{"id":8635,"date":"2016-10-06T20:58:43","date_gmt":"2016-10-06T20:58:43","guid":{"rendered":"http:\/\/sehd.ucdenver.edu\/impact\/?p=8635"},"modified":"2016-10-06T21:09:53","modified_gmt":"2016-10-06T21:09:53","slug":"hr-managers-meeting-09-27-2016","status":"publish","type":"post","link":"https:\/\/sehd.ucdenver.edu\/impact\/2016\/10\/06\/hr-managers-meeting-09-27-2016\/","title":{"rendered":"HR Managers Meeting 09-27-2016"},"content":{"rendered":"

SEHD HR Manager Meeting<\/strong>
\n<\/strong>Tuesday, September 27, 2016 at 10:00a.m. \u2013 11:30a.m.<\/p>\n

11:00-11:30 a.m. will focus on Student Managers<\/em><\/p>\n

Supervisors that do not oversee student staff may leave during transition <\/em><\/p>\n

Location: Lawrence Street Center, Room 1150<\/p>\n

Attendance:<\/strong> Ruben Anguiano, Lindsay Austin, Patricia Ball, Bolormaa Begzsuren, Ted Bovey, Ritu Chopra, Jessica Coon, Rachel Cornelius, Christine Feagins, Lisa Forbes, Rene Galindo, Tim Halliday, Lindsay Harn, Carolyn Haug, Marlinda Hines, Jeffrey Proctor, Scott Schaefle, Kent Seidel, Barbara Seidl<\/p>\n

 <\/p>\n

Agenda Topics<\/u><\/strong><\/p>\n\n\n\n\n\n\n\n\n
Performance Management<\/em><\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 University staff and faculty performance periods are on the calendar year. Classified Staff It is important to meet with your employees throughout the year to keep things on track, clarify expectations, make adjustments, etc.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 It is best practice to document your meetings and follow up with a short email if any adjustments or clarifications were made, or assignments given, so you both have a record. This is mandatory for any coaching sessions with an employee, and will serve as documentation if your employees are not meeting expectations.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Involve Tricia if a more formal write-up is needed. This may involve a meeting with a campus HR consultant, so it is crucial to have good documentation of previous coaching on issues.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Annual Performance Reviews will be due February 22nd<\/sup>, this includes creating your professional plan for CY 2017. Reminders will be sent upon return from Winter Break.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Performance reviews and professional plans are a collaborative<\/strong> process between supervisor and employee.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Begin the process by asking the employee to send a self-evaluation with evidence of how they met their goals (or did not meet). Have them supply concrete examples on how they met their goals.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Do not have employees rate themselves.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Plan to meet with your employee in January. Supervisors MUST add their commentary and ratings to the employee\u2019s self-evaluation. This is also a good time to go over the employee\u2019s job description to make sure it is a good representation of what your employee is doing.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Meeting expectations means the employee \u201cconsistently fulfills performance expectations and periodically may exceed them. Work is of high quality in all significant areas of responsibility.\u201d It means the employee is doing their job well.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The Dean already reviews faculty performance ratings before the scores are finalized. We\u2019ve talked about an executive review committee for staff performance reviews, as well, to address scoring inconsistencies across supervisors in the School. We will implement this on a trial basis this year (Rebecca, Christine, Tricia). No scores will be changed unless it is an agreed outcome of a discussion with the employee\u2019s supervisor.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Professional plan<\/strong> \u2013 use the designated form. <\/u><\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 This is also a collaborative process between supervisor and employee, but the supervisor has the primary say in developing goals and expectations.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 If your employee is not meeting performance expectations, it is crucial that the expectation is clearly stated as a goal in the professional plan.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Use SMART goals, <\/a>\u00a0here are some examples<\/a>.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 When creating goals, make sure that these goals are specific and measureable.<\/td>\n

