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Guidelines for Procuring and Managing Paid Chapter Staff

SCORE Staff
  • Updated

Procuring Paid Chapter Administrators 

Hiring through The Panther Group (Standard Practice) 

Hiring through other third-party staffing agency (Only allowed in exceptional circumstances)* 

*Note: The only cases where a chapter should pursue a third-party vendor other than The Panther Group is if the Panther Group cannot provide an administrative resource that meets the needs of the chapter. 

  • In order to enter an agreement with a third-part staffing agency, you must: 
    • Provide SCORE HQ (help@score.org) with confirmation that The Panther Group could not procure a suitable candidate for the role. 
    • Obtain three (3) quotes or proposals (one of which can be Panther) from staffing vendors. Send all quotes/proposals and contracts to the SCORE VP of Finance.  
    • Obtain a contract or agreement from the vendor (to be signed by VP of Finance, counter-signed by the vendor, and returned to Accounting Department.) 
  • Additionally, you must ensure the vendor meets the following requirements: 
    • The staffing agency is not an independent contractor. 
    • The staffing agency will manage pay, benefits and HR for the clerical admin. 
    • The staffing agency will facilitate Code of Ethics annually (must imitate the Panther code of ethics process). All completed forms from a non-panther third-party agency should be maintained by the vendor and accessible upon request. 
    • The staffing agency will comply with all SCORE compliance requirements including COVID-19 Workplace Safety requirements. 

Onboarding 

  • Follow the administrator onboarding procedure 
  • Establish who in the chapter will be the timecard approver for the administrator 
  • Ensure a proper training program that includes: 
    • A clear process for performing each job duty; 
    • Training on SCORE tools, including best practices for using SCORE email 
    • Contact information for questions. 
  • Make sure they are equipped with SCORE tools: 
    • Email 
    • Google drive access 
    • Access to office space (if applicable) 
  • Add the administrator to Engage following these steps.
  • Panther (or third-party agency) will set and manage goals for the new staff member. All administrative actions should be taken through the agency. 

Routine Operations 

  • Code of Ethics: Ensure that the administrator has signed their annual code of Ethics Agreement. The Panther Group will ensure that panther paid administrators complete the CODE of Ethics form annually. The chapter must ensure that all non-panther administrators sign the Code of Ethics form each year. 
  • Annual Appreciation: You may want to show appreciation for the effort that the administrator has made throughout the year. A gift or bonus may be given at the discretion of the chapter if the following rules are met: 
    • Gifts/bonuses should not exceed $400*.
      *Grossed up to include the percentage of pay that Panther takes from payment. 
    • Gifts/bonuses are paid for with unrestricted funds. 
    • Gifts/bonuses are not guaranteed or promised in advance to the recipient. 

Resignation/Removal 

Whenever a paid administrator is compelled to or chooses to leave, please do the following: 

  • Recover and secure any SCORE own property, equipment, or tools in the administrators possession. 
  • Change any SCORE passwords that the administrator had access to, paying special attention to any databases that contain Personal Identifiable Information (PII) of clients, staff, and/or volunteers. 
  • Immediately remove the individual from Engage following these steps. 

Questions: 

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