New Employees

New Employees

Congratulations on your recommendation for a position with the Gainesville City School System (A Charter School System)!

We are pleased that you have selected Gainesville City School System as your employer of choice. This site was designed to be your one stop location for resources and information essential for new employees. We have streamlined and automated the new hire process and created this website to help inform you about what to expect as a new employee during your first day, week and month of employment. LET’S GET STARTED!

Click On Each Step Below For Detailed Information


 Once you have accepted a conditional employment offer, complete the following steps below right away.

A) Complete the New Hire Registration Form:

  1. Click HERE to complete and submit the New Hire Registration Form.
  2. You will receive an email with your, GCSS Employee number (G #), Username and Password to your GCSS email account, GCSS Computer Login Credentials, and Employee Self Service Login. Note: If submitting after hours, you will receive an email within 1-2 business days.
  3. Please download and complete the following forms. All completed forms are to be returned to Sherry McElroy.
  4. I-9 (Employee Eligibility Form)
    W-4 (IRS Employee Withholdings Certificate)
    G-4 (Employee Withholding Certificate)
    Direct Deposit Authorization
    Public School Employee Oath of Allegiance

    View the list of Acceptable Documents for Fingerprinting

 B) Criminal Records Check and Fingerprinting Instructions:

  1. Contact Sherry McElroy’s Office at (770) 536-5275 Ext 5112 to identify yourself as a new employee. She will then notify you of the date to report for fingerprinting. Fingerprinting takes place at the school board office located at 508 Oak Street Gainesville, GA 30501.
  2. Please bring Proof of Identification such as a Passport; OR Driver's License AND Social Security Card. 

C) Verification of Work Experience for Salary Credit Guidelines: 

Previous work experience must be verified for salary purposes. Without verified experience you may be placed at the entry-level salary for your position.

  1. Download the appropriate Verification of Previous Employment form: Verification of Certified Work Experience (pdf document), Verification of Classified/Non-Teaching Experience (pdf document).
  2. Complete Part A of the form.
  3. Send the form off to all previous employers with whom you have related work experience. The form may be sent via email, or printed off and sent via fax or mail.
  4. Your previous employer(s) must return the form to the Human Resources Department to the attention of Gwen Wiley upon completion. Instructions are provided on the form. The form may be returned via email, or printed off and sent via fax or mail. Once received by Human Resources, your prior work experience will be evaluated as it relates to your position, and salary credit will be granted where appropriate.
  5. Salary Scales
  6. Verification of Employment



Once you have been approved by the Board, you will be required to complete new hire paperwork. This paperwork is used for a variety of reasons including human resources, payroll and benefits enrollment.

adobe icon   New Employee Checklist


Gainesville City School System (GCSS) utilizes training modules available on the Compliance Director website to provide state-mandated training for school system employees. This training is provided to all new employees, volunteers, mentors, interns, and contractors. Also, this training is required annually at the beginning of the school year for employees only. 

adobe icon   Compliance Director Training Datasheet


Gainesville City School System Benefits Information

As a benefits-eligible employee, your total compensation is more than just the dollars you receive in your paycheck. Your benefits are an important part of your total compensation, so we invite you to familiarize yourself with details of these plans and encourage you to seek clarification when necessary.

Below is an overview of your benefits as an active employee. For more information on benefit plans, please visit our online employee benefits website

Benefits Overview

Benefits Eligibility

Employee: All full-time employees working at least 20 or more hours per week are eligible to participate in the benefit plans.

Dependents: Your legal spouse; dependent child(ren) under the age of 26; and your dependent child(ren) certified as medically disabled prior to their 26th birthday.

Note: You will be required to show documentation of your relationship to a dependent. Examples include a marriage certificate, birth certificate, adoption certificate and income tax returns.

Enrolling in Coverage

You can enroll within 31 days of your employment or your benefits eligibility date. After that, you can enroll or make changes to your coverage:

  • During the annual Open Enrollment period (held in the fall)
  • When you experience a qualified change in family status

To enroll, access ADP portal at and enter user name and password. For first-time users, see instructions for HOW TO ENROLL.

Retirement Enrollment

GCSS participates in Social Security, Georgia Teachers Retirement System; and Public School Employees Retirement System of Georgia. You will be automatically enrolled in these plans.