10:00 – 10:30 a.m.<\/em><\/td>\n<\/tr>\n
New Employee Onboarding<\/em><\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Contact Tricia if you have a position opening.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 On the form to submit a job posting, please note that there is an option<\/a> allowing you to use Central HR for the initial steps of the recruiting process (this is a free service) including screening applicants for qualifications and conducting the first round of interviews. This type is referred to as HR Recruitment Services.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 It is very important you call references. Both on and off list references should be contacted, be sure the candidate is aware you will be reaching out to both on and off list references.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Remember, a full search typically takes 8-12 weeks. <\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The search chair (or hiring manager) is responsible for conveying regrets to finalists interviewed, but not selected.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 During a new employee\u2019s onboarding meeting with Jessica, she reviews the IMPACT HR onboarding pages<\/a> and also gives the employee a tour of the 11th<\/sup> floor<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Supervisor Onboarding Checklist <\/a><\/p>\n

o\u00a0\u00a0 Please note, when starting a search<\/strong>, you can (and should) work on office space coordination; not just obtaining space, but ensure that it\u2019s ready for your new hire. Clean? Empty of old files? Do they have supplies? Furniture? Computer, phone, etc.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Staff Hire Form<\/a><\/p>\n

o\u00a0\u00a0 Please submit this form as soon as you have all the requested information needed to complete it. \u00a0Jessica will provide you with information you may not know in order to complete the form (i.e. EID, personal phone number, university email) as soon as she is able (will depend on how long it takes the new hire to respond with requested information); however, you do NOT have to wait for Jessica to provide you with information before working on critical components of the form, i.e. you should have the office location at this time and requested a phone (if needed) by this time.<\/u><\/strong><\/p>\n

o\u00a0\u00a0 Providing a speed-type on the form, allows JaNet and Tim to request office keys and copy\/long-distance codes<\/p>\n

o\u00a0\u00a0 Computer \u2013 If you have a new hire, a good idea to check with Theo to confirm available tech<\/p>\n

o\u00a0\u00a0 Access to folders on server \u2013 Provide to the tech team the name of employee (current or previous) with similar access, if you are not sure what kind of access should be requested<\/p>\n

o\u00a0\u00a0\u00a0 Ask the new hire how they want their name to be listed outside their office<\/td>\n

10:30-10:45a.m.<\/td>\n<\/tr>\n
Offboarding<\/em><\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Notify SEHD HR immediately. <\/strong>Provide a copy of the resignation letter, which clearly states what will be their last day. <\/u><\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Jessica sends each departing employee an exit checklist (their supervisor and the offboarding team are cc\u2019d)<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Please make sure that the employee\u2019s space is properly cleaned out <\/strong>(personal items gone, files distributed\/destroyed, extra furniture and supplies removed, cleaned\/wiped down). We have added a walk-through with Ja\u2019Net on the exiting employee\u2019s last day in the office.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Jessica works on vacation payout with the supervisor and employees, be sure MyLeave is current (vacation and applicable sick leave payouts are taken out of a different account not of the speedtype that the employee was paid from).<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Please discourage your employees from ending employment on multiple vacation days; this may make it difficult to complete necessary offboarding tasks that should happen during the employees last few days.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Watch out for potential sick leave abuse for departing and\/or retiring employees. You may ask for a doctor\u2019s note if sick leave abuse is suspected.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Layoffs or % time change need at least 30 days notice for University Staff, about 3 months for Classified Staff.<\/td>\n

10:45-10:55a.m.<\/td>\n<\/tr>\n
Leave Policy Review<\/em><\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 University staff are expected to work at least 40 hours\/week \u2013 if they are NOT, it looks like the job is not a full time position!<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Flex time and place arrangements are a privilege, not a right, and MUST be preapproved. Managers MUST hold their employees accountable!<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 For further information on leave topics unable to be discussed during the meeting, here are some additional resources from a leave focused manager meeting<\/a> held October 2015:<\/p>\n

o\u00a0\u00a0 LEAVE HANDOUT<\/a><\/p>\n

o\u00a0\u00a0 OCTOBER, 2015 MINUTES \u2013 LEAVE FOR SEHD MANAGERS<\/a><\/p>\n

\u00a0<\/strong><\/td>\n

10:55-11:00a.m.<\/td>\n<\/tr>\n
Transition to Student Manager Topics<\/strong><\/td>\n<\/td>\n<\/tr>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 MyLeave<\/em><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Please review timesheets before \u00a0approving<\/p>\n

o\u00a0\u00a0 Confirm the scheduled entered matches what they worked<\/p>\n

o\u00a0\u00a0 Confirm the summary box shows the correct total number of hours submitted<\/p>\n

