Temporary-Out-of-Class-Assignment

[Audio] Welcome, everyone. Today we are reviewing the comprehensive guide for administering temporary assignments and compensation adjustments at Child Start. This training is essential for supervisors to ensure we are compliant with organizational policy and our collective bargaining agreements. Our goal is to ensure you understand how to properly document these assignments and calculate compensation so that our employees are treated fairly while maintaining our operational effectiveness.

[Audio] Let's begin with the foundation of the policy. An out-of-class assignment occurs when an employee is formally assigned to perform duties outside their regular classification. This typically happens when coverage is needed for staff leaves, vacations, or vacant positions. The policy is designed to ensure fair remuneration for employees who temporarily assume these higher-level responsibilities. It is important to remember that this applies to all eligible employees covered under our collective bargaining agreements. The absolute cornerstone of this policy is documentation. We cannot stress this enough: verbal agreements or informal arrangements do not satisfy policy requirements and will not trigger payroll adjustments. You must formalize every single assignment in writing using the official Temporary Out-of-Class Assignment form. This creates a clear record of terms, establishes effective dates for pay, and ensures compliance. Supervisors, you must initiate this memo before the employee begins working out of class, or as soon as the need becomes apparent..

[Audio] When it comes to paying for these assignments, we use a two-tier evaluation system to determine the rate. The employee is entitled to receive whichever amount is greater: a standard 5% increase over their current base pay, or the entry-level rate for the higher classification they are filling. For example, if a 5% increase raises an employee's wage to $21.00 per hour, but the higher position starts at $22.50, the employee receives the $22.50 rate. This ensures no one is undercompensated for taking on more responsibility..

[Audio] We have a unique provision for our Family Advocates. Their out-of-class compensation is tied directly to caseload tiers rather than the standard time-based waiting periods. If a Family Advocate's assigned caseload exceeds the threshold for their current tier, they are automatically paid at the higher tier rate immediately..

[Audio] Out of class pay exists to allow coverage of vacancies beyond a typical vacation There are waiting periods designed to ensure this is the case when assigning out of class assignments. For standard bargaining unit employees, there is a five-day waiting period. This means the employee must work five full days in the higher role before they become eligible for the pay adjustment, which then begins in the first pay period following those five days. Note that regular substitutes covering for a Lead Teacher have a longer waiting period of ten working days. This extended period reflects the nature of substitute work and helps distinguish between brief coverage and sustained leadership assignments. Family Advocates represent a unique category with no waiting period when their caseload exceeds tier thresholds. This immediate compensation structure recognizes that caseload intensity directly impacts daily work demands and service quality, making delayed payment inappropriate for workload-driven assignments..

[Audio] We do have an important exception for planned absences. If you know an employee will be out for an extended time, we can waive the waiting period entirely. To qualify, you must meet two criteria. First, the employer must receive written notification at least 5 business days before the absence begins. Second, the absence must be for a minimum of 10 working days. If both conditions are met, the employee receives out-of-class pay starting from the very first day of the assignment..

[Audio] Out-of-class assignments also happen when there is a position vacancy rather than just a leave. In these cases, we have a special provision to assist with onboarding new permanent staff. The temporary assignment and its higher pay rate can continue for up to one additional week after the new permanent employee begins work. This allows the out-of-class employee to transfer institutional knowledge and help orient the new hire. When you fill out the form for a vacancy, be sure to note that the assignment may extend briefly for this transition..

[Audio] It is critical to understand that out-of-class pay applies exclusively to hours actually worked while performing the higher-level duties. The premium does not apply to paid time off. If an assignment spans a recognized holiday, or if the employee takes a vacation or personal day during that period, those specific hours are paid at their regular base rate, not the higher out-of-class rate. We pay the premium only for the time spent fulfilling the expanded responsibilities..

[Audio] Now let's look at the form itself, which is the official authorization document. The header must be accurate, including the "To – who is being assigned to work out of class" "From – The supervisor making the assignment" "Date – when the form is completed" and the standard subject line. The form requires clear documentation of the assignment timeline. Specify the exact start date when the employee will begin performing out-of-class duties. Be as specific as possible with dates while acknowledging uncertainty where it exists. If covering a medical leave with an unclear return timeline, you might write: "Start date: March 15, 2024. Anticipated through approximately May 15, 2024, subject to extension based on leave duration. For leave coverage assignments, also indicate the anticipated return date of the employee on leave, understanding this may be subject to change. For vacancy assignments using Option 2, the end date should state "Until position is filled" or "Ongoing pending recruitment.".

[Audio] You will see two options for the "Reason." Option 1 is for Leave Coverage. Select this option when covering for a specific employee who is on temporary leave. You must specify both the employee's name and the type of leave (medical, parental, etc.). Example: "Covering for Jane Smith during medical leave." Option 2 is for Vacancies. Select this option when filling duties of a vacant position that has no current permanent incumbent. Specify that the assignment continues "until position is filled." This option triggers the transition week provision previously discussed. Crucially, you must delete the option that does not apply. Leaving both options on the form causes processing delays..

[Audio] The "Duties" section is perhaps the most critical part of the form. Simply stating "will perform all duties" is insufficient. You need to detail exactly which higher-level responsibilities justify the pay increase, such as decision-making authority or supervisory functions. What decision-making authority are they gaining? What supervisory or leadership functions will they perform? What technical or professional responsibilities go beyond their normal scope?.

[Audio] Address how the employee's regular duties will be managed during the assignment period, as this is often a practical concern for both the employee and the other staff. The standard language to address regular duty overlap is structured as follows: "You will continue to perform your regular duties of [list specific regular responsibilities] with the support of [identify specific colleague, supervisor, or coverage arrangement]." This phrasing acknowledges the dual nature of many out-of-class assignments while documenting how workload will remain manageable. For the compensation statement, do not change it! Pay will be automatically calculated by HR.

[Audio] Every out-of-class assignment should include explicit provisions for training and ongoing support, recognizing that employees are stepping into roles that may be partially unfamiliar. This section documents what preparation the employee will receive and who they can turn to for guidance during the assignment. Specify the training commitment in concrete terms: "You will receive training during your first week, covering [specific topics such as classroom management strategies, developmental milestones assessment, curriculum planning, parent communication, etc.]." Be realistic about training time—complex assignments may require several days of structured orientation. Also, identify the supervisor or mentor who will serve as the primary resource for questions and problem-solving during the assignment..

[Audio] To wrap up, The employee must sign and date the completed assignment memorandum to acknowledge receipt and understanding of the terms. This signature is not merely procedural—it is required for payroll processing and serves as the employee's formal acceptance of the temporary assignment. Without the signed acknowledgment, HR cannot process the pay adjustment. Provide the employee with a copy of the signed memorandum for their records and submit the original to HR immediately..

[Audio] To wrap up, remember that the employee must sign the assignment memorandum to acknowledge the terms. Without this signature, HR cannot process the pay adjustment. Once signed, submit the original to HR immediately to avoid payment delays and keep a copy for your department files. Finally, consider scheduling a mid-assignment check-in to provide feedback and ensure the employee feels supported in their temporary role..