Regulations in the school on personnel records management. Features of maintaining personnel records in educational organizations. List of required personnel documents

In modern conditions, effective management is impossible without clearly organized office work. A well-written and executed document is an indicator of management culture. Ignoring accepted rules of office work and requirements for paperwork reduces management efficiency and leads to managerial and legal errors.

The purpose of this article is to disseminate information about the organization, maintenance and improvement of systems for document support of school activities on the basis of unified organizational and methodological approaches. All presented material is based on current regulations, including GOST R 7.0.97-2016 “System of standards for information, library and publishing. Organizational and administrative documentation. Documentation requirements."

The publication is intended for school principals, their secretaries, office workers, personnel departments, as well as anyone interested in office management issues.

General provisions

Schools organize and conduct office work on the basis of appropriate instructions developed in accordance with current regulations and methodological documents in the field of office work.

Note. Sample instructions for office work in educational organizations can be downloadedfrom the sitehttp://website (section “Documents”, subsection “Management of an educational organization”.

The organization of document flow in a school is carried out by a special structural unit or a person appointed responsible for office work (in small schools, this is usually the director’s secretary), who is entrusted with the functions of document support for management (hereinafter referred to as the preschool educational institution service).

Responsibility for organizing office work in the structural divisions of the organization rests with their managers, who independently determine those responsible for office work in their department.

When preparing documents, it is recommended to use GOST R 7.0.97-2016 “System of standards for information, library and publishing. Organizational and administrative documentation. Documentation requirements." The standard establishes the composition and procedure for preparing document details and requirements for document forms. Although the requirements of GOST R 7.0.97-2016 are not strictly mandatory for use and are advisory in nature, unified approaches to documentation not only simplify the process of preparing documents, but also significantly improve their perception and understanding by employees of the organization and external recipients. This also applies to other recommendations outlined in this publication.

Note. Contents GOST R 7.0.97-2016 “System of standards for information, library and publishing. Organizational and administrative documentation. Requirements for paperwork" is presented in the Sample Instructions for Office Work in Educational Organizations, which can be downloaded from the website http://site (section "Documents", subsection "Management of an educational organization."

Features of the preparation and execution of certain types of documents

Order, order

In schools, the most common documents are orders and instructions. They are often considered synonyms, although there are certain differences between them.

An order is a legal act issued by the head of an organization (governing body), acting on the basis of unity of command in order to solve the main and operational tasks facing this organization (governing body). The order is issued in order to resolve operational issues and, as a rule, has a limited validity period and concerns a narrow circle of officials, employees and citizens. Orders are signed only by the heads of organizations or those performing their duties, and orders can be signed by their deputies within the limits of their competence.

Instructions, like orders, are binding.

Thus, administrative decisions of a regulatory nature, as well as decisions on operational, organizational, personnel and other internal issues are formalized by orders and instructions. In some cases, an order may concern a wide range of organizations and officials, regardless of subordination. For example, Order of the Ministry of Health and Social Development of Russia dated April 12, 2011 N 302n “On approval of lists of harmful and (or) hazardous production factors and work, during which mandatory preliminary and periodic medical examinations (examinations) are carried out, and the Procedure for conducting mandatory preliminary and periodic medical examinations ( surveys) of workers engaged in heavy work and work with harmful and (or) dangerous working conditions” applies to all organizations, regardless of subordination and forms of ownership.

The procedure for preparing, agreeing and signing orders and instructions is almost identical. Their projects are prepared and submitted by the structural units of the organization on the basis of instructions from the school director, his deputies, or on their own initiative. Draft orders on personnel issues are prepared by the personnel service on the basis of relevant submissions.

Ensuring high-quality preparation of draft orders (instructions) and their coordination with interested parties is the responsibility of the heads of structural units who prepare and submit the draft.

Draft orders (instructions) and appendices to them are endorsed by the executor and the head of the unit who submitted the project, the heads of the units for whom the project provides tasks and instructions, as well as the head of the preschool education service and the legal service (legal adviser). Objections to the draft order (instruction) arising during approval are set out in a certificate attached to the draft.

If fundamental changes are made to the draft order during the approval process, it is subject to reprinting and re-approval.

Draft orders (instructions) submitted to the manager for signature are endorsed by the deputy heads in accordance with the distribution of responsibilities.

Draft orders (instructions) are printed on standard forms in the established form and are presented for signature, if necessary, with a certificate, which must contain a brief summary of the essence of the order, the rationale for its necessity, as well as information on the basis on which the project was prepared and with whom it was agreed upon. The date of the order (instruction) is the date of its signing.

Draft orders (instructions), prepared jointly with other organizations, are printed on standard sheets of paper without a form, indicating their names.

Orders are numbered sequentially within a calendar year; orders for core activities, personnel and instructions are numbered separately.

Copies of orders (instructions) or their duplicated copies are certified with the seal of the preschool educational institution service and sent to the addressees in accordance with the mailing index, which is drawn up and signed by the executor. A copy must also be sent to the performer and to the preschool educational institution service.

The order (instruction) is printed on the established form and has the following details:

Name of company.

The name of the type of document is an order (instruction).

Date and number - these details are printed in a centered manner.

The date is issued digitally or verbally-digitally; the number consists of the sign “N” and the serial number of the order, for example: June 15, 2018 N 21; 06/15/2018 N 21.

The title must briefly and accurately reflect the content of the text of the order. For example: On the secondment of employees of the Department of Education to...

There is no period at the end of the title. A title consisting of two or more lines is printed in bold font with 1 line spacing.

The heading for documents drawn up on forms with longitudinal details is aligned in the center.

Orders, as a rule, do not have a title.

The text is separated from the title by 2-3 line spacing and printed in font size N 13 at 1.5 spacing from the left border of the text field and aligned along the left and right borders of the text field. The first line of a paragraph begins 1.25 cm from the left edge of the text field.

The text of the order consists of 2 parts: stating (preamble) and administrative.

The ascertaining part briefly outlines the goals and objectives, facts and events that served as the basis for issuing the order. It may begin with the words “For the purpose of”, “In accordance with”, “In pursuance of”, etc. If the order is issued on the basis of another document, then the stating part indicates the name of this document, its date, number and title.

The preamble in draft orders ends with the word “I order.”

The administrative part must contain a list of prescribed actions, indicating the performer of each action and the deadline for execution. The administrative part can be divided into paragraphs and subparagraphs, which are numbered in Arabic numerals. Actions of a similar nature can be listed in one paragraph. Structural units or specific officials are indicated as performers. The last paragraph of the administrative part may contain information about the unit or official responsible for monitoring the execution of the order.

