Staffing: Client & Employee Retention

  1. Before Start Date

    1. Ensure the candidate has received the assignment confirmation

    2. Timesheet entry system confirmed with client and employee and documented in TW

    3. Dress code, expectations must be reviewed with employee over the phone and again in confirmation and documented in TW

    4. Anything that needs to be taken (or not taken) on the first day (including: ID, compliance docs, badge, uniform, etc. and documented in TW

    5. Ensure the client knows who's coming

    6. Confirm with client via email and phone the candidate, and their anticipated start date and document in TW

    7. Timesheet entry system is verified with client (if new client, payroll must contact and introduce to WebCenter) and document in TW

  2. If Direct Hire

    1. Confirmation Letter must be sent to client before start date

    2. Confirmation letter must include: direct hire cost, salary, benefits, and start date (and any guarantee details)

    3. Offer letter must be sent to candidate with written signature acceptance

    4. Client must be billed on start date.

    5. Commission on Direct Hires are not paid until invoice is paid by client.

  3. First Day

    1. Arrival Call (15 min before start time) to employee and documented in TW (under assignment)

    2. Arrival call (at start time) to client and documented in TW (under assignment)

    3. If needed, mid-shift check in with client to find out how employee is doing, if there are any needs, etc. and documented in TW (under assignment)

    4. End of shift call to employee and client to find out how the first day went, if there are any concerns, etc. and documented in TW (under assignment)

  4. First Week

    1. Daily arrival check in with client to make sure the employee is there on time, no concerns and documented in TW (under assignment)

  5. On-going

    1. Weekly check-in is necessary (could be more with discretion) and documented in TW (under assignment)

    2. Client compliance / joint commission compliance may be on-going. Employees may need to submit new documentation or new background checks may be run.

    3. Q&A's should be completed IN ADDITION TO the weekly check-in. documented in TW

    4. If Direct Hire, follow up must be documented and follow up recorded if a guarantee is to be granted

  6. Ending Assignments

    1. Ended in Termination from DPS        

      1. If Gross Misconduct is reported, investigation will occur by HR. Employee may need to report to the office to complete an incident report.

      2. If concluded that the misconduct was against DPS Company policy the employee is terminated from DPS verbally and followed with an email and documented in TW. Unfavorable Release

      3. If client releases early, unfavorably, the employee is contacted and told not to return (document conversation in TW)

      4. Employee is made DNA to client site in TW

      5. Unfavorable release may result in termination from DPS, or disciplinary action (management discretion)

      6. All communication, conversations, and contact with client and employee regarding release MUST be documented in TW.

    2. Assignment ended as scheduled

      1. When client has notified staffing coordinator of definite assignment end date, employee should be notified.
      2. Actual end date should be added to TW order
      3. Employee should be asked to return all client materials to the site OR to DPS offices (client discretion)
      4. Final Q&A should be documented in TW
      5. Employee should be informed of final Q&A and informed of DPS Availability policy of calling in available if still interested.
    3. Employee Resignation

      1. Employee must submit written and verbal notice of at least 1 week (DPS Employee Handbook Policy)
      2. If no notice is given, employee must be informed of DPS Minimum Wage policy
      3. Email must be sent to HR and Payroll informing of the resignation and if minimum wage should be paid
      4. All conversations, communication must be documented in TW and actual end date must be entered into the order.
      5. Client must be notified and replacement should be in the works (preferably to be ready by actual end date)
      6. Verbal communication with client should be followed up with by email and documented in TW
    4. Conversion

      1. Once conversion is requested a conversion letter must be sent to client
      2. Conversion rates are based on hours worked and contractual requirements.
      3. Conversion letter must include: employee name and title, new salary, conversion cost, employee benefits, conversion date.
      4. $0 dollar conversions must be sent conversion letter.
      5. Offer letter should be sent to the employee and signature required for release - should be documented in TW.
      6. Conversion Invoice is sent on the conversion date.
      7. Commissions are not paid until invoice is paid.