Dear DPS Leaders,
Thank your for your continued leadership during these unusual circumstances. As many of you likely know, COVID-19 has introduced substantial challenges for both remote procurement and onboarding of employees during unprecedented budget uncertainty for the 2020-21 school year.
In response to those challenges, DPS is implementing new guidelines to limit purchasing and hiring. While we know these new guidelines will have an impact on teams across DPS, it is essential that we act quickly to address the budget challenges we know we will be facing.
The following purchasing and hiring guidelines are in place effective immediately and until further notice.
Strategic Sourcing
New purchase orders and supplier contracts will only be allowed for essential services and supports; supplier payment for goods and services already received; or for other items that have been approved by the Deputy Superintendent for Operations.
Essential Services and Supports Include:
- Food and supplies for meals provided by Food and Nutrition Services.
- Supplies and services to support remote learning.
- Supplies and services to support family and community communication.
- Supplies and services associated with school construction projects.
- Facility maintenance, operation, utilities and emergency repairs.
- Bus operations, fuel and repairs associated with food delivery.
Purchase Orders or Contracts for Goods and Services
- All goods or services already provided or delivered should have an associated contract and purchase order as outlined in purchasing procedures. However, if there are goods or services that have been delivered but do not have an associated purchase order, those commitments will be honored. Please work with your financial partner or financial specialist if this is the case.
- Invoices for existing purchase orders and contracts where goods and services cannot be delivered due to remote operations should not be paid until the good or service has been received.
Exceptions
If there are items that do not fit into the above categories that must be purchased for other reasons, please contact your financial specialist or financial partner, and they will review the request.
Human Resources
Effective immediately, we are implementing a
non-school-based personnel hiring freeze
for all vacant positions to manage resources and costs. School-level (i.e., principal, teacher, para, and SSP) hiring for the 2020-21 school year may continue.
New Hires
We acknowledge that the continued operation of the district requires exceptions to this freeze. These exceptions must be requested by completing the
Exception to Hiring Freeze form
and submitted to your SLT leader. If your SLT leader recommends approval, the SLT will review the recommendation and upon their written approval, the job will be posted through our typical HR process.
Currently Posted Vacancies
All positions currently posted must be reviewed by their respective departments to determine if they should remain posted. Talent Acquisition will provide a list of all currently posted positions to each SLT member by
April 17
.
Each department must notify
Talent Acquisition
by
April 24
of any positions they deem necessary to remain open. All positions not identified as immediately necessary will be canceled. Talent Acquisition will compile the remaining vacancies for SLT to review and approve.
What do I do if ...
... an interview has already been scheduled?
If interviews have been scheduled for a specific position, please continue the hiring process for those positions. If interviews have not already been scheduled, please adhere to the review procedure for vacant positions stated above.
... an essential employee just submitted their two-week notice?
Please complete the
Exception to Hiring Freeze form
and submit it to your SLT leader. If recommended for approval, the SLT will review the recommendation and, upon their written approval, the job will be posted through our typical HR process.
This guidance will not address every unique situation, so please ask clarifying questions or share concerns with myself, CHRO
June Taylor
or CFO
Jim Carpenter
.
Sincerely,
Mark