If an order changes, cancels or supplements a previously issued document or some of its provisions, then one of the paragraphs of the administrative part of the text must contain a link to the document being canceled (document clause) indicating its date, number and title. The text of the paragraph must begin with the words “Recognize as invalid...”.

The order should not include the clause “Order to be brought to the attention of...”. The divisions (officials) to whose attention the order is brought are indicated in the distribution index, which the executor prepares along with the draft order.

Visas include the position of the endorser, personal signatures, transcript of signatures and date.

The signature consists of the title of the position of the person who signed the document, a personal signature and a transcript of the signature (initials, surname).

Orders (instructions) are signed by the school director, and in his absence - by the person replacing him.

The appendices to the order are signed by the head of the structural unit that prepared the project. The signature is placed on the reverse side of the last sheet of the application.

Joint orders of two or more organizations are printed on standard sheets of A4 paper (210 × 297 mm) without a form.

When issuing a joint order:

the names of organizations are located on the same level;

the name of the document type - order - is located centrally;

the date of the joint order is single, corresponding to the date of the later signature; located centrally;

the registration number of a document compiled jointly by two or more organizations consists of the registration numbers of the document of each of these organizations, separated by a slash in the order in which the authors are indicated in the document;

the signatures of the heads of organizations are located below the text at the same level.

Sample order form Municipal institution "Secondary school N 1" ORDER dated 12/15/2018 N 69 ON APPROVAL OF THE INSTRUCTIONS FOR CASE PROCEDURE In order to improve the organization of office work and in connection with ______ (ground), I order: 1. Approve and put into effect from November 1, 2019 the Instructions for office work in secondary school N 1 (Appendix No. 1 to this order). 2. Recognize the order of ___________________________________ as invalid. 3. Entrust control over the execution of this order to ____________. Director (signature) (signature transcript) Visas (on the reverse side)

Regulations

When resolving the most significant regulatory issues, public authorities, within the limits of their competence, issue resolutions as independent documents. The preparation and execution of the details of the resolution are similar to the execution of orders and instructions. The adoption of resolutions is practically non-existent in schools.

Regulations, rules, instructions

Regulations, rules and instructions are signed by the head or approved by order of the school director. Accordingly, the approval is issued in the form of an approval stamp or by issuing an administrative document on their approval. The approval stamp is placed in the upper right corner of the first page or title page of the document, for example:

I APPROVED

Head teacher

(signature) (signature decryption)

25.01.2018

APPROVED

by order dated January 27, 2018 N 12

The procedure for preparing draft regulations, rules and instructions corresponds to the general procedure for preparing draft regulatory legal acts.

The text of the draft regulations (rules, instructions) is printed on the organization’s general letterhead.

The text is presented in the third person singular or plural. The text uses the following words: “must”, “should”, “necessary”, “prohibited”, “not allowed”.

The title to the text of the regulation (rules, instructions) answers the question “About what?” (for example, “Regulations on internal quality control of educational services”, “Instructions on the procedure for filling out reporting documentation”, “Instructions on organizing work with citizens’ appeals”). The title to the instructions, containing job requirements and the procedure for carrying out work, answers the question “Who needs it?” (for example, “Instructions for interviewers for conducting sociological surveys in schools”).

The establishing part of the regulation (rules, instructions) is the “General Provisions” section, which indicates the grounds for development, the main purpose of the normative act and the scope of its distribution, responsibility for violation of established rules and technologies.

The main text of the regulation (rules, instructions) can be divided into chapters, paragraphs and subparagraphs. Chapters must have titles.

Chapters are numbered with Roman numerals. Points and sub-points are numbered in Arabic numerals.

Protocol

Minutes - a document containing a consistent record of the progress of discussion of issues and decision-making at meetings, meetings, conferences and sessions of collegial bodies.

The procedure for preparing and processing protocols and decisions of collegial bodies is established by the regulations on these bodies or the regulations of their work.

The minutes are drawn up on the basis of records made during the meeting (meeting, board, pedagogical council), submitted abstracts of reports and speeches, certificates, draft decisions, etc. Materials for discussion are presented by the structural divisions of the organization and third-party organizations entrusted with their preparation, not later than 15 days before the date provided for in the work plan of the collegial body. The certificates are signed by the heads of the implementing departments.

Taking notes during the meeting, collecting materials and preparing the text is the responsibility of the secretary of the collegial body or the preschool educational institution service and the employees of the departments who prepared the issues for discussion. The text of the minutes must be prepared no later than 3 days from the date of the meeting. Drafts of the relevant points of the protocol are endorsed by the unit responsible for preparation.

The original documents on the issues discussed at the meeting are sent for filing in the file to the executing unit along with an extract from the protocol on the decisions made.

Copies of minutes of meetings, copies of agendas of meetings and materials for meetings are destroyed when the need for them has passed, and copies of minutes - according to the act.

The protocol containing information of limited distribution is marked “For official use.”

The text of the protocol, as a rule, consists of two parts: introductory and main.

The following details are provided in the introductory part:

Chairman or Presiding Officer

Secretary

Present - a list of those present or a link to the attached list of those present

Agenda

Speakers for each agenda item

The main part of the minutes consists of sections corresponding to agenda items. The text of each section is structured according to the following scheme:

LISTENED - SPEAKED - DECIDED (DECIDED).

A form of drawing up a protocol is allowed, in which only adopted resolutions (decisions) on relevant issues are recorded.

The minutes are signed by the chairman of the meeting and the secretary. The date of the minutes is the date of the meeting.

Minutes are assigned serial numbers within the calendar year separately for each group of protocols: protocols of board meetings, protocols of pedagogical, technical, scientific and expert councils, etc. Minutes of joint meetings have composite numbers, including serial numbers of protocols of organizations that took part in the meeting.

The numbers of resolutions (decisions) adopted at meetings consist of the protocol number, the number of the issue under consideration on the agenda and the serial number of the resolution (decision) within the issue.

Copies of protocols, if necessary, are sent to interested organizations and officials in accordance with the distribution index; the index is drawn up and signed by the responsible executive of the unit that prepared the consideration of the issue. Copies of protocols are certified by the seal of the preschool educational institution service.

The decisions made are communicated to the executors in the form of extracts from the protocols, which are drawn up on the appropriate form and certified by the seal of the preschool educational institution service.

Protocols are printed on a standard protocol form or on a general organization letterhead in A4 format.

