Minutes: HR Discussion Group 03.11.15

If you’re a manager of university/classified staff in the SEHD and weren’t able to attend the latest HR Discussion Group for SEHD Managers meeting, you can check out the minutes here:

Agenda

HR Discussion Group for SEHD Managers

Wednesday, March 11 at 1:30 – 3:00 PM

LSC 1150

In Attendance: Patricia Ball, Ted Bovey, Jason Clark, Carolyn Haug, Rebecca Kantor, Honorine Nocon, Jeff Proctor, Sandra Snyder‐Mondragon, Bonnie Walters

Topic/Discussion Item

At our last HR Discussion Group, we talked a bit about onboarding and resources on Impact ‐ at the end of the session, several people asked for more discussion about onboarding.

Since that time, we have met again with what we’ve dubbed “the Onboarding Team” (tech team, Becky, JaNet, Tim, HR/payroll), developed and implemented electronic forms for searches and new hires with e‐ notifications to team members, and have put a supervisor onboarding page and an employee onboarding page on Impact.

Jessica has put tremendous work into making this happen, and Theo has also put much work into it. In talking to our colleagues in other Schools and Colleges, I think we have the most comprehensive and organized onboarding on campus!

Jessica gave a demonstration of onboarding and other

HR resources on Impact:

• Lecturer/Student/Temp Hires
• This section contains forms to help hire lecturers, students and temps. If you need a student employee, there is also a form to request assistance with a job posting on Career Lynx, UCDs student and alumni job board.

• Reference Documents
• This is where we try and centralize access to all handbooks, policies, and guidance documents that may be of interest to you. If
• there is something missing you’d like to see included let us know!
• Supervisor Onboarding Checklist
• Subdivided into three areas—pre‐hire, during hire, and upon arrival. It is designed to help the supervisor know what steps need to be taken and the preparations necessary for each new hire.

• Staff – Search/Waiver/Promotion Request
• The name of this section may change, but these are forms needed to start a search for a staff hire (be it targeted or eligible for waiver) or to request a promotion for a staff member. This section also contains the Staff Hire form which is critical to the new onboarding process and will be delivered to the onboarding team to assist you with preparing for your new hire.

• Employee Onboarding
• This area is primarily directed toward educating new employees (but may also be helpful for current employees!). Here we tried to gather all relevant bits of information related to the benefits of being a UCD employee, information about the department, campus, and even general information about Colorado.

FML basics for supervisors:

• Need to ask for a doctor’s note or a medical certification for anything more than 3 missed shifts. FML can be intermittent also.
• Return to work certification is usually needed and if the employee shows up without one, send them home until they can present one. Tricia & Jessica will loop supervisors in on this process.
• Be careful when you are signing off on monthly timesheets. Be sure that any FML is reflected (especially with intermittent FML)
• FML is concurrent with work comp/OJI (On the Job Injury). An employee has 4 days to report an OJI.
• Jessica & Tricia will inform supervisor of FML dates, namely when is the expected return date and if a certification to return is required.
• Influenza virus out 7‐10 days. Doctor’s note could be required.

What if a supervisor suspects someone is abusing their sick leave, etc. Talked through some examples which may require the supervisor to address the concern with the employee, possibly ask for a medical certification, or insist upon pre‐approval of absences:

• Building up sick leave and then consistently taking 2, 3, even 4 days/month, intermittently. In one month, may not be a big deal. Over a period of time, probably need to address it with employee.
• Consistently taking intermittent sick leave so that they are maintaining a very low sick leave balance.
• Taking a suspicious amount of sick leave after they have given their notice of resignation (or you suspect they will be turning in a resignation)
• Taking sick leave leading up to a holiday break. Not taking any leave at all, sometimes for a year or even several years (have seen this with 12‐ month faculty or PT employee) – Greg hasn’t seen this as a problem, although we have in the department with vacation especially.

1. NEW POLICY: Campus HR had been saying that they didn’t think they would be making a policy to restrict student employee hours in response to the Affordable Care Act, but now in order to be consistent across campuses they are rolling out a policy that:

• restricts student employees to 25 hr/wk limit for student employees, but exceptions can be requested. 40 hr/wk limit during the summer.
• If the student employee leaves and works for another department the following year and chooses to get benefits through CU, the department that created the eligibility situation the previous year will be charged the employer contribution portion.
• Have not heard about lecturers who might be teaching across departments or campuses yet.

2. New systems ‐ HCM upgrade coming this fall. A new recruiting system (Taleo) will replace PeopleAdmin. MyLeave will be replaced, and we will have electronic evaluations including 360 evals. Since they are trying to keep system customizations to a minimum, they will also be changing a lot of our business processes (we will keep you informed as this happens). Job descriptions are going to look a lot different: more standardized and competency‐based.

3. Exempt Professional Assembly merged with Staff Council on 1/1/2015. EPA was dissolved and Staff Council now represents PRAs, as well as Classified and University Staff.

Please contact Tricia Ball (Patricia.Ball@ucdenver.edu) if you have any suggestions for upcoming discussion topics. Thank you!