Change Notices Document

. Change Notices Process

Setting Up Change Notices

1. Access Change Notices under HR Board Control
2. Two main components:
   • Note Type Code: Defines the type of action/change
   • Note Recipient Code: Specifies who receives the notification

Creating Note Types

1. Common Note Types: Examples below
   • FTE Changes
   • Maternity Leave
   • Rehire
   • Position Changes
2. Required Fields:  
   • Note Type Code
   • Description
   • Status (Active/Inactive)

Creating Recipients

1. Available Recipients: Examples below 
   • HR Team
   • Payroll Team
   • Combined HR and Payroll
   • IT Team (for email/system access changes)
2. Can create custom recipient groups based on employee categories:
   • Teachers Payroll
   • Non-Teaching Permanent Staff
   • Specific Department Groups

Adding Employee Notes

1. Navigate to: Staffing → Staff Management → Employee Information → Employee Notes
2. Process:
   • Click Edit
   • Select Add New
   • Choose Recipient
   • Select Position
   • Set Effective Date
   • Choose Note Type
   • Add detailed description

Running Reports:

1. Employee Notes Report:
   • Shows unprocessed notes
   • One-time viewing (processed notes move to history)
   • Available in PDF and Excel formats
   • Can filter by employee group and recipient
2. Notes History Report:
   • Shows all historical notes
   • Can filter by:
     • Date range
     • Process status (processed/unprocessed)
     • Employee ID
     • Employee group