Sample protocol format Secondary school No. 8 P R O T O C O L MEETINGS OF THE PEDAGOGICAL COUNCIL dated 02/10/2018 N 7 Chairman ___________________________________ Secretary ________________________________ Present: 35 people (list attached) AGENDA: 1. On the results of work in the field of labor protection at school in 2017 and tasks for 2018. Report of occupational safety specialist A.A. Ivanova. 2. Oh... 1. LISTENED: Ivanova A.A. - text of the report is attached SPEAKERS: Petrov P.P. - short recording of the speech Sidorov S.S. - short recording of the speech DECIDED: 1.1. Work in the field of labor protection at school in 2017 was considered satisfactory. 1.2. Approve the draft plan of main activities in the field of labor protection at school for 2018. 1.3. ... 2. LISTENED: SPEAKERS: DECIDED: Presiding officer (signature) (signature transcript) Secretary (signature) (signature transcript)

Service letters

According to content and purpose, official letters are divided into instructions, guarantees, information, letters of request, letters of notification, letters of attachment, letters of response, etc.

The text of the letter usually consists of two parts. The first part sets out the reason, basis or justification for drawing up the letter, and provides links to documents that are the basis for preparing the letter. The second part, starting with a paragraph, contains conclusions, proposals, requests, decisions, etc.

Service letters are prepared:

As answers about the implementation of instructions from higher authorities;

How to carry out orders from higher authorities;

Like cover letters;

As responses to requests from various organizations and individuals;

Like initiative letters.

The deadlines for preparing response letters are established by the resolution of the manager based on the existing deadlines for the execution of instructions, requests, or by the decision of the author of the resolution.

The texts of response letters must exactly correspond to the tasks recorded in the manager’s resolution. The deadlines for preparing initiative letters are determined by the heads of structural divisions.

Service letters are printed on standard A4 or A5 formats.

When writing a letter on two or more pages, the second and subsequent pages are numbered in the middle of the top margin of the sheet with Arabic numerals.

The text of a service letter, as a rule, should concern one issue or several issues if they are interrelated and will be considered in one structural unit of the addressee’s organization.

The text of the letter is written in the 3rd person singular.

For example:

“The Ministry of Education of the Russian Federation considers...”, “The Pension Fund of the Russian Federation has considered...”

If the letter is drawn up on an official’s letterhead, then its text is written in the 1st person singular: “I ask...”, “I am sending...”.

The date of the letter is the date it was signed.

The right to sign official letters is established by the relevant provisions, regulations, and instructions. The above documents should provide for the procedure for signing letters in the absence of senior officials.

Job Descriptions

The job description is the main organizational and legal document that defines the tasks, functions, responsibilities, rights, responsibilities of employees and the qualification requirements for them. It is compiled for each regular position, is impersonal and is announced to the employee against signature upon concluding an employment contract (agreement), incl. when moving to another position, as well as when temporarily performing duties at the position.

The job description indicates the name of the educational organization, specific position, approval and approval details.

The names of employee positions in job descriptions must correspond to the nomenclature of positions for school employees.

The main regulatory legal document when developing job descriptions for school employees is the order of the Ministry of Health and Social Development of the Russian Federation dated August 26, 2010 N 761n (as amended on May 31, 2011) “On approval of the Unified Qualification Directory of Positions of Managers, Specialists and Employees, section “Qualification Characteristics of Positions of Education Workers.”

The job description consists of four main sections:

General provisions;

Responsibilities;

Rights;

Responsibility.

In the "General Provisions" section indicate:

The level of education and additional professional training of the employee necessary to perform the provided job duties;

Requirements for work experience in the specialty;

Basic requirements for the employee in relation to special knowledge and professional skills, as well as knowledge of regulatory documents, teaching materials, methods and means used in the performance of job duties;

Fundamental organizational and legal documents on the basis of which the employee carries out official activities and exercises his powers;

List of structural units and (or) individual positions of employees directly subordinate to him in service (if any);

The procedure for replacing an employee and performing official duties in the event of his temporary absence.

The section may include other requirements and provisions that specify and clarify the status of the employee and the conditions of his activity.

In the “Job Responsibilities” section, the employee’s responsibilities are indicated, taking into account the tasks and functions of a specific structural unit of the educational organization with a detailed description of the main directions of his work activity. The list of job responsibilities can be supplemented or reduced depending on the external and internal conditions of the educational organization.

The “Rights” section provides a list of employee rights. It is allowed to specify certain rights taking into account the specifics of the job responsibilities performed by the employee.

The “Responsibility” section indicates the extent of the employee’s responsibility for failure to comply with job duties. This section also indicates how the financially responsible person bears, in accordance with the legislation of the Russian Federation, financial liability for damage caused to the organization. The section may include other items that clarify and specify the employee’s responsibilities.

An integral part of the job description is the familiarization sheet. It is allowed to place a note indicating that the employee has read the instructions on the sheet of the job description itself. In this case, the corresponding mark must necessarily include the date and signature of the employee.

The job description approval stamp is located in the upper right corner of the document. The job description is approved by the head of the organization or a specially issued document (order or directive). When a document is approved by an official, the stamp of approval of the document must consist of the word APPROVED (without quotation marks), the title of the position of the person approving the document, his signature, initials, surname and date of approval.

I APPROVED

Director of School No. 1

________________ (signature)

Petrov I.I.

23.01.2018

When approving a job description by order or directive, the approval stamp consists of the word APPROVED, the name of the approving document in the instrumental case, its date, and number. For example:

APPROVED

by order (name of educational organization)

dated January 23, 2018 N 18

The approved job description is numbered, laced, certified with the seal of the organization and stored in the personnel department in accordance with the established procedure for maintaining records. For current work, a certified copy is taken from the original job description, which is given to the employee and the head of the corresponding structural unit of the organization.

Note. Samples of job descriptions for employees of schools and other educational organizations can be downloaded from the website http://site (section “Documents”, subsection “Job descriptions”.

Statements

An application is understood as a document addressed to an official, containing any request from a citizen (for example, for employment, for leave, etc.), as well as a message about violations of laws and other regulations, shortcomings in the work of government bodies , local governments and officials.

The application is an official document, therefore, when drawing up and processing it, it is recommended to comply with GOST R 7.0.97-2016. However, it should be borne in mind that the requirements of the standard are advisory in nature and, in addition, it is difficult to require applicants (if they are not employees of the organization) to comply with all the rules for completing the application. They may not know the exact name of the organization, the names of officials, the names of their positions, etc., so an incorrectly completed application is not a reason to refuse to consider it.

Depending on the purpose, the application is written in free form or in a prescribed form and is usually addressed to a specific official.

The application details are:

Destination;

Applicant's address (home address, telephone). If the application is submitted from an employee of the organization, then instead of the address, his position and the department in which he works are indicated;

Type of document (application);

Date of;

Text of the statement;

Application (if available);

Applicant's signature.