o\u00a0\u00a0 Earnings code should be Student Hourly for a Student Assistant or Student Faculty Salary for GA\/GRAs<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Please assign a proxy<\/a> if you will not be in office when timesheets are due.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 If you know your student worked, and haven\u2019t received a timesheet from them, follow-up!<\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Speedtypes can be entered in the timesheet if a student employee is performing work on a different speedtype.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Hiring Form<\/em><\/strong><\/a><\/p>\n

o\u00a0\u00a0 Easy to use description of employee types and pay ranges<\/a><\/p>\n

o\u00a0\u00a0 No Hire Date field, instead the hire date depends on two factors:<\/p>\n

\u00a7\u00a0 Background Check Completion (2-3 days)<\/p>\n

\u00a7\u00a0 A new hire paperwork meeting being set, then they can begin work after submitting their hiring paperwork<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Budget approval<\/strong> is now required, <\/u><\/strong>if we do not it, your request will be placed on hold. <\/strong><\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 If outside contract, please contact Bolormaa Begzsuren about approval.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Provide a complete job description for your student hire that includes specific duties and qualifications using the template provided.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 The \u201cIn the system\u201d myth\u2014these students should be an instantaneous hire (NO)<\/p>\n

o\u00a0\u00a0 With the ACA policy limiting student hours to 25 hours a week, if they are already in the system, they may already be showing the maximum hours with another department and the situation would have to be investigated, possibly including collaboration with the payroll liaison from a different department to ensure the student can accommodate both jobs.<\/p>\n

o\u00a0\u00a0 Keep in mind, that students are allowed to work full-time ONLY<\/strong> during the summer. Once school resumes, they will need to follow the ACA policy hours\u2019 limit.<\/p>\n

o\u00a0\u00a0 If there is a break of service in between appointments and their I-9 or background check is over 3 years old, additional hiring paperwork would be required.<\/p>\n

o\u00a0\u00a0 Please forget the \u201cin the system\u201d myth. Sometimes it can be easier, but hours still have to be checked, timesheets discuss, offer letters created and appointments entered.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Utilize the Student Handbook<\/a>.<\/p>\n

o\u00a0\u00a0 Under the Appendix you can find a student evaluation form. This form can be useful when giving promotions, or if a student employee has issues in the workplace.<\/p>\n

o\u00a0\u00a0 The handbook outlines information regarding break and lunch policies for students.<\/p>\n

\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Student Salaries\/Promotions<\/p>\n

o\u00a0\u00a0 The Student Handbook contains a description of each student employee type and associated pay ranges<\/p>\n

o\u00a0\u00a0 An acceptable promotion increase for a student\u2019s hourly rate would be .25\u00a2 a semester or .50\u00a2 – .75\u00a2 a year. You should give your student employee a performance evaluation around that time.<\/p>\n

o\u00a0\u00a0 Check in regularly with your student, let them know if they are meeting your expectations.<\/td>\n

11:00-11:30a.m.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n","protected":false},"excerpt":{"rendered":"

SEHD HR Manager Meeting Tuesday, September 27, 2016 at 10:00a.m. \u2013 11:30a.m. 11:00-11:30 a.m. will focus on Student Managers Supervisors that do not oversee student staff may leave during transition Location: Lawrence Street Center, Room 1150 Attendance: Ruben Anguiano, Lindsay Austin, Patricia Ball, Bolormaa Begzsuren, Ted Bovey, Ritu Chopra, Jessica Coon, Rachel Cornelius, Christine Feagins, […]<\/p>\n","protected":false},"author":44,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[256,3],"tags":[121,257],"class_list":["post-8635","post","type-post","status-publish","format-standard","hentry","category-hr","category-meetings","tag-hr","tag-manager"],"_links":{"self":[{"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/posts\/8635","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/users\/44"}],"replies":[{"embeddable":true,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/comments?post=8635"}],"version-history":[{"count":0,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/posts\/8635\/revisions"}],"wp:attachment":[{"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/media?parent=8635"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/categories?post=8635"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sehd.ucdenver.edu\/impact\/wp-json\/wp\/v2\/tags?post=8635"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}