ES FORMS & MORE WORKSHOP MEET YOUR TRAINER… Jessica Bierman
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6/26/2014 ES FORMS & MORE WORKSHOP Presented by: Human Resources June 2014 MEET YOUR TRAINER… Jessica Bierman Asst. Director for Recruitment & Selection Supervisory responsibility for HR/Recruitment Team Immigration Processing Affirmative Action email: biermanje@uwstout.edu telephone: 715-232-5405 2 1 6/26/2014 UW Employee Categories Classified Staff Faculty Academic Staff Limited Appointees Student Assistants 3 UNCLASSIFIED APPOINTMENT TYPES Faculty consists of all persons with instructional, research and service responsibilities who hold the rank of professor, associate professor, or assistant professor with at least a 50% appointment at one institution or a 100% appointment held jointly between multiple institutions. Limited appointments are special appointments to designated admin. positions using unclassified titles, directly involved in formulating, interpreting, and monitoring policies and/or major programs on behalf of the admin. officer. Serve at the pleasure of the appointing official and do not have a set period of time. Academic Staff includes professional and administrative personnel with duties and appts. primarily associated with higher ed. institutions or their administration. Student Assistant graduate students who: hold a fellowship, scholarship or traineeship; hold an appt. intended to further the education and training of the student; employed to assist with research training or other academic programs or projects and/or assigned teaching responsibilities under supervision of a faculty member. 4 2 6/26/2014 UNCLASSIFIED PERSONNEL GUIDELINES UW System Website: http://www.uwsa.edu/ohrwd/po licies/ 5 UNCLASSIFIED TITLE STRUCTURE Positions must be unique to higher education in order to be in the unclassified service Unclassified Titles are assembled into 13 title groups: Academic Administrators Academic Program Directors Faculty Instructional Academic Staff Research Academic Staff Administrative Directors Administrative Officers Other Academic Staff/Limited Program Managers Professionals Employees-in-Training Student Assistants Other Special Use Titles 6 3 6/26/2014 UNCLASSIFIED TITLES Formal title within the title group Prefix 7 2014-15 CATEGORY A SALARY RANGES EFFECTIVE JULY 1, 2014 – JUNE 30, 2015 UPG #4, Attachment 2 http://www.uwsa.edu/ohrwd/policies/upg4/attach2.pdf 8 4 6/26/2014 TITLE SURVEYS When are they required? Whenever there is a NEW, non-instructional position created (either recruited or emergency hire); or When requesting a title change Major changes in duties; or Reflect greater experience, expertise and applied ability in a particular specialty area (career progression) In order to process a title change, must submit: Updated position description Title Survey – long or short form, depending on position Organizational Chart Request for Change in Prefix/Title form 9 CUPA CODES UW-Stout participates in the CUPA-HR Salary Surveys Administrators in Higher Ed. Professionals in Higher Ed. Non-Exempt Staff in Higher Ed. (new) Faculty Positions are assigned a CUPA code at the time of appointment by the supervisor/dept. chair HR maintains codes; used by PARQ office for salary equity study and for market adjustments Deans/directors may authorize corrections by submitting a request to HR http://www.cupahr.org/surveys/worksheets.aspx 10 5 6/26/2014 11 MEET YOUR TRAINER… Doreen Johnson Human Resources Assistant Unclassified recruitment and training TAM support New hire contract administration Immigration processing Affirmative Action reporting email: johnsondo@uwstout.edu telephone: 715-232-2140 12 6 6/26/2014 WHERE TO FIND ES FORMS Your NEW ES Form Headquarters: http://www.uwstout.edu/hr/Salaries-and-Wages.cfm ES Form Template UPG Links Unclassified Salary Adjustment Process Unclassified Salary Adjustment Table Academic Calendars CUPA Survey Links Graduate Assistant (GA) Pay Chart Pay Plan Details ES5 OR ES6? ES5 ES6 -Recruited Initial Hire -Emergency Hires -Recruited Reappointments -Graduate Assistants -Limited Appointments -Volunteers -Rolling Horizons* 7 6/26/2014 THE SALARY CALCULATOR Input the base salary Input only 1 of the following fields: FTE Working % Actual Salary SECURITY & CONFIDENTIALITY Please follow these important guidelines: 1. Never EMAIL ES forms because of confidential information (SSN, DOB, etc.) 2. If needing to PRINT, handle/store/shred securely 3. SAVING is strongly discouraged. Information may be mishandled and documents may be accessed through the ImageNow Shared queue. 8 6/26/2014 MEET YOUR TRAINER… Samantha Pearson Human Resources Assistant|LTE Coordinator Unclassified Contract Administration Unclassified Salary Adjustments Ed prep code, change of responsibilities, etc. Unclassified Tuition Reimbursement LTE Requests email: pearsonsa@uwstout.edu telephone: 715-232-2415 17 CAPTURING YOUR ES FORM INTO WORKFLOW Print using the “ImageNow Printer” Select your HR Unclassified capture profile If you select a Forms capture profile, you will not be able to properly link your ES form If you do not have an HR Unclassified capture profile, please send a ticket to Ask5000 9 6/26/2014 LINKING YOUR ES FORM Enter Employee Name: Last Name, First Name Enter Contract Begin Date: YYYY/MM/DD or Year/Month/Day Select ES Type 5 or 6 Once captured, the ES form will go into your forms queue ES FORM ATTACHMENTS New Hires Position Description Resume ES5 Reappoint New None Hire ES6 All Position Description Official Transcripts should be