As a rule, the text of the statement begins with the essence of the question and appeal (please translate..., please check the status...), then goes into detail of the issue raised. The form of presentation is free. Sometimes the preamble may come first, outlining the history and substance of the case, references to legal acts, etc.

The text of statements on similar recurring issues (for example, personnel issues) may be standard.

The application may have attachments (for example, originals or copies of educational documents, a questionnaire, autobiography, etc. are attached to the job application).

The application is signed by the author and submitted (sent) for a decision. The decision of the management is expressed by resolution. A statement with a resolution serves as the basis for issuing an order (for example, on personnel issues) or another document (a letter to the author about making a decision, a certificate about the status of the issue raised by the author, an order to conduct an examination, inspection, etc.).

In order to save time, improve the quality of applications and the efficiency of working with them, standard forms and sample applications are used. An example is a sample application for admission of a child to school.

Sample application for admission of a child to school

Registration number ________	To the director of the MBOU
	_________________________
	(Full Name)
	from a parent (legal representative)
	(cross out what is not necessary)
	residing at: _____________
	Telephone _____________________________
	Passport series___________ N _________
	Issued (by whom and when)_________________

STATEMENT

Please accept my child (son, daughter) __________________________________________

__________________________________________________________________________________

(Full Name)

to the 1st grade of your school.

Date of birth of the child _________________ Nationality ________________________________

Attended kindergarten (name of preschool educational institution) ____________________________________________

I am familiar with the statutory documents of the school: Charter, educational programs, certificate of accreditation, license to conduct educational activities.

_________________ (signature)

"______" _____________20____

Information about parents (legal representatives):

Mother: FULL NAME. ________________________________________________________________________

Place of work: _____________________________________________________________________

Job title: ________________________________________________________________________

Mobile phone): ______________________________________________________________See Decree of the Government of the Russian Federation dated 08.08.2013 N 678 “On approval of the nomenclature of positions for teaching staff of organizations engaged in educational activities, positions of heads of educational organizations.”

Do you want to put things in order in your HR work? Where to start in a new company, how to bring order to an existing one? Follow the advice of an expert. And don't panic! You will succeed.

In practice, there are two situations when professionals are interested in the topic of step-by-step HR administration:

1. In an already existing company, personnel records are carried out “somehow”, there is no system, there are many violations. If you find yourself in this situation, first assess the state of the employer’s personnel documentation and document the results of the audit. Examples of memos from the article “” will help you. After checking, begin to restore and systematize the work using the 8 steps from this article.
2. A newly created organization is just starting its activities or an individual entrepreneur has his first employee - it is better to immediately begin personnel work correctly. Step one...

1 step. Organize personnel records. There are three ways

Determine who is responsible or responsible for the state of HR records at the employer. Every employer is very different. They differ in the number of staff, field of activity, staff turnover, management approaches, and economic opportunities. I’ll answer a favorite question from HR specialists:

Are there standards for the number of personnel officers per number of employees?

“Alas, there is no universal formula that would suit everyone. The standards for personnel procedures, which are given in the Decree of the USSR Ministry of Labor dated November 14, 1991 No. 78, are outdated. The average figure according to the standards currently ranges from 200 to 270 employees per personnel officer. But ideally, you need to budget the time to complete the paperwork directly with your employer.”

Depending on the company’s staff, staff turnover, and economic opportunities, the employer can organize personnel records in one of the following ways:

• a structural unit, for example, a human resources department headed by a manager;
• the only HR specialist;
• internal combination - most often found in small companies of up to 100 people. Internal combination is when the work of maintaining personnel records is entrusted to an employee whose job function is not initially related to personnel records, for example, an accountant or office manager.

Combination is an assignment to an employee, with his written consent, of additional work in another position, profession, specialty (Article 60.2 of the Labor Code of the Russian Federation). To formalize the combination, include the position in the staffing table (the rate may not be the same, it is important to simply reflect the employer’s need for the labor function of a HR specialist).

A typical misconception: the position for which the combination is registered is not included in the staffing table. In the agreement, specify the duration, content and volume of work performed and the amount of additional payment.

So, the first step is to determine how you were assigned to conduct personnel records:

1. Your position is part of a structural unit, for example, the HR department.
2. You are the only specialist in personnel records management; an employment contract has been concluded with you and your responsibilities include conducting personnel records management in full.
3. HR records management is assigned to you in the form of a combination.

After your authority to organize and maintain personnel records has been verified, carefully study the constituent documents.

Step 2. Study the constituent documents

First of all, pay attention to the name of the employer.

Typical error: in personnel documents the name of the employer is not indicated in accordance with the constituent documents. For example, the Charter specifies the full and abbreviated name, and in personnel documents - only the full or only the abbreviated name of the employer.

Study in the constituent documents the question of the authority to make decisions on the conclusion or termination of an employment contract, and to approve local regulations. Determine who is the authorized person of the employer, if it is a legal entity.

Typical mistake in an employment contract: in the constituent documents, the head of the company is registered as the authorized person of the employer; in employment contracts, the preamble indicates the manager acting on the basis of the Charter, and at the end of the employment contract, the employer’s signature is affixed by the head of the personnel department, or the deputy general director, etc., that is not the leader himself.

Remember a simple rule: whoever is indicated as an authorized person of the employer at the beginning of the employment contract is the one who signs it.

Step 3. Create a staffing table

Why is the staffing schedule one of the first documents that is directly related to the labor function of the personnel officer? The staffing table is an organizational and administrative document that inherently answers the question: what labor functions does the employer need?

Remember the rule: no employee can be hired outside the staffing table. There, “outside the state,” there are only civil contracts. All employer needs for labor functions are determined by the staffing table.

A labor function is work in a position in accordance with the staffing table, a profession, a specialty indicating qualifications; specific type of work entrusted to the employee (Article , Labor Code of the Russian Federation).

The staffing table can be approved using a unified form - form T-3 (approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1) or develop and approve your own form (preferably as an appendix to the organization's accounting policy). In the column “Number of staff units” you can indicate a less than full rate, for example, 0.25 or 0.5.

Who develops the staffing schedule?

Evgenia Konyukhova, teacher at Kontur.School:

“In accordance with the qualification directory of positions, the development of the staffing table is carried out by a labor economist. But not all employers have such happiness (a labor economist). Therefore, the person responsible for developing the staffing table is the one whose job responsibilities include developing a draft staffing table. It is approved by order and kept permanent. There are no legal restrictions on the number of changes to the staffing table.”

