New Department Chair
Training
HUMAN RESOURCES
PRESENTED BY: DEBRA GEHRKE
AUGUST 29, 2014
Overview
• HR Updates
• Payroll information
• HR processes
• Recruitment Process
• Employee Relation Information
HR Updates
 UPS
 HRS
 Electronic Leave Submission
 Criminal Background Check Policy
 4 year check
 Department funded
UPS
 Planned implementation on July 1, 2015
 BOR will be governing the Classified Staff
(University Staff) rather than OSER
 New policies and procedures relating to personnel
and compensation processes for University Staff
HRS
 UW Service Center is working toward stabilization
through the following initiatives:
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Reconciliation project
Benefits Redesign Project
Fresh Desk Implementation
AskHR
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Goals
When to ask
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How to ask
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Payroll
Unclassified
Paid first of the month
 Submit paid leave reports monthly to supervisor
 Earning statements/leave reports accessible through
MyUW http://my.wisconsin.edu
 Electronic Leave Reporting
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Payroll
Unclassified Paid Leave
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Only annual appointments earn vacation and personal
days if eligible
MUST report leave or no leave taken each month
Leave reports are due the 5th of the month for leave taken
in the previous month
Paid leave can be reduced at the end of the year if monthly
reports are not submitted.
If out of work for 5 consecutive full days must have doctor
verification before coming back, unless approved prior to
leaving (i.e. pregnancy)
Payroll
Classified, LTE’s and Students
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Paid Bi-Weekly
Enter absence requests and time worked into HRS
through http://my.wisconsin.edu portal
All hours worked and paid leave should be entered into
HRS by the end of each pay period.
HRS Time/Absence Training Materials
http://www.uwstout.edu/hr/HRS-Time-and-AbsenceTraining.cfm
Overloads
 Overload limits tracked by fiscal year starting
7/01/14
 20% of annual salary or $18,000 (whichever is
greater)
 Overload Tracker was implemented to communicate
overloads across departments and to ensure cap is
not exceeded
Performance Evaluation
 Unclassified
 Probationary and Academic Staff performed annually
 Tenured faculty every 5 years or as necessary
 Notifications will be sent by HR to Dean’s Office when
evaluations are to be completed
 Classified
 Probationary completed months 2, 4, and 6 for a six-month
probationary period
 Completed annually after probationary period
Renewal Notices
 UWS 10.05 (1) and Faculty, Academic Staff/Limited
Appointee Handbook
 Fixed Term Appointments
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At least 3 months before end of appointment within first 2
years
6 months thereafter
 Probationary Appointments
 At least 3 months before end of appointment in the 1st year
 6 months before end of appointment in 2nd year
 12 months thereafter
Employment Services (ES) Forms
 Implemented ImageNow workflow for processing ES
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forms
Access to view forms at any time
Access to view signed contract letters at any time
Quicker processing time
Paper forms no longer accepted
Other HR forms will begin using workflow
Salary Adjustments
 Wis. Stats. Prohibit salary adjustments unless for job
reclass/retitle, promotion, salary inequities, or
competitive factors
 Salary Adjustments may be made for any of the following
reasons:
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Change of Responsibility/Reclassification
Promotion/Progression
Temporary Base Adjustment
Equity Adjustment
External Job Offer
Market Adjustment
Educational Preparation Code Change
 Not possible to grant a base adjustment to recognize
good performance.
Unclassified Recruitment & Hiring Process
 Talent Acquisition Manager (TAM)
 Online applicant tracking system – integrated with payroll
(PeopleSoft HRS)
 Unclassified recruitment, emergency hires, LTE’s
 Search Committee Training
 Required once per fiscal year
 Will train entire departments by request
 Coordinators will go through in-depth TAM training
Unclassified Recruitment & Hiring Process
 EEO/AA Recruiting
 Takes proactive steps to recruit and advance women,
minorities, persons with disabilities, and covered veterans
 OFCCP focus is on efforts and results
 Diversify outreach efforts – advertise in targeted magazines,
newspapers, websites, etc.; recruit from organizations that
serve targeted groups
 HR is monitoring effectiveness of sources
International Hiring
 Never promise to obtain specific immigration status for a
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candidate or incoming faculty
Remind incoming foreign faculty that obtaining/paying
for visas for family members is their responsibility
Work authorization is required BEFORE the new foreign
faculty may begin work and proper authorization can
take up to 4-5 months
Remind foreign faculty to notify HR if they will need to
travel. There is always RISK when traveling
View the Immigration Recommendations for
Department Chairs Memo for detailed information
Title IX and Sexual Misconduct
Title IX
Sexual Misconduct
Prohibits discrimination on
the basis of sex, including
sexual harassment in
educational programs and
activities. It also protects
against retaliation.
Used to describe many
behaviors including sexual
harassment, sexual violence,
and/or discrimination and
harassment based on sex or
gender.
These behaviors include things
such as:
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Rape
Sexual assault
Stalking
Domestic violence
Sexual exploitation
Reporting Requirements
Informal discussion and mediation
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Contact your supervisor or Title IX coordinator for
consultation and advisement on informal resolution.
Formal Resolution
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Situations which cannot be resolved informally or severe in
nature. Reported verbally or in writing to your supervisor or
directly to the Title IX Coordinator.
• name of the victim
• name of the alleged harasser
• factual description of the incident(s) (including dates,
times, places, and the names of any witnesses).
Title IX Coordinator/Deputies
Deb Gehrke
Director of Human Resources/Title IX Coordinator
715-232-2613 (office)
Deputy Title IX Coordinators:
Joan Thomas (complaints against students)
Dean of Students
715-232-1181 (office)
Erin Dunbar (complaints against employees)
Employee Relations Manager
715-232-2314 (office)
Family and Medical Leave
Acts
Provides “job-protected” leave for eligible
employees with a qualifying reason. If
employees wish to be paid during the
absence, they may use accrued paid leave
hours.
Who is Eligible?
WI FMLA
 Anyone who has worked
for the State for more
than 52 consecutive
weeks.
• Anyone who has worked
for the State for at least
1,000 hours during the
52-week period
preceding beginning of
the leave.
Federal FMLA
• Anyone who has worked
for the State for at least
12 months (need not be
consecutive).
• Anyone who has worked
for the State for at least
1,250 hours of service
during the 12-month
period preceding the
beginning of the leave.
Qualifying Reason
Leave for treatment for a serious health
condition* for the employee
• Leave for caring for a spouse, child or parent with
a serious health condition
• For birth or adoption of a child
•
* Serious health condition: is a condition that makes
the employee unable to perform the functions of
the employee’s position.
Use of Leave
• Leave for a qualifying reason is for a total of 12
weeks per year and it can be used all at once for 12
consecutive weeks, or it may be used
intermittently. Intermittent leave schedules should
be approved by the supervisor.
• Leave provided under the WFMLA and FMLA is
unpaid leave but employees may substitute any
accrued leave.
Employee Responsibilities
Required to give their supervisors as much notice as
possible of the need to take FMLA leave (30 days is
required for foreseeable scheduled events).
Supervisor’s Responsibilities
• Contact Human Resources as soon as an employee notifies
you of potential leave or has been out of work for 5
consecutive full days
• Must ask for and employees are required to provide a
fitness-for-duty certification signed by the employee’s
health care provider BEFORE returning to work from
FMLA leave taken for the employee’s own serious health
condition.
• Employees are NOT allowed to return without the fitnessfor-duty certification.
Questions?