Qualifying Events

GCSS allows members to pay premiums on a pre-tax basis by adhering to IRS section 125. Under this program, the IRS has established strict rules regarding the changes you may make to your plans. The choices made during the open enrollment period must remain in effect for the entire plan year (January 1- December 31). Exceptions are permitted under IRS rules when a member has a qualifying event. You must consult your Benefits Administrator immediately, and you will have 31 days from the date of the event to make changes. This includes events that occur during the summer or holiday breaks while you may not be at work. Qualifying events include:

  • Marriage
  • Divorce
  • Birth or adoption of a child, or having a child placed in your custody or guardianship through the court
  • Death of a spouse or covered dependent
  • Becoming eligible (or losing eligibility) for Medicare, Medicaid or PeachCare
  • If your spouse's employment status changes causing a gain or loss of eligibility for coverage
  • Change in a spouse's employer causing gain or loss of coverage
  • A change in residence to an area not covered by your current option
  • If your spouse changes coverage during his/her employer's Open Enrollment period
  • If a Qualified Medical Child Support Order is established for a dependent
  • Enrollment in Marketplace coverage

When Coverage Begins

Your benefits coverage becomes effective the first month following one full calendar month of employment, unless the hire date is concurrent with the first of the month. If the hire date concurrent with the first of the month, then coverage is effective the first month following the hire date.

How to Enroll / First time registration

Complete the registration process on/after the first day of employment.

How to enroll in State Health Benefit?

For first time users, visit

  1. Click on “Register Here”
  2. Enter SHBP-GA as the registration code. It can be all caps or all lower case.
  3. Enter all requested information on steps 2-7. You will receive an activation code by your choice of method(s) of communication. Enter this code on the screen as instructed.
  4. Click on the login button on the bottom left of the page.
  5. You are now at the login screen. Use the new username and password that you created.
  6. You can view your coverage, information, update information, add/delete dependents, etc.

Note: Take this opportunity to explore this site. This is where you will complete open enrollment options. You have 20 days from your hire date to complete the registration and choose your health insurance coverage that will be in place until December 31st.


If you are transferring from another school system in Georgia and currently have health benefits, your benefits will transfer to GCSS. You will want to login to the enrollment portal to confirm that the transfer has been made.

How to enroll in Supplemental Benefits?

  1. For first time users, visit
  2. To log on you will need a username and password.
  • Your username is UP TO the first 6 letters of your last name, first letter of first name and the last 4 numbers of your social security number. 
  • Your password is your social security number WITHOUT dashes. You will then be asked to create a new password and set up your security questions. 
  • Example: Jane Doe 123-45-6789    Username: doej6789   Password: 123456789


If you are transferring from another school system in Georgia and currently have supplemental benefits, you would need to re-enroll

Your Benefits Offerings

Every employee receives $10,000 life insurance coverage through UNUM at no cost to you.

Department of Community Health

When it comes to keeping you and your family healthy, we have you covered with several options:

  • State Health Benefit Plan – Anthem (BCBS Gold, Silver, Bronze, HMO), United Healthcare (HMO and HDHP), Kaiser Permanente (HMO)
  • Pharmacy Benefits – CVS Caremark
  • Wellness Program – Sharecare, Inc.

Supplemental Benefits

  • Short-Term Disability 
  • Long-Term Disability 
  • Basic Life Insurance 
  • Voluntary Term Life 
  • Accidental Death & Dismemberment 
  • Permanent Life 
  • Dental 
  • Vision 
  • Critical Illness with Cancer 
  • Flexible Spending Account (Health Care and Dependent Care) – CAS
  • Retirement Investment (403b and 457b) – VALIC

Sick Leave

Each employee earns 1 ¼ days of sick leave per month (12 ½ days per year for 10 month employees; 13 ¾ days per year for 11 month employees and 15 days per year for 12 month employees). You can use 3 days of your accrued sick leave per year for personal leave. You can continue to accumulate leave up to a maximum of 45 days. Any leave over the maximum will not be lost it will be a credit towards your retirement. If you use more than your accumulated leave the days will be deducted from your pay.

Please visit the GCSS Benefits webpage to complete your benefits enrollments. 


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