Step 4 Determine the required number of local regulations

Local regulations are a voluminous topic. Most often, experts ask for a “magic pill of happiness” in the form of an exhaustive list of local regulations that are mandatory for them. But there is no universal, suitable list for all employers. There are a few rules to keep in mind:

1. Only employers classified as micro-business entities in accordance with Art. 309.2 of the Labor Code of the Russian Federation, may partially or completely abandon local regulations. Provided that they transfer those issues that should be resolved in local regulations to the standard form of an employment contract. All other employers are required to have the required number of local regulations in place.
2. There is a list of local regulations that are mandatory for all employers: internal labor regulations (Article 189 of the Labor Code of the Russian Federation), local regulations establishing remuneration systems (Article 135 of the Labor Code of the Russian Federation), local regulations establishing the procedure for processing personal data , rights of employees, features of the transfer and storage of personal data (Chapter 14 of the Labor Code of the Russian Federation, Federal Law of July 27, 2006 No. 152-FZ).
   Pay attention to the local regulatory act establishing remuneration systems: as such, in an independent form, for example, in the form of Regulations on remuneration, it may also not exist if the remuneration systems are prescribed in the internal labor regulations of the employer or a collective agreement. It is also mandatory to develop and approve a vacation schedule - no later than two weeks before the start of the calendar year for which it is being drawn up. If the organization was created at the beginning or middle of the calendar year, you complete this year without a vacation schedule.
   There may be local regulations that become mandatory when certain conditions occur, for example, regulations on business trips, collective agreements, regulations on employee certification, etc. It is in this matter that systemic, comprehensive knowledge of labor legislation as a whole is needed. In the advanced training course "" and the professional retraining course "" local regulations are given a separate lesson.
3. Local regulations are adopted taking into account the opinion of the representative body in accordance with Art. 372 Labor Code of the Russian Federation. This point is mandatory if there is a representative body of employees, but at the stage of organizing personnel records management, most likely, it is simply missing. If so, skip this point.
4. The employee must be familiarized with all adopted local regulations against signature in accordance with Part 2 of Art. 22 Labor Code of the Russian Federation. Newly hired employees must be familiarized with signature before signing an employment contract (Article 68 of the Labor Code of the Russian Federation).

Step 5 Check how the manager is hired

The key employee of the organization is the manager. First of all, check all the documents for its registration. There must be a response to a request from the register of disqualified persons maintained by the tax authorities. This is the requirement of Part 2 of Art. 32.11 Code of Administrative Offenses of the Russian Federation.

The manager has a dual legal status:

• is the sole executive body of a legal entity;
• performs the duties of an employee - the labor function of a manager.

The manager must have documents on his appointment (election) as general director in accordance with federal laws and constituent documents and documents within the framework of labor legislation: employment contract, employment order. An entry must be made in the work book.

Novice specialists, as well as experienced ones, sometimes ask the following question: how to make an entry in the work book about hiring a general director? The answer lies on the surface: the work book is the main document confirming the length of service, and the work book contains information about hiring, and not about the procedures for election or appointment. Therefore, after concluding an employment contract and issuing a hiring order, make an entry in the work book specifically about the hiring with a reference in column 4 to the details of the hiring order.

A typical mistake in drawing up an employment contract with a manager: the term of the employment contract does not correspond to the term of his powers as the sole executive body in accordance with the constituent documents. At the stage of concluding an employment contract, carefully study the constituent documents to avoid such a mistake.

Step 6 Prepare a draft employment contract

An employment contract is one of the main documents in regulating labor relations with employees. I recommend that you carefully consider and develop employment contract templates for employing different categories of workers.

Based on the results of State Labor Inspectorate inspections, the employment contract also becomes the most expensive document in personnel records management in terms of penalties. Liability is provided for under Part 4 of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation for legal entities, for example, from 50,000 to 100,000 rubles, and sometimes inspectors multiply the fine by the number of employment contracts.

A standard form of employment contract has been developed and approved only for heads of state (municipal) institutions and employers, small businesses classified as micro-entrepreneurs. In other cases, employers independently develop the form of the employment contract.

• surname, name, patronymic of the employee and name of the employer (surname, name, patronymic of the employer-individual) who entered into an employment contract;
• information about identification documents of the employee and the individual employer;
• taxpayer identification number (for employers, with the exception of individual employers who are not individual entrepreneurs);
• information about the employer’s representative who signed the employment contract and the basis on which he is vested with the appropriate powers;
• place and date of conclusion of the employment contract.

As a rule, this information is included in the preamble to the employment contract, or some of the information remains in the preamble, and some is transferred to the last page of the employment contract.

Example:"Limited Liability Company "Interest"", (TIN 1234567890) hereinafter referred to as "Employer", represented by Deputy General Director P.S. Mikhailov, acting on the basis of the Employment Agreement dated 02.17.2009 No. 18-td-2009 and Order dated 08/05/2011 No. 12, on the one hand, and citizen of the Russian Federation Nikolay Sergeevich Veselov (passport series 0477, No. 123456 issued by the Federal Migration Service for the Southern Administrative District of Moscow on 08/20/1997), hereinafter referred to as “Employee”, on the other hand, in accordance with the labor legislation in force on the territory of the Russian Federation, we have concluded this employment agreement as follows:..."

Recommendation 2. Remember about the mandatory conditions of the employment contract, they are listed in Part 2 of Art. 57 Labor Code of the Russian Federation. But not all of them are always required! Some are required subject to certain conditions:

• the term of the employment contract and the circumstances (reasons) that served as the basis for concluding a fixed-term employment contract in accordance with the Labor Code or other federal law (indicate only when concluding a fixed-term employment contract);
• guarantees and compensation for work under harmful and (or) dangerous working conditions, indicating the characteristics of working conditions at the workplace (indicate only if you are hiring an employee to work under harmful or dangerous working conditions);
• regime of working hours and rest time (include in the employment contract only if the regime differs from the general rules in force at the employer);
• conditions that determine the nature of the work (travelling, mobile, en route).

Recommendation 3. Take into account the articles of the Labor Code that establish the specifics of regulating labor relations with certain categories of workers or the norms of federal laws governing your type of activity. When developing a draft employment contract, do not use sources of dubious origin from Internet resources.

Look at different sources and, having passed them through the “prism” of Article 57 of the Labor Code of the Russian Federation, develop your own form.

The employment contract can include additional provisions, mentioned in Part 4 of Art. 57 of the Labor Code of the Russian Federation, and other conditions. But the employer will not be held responsible for their absence.

If the activities of employees are related to the maintenance of material assets, I recommend immediately developing and preparing a template for an agreement on full financial responsibility. Then you can sign it at the same time as the labor document.