sent directly to HR 10 6/26/2014 ADDING ATTACHMENTS TO YOUR ES FORM Print attachment into Workflow using same capture profile as ES form Link your attachment by filling in your document keys Once captured, in your queue, select the ES form and the attachment/s. Right click on the ES form and select “merge” ARRANGING ES FORM PAGES Ensure your documents are in the correct order If not in the correct order, click and drag thumbnails to proper order ES Page 1 ES Page 2 Position Description Resume, if applicable 11 6/26/2014 ROUTING THE ES FORM IN WORKFLOW Creator Route to Budget Manager Creator Budget Manager Budget Manager Route to 1HR Unclassified Assistant Approvers (supervisor, dean/director, division admin) Route to HR Join Docs 1HR Approvers HR Join Docs WHAT IF THE ES FORM SHOULDN’T BE APPROVED? At any point in the process an ES form can be sent to the HR Deny queue which prevents the form from continuing in the process When denying a form, put a sticky note indicating the reason the form was denied HR will contact stakeholders to determine a resolution 12 6/26/2014 WORKFLOW ANNOTATIONS Stamp Used for signatures lines Sticky Note Use when denying a form Notes Text Use for corrections Comments FINDING YOUR ES FORM IN WORKFLOW In ImageNow, select the “L_HR.ES Both Drawers Search” Search by “Created by” to find ES forms your captured Search by “Name” to find using the employee name “Created within days” finds forms created within a given time frame “Payroll ID” finds forms using the Payroll ID (not campus ID) 13 6/26/2014 TRACKING YOUR ES PROGRESS Right click on ES form and select “Properties” Expand the “WorkFlow” dropdown menu Now you can see what queues the ES form is currently in If you see the ES in individuals’ forms queue, the ES form is collecting approval stamps 1HR indicates the ES form is waiting to be processed 2HR indicates the contract letter is ready to be mailed 3HR indicates the contract letter has been mailed ES Complete indicates the contract has been returned by the employee ES FORM ALARMS 3HR Creator receives email when the form enters the 3HR queue Indicates that a contract has been mailed to the employee ES Complete Creator receive email when the form enters the ES Complete queue Indicates that a signed contract has been received from the employee 1HR Approvers 2HR 3HR ES Complete 14 6/26/2014 VIEWING A SIGNED CONTRACT Once an ES form reaches the ES Complete queue, a copy of the signed contract will be uploaded to the HR Shared drawer within a week Locate the “L_HR.Shared” drawer and search by “Last Name” Double click on the contract letter to view If you do not have access to the HR Shared drawer, please request viewing permissions through Ask5000 VIEWING REDACTED ES FORMS xxxxxx XXXX At the end of every semester, ES forms will be redacted for viewing in the HR Shared drawer xxxx Redacted ES forms have sensitive information blacked out Sensitive document keys are removed Annotations are preserved Search the drawer by “Last Name” Double click to open If you cannot find the redacted ES form, please submit an AskHR ticket 15 6/26/2014 BACKGROUND CHECKS Who Needs One? How to Request a Background Check Anyone new to Stout Unclassified criminal background check requests can be submitted via the new online Background Check Request Form: http://www.uwstout.edu/hr/CBCRequest.cfm Permanent Employees Emergency Hires Graduate Assistants Volunteers Paper Authorization forms are still accepted Anyone who has a 1+ yr. break in employment Re-run every 4 years thereafter BACKGROUND CHECK REQUEST FORM HR Forms Page > Background Check Request Form Web form submitted as an AskHR ticket E-Link sent to employee Eliminates paper & misrouted forms Increased security & confidentiality Less paperwork for hiring department to manage Increased efficiency and processing speed 16 6/26/2014 EMPLOYEE EMAIL HR is prompted to create an email when an ES form is received HR notifies supervisor once complete Email creation also prompts D2L access if applicable Once activated, employees can have Campus ID created HR receives ES form HR adds person & creates email address Email creation notification sent to supervisor Employee activates email SUPERVISOR ORIENTATION CHECKLIST The supervisor orientation checklist is a great resource for supervisors to review with new employees throughout the employee’s first few months at Stout. It includes checklist items such as ordering keys, requesting network access, and a tour of campus. Once complete, supervisor orientation checklists can be turned into the Human Resources office. http://www.uwstout.edu/hr/upload/supv_orient_checklist.pdf 17 6/26/2014 HR UNCLASSIFIED CONTACTS Human Resources Payroll & Benefits Doreen Johnson Human Resources Assistant Recruitment & Hiring, Faculty & Staff Recruited Hires Samantha Pearson Human Resources Assistant Rolling Horizons, Emergency Hires, Reappointments Jessica Bierman Asst. Director for Recruitment & Selection Payroll: Jen Schermitzler Payroll and Benefits Specialist ASLS, CAHSS, CEHHS Monica Winter Payroll and Benefits Specialist STEM, COM, ASA, Chancellor’s Division, Stout Online Benefits: Mary Kay Sankey Staff Benefits Manager Geoff Osterhaus Benefits Assistant Jo Johnson Payroll & Benefits Program Supervisor http://www.uwstout.edu/hr/hr-staff.cfm ASK HR http://www.uwstout.edu/hr/ASKHR.cfm Benefits: Track ticket progress through email updates Your question or concern is addressed by the most appropriate staff member Ticket reminders are sent daily to staff until ticket is complete Front Desk ext 2149 18
