboard. Distinguish open positions, employee departures, internal moves, and temporary coverage, and document populations, dates, source records, and reconciliation checks.