There is a separate detailed lesson on financial responsibility at Kontur.School. In the lesson program:

• Financial liability of the employee: grounds, terms and procedure for involvement.
• Cases of full financial responsibility of the employee.
• Agreement on full individual or collective financial responsibility.
• The employer's financial liability for delays in wages, vacation pay, and other amounts due to the employee.

Step 7 Prepare documents for maintaining work records of new employees

To begin, prepare an order appointing a special authorized person responsible for maintaining, storing, recording and issuing work books.

Remember that forced labor is prohibited. If the employment contract or job description of the person in charge did not specify the responsibilities for maintaining, recording, storing and issuing work books, it is necessary to supplement the employment contract with these responsibilities by agreement, or make changes to the job description. If such responsibility will be assigned to an employee whose function does not include personnel records management, for example, to the chief accountant, I recommend that you first draw up a combination agreement, i.e. on assigning additional work to an employee with his written consent with additional payment in accordance with Art. 151 Labor Code of the Russian Federation.

At this stage, also check that the organization has purchased and recorded in the receipt and expenditure book for the accounting of work book forms and the inserts therein. The employer is obliged to constantly have in stock the required number of work book forms and inserts in it (clause 44 of the Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, hereinafter referred to as Resolution No. 225).

Keep work book forms and inserts in the accounting department as strict reporting forms. The accounting department also maintains the receipts and expenses book (see paragraph 41 of Resolution No. 225). At this stage, also prepare a book for recording the movement of work books and inserts in them. It is managed by the HR department.

The receipt and expenditure book for recording the forms of the work book and the inserts in it and the book for recording the movement of work books and inserts in them must be numbered, laced, certified by the signature of the head of the organization, and also sealed with a wax seal or sealed.

Step 8 Prepare documents for HR work

The preparation of personnel procedures begins with the registration of employees for work.

What mandatory documents should a personnel officer have on hand at the stage of applying for a job?

Typical kit (excluding features):

1. A set of local regulations for employees to familiarize themselves with them.
2. A draft employment contract with job responsibilities included in it or in the job description.
3. Employment order form (Article 68 of the Labor Code of the Russian Federation). The order can be in a unified form - form T-1 (form T-1a) or in a form approved by the employer.
4. Forms of personal card in form T-2 (for state or municipal employees, form T-2 GS (MS)). Please note: the T-2 personal card (T-2GS(MS)) is kept in writing, on cardboard.

Records about the employee, about hiring, permanent transfers, dismissals of the employee must be familiarized with signature in the relevant sections of the personal card (clause 12 of Resolution No. 225).

What should I take into account according to work books at this stage? Write an application to the accounting department with a request to issue a work book form if the employee does not have one, or enter information about the work book he has in the book for recording the movement of work books.

Organize recording of working time: the employer is obliged to keep records of the time actually worked by the employee (Article 91 of the Labor Code of the Russian Federation). For these purposes, you can use unified forms of time sheets T-12 or T-13, or approve your own form.

How to formalize changes to an employment contract?

Prepare documents:

1. Agreement on changing the terms of the employment contract/additional agreement to the employment contract (if the change in the terms of the employment contract occurs by agreement of the parties in accordance with Article 72 of the Labor Code of the Russian Federation).
2. An order to change organizational or technological working conditions, written notifications of changes and the reasons that served as the basis for changing the terms of the employment contract, written offers of another vacant job corresponding to the qualifications of the employee, as well as a vacant lower position or lower paid job (if the change in the terms of the employment contract occurs due to initiative of the employer in accordance with Article 74 of the Labor Code of the Russian Federation).

The list of documents for processing a translation depends on the type of translation:

• in case of a temporary transfer, an additional agreement to the employment contract on the transfer is concluded, an order for the transfer is prepared (as a rule, in the form T-5 or T-5a);
• in case of permanent transfer - an additional agreement to the employment contract on the transfer and an order for the transfer. An entry is also made in the work book and in the personal card T-2 (T-2GS (MS)).

List of documents for registration of vacations:

• vacation schedule (approved no later than two weeks before the start of the calendar year). Read the article “”;
• written notifications to employees about the start time of vacation in accordance with Part 3 of Art. 123 of the Labor Code of the Russian Federation (look at the letter of Rostrud dated July 30, 2014 No. 1693-6-1);
• vacation order (form T-6, form T-6a).

This list may vary depending on categories of workers or circumstances. For example, if an employee requests leave not according to the vacation schedule, but at a time convenient for him based on his written application (for example, such leave is provided to minors, Honorary Donors of Russia, etc.). In this case, there will be no notice of leave. The employee will write a statement, and the employer will issue an order.

Labor legislation establishes requirements for the availability and execution of personnel documents in cases where the employer:

• engages employees to work outside the established working hours;
• invites you to work on weekends and non-working holidays;
• sends employees on business trips;
• provides guarantees and compensation. This block of questions should be studied separately. We recommend that you familiarize yourself with the professional retraining program “” at Kontur.School.

How to formalize the dismissal of employees

In this case, you need supporting documents, the type of which depends on the reason for dismissal. For example, to dismiss an employee on his own initiative, his written application is required, to dismiss by agreement of the parties - an agreement to terminate the employment contract, etc.

Be sure to prepare a dismissal order, which you must familiarize with the employee against signature. If the employee is absent or refuses to read the order, put the appropriate mark on the order.

Based on the order, make an entry in the work book and in the employee’s personal card. Afterwards, the employee puts his signature in the work book, personal card and in the book for recording the movement of work books when handing over the work book to the employee.

We looked at the mandatory steps for organizing HR records from scratch.

1. Develop a staffing schedule, determine the employer’s needs for labor functions.
2. Check how the documents for the manager are prepared.
3. Prepare a set of necessary local regulations.
4. Develop employment contract templates for different categories of workers.
5. Prepare the documents necessary for applying for a job.
6. Prepare draft documents for registration of procedures related to the movement of personnel (vacations, business trips, involvement in work on weekends, etc.).

The functioning of an educational organization is inextricably linked with the creation of documentation that ensures reporting on all management operations. The activities of the manager in organizing document flow in a public organization are an important component of the administrative process aimed at implementing:

• educational process at school;
• resolving personnel issues;
• conducting related business activities.

The documentation created to record the intermediate and final results of the work of the management team contains reliable data on the actual state of all school assets. Therefore, there are special requirements for document management, which are reflected in the current legislative framework.

Regulations on office work at school

The organization of document flow in the educational institution is carried out strictly in accordance with regulatory requirements, which provide for the implementation of uniform standards for drawing up and filling out documents in each school.

