The Forms/Procedures window allows you to indicate which forms/procedures (I9, W4, Background Check, etc.) are required for an employee to be assigned to any order associated with the branch. You can also determine which forms/procedures, while not required at the staffing service branch level, can be required at the company or order level.

Click here for a more thorough explanation of the cascading nature of Pre-Hire Forms and Procedures.

In addition, you can filter the list by service line so that specific service lines can require specific forms/procedures. For example, you could require a Driver's License for one service line, but not for another.

You can also set the staffing service branch to refer to the forms and procedures set up at a staffing service component (Parent, Division, Region). When the branch refers to another level, it takes on the same forms and procedures as the other level. When something is updated at the referred to level, it is automatically updated at the branch level.

Of course, a staffing service branch can also chose to make forms and procedure decisions of their own and therefore, refer to no other staffing service. To do so, they would simply set their Refers To field to <none>.

The Refers To field can be used even if you don't want to exactly match a staffing service component's forms and procedures. For example, if a staffing service branch wanted to match a Parent staffing service component level's forms and procedures except for the fact that the branch wanted to also require a Health Insurance Waiver, the user could go in and set the Branch's forms and procedures' Refers To field to Parent. This would cause all forms and procedure to match the Parent staffing service component. The user could then change the Refers field to <none>. The system would still show the forms and procedures of the Parent staffing service component, but now those forms and procedure could be edited. The user would simply add the Health Insurance Waiver to the list of required forms.

However, remember that, once the Refers To field is set to <none>, it no longer follows the forms and procedures of the level it was referring to. In the above example, if the Parent Staffing Service added a Confidentiality agreement as a required form, the staffing service branch would need to manually add it to their list of forms and procedures (whereas, if there Refers To field was still set to Parent, the required form would be added automatically).

The list of choices is maintained as an edit list on the System Administration side of StaffSuite. If an edit list value is removed, it will no longer appear as a choice. If the value is made inactive, it will be marked with the letter "I" as long as it is selected as required, but once it is changed to Not Required, it will no longer appear as a choice. NOTE: An inactive edit list value that is in the required list will still generate a warning to the user if they try to fill an assignment with an employee who has not satisfied that requirement.

If you want to quickly view those forms and procedures required at the staffing service level you are viewing, use the Forms and Procedures List option.

Adding/Editing Forms and Procedures

1. If you want the staffing service branch to match the forms and procedures set up at a staffing service component level, select the desired level in the Refers To field. A staffing service branch can refer to a Region, Division or Parent level component.

If you select a Refers To staffing level, the information in the Available, Visible and Required lists change to match the set-up at the referred to level. This happens even if you have previously made manual changes to the lists. Also, all lists become inactive (you cannot edit them) because any changes you make at the referred to level will automatically be updated at the branch. If you do want to make edits at this level, set the Refers to field to <none>.

2. To edit the Forms/Procedures for a specific service line, click in the Service Line field and select the service line. This allows you to require certain forms/procedures for one service line and different forms/procedures for another service line. To edit Forms/Procedures for all service lines, click and select <All>.

3. There are three lists: Available, Visible and Required. Available displays all forms and procedures added to your edit list in System Administration that have not been moved to either the Visible or Required list. Visible displays all forms and procedures that are not required by the staffing service, but can be required at the Company or Order level. Required displays all those forms required by the branch. An employee MUST have these forms and procedures in order to fill an assignment/position (although you can allow the Staffing Service Rep to override this setting - see the link at the bottom of the page).

4. To move a form/procedure from Available to Visible (or from Visible to Required), select the item or items in the Available (or Visible) box (to select multiple items, CTRL-click the items) and click >. To move all of the items in the Available (or Visible) box to the Visible (or Required) box, click the >> button. The selected items move to the box directly to their right.

5. To move a form/procedure from Required to Visible (or from Visible to Available), select the item or items in the Required (or Visible) box (to select multiple items, CTRL-click the items) and click <. To move all of the items in the Required box to the Visible box (or the Visible box to the Available box), click the << button. The selected items move to the box directly to their left.

6. The items in the Required box will be required in order for an employee to be filled on an assignment for ALL orders associated with the staffing service branch/service line. Items in the Visible box can be added to specific companies or orders associated with the Staffing Service Branch.

7. When you are satisfied with your selections, click OK. To close the window without saving your changes, click Cancel.

You can view a list of all forms and procedures required by this staffing service branch by clicking the Forms/Procs List button. For more information on the Staffing Service Branch Forms and Procedures List, click here.

You can indicate additional Forms/Procedures specific to the company and/or order.

You can also indicate whether a staffing service rep can override the form/procedure requirements.

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