No. 52         Human Resource Services Division

  Date:   October 24, 2000
  To:   Management Team Members
  Subject:   EMPLOYMENT OF CLASSIFIED SUBSTITUTE AND SHORT-TERM (HOURLY AND TOPS) EMPLOYEES
  Department  and/or  Persons  Concerned:   All Principals, Vice Principals, Child Development Center Administrators, Division and Department Heads, Supervisors, and Confidential Employees
  Due Date:   None
  Action  Requested:   November 16, 2000, for extensions
 

Brief Explanation:

  All substitute and short-term secretarial/clerical/TOPS assignments made through the substitute help desk will end effective December 1, 2000. Site-specific information will be mailed to each site currently using TOPS employees. Requests for extension on any of these assignments must be submitted by Thursday, November 16, 2000, in order to avoid interruption in service.

Requests to employ or extend temporary employees through the substitute help desk (i.e., substitute or short-term assignments, including TOPS employees) must be submitted to Krista Conn via e-mail to kconn@mail.sandi.net or by calling the substitute help desk at (619) 725-8089 with the information described below.

Education Code Section 45103 governs the use of classified substitute and short-term employees. There are only three situations in which an hourly employee can be used:

  1. To replace a classified employee who is temporarily absent from duty.
  2. To fill a vacant classified position for which the recruitment process is under way.
  3. To perform a short-term service for the district upon the completion of which the service or similar services will not be extended or needed on a continuing basis.

The following information is required for all requests for substitute or short-term employees (including TOPS employees):

  • The start and end date of the assignment.
  • An explanation of the short-term nature of the assignment (refer to one of the three legally acceptable situations).
  • A brief description of the duties to be assigned for a short-term project.
  • When requesting a substitute for a vacant position, the number of the assignment authorization submitted to fill the vacancy must be referenced.

Assignment authorizations and requests submitted through the substitute help desk without the above information or for assignments which do not meet the definition of "short-term" will be returned to the originator. Do not allow a short-term employee to work until the request is approved.

Questions regarding the employment of short-term or substitute classified employees should be referred to Patricia Hill, Wage and Salary Analyst, at (619) 725-8069 or via e-mail to phill@mail.sandi.net or Donis Armenta, Human Resources Director (Interim), at (619) 725-8071 or via e-mail to darmenta@mail.sandi.net.

   
Deberie L. Gomez
Deputy Administrative Officer


APPROVED:

Henry E. Hurley
Chief Administrative Officer