Inspection bodies require that heads of educational organizations, when providing support, rely on the following regulations:

• GOST-R 6.30-2003, which presents unified requirements for the preparation of business papers.
• Methodological recommendations for record keeping, approved by order of the Federal Archive No. 76 of December 23, 2009.
• Letter of the Ministry of Education of the Russian Federation No. 03-51/64, which also contains methodological recommendations for working with documents in educational institutions.

The rules for preparing documentation also establishes Regulations on record keeping at school, which must be developed and approved at the local level, taking into account the characteristics of the management structure.

Structure of the Regulations on Office Work

Sections	Contents of sections
Office goals	Ensuring full compliance of documentary data with the provisions of current legislation, requirements for automating the process of compiling and storing business papers.
Office tasks	Consolidation of norms regulating the preparation, execution and storage of school documentation. Compliance with the rules for the use and storage of OS seals. Increasing the level of culture of the school’s administrative staff and office staff on issues of working with official documents.
Principles of document management	Relevance of the data used. Timely preparation of primary documentation. Systematization of papers according to types.
Office management functions in educational institutions	Documentation of administrative activities, personnel work. Processing and moving papers. Registration when transferring documentation to the archive. Control of execution of administrative documentation.
Document classification	Presentation of all types of documents compiled by school services, in accordance with the main types of documentation. The paperwork of an educational organization involves the creation and storage of the following types of documents: organizational and legal; administrative; information and reference; accounting and pedagogical; documents on labor relations.
Registration requirements	This paragraph of the Regulations provides a list of requirements for the content, structure and details of school documentation.
Organization of document flow	The number of paper flows is indicated (usually there are three of them - internal, incoming and outgoing), the order of their registration, grouping and subsequent transfer to the office for storage.
Nomenclature of documents	A decoding of nomenclature signs drawn up in the format “01”, “02”, “03”, etc. is provided.
Requirements for storage and use of printing	The seal must be stored in a safe in the office of the head of the educational institution, who is personally responsible for its safety. This paragraph of the Regulations should provide a list of documents subject to certification with a “wet” seal.
Documentation to be certified by the head of the school	Only the director of an educational organization has the right to certify documents defining the regulations for conducting and supporting the educational process (lesson schedule, internal regulations, school canteen menu and other local acts).

Instructions for office work at school

The rules for drawing up each type of document are also subject to strict regulation, fixed by local instructions of the established form. The provisions of this local act are applicable to filling out paper and electronic media, which ensures the unification of the school document flow system. At the same time, the presented rules for filling out papers apply to accounting, technical and other specialized types of documentation only in terms of general principles.

Certified instructions for implementing office work at school should contain the following sections:

1. General provisions governing the application of the presented rules to each individual type of documentation.
2. Composition of the documentation used.
3. Rules for the preparation of documents, establishing the rules for filling out blank forms, specifying details, requirements for the content and structure of each specific type of paper.
4. Preparation and execution of particularly important types of documentation: orders, instructions, protocols, official letters, telephone messages, statements, notes, acts.
5. Organization of execution of documents - a section that approves the requirements for the procedures for pre-registration, consideration, distribution, processing and transfer of papers.
6. Control of the execution of documents, regulating the forms and terms of control, the level of responsibility of authorized persons.
7. Production and use of seals and stamps.
8. Features of maintaining a nomenclature of cases.
9. The procedure for transferring documentation for storage.

Personnel records management at school

The current labor legislation of our country does not distinguish the concept of “personnel records management”. Therefore, the employee responsible for maintaining document flow in an educational organization - the secretary - in his activities must be guided by general state regulations on issues of documentary support of personnel work and local acts of the educational institution.

Implementation Consistent personnel management at school involves the preparation and preservation of various types of documentation, which include:

1. Employment contracts.
2. Work books.
3. Staffing schedule.
4. Job descriptions of employees of the educational institution.
5. Personal files of employees.
6. Vacation and shift schedules.
7. Time sheets.
8. Orders on personnel records management.
9. Statements from teachers.
10. Documents on the protection of personal data.
11. Travel document logs.
12. Certification schedules for subject teachers and other teaching staff.

Office work at school: sample documents

Textual support for school activities is provided by a documentation system classified according to areas of application. As part of school records management, samples of such documents remain the most in demand:

1. Organizational

These include:

• school charter,
• agreement with the founder,
• job descriptions,
• internal regulations for employees,
• staffing table.

2. Administrative

These include orders:

• on the organization of the educational process,
• on administrative and economic activities,
• on personnel and students,
• instructions on labor protection and fire safety.

3. Information and reference

These are certificates, reports and explanatory notes, minutes of teachers' councils, thematic seminars and forums, letters, telegrams, telephone messages, documents on personnel records discussed above.

4. Educational and pedagogical documentation

These include:

• personal affairs of students,
• order books,
• journals of factual classes, etc.

I would like to note that due to time trends, the nature of document flow in the educational institution is changing. Storing original papers, associated with ensuring optimal lighting and temperature conditions in the archive, fades into the background. A large amount of documentation is converted into electronic form by HR personnel, which allows you to quickly find the necessary information and save money on maintaining the archive.

“Organization of office work in municipal educational institution secondary school No. 1

with valeological direction"

(slide No. 1. Designation of the topic of the speech.)

The activities of an educational institution inevitably require the creation of many types of documents, without which it is impossible to solve problems of management, financing, accounting and reporting, and personnel support. e teachings.

The school, in accordance with the Law “On Education,” received broad rights in the independent implementation of the educational process, selection and placement of personnel, scientific, financial, economic and other activities. Decisions made by the school director and his deputies are recorded in a certain order in specific document forms. This type of activity is calledtext control. The results of this work, recorded in a certain order, reflect the actual state of affairs in the school and are a mirrorlevel of management culture.

Systematization of school affairs contributes to the correct maintenance of school records, timely processing of primary information, simplification of accounting, compliance with the principles of accessibility and comparability of accounting data.

School documentation reflects the state of the educational process, its content, staffing, financial and economic activities carried out by the school.

The recording of organizational, managerial and other decisions in the school is carried out according to certain generally accepted rules and norms and in accordance with the legal framework.

(slide No. 2. Regulatory framework.)

During state accreditation, special attention was paid to studying the regulatory framework for record keeping in schools.

In our school, the organization of office work is based on the following regulatory framework:

1. Instructions for conducting office work,
2. Nomenclature of school affairs,
3. Local acts developed by the school director, deputy director for scientific and methodological work together with the city archive:

1. Archive RegulationsMunicipal educational institution secondary school No. 1 with valeological direction;
2. . This Regulation was developed in 2010 in accordance with the requirements of Federal Law No. 152 “On Personal Data” and others.

(slide No. 3. Sections of the Instructions.)

In 2007, to improve documentation support e studying management and increasing its efficiency by unifying the composition and forms of management documents, technologies for working with them and ensuring control over the execution of documents has been developedInstructions for record keeping. Personal responsibility for organizing office work, timely and high-quality execution of documents, and the safety of documents and files in the school is assigned to the secretary. Monitoring compliance with the established procedure for working with documents is carried out by the School Director.

(slide No. 4. Sections of the Nomenclature of Cases.)

Record keeping is carried out in accordance with the approval of the school directorNomenclature of cases. The nomenclature of cases is a systematic list of headings (names of cases) created by the Institution, indicating their storage periods, drawn up in the prescribed manner. It is intended for organizing the grouping of executed documents into files, systematizing and recording files, determining their storage periods and is the basis for compiling inventories of permanent and temporary (over 10 years) storage cases, as well as for recording temporary (less than 10 years) storage cases. When compiling a nomenclature of affairs, it is necessary to be guided by the school’s Charter, staffing schedule, work plans and reports, lists of documents indicating their storage periods, and previous nomenclatures.

I would like to draw special attention to a section that has not previously been highlighted,“School activities to strengthen security and civil defense issues and emergency prevention.”

The list of cases is signed by the secretary, agreed with the school’s expert commission, and once every three years - withexpert-verification methodological commission(EPMK) of the Committee for Archives under the Government of the Ural Republic, approved by the school director. Compiled in 4 copies:

1 is a document with a permanent shelf life and is included in the fund’s file,

2 is used as a worker,

3 is used in the school archive,

4 – in the municipal archive.

(slide No. 5. Regulations)

Archive Regulationsis developed on the basis of the Model Regulations and approved by the school director. This document defines the composition of archive documents, its tasks, functions, rights and responsibilities.

(slide number 6. Protocols)

Regulations on the permanent expert commissionregulates the work of the school expert commission. An expert commission is created to organize and conduct methodological and practical work on the examination of the value of documents, selection and preparation for transfer of documents for permanent storage to the Archive Department of the Administration. It is appointed by order of the school director, headed by the deputy director for scientific and methodological work, and the secretary is the person responsible for maintaining the archive.

(slide No. 7. Written consent form for the processing of students’ personal data)

Regulations on the processing of personal data of employees and studentsdeveloped to determine the procedure for processing personal data of school employees and students; ensuring the protection of rights and freedoms when processing personal data; establishing the responsibility of officials who have access to the personal data of school employees and students. When a student enters school, the parent (legal representative) provides written consent to the processing of the personal data of their child (pupil).

(slide No. 8,9. Special literature.)

Of particular importance are documents on personnel that reflect the employee’s work activity and confirm the length of service necessary for calculating a pension. That's whypersonnel documentationis carried out in accordance with the Instructions for office work, the Labor Code of the Russian Federation, Instructions approved by the resolution of the Ministry of Labor and Social Development of the Russian Federation. This documentation must be kept in a safe.

The employee must be familiarized with each new entry in the work book against a signature in his personal card, which repeats the entry made in the work book.

Orders of the school director are recorded in the Order Registers. Orders and registers are numbered, laced and sealed with the seal and signature of the school director.

Based on the submitted documents and information, a personal T-2 card is filled out for each employee. Upon dismissal, the card is stored in the archive for 75 years.

Personal files are kept for all teaching staff of the school from the moment of employment until the moment of dismissal, are registered in the Book of Registration of Personal Files of School Employees, and are stored in the archive for 75 years. The hiring and dismissal of an employee is registered in the School Personnel Record Book, which is kept for 75 years.

The vacation schedule for the next year is approved by the school director no later than December 15 of the current year.

Personal medical records for all employees with registration of an annual medical examination are stored in a fireproof cabinet.

Go through accounting and registration:

Orders of the school director on personnel,

Orders of the school director on main activities;

Orders of the school principal on student personnel;

Labor contracts;

Personal cards T-2 of employees,

Personal files of school employees,

Attestation sheets.

(slide No. 10. Certificate, notice of arrival and departure.)

Personal files are maintained for each student from the moment he enters the school until his graduation or departure. Each case has a number corresponding to an entry in the students' alphabetical book. The personal files of each class are kept in separate folders. The personal file is issued to the parents (legal representatives) of students on the basis of a written application, which is noted in the alphabetical book. The management of personal files is checked by the Deputy Director for Educational Work 2 times a year. Upon graduation, personal files are kept in the archive for 5 years or issued upon request.

All students from schools are included in the alphabet book. When using all the pages of an alphabet book for a particular letter, the continuation of entries is made in a new book in the order of subsequent numbers for each letter. The book is numbered page by page, laced, sealed with the school's seal and the director's signature.

Enrollment and departure from school is formalized by order of the director indicating the reasons for departure. Since 2010, in accordance with the requirements of the law on the prevention of neglect, parents (legal representatives) of dropped out students provide a certificate from the educational institution where their child continues to study.

And on the screen is a certificate-notification form that we offer for working with outgoing students.

In conclusion, it must be said that over time, the nature of the papers received in the document flow has changed somewhat. We almost never work with originals, but rather with copies and electronic versions of documents; we create a huge number of our own documents, which are stored in electronic and printed forms. To create conditions for the proper storage of original documents, equipped premises are required that meet all established standards: from lighting and temperature conditions to the thickness of the folder paper and the required thread number for filing files. Therefore, in the future we see the storage of documents and the creation of a school archive in electronic form and on electronic media.

December, 2010

I am interested in the question of how personnel records are conducted at the school. Before that, I worked as a personnel officer in small commercial organizations and got a job at school for the first time. Therefore, I would like to study personnel records at school and download the necessary documents.

Answer

Personnel records management at the school is carried out according to the general rules for organizing personnel work. Just like in any other organization, a personnel worker in a school:

• draws up personnel orders. These are orders on hiring employees, on termination of employment contracts, etc.;
• draws up and concludes employment contracts with employees;
• makes entries in workers’ work books;
• maintains personal records of employees;
• prepares all documents for vacations and business trips of employees;
• draws up a vacation schedule;
• maintains a time sheet;
• maintains a work record book.

In addition, a personnel officer, including at a school, may be charged with maintaining military records.

Thus, personnel records management at a school and the documents that a personnel officer draws up when working at a school are not much different from what is customary in commercial organizations.

At the same time, the personnel officer should study the Law on Education, as well as documents of the Ministry of Labor on the working hours of teaching staff, as well as on the period of annual leave for teachers.

It should also be remembered that when hiring teachers, a certificate of no criminal record is required. This document is presented when applying for a job as part of the general package of documents. In addition, most often it will be the personnel worker who will need to monitor teachers’ passing of the next certification.